Downtown Holiday Decor _ Lighting Installation.pdf

A D V E R T I S E M E N T

RFP # 2627-03

TITLE: Downtown Holiday Décor and Lighting

Installation/Maintenance/Repair/Removal Services

ISSUSING AGENCY: CITY OF WILSON - (WDDC)

P.O. BOX 10

WILSON, NC 27894

ISSUE DATE: August 12, 2026

DUE DATE AND SUBMITTAL LOCATION: August 26, 2026 @ 2:00pm

City of Wilson (Attn: Purchasing Manager)

1800 Herring Ave.

Wilson, North Carolina, 27893

SCOPE: The City of Wilson is advertising and will receive sealed proposals from qualified bidders to provide an services for Downtown Holiday Décor and Lighting (Installation/Maintenance/Repair/Removal) by the proposal due date and time above.

Instructions to Bidders: Indicate CONTRACTOR NAME, TITLE (above), and RFP number (above) on the front of each sealed proposal envelope or package inclusive of all documents attached and completed.

Sealed proposals, subject to the entirety of this document made a part hereof will be received until 2:00 p.m. on the Due Date and Submittal Location above.

SEND ALL PROPOSALS DIRECTLY TO THE ISSUSING AGENCY ADDRESS SHOWN ABOVE.

Direct all technical inquiries concerning this RFP to: Ricky Wilson, Purchasing Manager rvwilson@wilsonnc.org

The envelopes containing the proposals should be sealed and clearly identified on the front as to the contents. The City will not accept bids by fax or by electronic e-mail.

Bidders may hand deliver RFPs to the submittal location above or if preferred, UPS and FedEx make daily deliveries to our offices. If using any other delivery method allow ample time for delivery as late bids will not be accepted.

mailto:rvwilson@wilsonnc.org

SERVICE AGREEMENT

BETWEEN

WILSON DOWNTOWN DEVELOPMENT CORPORATION

AND _______________________________________________

This Service Agreement ("Agreement") is made and entered into as of the Effective Date (as defined below), by and between Wilson Downtown Development Corporation ("WDDC"), a North Carolina nonprofit corporation, and _____________________________ ("Contractor"), a North Carolina corporation, collectively referred to as the "Parties."

1. SCOPE OF WORK

Contractor agrees to provide services for the inspection, installation, maintenance, repair, and removal of tree lights and pole décor in downtown Wilson, NC.

Services Include:

1. Requirements o Contractor must own and utilize at least (2) proper functioning bucket trucks with a minimum 35’ safe height to reach décor and stringers.

o Contractor to include all costs in labor or equipment rates, no additional costs will be paid unless prior approval from the City is obtained.

o During the contract period other services related to this agreement may be requested, negotiated, and approved on an as needed basis by the City.

2. Installation o Installation of C7 lights owned by the City of Wilson on approximately 168 trees (of various species: Bosque Elm and Savannah & Fosteri Holly) in downtown Wilson.

o Installation C7 lighting price $ Bid Sheet (Lump Sum) o Installation of up to 80 pole mount decorations owned by the City of Wilson in downtown locations; see attached map.

o Installation Pole Mount Décor price $ Bid Sheet (Lump Sum) o All installation work must be completed between October 26 - November 5, 2026.

3. Maintenance o Ongoing maintenance of lights will be performed by Contractor as needed.

o The contractor is to use City of Wilson provided material as maintenance requests arise. Contractor to get approval from City before purchasing any additional maintenance material or labor outside of stocked material.

o Communication is of the utmost importance and is required during the project to ensure lights are operational and functioning properly.

Bulb replacement price $ Bid Sheet (per bulb, labor only)

Stringer replacement price $ Bid Sheet (per stringer, labor only)

Pole Décor/Stringer Adjustments $ Bid Sheet (per décor/stringer, labor only)

4. Repairs o Outside of the scope of above maintenance items, Contractor will be responsible for all repairs of bulbs and stringers, materials needed should be in the City of Wilson parking deck. Hours for repair shall be approved by both WDDC and contractor before work is to begin. The rates below will not change but hourly rate may be negotiated based on complexity of work required.

Base Labor Rate hourly (person): $ Bid Sheet

Additional Crew members hourly: $ Bid Sheet

Equipment Rate (Bucket Truck) hourly: $ Bid Sheet

Any additional materials needed should be requested in writing via email to Matt Bass at mbass@wilsonnc.org and Meg Edwards at medwards@wilsonnc.org.

o Pole décor damage or malfunctions identified by contractor will need to be reported to WDDC and communicated through the WDDC contact. Removal of décor and reinstallation may be required based on each situation.

o Contractor agrees to respond to calls within 24 hours of needed repairs.

o All repairs should be documented and sent in writing via email to Matt Bass at mbass@wilsonnc.org and Meg Edwards at medwards@wilsonnc.org.

mailto:mbass@wilsonnc.org mailto:medwards@wilsonnc.org

5. Removal o Upon removal, all pole décor, lights and any other equipment will be returned to the City of Wilson for storage in the parking deck before payment is to be made for removal.

o Removal of all pole décor will occur: January 4-8, 2027.

Removal of pole décor price: $ Bid Sheet (Lump Sum) o Removal of all installed lights and associated equipment will occur: March 1- March 5, 2027.

Removal of C7 lighting price $ Bid Sheet (Lump Sum)

2. COMPENSATION & PAYMENT TERMS

PAYMENT TERMS: Payment terms are Net not later than 30 days after receipt of a correct invoice or acceptance of goods and or services, whichever is later. Invoices are preferred by the City of Wilson to be sent by e-mail to cowaccts@wilsonnc.org and cc mbass@wilsonnc.org, and medwards@wilsonnc.org.

Payment Schedule: (Based on dates in this document or as needed for maintenance/repairs)

• payment upon installation of lighting and décor - (1 invoice)

• payment upon removal of lighting - (1 invoice)

• payment upon removal of pole décor – (1 invoice)

• maintenance – as requested and approved by WDDC - (per instance - invoiced)

• repairs – as needed and approved by WDDC – (per instance - invoiced)

• no additional maintenance or repair charges shall be owed/authorized without a prior written approval from Wilson Energy, via Matt Bass, e-mail mbass@wilsonnc.org.

3. TERM & TERMINATION

• This Agreement shall commence on the Effective Date and remain in effect until the completion of removal and return of materials.

• Either party may terminate this Agreement with 30 days’ written notice for cause, including non-performance or breach of contract.

mailto:cowaccts@wilsonnc.org

4. INSURANCE & LIABILITY

• Contractor shall maintain general liability and workers’ compensation insurance throughout the project in accordance with State requirements.

• Contractor shall add “City of Wilson” as Additional Insured on Certificate of Insurance and produce copy prior to installation.

• Contractor shall indemnify and hold harmless WDDC and the City of Wilson from any claims, damages, or liabilities arising from its performance under this Agreement.

5. COMPLIANCE & SAFETY

• Contractor shall comply with all applicable federal, state, and local laws and safety standards.

• Installation will follow industry best practices to ensure safety for workers and the public.

• Contractor must use proper (PPE) and safety protocols for the services performed at all times.

• Contractor must be able to safely install and remove lights and pole decor with proper traffic and safety measures (signs, cones, tape, barriers, etc.) to prevent any incidents related to the safety of the public.

6. INDEPENDENT CONTRACTOR STATUS

• Contractor is an independent contractor and is not an employee or agent of WDDC or the City of Wilson.

7. GOVERNING LAW

• This Agreement shall be governed by and construed in accordance with the laws of the State of North Carolina.

8. ENTIRE AGREEMENT

• This Agreement constitutes the entire agreement between the Parties and supersedes all prior discussions or agreements.

9. BID PRICING – ATTACHMENT A – fill out Attachment A completely.

10. SIGNATURES

IN WITNESS WHEREOF, the Parties have read, understand, and agree to this agreement and attached documents in its entirety to start effective the date that both parties sign below and a purchase order is issued.

_________________________________ (Contractor)

By: ___________________________ Name: _________________________ Title: __________________________ Date: __________________________

*Contract is not valid until executed by City (WDDC) Representative below:

Wilson Downtown Development Corporation

By: ___________________________ Name: _________________________ Title: __________________________ Date: __________________________

Attachment A - Bid Sheet Downtown Holiday Décor and Lighting

Installation/Maintenance/Repair/Removal - Services Numbers below are approximate and can be reduced or added based on pricing submitted on this sheet. City approval is required for additional work/costs outside of lump sum items.

Service

Description

Pricing

Type of Payment

Installation

C7 lighting (168 trees)

Lump Sum

Installation

Pole Mount décor (80 each)

Maintenance

Bulb Replacement

Per Bulb/Labor Only

Stringer Replacement

Per Stringer/Labor Only

Pole décor/stringer adjustments

Per décor-stringer Labor Only

Repair

Base Labor Rate (2 people)

Hourly

Repair

Additional Crew member (per person)

Equipment Rate

Bucket Truck

Removal

Pole Décor (80 each)

Removal

C-7 lighting (168 trees)

Authorized Company Representative:

Print: ________________________________

Sign: ________________________________ Date: ____________________

E-mail: __________________________________________________________

*The City reserves the right to award or reject any and all options at its discretion all factors considered.

*Vendor agrees to perform services based on all conditions set forth in the agreement.

Trunk wrap examples for reference: (Bosque Elms – simple spiral wrap up to the canopy)

Holly example for reference: (Simple spiral of the canopy of the tree itself)

Bosque Elm lights for reference (Trunk wrap with sparse lighting in the canopy):

Tree Light Locations

Date: 8/3/2026 Path: F:\Projects\DowntownDev\DowntownTreeLights\DowntownTreeLights.aprx

Prepared by:

City of Wilson GIS Services.

a division of Wilson Planning and Development Services.

Map Disclaimer:

This map is for informational purposes only. The map is NOT of land survey quality and is NOT suitable for such use.

The City of Wilson assumes no liability arising from the use of the map. ³0 360 720 1,080180

Feet

1 inch equals 0.08 miles

Tree Lights

Municipal Service District

State of North Carolina DOT, Esri, HERE, iPC, State of North Carolina DOT, Esri, HERE, Garmin, iPC, NC CGIA, Vantor