Roslindale Village Main Street (RVMS) invites qualified parties with experience in outdoor lighting and decoration installation to submit a proposal to design and create a bright and festive holiday atmosphere throughout the core Roslindale Village business district utilizing lighting and other decorative items.

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Contact Person:
Alyssa MacNeill, Program Manager
Roslindale Village Main Street
Email: manager@roslindale.net

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Key Proposal Dates:

• All proposals due in PDF format by 5pm on May 9, 2025

• All questions due via email to Contact above by 5pm on May 2, 2025

• Responses will be circulated to all interested vendors by 5pm on May 30, 2025​​

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About Roslindale Village Main Street
RVMS was established in 1985 as one of the first urban Main Street Programs in the nation, with the help of then City Councilor Thomas M. Menino and the National Trust for Historic Preservation. Within its first three years, RVMS spurred 33 façade changes, 43 commercial building rehabilitations, 29 net new businesses, and 132 net job gains--totaling over $5 million new investments. RVMS received a National Main Streets Urban Pioneer Award in 2006 for its revitalization efforts.

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Today, Roslindale Village is a thriving commercial hub of 90% locally owned businesses. It boasts free public wifi in Adams Park and a fabulous Farmers Market. There are now 20 Main Street Districts in Boston. We are proud to have been the first one!

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Project Background
One of the four main principles of the Main Street Approach that we follow is “Design,” or enhancing the physical appearance of the downtown area. We hope to elevate the look and feel of the neighborhood while maintaining Roslindale’s unique local character, helping us to make Roslindale Village an appealing destination to residents and visitors alike throughout the year.

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Traditionally, RVMS volunteers have decorated Adams Park and Alexander the Great Park for the holidays (November through January). The decorations include hung garland along the fence accented with red bows and we have supplemented these decorations with battery operated string lights. The decorations have gotten worn and the lights are not sustainable, as the batteries don’t last throughout the season. 

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Scope of Work:
The goal of this project is to add festive decorations and lighting to our downtown area during the winter months.

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Specifically, the vendor will:

• Provide a design plan of the proposed installation in response to this RFP, including relevant inspiration imagery to convey the general concept.

• Recommend and possibly assist in the purchasing of products that will match aesthetically, be feasible in our space, and be durable enough to withstand the elements over many years.

• Work with the RVMS Design Committee and Program Manager to create an implementation plan, including securing necessary approvals (if required).

• Work with relevant parties to install decorations and materials. RVMS volunteers may be available to assist with the installation.

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Experience navigating the installation process within the City of Boston is a plus.

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Considerations should include feasibility and necessary permitting, storage (RVMS will need to store any related materials/supplies), and sustainability (RVMS would ideally be able to continue using this design in future years).

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Imagery:
The goal of this project is to add festive decorations and lighting to our downtown area during the winter months. We hope to work with someone who can help us achieve a cohesive look throughout Roslindale Village. We aim to prioritize lighting with this project to add beauty and lift spirits, especially throughout the dark winter months. We envision decorative lighting (ie. snowflakes, string lights, etc.), possibly utilizing lamp posts, trees, planters, or fencing, and want to purchase light fixtures that will last throughout the season. Additional decorations may include holiday themed decor like wreaths, swags, or garlands, if they match aesthetically with the rest of the project. The decorations should focus on general ‘winter’ themes and be inclusive of everyone in our neighborhood so that they remain relevant for a longer period. Other ideas are also welcome!

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Budget: $25,000 - $35,000

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Purchasing local materials and services should be prioritized.

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Timeline:
The selected vendor will be notified by May 30, 2025. Below is a general timeline we have envisioned for the project. We recognize that timelines must be flexible, depending on the selected contractor. The key deadline we have is to get the decorations and lighting installed by November 22, 2025.

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• Design refinement & feasibility: Summer 2025 (June/July)

• Approvals & purchasing: Late summer/early fall 2025 (August/September)

• Installation: November 2025 (deadline: November 22)

• Removal: February 2026

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We hope that this could be an annual installation. Please describe your approach to installation and removal in future years in your proposal.

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RVMS Responsibilities:

• Provide all information needed for the project to begin work.

• Assist with the City of Boston approval process, if necessary.

• Coordinate RVMS volunteers, if needed.

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Submission Requirements:
Proposals must be submitted via email to manager@roslindale.net by 5pm on May 9, 2025.

Proposals must be in PDF format and not exceed 15 pages, excluding the cover page. Proposals must include the following:

 

• Cover Letter/Introduction

• Sample of Prior Relevant Work (images and descriptions of similar projects)

• Work Plan and Schedule. Please explain how you will approach the project and the key steps in your work plan. As the exact start date is unknown, please provide a timeline with a generic start date.

• Proposal Sketch(es) or Concept Art. These will be kept confidential.

• Cost Proposal

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Bidders are responsible for all costs associated with the preparation and submission of proposals.

 

Basic Contract Terms & Conditions:
The selected vendor will be required to sign a formal contract that includes payment terms, service level agreements, and penalties. The issuing organization reserves the right to terminate the contract if the vendor fails to meet agreed-upon deliverables or breaches any terms.

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Any work, deliverables, or materials produced under this contract will become the property of RVMS unless otherwise agreed.

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Inquiries:
Please submit all inquiries to manager@roslindale.net by 5pm on May 2, 2025. Please mention Winter Decoration & Lighting RFP in the subject line. 

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RVMS encourages local firms and/or minority-owned and women-owned businesses to respond.