Request for Proposals: Winter Lights Downtown!

Written By Erica Waltemade

Request for Proposals (RFP)

Downtown Asheville Parks Winter Lighting Installation: Pritchard Park, Pack Square Plaza, and Triangle Park

Overview

The Asheville Downtown Improvement District and the Asheville Downtown Association are seeking proposals from qualified vendors for the design, installation, maintenance, and removal of winter lighting in three Downtown parks:

  • Pritchard Park

  • Pack Square Plaza

  • Triangle Park.

Background

The Asheville Downtown Foundation and the Asheville Downtown Improvement District are committed to strengthening Downtown’s economic resilience and ensuring that businesses, residents, and visitors feel confident and welcomed in the heart of the city. Continuing and expanding the tradition of winter lighting will not only add seasonal beauty and joy, but also enhance public safety by increasing nighttime visibility, reducing dark areas in parks and plazas, and encouraging positive use of public spaces. This project aims to celebrate community spirit, draw foot traffic Downtown during the winter months, and contribute to the year-round vitality of Asheville’s Downtown economy.

This contract will cover an initial installation in Fall 2025 with options for renewal in subsequent years.

Project Scope

Locations & Minimum Requirements

  • Pritchard Park: Minimum of 5 prominent trees lit, fence lighting as an option (please price separately) 

  • Pack Square Plaza: Minimum of 8 trees lit

  • Triangle Park: Minimum of 4 trees lit

  • Vendors may propose additional lighting features or creative enhancements within budget.

Proposals should include:

  • Narrative and/or visual mockups of proposed lighting design. Include all equipment and material requirements.

  • Warm white string lights for wrapping trees trunks (LED preferred for energy efficiency).

  • Optional decorative elements (please price separately):

    • Hanging orbs and grapevine balls, stars or other overhead hanging elements

    • Vendors are free to recommend other options, combinations, in order to make maximum impact 

Installation & Removal Timeline

  • Installation Deadline: No later than November 20th

  • Removal: March 1st,  2026

Budget

  • Total cost not to exceed $75,000 for Year 1 (includes labor, materials, installation, maintenance, travel, and removal).

  • Vendors must also include Year 2 (2026–2027) and Year 3 (2027–2028) estimated costs, broken out by:

    • Labor

    • Materials (replacement bulbs, wiring, decorations, etc.)

    • Any anticipated cost adjustments 

Proposal Requirements

Each proposal should include:

  • Company Profile – Experience with large-scale Winter lighting projects, references from similar work.
    Design Concept – Narrative and/or visual mockups of proposed lighting design. Include all equipment and material requirements. 

  • Detailed Budget – Use the template in this document, list out specs for materials used. 

  • Maintenance Plan – Approach for addressing outages, weather-related issues, or repairs.
    Year 2 & Year 3 Pricing – Clear projections with assumptions noted.
    Insurance & Safety Compliance – Proof of liability insurance, COI’s naming the City of Asheville, Asheville Downtown Association, and adherence to City of Asheville permitting requirements.

Maintenance & Repair Expectations

The selected vendor will be responsible for ensuring the lighting remains functional and safe throughout the installation period. Proposals must include:

  • Response Time: Expected response time for outages or damage (e.g., 48 hours).

  • Repair Protocols: Plan for addressing partial outages, full strand replacements, or decorative element failures.

  • Cost Structure: Clarification of whether repairs are included in the contract price or billed separately.

Evaluation Criteria

Proposals will be evaluated based on:

  • Creativity and visual lighting impact within the limited budget (“bang for buck”).

  • Public safety enhancements, including lighting designs that improve visibility and pedestrian comfort.

  • Demonstrated experience and references.

  • Ability to meet project timeline and budget.

  • Long-term value (Year 2 and 3 cost projections).

  • Safety, sustainability, and maintenance approach.

Submission Instructions

  • Deadline for Submission: Friday, September 12th

  • Submit proposals electronically in PDF format to: erica@ashevilledowntown.org

  • Questions may be directed to: Erica Waltemade, Deputy Director, Asheville Downtown Improvement District

Erica Waltemade
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