2026_Christmas_Lighting_Scope_of_Work.docx

City of Bartow Parks, Recreation & Cultural Arts Department 2250 S. Floral Avenue | P.O. Box 1069 | Bartow, FL 33831-1069 Office: 863-534-0120 | Fax: 863-534-6881 | www.cityofbartow.net

CITY OF BARTOW

Invitation to Bid (ITB)- Downtown Holiday Lighting and Decorations Installation, Maintenance, Removal and Storage

1. Project Overview The City of Bartow Parks, Recreation & Cultural Arts Department is seeking bids from qualified contractors to provide all labor, supervision, equipment, materials, vehicles, lifts, tools, traffic control, insurance, and incidentals necessary to furnish, install, maintain, remove, and store holiday lighting decorations throughout designated areas of the City of Bartow.

The contractor shall provide a turnkey holiday lighting program that enhances the City's downtown and gateway corridors while ensuring public safety and professional installation practices.

2. Project Locations The project shall include holiday lighting and decorations installation at the following locations:

Fort Blount Park

· Wrap all tree trunks from ground level and the first major branching.

· Wrap any tree branches and canopy limbs as directed by the City.

· 22 total trees Christmas Tree installation at City determined location of concrete area of Ft. Blount Park and Santa Sleigh/Reindeer in grass area east of paved column area The Contractor shall provide all labor, supervision, equipment, tools, lifts, vehicles, hardware, and incidental materials necessary to transport (if required), install, decorate, maintain, remove, and store the City's official Christmas tree display at Fort Blount Park.

Scope of Services The Contractor shall:

· Install the City-owned Red Green Blue (RGB) Christmas tree at the location designated by the City within Fort Blount Park.

· Assemble and secure the tree in accordance with the manufacturer's specifications and all applicable safety standards.

· Install all City-owned tree sections, framework, support systems, guy wires, anchors, ballast, and related structural components as required.

· Install all City-owned LED lighting, ornaments, garland, tree topper, and decorative elements in a uniform and professional manner.

· Furnish any additional hardware, fasteners, electrical accessories, extension cords, timers, controllers, or weatherproof connections necessary for a complete installation.

· Test all lighting and electrical components to ensure the display is fully operational prior to acceptance by the City.

· Coordinate with the City regarding electrical service and final tree placement.

· Install Santa Sleigh and Reindeer decoration

· Coordinate with the City regarding electrical service and final Santa Sleigh and Reindeer placement.

Maintenance Throughout the holiday season, the Contractor shall:

· Conduct routine inspections of the Christmas tree and Santa Sleigh/Reindeer display.

· Repair lighting outages, damaged decorations, loose components, or electrical issues.

· Replace defective lighting or installation materials as necessary.

· Respond to City maintenance requests and correct issue within forty-eight (48) hours of notification.

Removal and Storage At the conclusion of the holiday season, the Contractor shall:

· Carefully remove all decorations, lighting, and structural components.

· Inspect all City-owned components for damage and notify the City of any repairs or replacements needed.

· Package and label all components to protect against damage during storage.

· Store all City-owned Christmas tree components in a City-designated storage facility, or another approved location if authorized by the City.

Safety Requirements The Contractor shall ensure the Christmas tree is installed in a safe and secure manner that can withstand normal seasonal weather conditions, including wind events typical for Central Florida. All electrical components shall be UL listed for outdoor use and installed in accordance with the National Electrical Code (NEC) and all applicable federal, state, and local regulations.

Completion Schedule

The Christmas Tree and Santa Sleigh/Reindeer installation shall be completed and fully operational no later than the date established by the City to accommodate the annual Christmas Tree Lighting Ceremony and other scheduled holiday events.- Section 16 Install/Wrap Decorative Lights on Trees (64; 26 Live Oaks, 6 Shumard Small, 3 Shumard Medium, 18 Shumard Large, 11 Crepe Myrtles):

· E. Main St. from Broadway to Jackson Ave.

· 100 N Main Street

· 2 Live Oak; 7 Crepe Myrtle

· 100 S Main

· 2 Live Oak; 4 Shumard (small); 4 Crepe Myrtle

· 200 N Main

· 4 Live Oak; 3 Shumard (large)

· 200 S Main

· 4 Live Oak; 2 Shumard (small); 1 Shumard (medium)

· 300 N Main

· 3 Live Oak; 3 Shumard (large)

· 300 S Main

· 4 Live Oak; 3 Shumard (large)

· 400 N Main

· 3 Live Oak; 4 Shumard (large)

· 400 S Main

· 2 Live Oak; 1 Shumard (medium); 2 Shumard (large)

· 500 N Main

· 2 Live Oak; 1 Shumard (medium)

· 500 S Main

· 3 Shumard (large) Install/Wrap Decorative Lights and Decorations on Antique Poles (86; both sides of road):

· West Main Street from Broadway Ave to Woodlawn Ave. (39)

· Broadway Ave (north) from Summerlin St to Blount St (47)

· Decorations that are not pole lights will be provided by City Install/Wrap Decorative Lights on Antique Poles (98; both sides of road):

· Polk St from Over the Branch Park to Crown Ave (42)

· Martin Luther King Jr. Boulevard from South LB Brown Avenue to US Highway 17 (44)

· E. Main St from Jackson Ave to Oak Ave (12)

Install Decorations only on Utility and Antique Poles (80; both sides of road):

· S. Broadway Ave from Main St to Stuart Ave

· E. Main St from Clark Ave to Hwy 17

· Wilson Ave between Church St to Blount St

· City Hall: Oakazalea St and Boulevard St.

· Decorations will be provided by City

3. Contractor Responsibilities The successful contractor shall:

· Furnish all commercial-grade LED holiday lighting.

· Furnish all mounting hardware and installation accessories.

· Supply extension cords, splitters, timers, photocells, and weatherproof electrical connections.

· Provide all aerial lifts, bucket trucks, ladders, traffic control devices, cones, barricades, and safety equipment.

· Coordinate installation schedule with the City's Parks, Recreation & Cultural Arts Department.

· Protect all trees, landscaping, sidewalks, irrigation systems, and City property during installation.

· Replace defective lights within 48 hours of notification by the City.

· Perform routine inspections throughout the holiday season.

· Remove all decorations at the conclusion of the season.

· Package, inventory, and store all City-owned decorations in a City-designated storage facility or contractor storage location, as directed.

· List any non-working plugs, decorations, and lights to the City as décor is being placed on poles

4. Tree Lighting Specifications Contractor shall provide professional tree wrapping that includes:

· Continuous trunk wrapping beginning as close to grade as practical.

· Primary scaffold limbs wrapped to create a uniform appearance.

· Branch spacing shall be consistent throughout each tree.

· Wiring shall be concealed whenever possible.

· Lights shall be installed tightly without damaging bark.

· No nails, staples, screws, or other damaging fasteners shall be used on trees.

Lighting color:

· Warm White LED (approximately 2700K–3000K), unless otherwise directed by the City.

5. Street Pole Lighting Contractor shall provide professional wrapping on every decorative light pole within the project limits.

Decorations shall include:

· Continuous pole wrapping beginning as close to grade as practical.

· Spacing shall be consistent throughout each pole.

· Wiring shall be concealed whenever possible.

· Lights shall be installed tightly without damaging pole.

· No nails, staples, screws, or other damaging fasteners shall be used on poles.

· Must use for decorations the already existing bracket slips on decorative poles.

Lighting color:

· Warm White LED (approximately 2700K–3000K), unless otherwise directed by the City.

The City reserves the right to approve all decoration styles prior to installation.

6. Electrical Requirements Contractor shall:

· Utilize existing electrical receptacles where available.

· Provide temporary electrical connections where approved.

· Ensure all equipment is UL listed and rated for outdoor use.

· Install Ground Fault Circuit Interrupter (GFCI) protection where required.

· Comply with all applicable National Electrical Code (NEC) requirements.

7. Installation Schedule Contractor shall:

· Begin installation upon issuance of Notice to Proceed.

· Complete all installations no later than the date established by the City to ensure operation prior to the annual holiday season

· Maintain displays through the designated holiday period.

· Complete removal within the timeframe established by the City following the holiday season

8. Maintenance The contractor shall monitor all lighting displays throughout the holiday season and shall:

· Repair outages.

· Replace damaged lights.

· Replace failed decorations.

· Correct loose wiring.

· Restore displays after weather events.

Repairs shall be completed within forty-eight (48) hours of notification by the City.

9. Safety Requirements Contractor shall comply with all applicable OSHA regulations.

The contractor shall:

· Maintain traffic during installation.

· Utilize certified lift operators.

· Employ appropriate fall protection.

· Maintain liability insurance as required by the City.

· Repair any damage caused during installation or removal at no cost to the City.

10. Bid Pricing Bidders shall provide separate pricing for:

· Fort Blount Park tree and branch wrapping

· Decorative light pole wrapping and decorations

· Holiday season maintenance

· Removal of decorations

· Storage of decorations

· Optional replacement pricing for damaged decorations

· Unit pricing for additional trees

· Unit pricing for additional poles

11. Warranty The contractor shall warrant workmanship for the duration of the holiday season and shall replace any defective lighting or installation components at no additional cost to the City.

12. City Responsibilities The City will:

· Identify all trees and decorative poles included in the project.

· Provide access to City-owned electrical service where available.

· Coordinate installation dates.

· Review and approve decoration designs prior to installation.

13. Contract Term The City of Bartow intends to award a contract for an initial term of three (3) years beginning upon execution of the agreement by both parties.

Upon satisfactory performance by the Contractor, mutual written agreement of both parties, and approval by the Bartow City Commission, the contract may be renewed for two (2) additional one-year renewal terms, for a maximum contract term of five (5) years.

Renewal of the contract is contingent upon:

· Satisfactory contractor performance as determined by the City.

· Continued availability of funding.

· Mutual agreement of the City and the Contractor.

· Approval by the Bartow City Commission The City reserves the right to rebid the project at the conclusion of the initial three-year term or any renewal period.

Annual Pricing Bidders shall submit pricing for each year of the initial three-year contract term. Pricing shall remain firm for each contract year. Any proposed price adjustment for renewal terms shall be identified in the bid and shall not exceed the annual percentage change in the Consumer Price Index (CPI-U), unless otherwise approved in writing by the City.

Annual Review At the conclusion of each holiday season, the City and the Contractor will conduct a performance review to evaluate installation quality, maintenance response times, safety, adherence to schedules, and overall contract compliance. The City may require corrective actions before exercising any renewal option.

Annual Scope Adjustments The City reserves the right to add or delete lighting and/or decoration locations, trees, decorative poles, or holiday displays during the contract term. Any additions or deletions shall be compensated based on the unit prices submitted with the Contractor's bid or by a mutually agreed-upon written change order.

14. Qualifications Per Bartow Electric Utility (BEU) Supplemental Electrical Safety and Qualification Requirements

Electrical Infrastructure – Qualified Personnel and Utility Coordination Work performed on or in proximity to City electric distribution infrastructure, including any activity at or above the neutral conductor on utility poles, shall be performed exclusively by qualified electrical workers as defined under OSHA 29 CFR 1910.269 and NFPA 70E. The Contractor is solely responsible for ensuring that all personnel performing such work possess the training, qualifications, and applicable certifications required to safely perform energized or near-energized electrical work on distribution infrastructure.

The City of Bartow Electric Utility (BEU) does not assume responsibility for troubleshooting, diagnosing, or repairing contractor-installed holiday lighting connections, outages, or electrical faults on City poles or infrastructure. Any work requiring access to, connection to, or proximity to BEU electrical facilities shall be coordinated in advance with BEU Engineering and shall not proceed without written authorization from BEU.

The Contractor shall indemnify, defend, and hold harmless the City of Bartow and Bartow Electric Utility, their officers, employees, and agents from any and all claims, damages, losses, or liability arising from the Contractor's work on or near electric distribution infrastructure, including any injury, death, or property damage resulting from failure to employ qualified personnel or comply with applicable electrical safety standards.

Note to Bidders:

BEU operates a 12.47/7.2 kV grounded-wye distribution system. Utility poles within the project area may carry energized primary conductors, secondary conductors, and streetlight circuits in addition to communication attachments. The minimum approach distance for unqualified persons to energized distribution conductors is governed by OSHA 29 CFR 1910.269 Table R-6. Contractors whose personnel are not qualified electrical workers under that standard shall not perform any work above the neutral attachment point on any City utility pole without prior written authorization and BEU-coordinated isolation of affected circuits.

15. Optional Alternate Bid Items The City may request pricing for the following optional items:

· Additional tree lighting throughout downtown.

· Holiday lighting for City buildings.

· Garland installations on handrails and bridges.

· Holiday displays within landscaped medians.

· Animated or specialty lighting features.

· RGB programmable lighting upgrades.

· Three-year pricing with annual renewal options.

16. Holiday Season Timeframe/Schedule:

· Lights and decorations on trees and streetlight poles to be completely installed by the first Monday of November with a final walk-thru on the third Wednesday of November.

· Christmas Tree and Santa Sleigh/Reindeer to be completely installed by the third Wednesday of November with final walkthrough that same day.

· Installation of Tree and Santa Sleigh/Reindeer cannot begin until third Monday of November

· Any repairs need to be completed and shown to City by the third Thursday of November.

· All lights and decorations should be removed by the second Monday of January.

City of Bartow

“Our team of professionals are committed to the highest standards of personal integrity, honesty, and competence.”

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