REQUEST FOR PROPOSAL – Landscape Lighting Design & Project Management

Job Description

Contact us for the pdf file of this RFP.

Purpose

Portland Japanese Garden (the “Garden”) invites proposals from qualified firms to provide landscape lighting design and project management services for a campus‑wide nighttime illumination initiative, Luminous Garden.

The project seeks an integrated lighting strategy that enhances visitor safety, supports expanded evening programming, and elevates the Garden’s authentic Japanese aesthetic, while meeting the operational, environmental, and regulatory needs of a public botanical institution. Proposals may, if relevant to their approach, identify opportunities where lighting design could support or enable future interpretive, cultural, or event‑based programming; however, the Garden does not require standalone programming proposals as part of this RFP.

About Us

About Portland Japanese Garden

Founded in 1963 and opened in 1967, Portland Japanese Garden is recognized as the most authentic Japanese garden outside Japan and a leading Japanese cultural organization. The 12‑acre campus includes multiple historic and contemporary garden spaces, significant architecture, and year-round public programming, welcoming more than 400,000 visitors annually.

Campus Map: https://japanesegarden.org/garden-spaces/

Duties & Responsibilities

Project Overview & Phase 1 Scope

Phase 1 Areas (Required)

Proposals must address the following Phase 1 areas:

• Flat Garden & Pavilion Pathway Loop – primary circulation, safety, and donor experience
• Cultural Village Courtyard – critical for evening access, shuttle circulation, and programming
• Welcome Center / Arrival Sequence – first impression and wayfinding
• Shuttle Stop & Key Courtyard Pathways

Phase 1 is intended to deliver immediate impact, allow for safe movement around campus, and a compelling “after-dark” identity, while establishing a framework for future phases.

Scope of Services

1. Discovery & Assessment

• Site walks and documentation of landscape, architecture, and circulation
• Review of known electrical and conduit infrastructure
• Identification of focal points, vistas, wayfinding, and safety needs
• Early identification of constraints (ADA, neighbors, wildlife, dark sky initiative)
• Coordination with Garden leadership and curatorial staff
• Concept‑level infrastructure feasibility guidance

2. Conceptual & Schematic Design

• Campus‑wide lighting vision with detailed Phase 1 schematics
• Fixture, mounting, control, and zoning strategies appropriate for the Pacific Northwest
• Sustainability, plant health, wildlife, and light‑spill mitigation
• Flexible systems accommodating future programming with an emphasis on restraint, cultural sensitivity, and alignment with the Garden’s mission (e.g., variable color temperature and/or RGB where appropriate)
• Renderings and photometric studies suitable for fundraising and grant use

3. Mockup Support (Required)

Proposals must address support for an initial temporary lighting mockup for donor and board engagement at:

• Annual Evening Event – October 24, 2026

Mockup is anticipated to focus on the Flat Garden / Pavilion Pathway Loop and Courtyard Perimeter.

4. Project Management & Installation Support

• Coordination with technical advisors
• Contractor and bid support
• Submittal review and installation oversight
• Commissioning coordination and as‑built documentation

Onsite Presence:
Respondents must describe their approach to onsite support, particularly during kickoff, mockup installation, and commissioning.

5. Budgeting, Phasing & Documentation

• Phased cost estimates (Phase 1 required)
• High-level cost modeling for future phases
• Lifecycle maintenance considerations
• Documentation suitable for state and tourism related grant reporting

Additional Information

Estimated Schedule

RFP Due: June 12, 2026

Interviews: Late June 2026

Consultant Selection: July 2026

Project Manage and Install: July 2026-December 2027

Discovery & Assessment: July–August 2026

Concept & Schematic Design: August–September 2026

Mockup Support: September–October 2026

Mockup for Event: October 24, 2026

Application Instructions

Proposal Requirements

Submit one electronic PDF including:

A. Transmittal Letter
Authorized signature and acknowledgment of requirements

B. Firm Overview
Background, ownership, and relevant public garden or cultural landscape experience
Key personnel bios

C. Approach & Methodology
Design philosophy and cultural alignment
Workflow, deliverables, and communication strategy

D. Relevant Experience
Three comparable projects (public, cultural, or nighttime visitor environments preferred)

E. Schedule
Ability to meet a 12‑month design window and support the October 2026 mockup

F. Fees
Fee structure, reimbursables, hourly rates (as applicable)

G. Claims & Suits
Disclosure of relevant litigation or uncompleted work

Submission & Contact

Submit proposals via email to:
Jason Sipe
Senior Director of Operations
Portland Japanese Garden
jsipe@japanesegarden.org
503-223-3836
Portland Japanese Garden reserves the right to accept or reject any or all proposals and is not
responsible for proposal preparation costs. All materials produced shall become the property of the
Garden.