60550_2027_0001 Christmas Decorations Specs.pdf

CITY OF MILLEDGEVILLE, GEORGIA

INVITATION TO BID

BID #60550-2027-0001

Christmas Decorations Milledgeville, GA

For all questions about this BID contact:

Jacque Huley, CPPB, Procurement Manager/Deputy Clerk

(478) 414-4009 phone

(478) 414-4418 fax jhuley@milledgevillega.us

Deadline:

Thursday, September 24, 2026 @ 3:30 p.m.

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1.0 INTRODUCTION

The Invitation for Bid is intended to provide interested vendors with sufficient information to guide them through the development of their proposed bid to provide Christmas Decorations to the City of Milledgeville.

In responding to this bid, it is important that all vendors follow the prescribed format so that each vendor will be providing comparable data to that submitted by other vendors and thus be assured of fair and objective treatment in the City’s review and evaluation process.

1.2 Schedule of Events

This Invitation for Bid will be governed by the following schedule:

DATES

Release of Bid Wednesday, September 9, 2026 Deadline for written questions Friday, September 18, 2026 Answers to written questions Monday, September 21, 2026 Proposals due Thursday, September 24 at 3:30 PM

1.3 Restrictions on Communications with Staff

All questions about this bid must be submitted in the following format:

Company Name

1. Question Citation of relevant section of the bid

Questions must be in writing to the Procurement Manager/Deputy Clerk:

Address: Jacque Huley, CPPB

Procurement Manager/Deputy Clerk City of Milledgeville P. O. Box 1900, Milledgeville, GA 31059 127 E. Hancock Street, Milledgeville, GA 31061

E-mail: jhuley@milledgevillega.us Fax: 478.414.4418

No questions other than written will be accepted. No response other than written will be binding upon the City of Milledgeville. Questions will be combined into one list of questions and responses and will be sent to all vendors who have received the bid document.

2.0 COMPANY BACKGROUND & EXPERIENCE

2.1 Experience

The vendor will provide a list of all clients for whom similar services, as detailed in this bid, have been provided during the past 5 years. The list must include:

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• Dates of service

• Name of contact person

• Title of contact person

• Phone number of contact person

The vendor will also disclose any services terminated by the client(s) and the reason(s) for termination.

Failure to provide this information will disqualify the bid submission.

3.0 BID

3.1 Packaging of Bid

Submissions must be by the following method:

Hard copies in a sealed package containing two (2) signed copies. The sealed package must be labeled as follows:

(Vendor Name)

BID #60550-2027-0001

Christmas Decorations

Vendor response to this bid must consist of the following documents:

• Bid Sheet.

• Documented experience including Letters from three (3) references or list of three references.

3.2 Submission of Bid

The original and two (2) copies of the bid response must be delivered no later than 3:30 P.M. on Thursday, September 24, 2026.

Proposals must be submitted to:

City of Milledgeville 127 E. Hancock Street Milledgeville, GA 31061 Attention: Mrs. Jacque Huley, CPPB, Procurement Manager/Deputy Clerk

Any proposal received after the due date and time will not be evaluated.

3.3 Rejection of Bid/Cancellation of Bid

The City of Milledgeville reserves the right to reject any or all bids, to waive any irregularity or informality in a bid, and to accept or reject any item or combination of

Bid #60550-2027-0001 Christmas Decorations Page 4 items, when to do so would be to the advantage of the City. It is also within the right of the City to reject bids that do not contain all elements and information requested in this document. The City reserves the right to cancel this bid at any time.

4.0 TERMS AND CONDITIONS

4.1 Bid Amendments

The City of Milledgeville reserves the right to amend this bid prior to the proposal due date. All amendments and additional information will be sent to all vendors who have received the bid document.

4.2 Bid Withdrawal

A submitted proposal may be withdrawn prior to the due date by a written request to the Purchasing Coordinator. A request to withdraw a proposal must be signed by an authorized individual.

4.3 Bid Costs

The cost for developing the bid or the submission of the bid is the sole responsibility of the vendor. The City of Milledgeville will not provide reimbursement for such costs.

4.4 Responsibilities of Prime Contractor

The successful vendor will be considered as the prime contractor and will be required to assume total responsibility of services offered in the proposal whether or not the company is the manufacturer, producer, value added reseller, author, or supplier of the items. The City of Milledgeville will consider the successful vendor to be the sole point of contact with regard to all contractual matters, including performance or service unless otherwise stated.

Prior to final selection, vendors may be required to submit additional information that the City of Milledgeville may deem necessary to determine the vendor’s qualifications.

4.5 Firm Price

Mark-up Price offered by the vendors will be firm and not subject to increase during the term of any agreement between the City of Milledgeville and the successful vendor.

4.6 Execution of Agreement

Upon evaluation and acceptance of a bid, successful bidder will have to complete vendor application documentation before purchase order will be executed. Only after purchase order has been signed by the City Manager, can delivery begin. In the event that the successful vendor fails, neglects or refuses to execute the purchase order within ten (10) days after the mailing of said purchase order, the City of Milledgeville may at its option terminate and cancel its action in awarding the bid and the purchase order shall become null and void and of no effect. Incorporated by reference into the purchase order will be all of the information presented in or with this bid and the

Bid #60550-2027-0001 Christmas Decorations Page 5 vendor’s response thereto, and all written communications between the City of Milledgeville, its agents, and the successful vendor whose bid response is accepted.

4.7 Insurance

Vendor shall purchase and maintain such insurance as is appropriate for the service being performed and as will provide protection from claims which may arise out of or result from vendor’s performance of the service and other obligations under this agreement, whether it is to be performed by vendor, any subcontractor or supplier, or by anyone directly or indirectly employed by them to perform any of the service, or by anyone for whose acts any of them may be liable. Before commencement of product delivery, vendor shall deliver to the city certificates of insurance and other evidence of insurance which city may reasonably request.

4.8 Exemption from Federal Excise & Sales Tax

The City of Milledgeville is exempt from federal excise tax and sales tax. Delivered price shall be exclusive of such taxes.

4.9 Statement of Time

Time, when stated as a number of days, shall include Saturdays, Sundays, and legal holidays.

4.10 Conflict of Interest

If a vendor has any existing client relationship that involves the City of Milledgeville, the vendor must disclose each relationship.

5.0 SPECIFICATIONS

The City of Milledgeville is seeking a qualified vendor to provide commercial grade outdoor Christmas décor for the downtown area, to include the following:

1. Mounted Light Pole Décor

a. Six (6) different styles, four (4) of each style, 24 total

b. A combination of color and clear light options

c. Size of each pole décor must be between 4-8 feet

2. RGBW Accent Lighting

a. Eight (8) accent tree lights

b. Permanent installation

3. Pole Banners

a. 15 banners, 24” x 48”

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b. Vinyl material, double-sided print

c. Personalization option for banner print

d. Provide up to three (3) Christmas themed options

4. Lighted Garland and Bows for City Hall Columns

a. Lighted garland to accommodate four (4) large columns in front of City Hall

b. Columns are approximately 3’ in diameter and 20’ in height

c. Four (4) red bows at a minimum of 24” to accent column capitals

5. Large Photo Op

a. Lighted Christmas themed photo op, seated or standing option

b. Minimum 10’ in height

c. Installation to be included

6. Lighted Walk-thru Tunnel to lead to Photo Op

a. Installation to be included

Christmas décor will need to be delivered no later than Friday, November 6, 2026.

Installation (where noted) will need to occur no later than Monday, November 23, 2026.

In accordance with Ordinance 0-1102-001, Local Vendor Preference Provisions may apply if a local vendor is within prescribed margin of non-local low bidder.

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BID SHEET

IFB #60550-2027-0001

CHRISTMAS DECORATIONS

DESCRIPTION COST

Mounted Light Pole Décor

RGBW Accent Lighting

Pole Banners

Lighted Garland and Bows for City Hall Columns

Large Photo Op

Lighted Walk-thru Tunnel to lead to Photo Op

GRAND TOTAL

********************PRINT OR TYPE********************

COMPANY NAME : ________________________________________________

MAILING ADDRESS:_______________________________________________

TELEPHONE # :______________________ FAX # :______________________

EMAIL :_______________________________________________________

SIGNATURE TYPED NAME/TITLE

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BID RESPONSE SIGNATURE PAGE

If the Vendor is : A SOLE OWNER OR PARTNERSHIP (Please Indicate Which):

Execute this part of the Bid:

DATE: __________________________

(Signature of Owner or Partner)

(Business Name or Bidder) (Print Name and Title)

(Address) (City) (State) (Zip) (Telephone Number)

If the Vendor is: A CORPORATION execute this part of the Bid. If not executed by the Corporation (i.e., required signatures as seen below and Corporate Seal affixed), a certified Corporate Resolution authorizing the form of execution used must be attached to and made part of this Bid Response.

DATE: _____________________________

(Corporate or Business Name of Bidder)

(Address) (City) (State) (Zip) (Telephone Number)

(Signature of President or Vice-Pres.) (Signature of Secretary, Asst. Sec., Treasurer or Asst. Treasurer)

(Print Name and Title) (Print Name and Title)

CORPORATE SEAL