HOLIDAY MAGIC EVENT LIGHTING 2020, 2021 AND 2022 - Chicago Zoological Society

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CHICAGO ZOOLOGICAL SOCIETY
REQUEST FOR PROPOSAL (RFP) FOR
HOLIDAY MAGIC EVENT LIGHTING 2020, 2021 AND 2022

The Chicago Zoological Society is soliciting proposals to provide tree lighting for Holiday
Magic 2020, 2021 and 2022. This will be a three-year contract for the years 2020, 2021, 2022.

This document outlines the Society’s guidelines for your responses. The Proposal must be
submitted no later than January 20, 2020. All questions and responses to the RFP must be
addressed to:

Elizabeth Sterchele
Manager Marketing Events
Chicago Zoological Society/Brookfield Zoo
3300 Golf Road
Brookfield, IL 60513
708-688-8395
elizabeth.sterchele@czs.org

Organizational Overview
The Chicago Zoological Society (CZS) is a private nonprofit organization that operates
Brookfield Zoo on land owned by the Forest Preserve District of Cook County. Opened to the
public in 1934, Brookfield Zoo has been a Chicago-area treasure and family destination for
more than 75 years. Brookfield Zoo is the largest suburban attraction in Cook County, both in
size and visitation. The 216-acre Zoo annually serves over two million visitors from the diverse
Chicago metropolitan area. The zoo is open 365 days a year. On an average day, more than
11,000 people visit during the Zoo’s peak attendance season in the summer months.

The Chicago Zoological Society’s mission is to inspire conservation leadership by connecting
people with wildlife and nature. We strive to provide people of all ages and backgrounds with
opportunities to learn about and care for the natural world. When it first opened, Brookfield
Zoo was considered “cutting edge” for its bar-less enclosures. One of the first zoos to employ
nutritionists, pathologists, veterinarians, geneticists, endocrinologists, and behavioral
specialists, we continue in a tradition of innovation.

Project or Product Description
Brookfield Zoo is planning for the Holiday Magic event. The event takes place on Saturdays
and Sundays, November 28 through December 20, and December 26 through Sunday,
December 31, 2020 (14 nights); 2021 and 2022 dates TBD.

CHICAGO ZOOLOGICAL SOCIETY
        REQUEST FOR PROPOSAL (RFP) FOR
HOLIDAY MAGIC EVENT LIGHTING 2020, 2021 AND 2022
  Scope of work to bid:
  We are soliciting for building lighting, mall displays and Swamp video mapping for Holiday
  Magic 2020, 2021 and 2022.

  Installation must be completed before Monday, November 23, 2020; November 22, 2021;
  November 21, 2022.

  Please be prepared to quote each area separately and to have all final quotes in by January 20,
  2020 for consideration.

  All bids should include:
       Design
       Installation
       Sound equipment
       Maintenance
       Removal of all equipment and wiring
       All power cables must be provided

  If you would like to set-up an appointment to come to look at buildings and grounds for a more
  accurate quote please feel free to contact me and we will set up an appointment.

  Please note we are looking at a three-year deal for 2020, 2021 and 2020

  Specifications & Requirements/Deliverables
        LED Lighting:
           o Exterior and (minor) interior lighting of zoo buildings (See list on page 5)
           o All power cables must be provided
           o All LED lighting
           o Responsible for all cabling from light fixtures to power source
           o Respond to any operational issues in a timely fashion
           o Technician on-site every night of Holiday Magic
           o Provide detailed, itemized price list of fixtures.
           o Vendor must follow all Cook County electrical guidelines and schedule an
              inspection with Cook County inspector prior to the beginning of Holiday Magic.

        Swamp Video Show:
           o Two different 10 to 15 minute videos shows set to music projected on the front
              of the Swamp building
           o Show must be submitted for approval by November 1, 2020, 2021, 2022

                                                                                                    2

CHICAGO ZOOLOGICAL SOCIETY
REQUEST FOR PROPOSAL (RFP) FOR
HOLIDAY MAGIC EVENT LIGHTING 2020, 2021 AND 2022
 Feature LED Display/Light Show on West Mall:
o Feature display or light show on the West Mall to run from 4:30pm to 9pm
o Responsible for all cabling from light fixtures to power source
o Responsible for all sound equipment, cabling and speakers
o All electrical connections should be wrapped and raised above the ground to
eliminate moisture
o No add-a taps, vampire plugs, lamp cord, etc. can be used. All extension cords
must be grounded, twelve (12) gauge, and outdoor rated.
o Respond to any operational issues in a timely fashion
o LED or energy efficient only
o Technician on-site every night of Holiday Magic
o Provide a description of the show and itemized price list of fixtures.
o Vendor must follow all Cook County electrical guidelines and schedule an
inspection with Cook County inspector prior to the beginning of Holiday Magic.
o Any use of lasers must adhere to all local, state and federal regulations.

 LED light displays, structures, etc. at location(s) to be determined.
o Responsible for all cabling from light fixtures to power source
o Responsible for all sound equipment, cabling and speakers
o All electrical connections should be wrapped and raised above the ground to
eliminate moisture
o No add-a taps, vampire plugs, lamp cord, etc. can be used. All extension cords
must be grounded, twelve (12) gauge, and outdoor rated.
o Respond to any operational issues in a timely fashion
o Provide detailed, itemized price list of fixtures.
o Vendor must follow all Cook County electrical guidelines and schedule an
inspection with Cook County inspector prior to the beginning of Holiday Magic.

 Total Holiday Magic budget is $125,000 per year.

Schematics, timeline (If applicable)
Bids are due back by January 20, 2020 for consideration. Installation and demonstration (if
applicable) must be completed by Monday, November 23, 2020; November 22, 2021;
November 21, 2022

Delivery or set up (If applicable)
Vendor MUST provide a calendar/schedule of when they will need access to the zoo.
Vendor must contact CZS staff to have their vehicles escorted in and out of the zoo.

Vendor must contact CZS Animal Programs Department before working in any animal area
including Seven Seas, Big Cat Grottos, Formal Pool and the Hamill Family Play Zoo.

CHICAGO ZOOLOGICAL SOCIETY
REQUEST FOR PROPOSAL (RFP) FOR
HOLIDAY MAGIC EVENT LIGHTING 2020, 2021 AND 2022
Vendor must follow all Cook County electrical guidelines and schedule an inspection with
Cook County inspector prior to the beginning of Holiday Magic 2020, 2021, 2022.

Vendor/Consultant Information
Vendor will be held accountable to CZS Contractor Safety Policy (attached as part of contract).

Required Proposal Response Format
Written via email or mail.

Deadline to Respond
The Proposal must be submitted no later than January 20, 2020.

Basis for Award of Contract or Purchase Order
CZS will award the contract to the proposal which demonstrates the best combination of price
and lighting ideas and references.

CZS Reservation of Rights
CZS reserves the right to reject any or all proposals, without explanation, to waive
irregularities, and to accept a proposal, which in CZS sole judgment, is in CZS best interests.

MBE/WBE/DBE/8(a)
The Chicago Zoological Society is committed to ensuring that certified minority-owned
business enterprises (MBE’s), women-owned business enterprises (WBE’s), disadvantaged
business enterprises (DBE’s), and U.S. Small Business Administration 8(a)-certified (8(a)’s)
firms are afforded opportunities to compete for and participate in the Chicago Zoological
Society’s purchasing activities. If your company is certified as a MBE, WBE, DBE or 8(a)
company, please send your current certification with your response to this RFP.

Vendor Prequalification Process and/or References
Provide list of references.

Additional Requirements such as Vendor Presentation or
Demonstration (if applicable)
 All extension cords must be twelve gauge, exterior grade, and grounded.
 All electrical connections and cord ends must be wrapped in electrical tape, or covered
with a manufactured electrical device designed for this purpose.
 The following items are not allowed: add-a-taps, vampire plugs, lamp cord, cord splices
or alterations to any UL listed device.

CHICAGO ZOOLOGICAL SOCIETY
        REQUEST FOR PROPOSAL (RFP) FOR
HOLIDAY MAGIC EVENT LIGHTING 2020, 2021 AND 2022
        All light strings must be; LED, a manufactured system, UL listed, and be grounded or
         have an inline fuse.
        Cord splices, add on, or altering any UL listed product will not be accepted.
        All electrical strings/devices must be plugged directly into an outlet, or one (1)
         extension cord can connect the string/device with the outlet. Multiple cords cannot be
         used to connect electrical devices.
        Our exterior duplex outlets are all GFCI 20 amp. All electrical strings/devices must be
         under twenty (20) amps combined for the duplex outlet.
        All contractor’s installing any lighting, cords, or electrical devices must be a registered
         contractor with Cook County. CZS will have their Supervising Electrician and the Cook
         County Electrical Inspector inspect all installations and connections. Each contractor
         will be responsible to correct all items noted by either party, and agree to meet; all
         OSHA Requirements, Cook County and Illinois State Codes.
        All contractors are responsible to provide their own tools, materials, equipment, fuel,
         labor, etc. unless otherwise noted in the contract.

  Building Locations for LED Lighting:
       Australia House                                         Seven Seas (light center island in
       Big Cat Grottos (4)                                      dolphin stadium)
       East Pachyderm                                          Seven Seas Gift Shop
       Feathers & Scales                                       South Gate
       Fragile Desert                                          Swan Pavilion stage lighting
       Fragile Rainforest                                      The Swamp
       GBW Mountain                                            Tropic World sign
       GBW Underwater Viewing                                  Up lighting for trees by south
        entrance                                                West end of Tropic World
       Gingerbread House in the North                          West Pachyderm
        Pond                                                    Wolf Woods entrance
       Hamill Family Play Zoo
       Hamill Family Wild Encounters
       HM picture frame
       Lights on Great Bear Wilderness
        gift shop
       Living Coast
       North Gate
       Polar bears & sleigh at North
        Gate
       Polar bears & sleigh by Great
        Bear Wilderness
       Reptiles & Birds

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