City_of_Bartow_Holiday_Lighting_Project.pdf

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City of Bartow, FL

Invitation to Bid

City of Bartow Holiday Lighting Project Project ID: 26-31

RELEASE DATE: August 17, 2026

RESPONSE DEADLINE: September 2, 2026, 2:00 pm

Please refer to the project timeline in this document for all important deadlines.

#26-31

Title: City of Bartow Holiday Lighting Project

Table Of Contents

1. INTRODUCTION AND BACKGROUND INFORMATION

2. INSTRUCTIONS TO BIDDERS

3. FOR SEALED HARD COPY SUBMISSION ONLY: ADDRESS LABELS

4. SCOPE OF WORK

5. STANDARD TERMS AND GENERAL CONDITIONS

6. PRICING TABLE

7. VENDOR SUBMITTAL FORMS

SECTION 1: INTRODUCTION AND BACKGROUND INFORMATION

1.1. Purpose of Solicitation

The City of Bartow Lighting Project aims to enhance the aesthetic appeal, community pride, and economic vitality of our historic downtown and surrounding areas. This beautification initiative focuses on three core elements: restoring illumination to the city’s antique light posts, installing decorative holiday and seasonal banners or displays on utility poles, and wrapping vibrant string lights around trees in key public spaces. Our primary objective is to transform Bartow’s public corridors into a warm, inviting environment that stimulates foot traffic for local businesses and creates a festive atmosphere for residents and visitors alike.

To successfully execute this vision, the project requires an experienced vendor capable of delivering high-quality, weather-resistant commercial lighting solutions that honor the city's historic charm. The scope of work encompasses electrical infrastructure assessment, procurement of durable LED fixtures and decorative hardware, and professional, safety-compliant installation across multiple city blocks. We are seeking a partner with a proven track record in municipal or large-scale commercial lighting design, structural attachment safety, and energy-efficient systems that minimize long-term maintenance costs.

This project offers an exceptional opportunity for a premium contractor to showcase their work in a highly visible civic space. The City of Bartow is fully committed to this transformation, providing a clear regulatory framework, supportive local leadership, and an established budget dedicated to top-tier execution. We welcome qualified vendors who pride themselves on artistic vision, structural safety, and civic partnership to submit their ideas and help us illuminate Bartow’s bright future.

1.2. City Background Information

The City of Bartow is committed to creating a welcoming, vibrant downtown that boosts local business activity and strengthens civic pride during the holiday season. Achieving this requires high-quality, weather-resistant commercial lighting installations across historic corridors, extensive tree and pole wrapping, and safe setup of large displays such as the City’s Christmas tree and Santa Sleigh.

Vendors should understand that key challenges include coordinating installations across multiple sites, maintaining safe and consistent electrical connections, protecting City property, and providing quick maintenance throughout the season. A standout contractor will deliver reliable, energy-efficient, and visually cohesive installations that elevate Bartow’s historic charm and create a memorable holiday experience.

SECTION 2: INSTRUCTIONS TO BIDDERS

2.1. Bid Schedule

ITB Solicitation Issued: August 17, 2026

Question Submission Deadline: August 25, 2026, 4:00pm

Bids Due: September 2, 2026, 2:00pm

2.2. Award

Awards will be made based on the overall low bid for all items combined. Bidders must bid on all items for the bid to be considered responsive. Additionally, as the best interest of the City may require, the right is reserved to make award(s) by individual item, group of items, or to reject all bids or waive any minor irregularities or technicalities in bids received. In determining the lowest responsive and responsible bidder, in addition to price, the following may be considered:

• Vendor’s evaluation – quality of performance on previous projects.

• The ability, capacity, equipment and skill of the bidder to fulfill the contract.

• Whether or not the bidder can fulfill the contract within the time specified, without delay or interference.

• The character, integrity, reputation, judgment, experience and efficiency of the bidder.

• The previous and existing compliance by the bidder with laws and ordinances relating to the contract.

• The sufficiency of the financial resources to fulfill the contract to provide the goods and/or services.

• The quality, availability and adaptability of the suppliers or contractual services to the particular use required.

• The ability of the bidder to provide future maintenance and service, as required or needed.

• The number and scope of conditions attached to the bid.

2.3. Bid Opening

It is the responsibility of the bidder to assure that their bid is delivered or submitted at the proper time and place prior to the bid opening. All bid openings shall be public, following 2:00 pm, on the date specified in the solicitation. Bids which for any reason are not so delivered or submitted electronically through the City’s e-procurement system, will not be considered. Bid Submittals Using

Facsimile or Email Will Not Be Accepted.

Note: In accordance with Florida Statute 119.071, a listing of vendors that provided a bid submittal shall be posted to the City’s e-procurement platform OpenGov; https://www.cityofbartow.net/313/Review-Current-Bids.

All bids shall remain exempt from disclosure, including bid amounts, until recommendation of award or 30 days after bid opening, whichever event occurs first. Should the City reject all bids, before the recommendation of award or 30 days after bid opening, and concurrently provide notice of the City’s intent to reissue the bid, the rejected bids will remain exempt from

Florida Statute 119.07 until such time as the City provides notice of recommendation of award of the reissued bid or until the

City withdraws the reissued bid. The bid is not exempt for longer than 12 months after the notice of rejection of all bids.

2.4. F.O.B. Destination

All prices covered by this bid/contract will include the cost of transportation to the City of Bartow, Florida.

2.5. Packaging

All containers shall be suitable for storage or shipment, and all prices should include standard commercial packaging.

https://www.cityofbartow.net/313/Review-Current-Bids

2.6. Taxes

No taxes shall be included in any bid price. The City of Bartow is exempt from state and federal sales use and excise tax.

2.7. Prices

Unless otherwise specified, all prices and/or discounts shall be firm for the duration of the original contract/purchase order. In the event of price decreases the City of Bartow shall be given full proportionate benefits immediately at any time during the contract period.

2.8. Invoices

Invoices: Any invoices at higher prices than the contract price shall be held until proper credit memorandums have been received. Any applicable cash discounts that apply as the result of this contract shall be taken even though the allowable time has elapsed due to the time awaiting credit memorandums.

• All original invoices shall be mailed to the City of Bartow, Attn: Accounts Payable, 450 N. Wilson Ave., Bartow, Florida 33830 or they may be emailed to: cbrown.finance@cityofbartow.net.

• The bidder shall include the bid number and/or the purchase order number on all invoices. By submitting an invoice, Bidder’s Project Manager or any authorized officer is attesting to the correctness and accuracy of all charges. Invoices will be processed for payment when approved by the appropriate User Division/ Department. The City’s payment of an invoice shall not constitute evidence of the City’s acceptance of the Bidders performance of the Service or the City’s acceptance of any work.

2.9. Discounts

Bidders may offer a cash discount for prompt payment (within 30 days); however, such discounts shall not be considered in determining the lowest net cost for bid evaluation purposes. Bidders are encouraged to reflect cash discounts on the prices quoted.

2.10. Payments

All payments will be made in accordance with the Florida Prompt Payment Act. The payment due date for the purchase of goods or services other than construction services is 45 days after the date specified in s. 218.73. The payment due date for the purchase of construction services is specified in s. 218.735.

2.11. Manufacturer’s Name

Any manufacturer’s name, trade name, brand name, information and catalog numbers used herein are for proposes of description and establishing general quality levels. References are not intended to be restrictive of any products that manufacturer may offer. The determination as to whether any alternate product or service is equal shall be made by the city of Bartow and such determination shall be final and binding among all bidders.

2.12. Safety Standards

Unless otherwise stipulated in the bid, all manufactured items and fabricated assemblies shall comply with applicable requirements of

Occupational Safety and Health Act (OSHA) and carry evidence of Underwriters Laboratories’ Listings (UL).

2.13. Toxic Substances

Chapter 442 of the Florida Statue states that manufacturers, importers or distributors of any toxic substance shall prepare and provide each direct purchaser of such toxic substance with Material Safety Data Sheet(s), herein referred to as MSDS, which to the best of the manufacturer’s, importer’s or distributor’s knowledge, is current, accurate and complete based on information then reasonably available to the manufacturer, importer or distributor. Upon notification of a new or revised MSDS the manufacturer, importer or distributor, on a timely basis not to exceed three (3) months after notification, shall provide the City with the revised information as it becomes available to the manufacturer, importer or distributor. Failure to provide the MSDS, when applicable, shall be cause for rejection of bid.

mailto:cbrown.finance@cityofbartow.net http://www.leg.state.fl.us/Statutes/index.cfm?App_mode=Display_Statute&Search_String=&URL=Ch0218/Sec73.htm#0218.73 http://www.leg.state.fl.us/Statutes/index.cfm?App_mode=Display_Statute&Search_String=&URL=Ch0218/Sec735.htm#0218.735

2.14. Specifications

Any deviations from bid specifications indicated herein shall be clearly stated, otherwise it shall be considered that items offered are in strict compliance with specifications, and the successful bidder shall be held responsible. Deviations shall be explained in detail.

2.15. Estimated Quantities

This section applies to bids/contracts in which purchases will be made as needed over a period of one (1) year or more. In this case, quantities shown are estimates of usage anticipated during the contract period and may vary.

2.16. Bid Price Increases

The City of Bartow depending on the budget for said FY may allow for a Consumer Price Index (CPI) increase after the initial term of the original bid/contract upon request from the vendor. The CPI shall be in accordance with the Bureau of Labor Statistics (BLS) https://www.bls.gov/cpi/.

1. If the BLS increase doesn’t meet the needs of the awardee, and the awardee cannot honor the prices submitted they must notify the City within sixty (60) days prior to the end of the term/ service year period, then the City will not exercise the renewal options and will rebid for said needs to allow bidders the opportunity to update pricing based upon the current economy.

2. This doesn’t guarantee award of the new bid to the current vendor as bids are awarded based on the overall lowest responsive and responsible bidder meeting bid requirements for that specific bid.

2.17. Bid Term

Annual Bids: shall be for a period of one (1) year from the date of bid award, with options to automatically renew for two (2) one (1) year terms following the initial term unless otherwise terminated in accordance with the termination clauses provided herein. The City and/or Awardee may opt out of such renewal option(s) with written notice provided to the appropriate party within sixty days (60) prior to the end of a service year period.

2.18. Bid Extension

Annual Bids: If the City provides notice to the Vendor at least 30 days prior to the end date (Termination Date) that it has not put in place a new bid for the goods, then this Bid shall remain in effect on a month-to-month basis until terminated by written notice from the City Purchasing Department to the Vendor, but not longer than four (4) months following the termination date.

2.19. Placing of Orders

The award of this bid does not constitute an order. Before shipments or service is provided, the vendor shall receive a signed Purchase

Order or Purchase Order number. In some cases, vendors shall be issued blanket orders. In this case shipments shall be specified on the order.

2.20. Performance

Efficient service is essential to this contract. Therefore, if the City of Bartow determines that the holder of the bid is unable to meet delivery within a reasonable amount of time it may become necessary to make procurement from other bidders or suppliers.

2.21. Conflict of Interest

All bidders must disclose, with their bid, the name of any officer, department head or agent who is also an employee of the City or any of their agencies. Furthermore, all bidders must disclose the name of any City employee who owns, directly or indirectly, any interest of any amount in the bidder’s firms or any of their branches. Award of this bid shall be subject to the provisions of Chapter 112, Florida Statutes.

2.22. Patents and Royalties

The bidder, without exception, shall indemnify and save harmless the City and its employees from liability of any nature or kind, including cost and expenses for, or on account of, any copyrighted, patented or non-patented invention, process or article https://www.bls.gov/cpi/ manufactured or used in the performance of the bid, including its use by the City. If the bidder uses any design, device or material covered by letters, patent or copyright, it is mutually agreed and understood without exception that the bid prices shall include all royalties or cost arising from the use of such design, device or material in any way involved in the work.

2.23. Samples

Samples of items, when called for, must be furnished free of expense and may, upon request, be returned at the bidder’s expense. Each individual sample must be labeled with bidder’s name, manufacturer’s brand name and number, bid number and item reference.

Samples of successful bidder’s items may remain on file with the Purchasing Department for the term of the contract. Request for return of samples shall be accompanied by instructions, which include shipping authorization and name of carrier, and must be received within ninety (90) days after bid opening date. If instructions are not received within this time, the Purchasing Department shall dispose of the samples.

2.24. Inspection, Acceptance and Title

Inspection and acceptance will be at the designated facility unless otherwise indicated. Title and risk of loss or damage to all items shall be the responsibility of the contract supplier until accepted by the City, unless loss or damage results from negligence by the

City.

2.25. Insurance Requirements

Certificate of Insurance, Workers Compensation and endorsements evidencing the types of insurance and coverage required in this

Section shall be furnished within three (3) calendar days of Bidder’s receipt of Notice of Intent to Award the Bid/ Contract and, at any time thereafter, upon request by the Purchasing Department. The City of Bartow, 450 N. Wilson Ave., Bartow, FL 33830, shall be named as additional insured and the Successful Bidder shall, at minimum, provide, pay for, and always maintain in force during this project the following insurance:

WORKERS’ COMPENSATION:

Coverage is to apply for all employees for statutory limits in compliance with the applicable state and federal laws. The policy must include Employers’ Liability with a limit of $100,000 each accident, $100,000 each employee, $500,000 policy limit for disease.

COMMERCIAL GENERAL LIABILITY – OCCURRENCE FORM REQUIRED:

Awardee shall maintain commercial general liability (CGL) insurance with a limit of not less than $500,000 each occurrence. If such

CGL insurance contains a general aggregate limit, it shall apply separately to this location/project in the amount of $1,000,000.

Products and completed operations aggregate shall be $1,000,000. CGL insurance shall be written on an occurrence form and shall include bodily injury and property damage liability for premises, operations, independent vendors, products and completed operations, contractual liability, broad form property damage and property damage resulting from explosion, collapse or underground (x,c,u) exposures, personal injury and advertising injury. Fire damage liability shall be included at $100,000.

COMMERCIAL AUTOMOBILE LIABILITY INSURANCE:

Awardee shall maintain automobile liability insurance with a limit of not less than $5,000,000 each accident for bodily injury and property damage liability. Such insurance shall cover liability arising out of any auto (included owned, hired, and non-owned autos). The policy shall be endorsed to provide contractual liability coverage.

EVIDENCE OF INSURANCE:

Awardee shall furnish the City of Bartow with Certificates of Insurance. The Certificates are to be signed by a person authorized by that insurer to bind coverage on its behalf and coverage shall be obtained with a carrier having an AM Best Rating of A-VII or better. The City of Bartow is to be specifically included as an additional insured on all policies except Workers’ Compensation. In the event the insurance coverage expires prior to the completion of the project, a renewal certificate shall be issued 30 days prior to said expiration date. The policy shall provide a 30-day notification clause in the event of cancellation or modification to the policy. All certificates of insurance must be on file with and approved by the City of Bartow before the commencement of any work activities.

2.26. Drug-free Workplace

This form shall be included with your bid.

2.27. Bid Protest

Any bidder desiring to file a bid protest, with respect to a recommended award of any bid, shall do so by filing a written protest. The written protest must be in possession of the Procurement Department within three (3) working days of the Notice of Recommended

Award posting date. All bidders who bid will be sent a Notice of Recommended Award, unless only one bid is received. A copy of the bid protest procedures may be obtained from the City of Bartow’s website: https://www.cityofbartow.net/431/Protest-Procedures.

“Failure to Follow Bid Protest Procedure Requirements Within the Time Frames Prescribed Herein as Established by the City of Bartow, Florida Shall Constitute a Waiver of Your Protest and Any Resulting Claim.”

2.28. Code of Ethics

If any bidder violates or is a party to a violation of the code of ethics of the City of Bartow or the State of Florida, with respect to this bid, such bidder may be disqualified from performing the work described in this bid or from furnishing the goods or services for which the bid is submitted and shall be further disqualified from bidding on any future bids for work, goods, or services for the City.

2.29. Non-Exclusivity

Bidders acknowledge and understand that award of this project shall not be construed as an exclusive arrangement and further agrees that the City may, at any time, secure similar or identical services from another vendor at the City’s sole option.

2.30. Agreements with other Government Agencies

Proposers agree that this response serves as a valid submittal to all Florida governmental agencies. Subject to the Proposer's consent, these agencies may utilize this proposal under identical pricing, terms, and timelines. Participating entities shall execute independent awards and assume sole liability for their respective purchases. This solicitation establishes no mutual liability among agencies, nor does it restrict any agency’s right to independently re-solicit these goods or services.

https://www.cityofbartow.net/431/Protest-Procedures

SECTION 3: FOR SEALED HARD COPY SUBMISSION ONLY: ADDRESS LABELS

All bids shall be securely sealed in an envelope and clearly marked on the outside with:

• Company/ Bidder’s Name,

• Company Address,

• The Bid Number & Title,

• Due Date & Time, and

• Attention: Procurement Department

“An address label has been provided for your use below. The City of Bartow will not be responsible for bids opened prior to the specified time due to envelopes that are improperly addressed or not marked as instructed in this notice.”

NAME OF COMPANY: ___________________________________________________

COMPANY ADDRESS: _______________________________________________

CITY: _____________________________ STATE: ____________ ZIP CODE: _____________

BID NUMBER & TITLE: 26-31, City of Bartow Holiday Lighting Project

BIDS ARE DUE PRIOR BY 2:00 PM (EDT) ON, Wednesday, September 2, 2026

DELIVER TO: CITY OF BARTOW, PROCUREMENT DEPARTMENT

450 N. WILSON AVE.

BARTOW, FL 33830

It is recommended that the above label is taped onto the outside of the envelope that contains the bid documents.

Note: Be sure to label the envelope containing the bid documents, or if the envelope is placed inside another envelope or shipping container (e.g., UPS envelope/box or FedEx envelope/box), then the label shall be affixed to the outside of that outer envelope or box.

SECTION 4: SCOPE OF WORK

4.1. Overview

The City of Bartow Lighting Project aims to enhance the aesthetic appeal, community pride, and economic vitality of our historic downtown and surrounding areas. This beautification initiative focuses on three core elements: restoring illumination to the city’s antique light posts, installing decorative holiday and seasonal banners or displays on utility poles, and wrapping vibrant string lights around trees in key public spaces. Our primary objective is to transform Bartow’s public corridors into a warm, inviting environment that stimulates foot traffic for local businesses and creates a festive atmosphere for residents and visitors alike.

To successfully execute this vision, the project requires an experienced vendor capable of delivering high-quality, weather-resistant commercial lighting solutions that honor the city's historic charm. The scope of work encompasses electrical infrastructure assessment, procurement of durable LED fixtures and decorative hardware, and professional, safety-compliant installation across multiple city blocks. We are seeking a partner with a proven track record in municipal or large-scale commercial lighting design, structural attachment safety, and energy-efficient systems that minimize long-term maintenance costs.

This project offers an exceptional opportunity for a premium contractor to showcase their work in a highly visible civic space. The City of Bartow is fully committed to this transformation, providing a clear regulatory framework, supportive local leadership, and an established budget dedicated to top-tier execution. We welcome qualified vendors who pride themselves on artistic vision, structural safety, and civic partnership to submit their ideas and help us illuminate Bartow’s bright future.

4.2. Qualifications

• The Contractor submitting a bid must have been in business under the same name & TIN/FEIN number for the past two

(2) years.

• The Contractor shall provide a brief description of the company with a summary of experience with commercial holiday lighting installation, maintenance, removal, and storage services.

• The Contractor shall provide a list of similar projects completed within the past three (3) years, including project description, location, contract amount, and completion date.

• The Contractor shall provide at least three (3) references from clients for whom the bidder has served as the prime contractor on projects of similar size and scope within the past two (2) years. At least one (1) of the three (3) references must be from a governmental entity, such as a municipality, county, state agency, or other public-sector organization.

Please refer to the Reference Form provided under the Vendor Submittal Forms.

• The Contractor shall not subcontract any portion of the work without the prior written approval of the Project Manager.

• Alternative materials or supplies may be utilized under this Contract; however, prior written approval from the City is required. As this project incorporates City-provided decorations, all substituted items must be reviewed and authorized by the City before procurement or installation.

• Failure to provide the required experience documentation or references may result in the bid being deemed nonresponsive. The City of Bartow reserves the right to verify all information submitted and to reject any bid from a bidder who, in the City's judgment, does not possess the experience, qualifications, personnel, or resources necessary to professionally perform the work described in this invitation to bid.

4.3. Qualifications Per City of Bartow Utility Service Area (BUSA) 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 Utility Service Area (BUSA) 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 BUSA

Engineering and shall not proceed without written authorization from BUSA.

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.

4.4. Note to Bidders

BUSA 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 BUSA-coordinated isolation of affected circuits.

4.5. Minimum Required Services

The successful Contractor must:

• Be experienced in providing, installing and maintaining holiday lighting and decorations.

• Experienced with similar projects for municipal governments.

• Qualified staff capable of performing the required services.

• Insured and meeting insurance requirements applicable to perform the services.

Proposers that do not meet the minimum requirements as determined by the City, at its sole discretion, will be deemed non-responsive and not considered for award. All decisions made by the City are final.

4.6. Scope of Work

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.

4.7. Detailed Scope of Services

1. Project Locations

The project shall include holiday lighting and decorations installation at the following locations:

Fort Blount Park located at 343 W Davison Street, Bartow, FL 33830

• Wrap all tree trunks from ground level and primary and secondary scaffold limbs wrapped to create a uniform appearance.

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

o Spacing shall be consistent throughout each tree with 6-inch spacing between each strand.

• 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.

Contractor Responsibilities

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 issues within forty-eight (48) hours of notification.

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.

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.

o 100 N Main Street

▪ 2 Live Oak; 7 Crepe Myrtle o 100 S Main

▪ 2 Live Oak; 4 Shumard (small); 4 Crepe Myrtle o 200 N Main

▪ 4 Live Oak; 3 Shumard (large) o 200 S Main

▪ 4 Live Oak; 2 Shumard (small); 1 Shumard (medium) o 300 N Main

▪ 3 Live Oak; 3 Shumard (large) o 300 S Main

▪ 4 Live Oak; 3 Shumard (large) o 400 N Main

▪ 3 Live Oak; 4 Shumard (large) o 400 S Main

▪ 2 Live Oak; 1 Shumard (medium); 2 Shumard (large) o 500 N Main

▪ 2 Live Oak; 1 Shumard (medium) o 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 the 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. and Blount St.

• City Hall: Oakazalea St. and Boulevard St.

• Decorations will be provided by the City.

2. 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.

3. Tree Lighting Specifications

Contractor shall provide professional tree wrapping that includes:

• Continuous trunk wrapping beginning as close to grade as practical

• Spacing shall be consistent throughout each tree with 6-inch spacing between each strand

• Primary and secondary 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.

4. 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 with 6-inch spacing between each strand

• Wiring shall be concealed whenever possible.

• Lights shall be installed tightly without damaging the pole.

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

• Must use the already existing bracket slips for decorations 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.

5. 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.

6. 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.

7. 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.

8. 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.

9. 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.

10. 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.

11. Storage Requirements

The successful contractor shall provide secure, climate-controlled storage for all city-owned Christmas decorations, including but not limited to the commercial RGB Christmas tree and city decorations that are provided to the contractor.

The contractor shall meet the following minimum requirements:

• Provide a clean, dry, secure, and enclosed storage facility that protects all materials from weather, moisture, pests, vandalism, and theft.

• Store all materials in accordance with the manufacturer's recommendations to prevent damage and maximize the useful life of the equipment.

• Exercise reasonable care and handling, transporting, assembling, disassembling, packaging, and storing all city-owned equipment.

• Notify the city immediately of any loss, theft, damage, or deterioration of stored materials.

• Maintain adequate insurance coverage for all city-owned property while it is in the contractor's possession. The contractor shall be responsible for repairing and replacing any equipment damage due to negligence, improper handling, or improper storage.

• Allow city representatives to inspect the stored materials and storage facility upon reasonable notice during normal business hours.

At the end of each holiday season, the contractor shall inspect all decorations and provide the City with a written report identifying damaged, missing, or worn components, along with recommendations and cost estimates for repair or replacement before the next installation season.

This storage requirement shall remain in effect throughout the term of the contract, including any renewal periods, unless otherwise directed by the City.

12. Optional Alternate Bid Items

The City requests pricing for the following OPTIONAL items:

• Additional tree lighting costs

• Additional antique light pole light wrapping costs

• Holiday lighting for City buildings.

• Garland installations on handrails and bridges.

• Holiday displays

• RGB programmable lighting upgrades.

• Three-year pricing with annual renewal options.

13. 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-through 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.

o Installation of Tree and Santa Sleigh/Reindeer cannot begin until the 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.

4.8. 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.

4.9. 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.

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.

4.10. 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.

SECTION 5: STANDARD TERMS AND GENERAL CONDITIONS

5.1. Independent Vendor

The Bidder represents itself to be an independent vendor offering such services to the general public and shall not represent itself or its employees to be employees of the City of Bartow. Therefore, the Bidder shall assume all legal and financial responsibility for taxes, FICA, employee fringe benefits, workers compensation, employee insurance, minimum wage requirements, overtime, and other expenses, and agrees to indemnify, save, and hold the City of Bartow, its officers, agents, and employees, harmless from and against, any and all loss; cost (including attorney fees); and damage of any kind related to such matters

5.2. Subcontractors

The work required under this bid shall be performed by the entity submitting the bid. No subs are allowed.

5.3. Addenda, Changes and Interpretations

Bidders shall submit all inquiries regarding this bid via the e-Procurement Portal, located at https://procurement.opengov.com/portal/bartowfl. Any inquiry or request for interpretation received seven (7) or more days prior to the due date from the opening of the Bids will be given consideration. Please note the deadline for submitting inquiries. Changes or interpretations may only be made by a written document in the form of an addendum.

Addenda Notification: Bidders are required to register for an account via the City's e-Procurement Portal hosted by OpenGov. Once the bidder has completed registration, they will receive addenda notifications to their email by clicking “Follow” on this project.

Ultimately, it is the sole responsibility of each bidder to periodically check the site for any addenda at https://procurement.opengov.com/portal/bartowfl.

All addenda are part of the contract documents, and each Bidder will be bound by such addenda whether or not received by them. No verbal interpretations may be relied upon. Failure to acknowledge receipt of addenda may constitute grounds for deeming a proposal non-responsive.

5.4. Multiple Bids

More than one bid from an individual, firm, partnership, corporation, or association under the same or different names will not be considered. Such circumstances will lead to rejection of all responses in which the bidder is involved except for subs. If there is reason to believe that collusion exists between bidders, those parties’ bids will be rejected and deemed for City purposes to be a conviction of a public entity crime.

5.5. Variances

For purposes of bid evaluation, Bidders must indicate any variances, no matter how slight, from the ITB General Conditions, Special

Conditions, Specifications or Addenda. No variations or exceptions by a Bidder will be considered or deemed a part of the Bid submitted unless such variances or exceptions are listed in the ITB and referenced in the space provided on the Bid pages. If variances are not stated, or referenced as required, it be assumed that the product or service fully complies with the City’s terms, conditions, and specifications.

5.6. Omission of Details

The apparent silence of the specifications and any amendment regarding any details or the omission from the specifications of a detailed description concerning any services or material requested shall be regarded as unintentional and should not serve to alleviate the Vendor of their performance responsibilities.

5.7. Mistakes

Bidders are cautioned to examine all terms, conditions, specifications, drawings, exhibits, addenda, delivery instructions, and special conditions of the Invitation to Bid. Failure of the Bidder to examine all pertinent documents shall not entitle them to any relief from the conditions imposed in any ensuing contract and may lead to rejection of a bid.

5.8. Bidder’s Cost

The City shall not be liable for any costs incurred by Bidders in responding to this ITB.

5.9. Rejection of Bids

The City of Bartow reserves the right to reject any or all bids in whole or part, to accept or reject any items in the bid, and to waive any informalities and to accept any bid deemed in the best interest of the City of Bartow.

5.10. Qualifications Statement

Each Bidder shall complete the Qualifications Statement, and submit the same with the Bid. Failure to submit the Qualifications

Statement and the documents required there under with the Bid may constitute grounds for deeming the bid non-responsive.

5.11. Licenses and Certifications

Bidder shall be appropriately licensed to perform the services offered. Bidders shall possess, at the time of bid opening, all required licenses and certifications. Bidder shall be responsible for all costs associated with obtaining and maintaining all required licenses, certifications, and permits. Copies of all licenses and certifications shall be submitted with the response.

5.12. Insurance

1. The Bidder’s response shall include a copy of any certificate of insurance which provides evidence of insurability meeting the minimum insurance requirements of this ITB. The Bidder shall assume full responsibility and expense to obtain all necessary insurance.

2. The successful Bidder as well as related subcontractors shall provide a copy of any certificate of insurance which provides evidence of insurability meeting the minimum insurance requirements of the ITB as a part of receiving any ensuing contract, at the time of entering into the contract.

5.13. Indemnification

The Vendor shall at all times indemnify, hold harmless and, at the City’s option, defend or pay for an attorney selected by the City to defend the City of Bartow, its officers, agents, servants, and employees from and against any and all causes of action, demands, claims, losses, liabilities and expenditures of any kind, including attorney fees, court costs, and expenses, caused or alleged to be caused by intentional or negligent act of, or omission of the Vendor, its employees, agents, servants, or officers, or accruing, resulting from, or related to the subject matter of any ensuing contract including, without limitation, any and all claims, losses, liabilities, expenditures, demands or causes of action of any nature whatsoever resulting from injuries or damages sustained by any person or property. In the event any lawsuit or other proceeding is brought against the City by reason of any such claim, cause of action or demand, the Vendor shall, upon written notice from the City, resist and defend such lawsuit or proceeding by counsel satisfactory to the City of, at City’s option, pay for an attorney selected by the City to defend the City of Bartow. The provisions and obligations of this section shall survive the expiration or earlier termination of any ensuing contract. To the extent considered necessary by the City, any sums due Vendor under any ensuing contract may be retained by City until all of the City’s claims for indemnification pursuant to the Contract have been settled or otherwise resolved; and any amount withheld shall not be subject to payment of interest by the City.

5.14. Legal Requirements

Applicable provisions of all federal, state, and county laws, and local ordinance, rules, and regulations, shall govern development, submittal and evaluation of all bids received in response hereto and shall govern any and all claims and disputes which may arise between person(s) attaching a bid response hereto and the City by and through its officers, employees and authorized representatives, or any other person, natural or otherwise. Lack of knowledge by any Bidder shall not constitute a cognizable defense against the legal effect thereof.

5.15. Cone of Silence

During the course of this solicitation, a Cone of Silence shall apply as follows:

• A Cone of Silence shall be in effect beginning upon the advertisement for requests for qualifications. The Cone of Silence shall terminate at the time the City awards one or more contracts for services or takes other action which ends the

Competitive Solicitation.

• Any person or entity that seeks a contract award or that is subject to being evaluated or having its response evaluated in connection with this solicitation, including a person or entity’s representative, shall not have any communication with any

City Commissioner, City management or their respective support staff or any person or group of persons appointed or designated by the City Manager to evaluate or make a recommendation relating to a contract award.

• The Cone of Silence shall not apply to written or oral communications with legal counsel for the City, the City's Purchasing

Department, or the City’s single point of contact.

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