Furnish_ Install_ and Manage Holiday Lights and Displays.pdf

ITB-W-2003.docx Last printed 9/23/2026 8:56:00 AM

ITB-W-2003 SEPTEMBER 23, 2026

ELECTRONIC BIDS TO FURNISH, INSTALL, & MANAGE HOLIDAY LIGHTS & DISPLAYS ARE BEING

ACCEPTED.

ELECTRONIC BIDS MUST BE ENTERED INTO THE BIDNET (MITN) PROCUREMENT SYSTEM ON, OR BEFORE, 12:30 PM, WEDNESDAY, OCTOBER 7, 2026.

PLEASE SEE SPECIAL INSTRUCTIONS ON PAGE TWO (2) OF THE BID FORM

A PUBLIC BID OPENING WILL TAKE PLACE AT 1:00 PM EST ON OCTOBER 7, 2026 VIA THE “ZOOM APP”

WHICH WILL BE HOSTED BY THE CITY COUNCIL OFFICE. PLEASE JOIN THE ZOOM MEETING BETWEEN 12:50

AND 1:00 PM EST, ON THE DAY OF THE BID OPENING IN ORDER TO VIEW OR LISTEN TO THE BID OPENING

VIA THE ZOOM APP.

LINK TO ZOOM MEETING:

https://cityofwarren.zoom.us/j/84583924733?pwd=mQVSzNbm429Np1MUTqabkzyorwLvax.1

ZOOM CALL-IN #: 1 305 224 1968

ZOOM MEETING ID: 845 8392 4733

ZOOM MEETING PASSCODE: 976687

Addenda, clarifications and changes to the bid documents must be obtained on line by registering

(free registration available) for the MITN system as follows: 1) go to www.BidNetDirect.com/MITN, 2)

Click on “Register Now”, 3) Activate your account & select your registration option. Call 800-835-4603 and press option two (2) to speak live with customer support.

YOU SHOULD REGISTER FOR NIGP CODES

96260 – Party, Holiday, & Event Decorating Services

98800 – Roadside, Grounds, Recreational & Park Area Services

98854 – Lighting Services for Parks, Athletic Fields, Parking Lots, etc.

A $5,000.00 BID SECURITY IS REQUIRED WITH YOUR BID. SEE DETAILS ON PAGE 6 OF THE BID FORM.

The City of Warren reserves the right to accept or reject any and all bids and to waive any and all irregularities or split award by items unless otherwise stipulated and to accept the bid which will serve its interest.

Additional information regarding this bid or any questions can be answered by contacting the

Purchasing Agent, Craig Treppa of the City of Warren Purchasing Division preferably by e-mail, ctreppa@cityofwarrn.org, subject: ITB-W-2003.

Sincerely, Craig Treppa

Purchasing Agent

Lori M. Stone, Mayor Purchasing Division Office of the Controller One City Square, 4th Floor, Suite 425

Warren, Mi 48093-5289

Phone (586) 574-4639

FAX (586) 574-4614

https://cityofwarren.zoom.us/j/84583924733?pwd=mQVSzNbm429Np1MUTqabkzyorwLvax.1 http://www.bidnetdirect.com/MITN mailto:ctreppa@cityofwarrn.org

ITB-W-2003 CITY OF WARREN Page 2 of 26

COMPANY NAME: _________________________________________________

SPECIAL INSTRUCTIONS FOR ELECTRONIC BID SUBMISSION:

The City will require the vendor to perform the following, via the BidNet (MITN) system, within the bid solicitation, in order to have the bid considered for award:

1. The bidder shall complete the bid form in its entirety, sign Page 3 and all other appropriate areas (clauses, etc.), scan the document, and upload the completed document (pages 1-

26) with your electronic bid submission.

2. If the Vendor has any questions regarding the steps needed to complete the electronic bid submission, they shall contact the BidNet (MITN) help desk at 1-800-835-4603. Select Option 2 when prompted.

3. Electronic bids must be entered no later than the bid due date and time. The BidNet (MITN) system will prohibit vendors from entering bid information after the scheduled due date/time.

4. The City of Warren shall not have access to bid results until after the scheduled due date and time.

5. The bid opening shall be made available to the public via a ”Zoom Meeting”. Interested parties will need to access the Zoom app and enter the Meeting ID # and the Password in order to obtain access to the public bid opening. Interested members of the public may view or listen to the results at that time.

6. The Zoom Meeting Call-in #, ID# and password for this bid opening can be found on the first page of this bid document.

7. The link to view the bid opening via “Zoom Meeting” can be found on the first page of this bid document.

8. The public shall have the ability to join the Zoom Meeting any time after 12:50 pm EST on the bid due date.

9. The public bid opening via “Zoom” shall occur at 1:00 pm EST on the bid due date.

ITB-W-2003 CITY OF WARREN Page 3 of 26

BID PROPOSAL FORM:

The undersigned proposes to FURNISH, INSTALL, & MANAGE HOLIDAY LIGHTS & DISPLAYS for a two (2) year period with the option to extend for four (4) additional two (2) year periods, up to ten (10) years, with mutual consent of both parties, in accordance with the attached specification, which is to be considered an integral part of this bid, at the following prices:

GRAND TOTAL (FROM PRICING PAGE FIVE (5)): $____________________________________

IT IS MANDATORY OF ALL BIDDERS TO RETURN THIS SHEET FULLY COMPLETED AND

SIGNED BY AN AUTHORIZED REPRESENTATIVE WITH THEIR ELECTRONIC BID. FAILURE TO PROPERLY

SIGN IN THE AREA PROVIDED BELOW WILL RESULT IN YOUR BID NOT BEING ACCEPTED.

The undersigned has carefully checked the bid figures and understands that he shall be responsible for any error of omission in this bid offer and is in receipt of all addenda, as issued.

Signature of ___________________________________________ DATE: _______________________________

Authorized Company Representative

__________________________________ COMPANY NAME: ______________________________________

(Print name of Signature)

ADDRESS CITY STATE ZIP CODE

TELEPHONE NUMBER FAX NUMBER E-MAIL ADDRESS

WARRANTY (If Applicable)

YEARS IN BUSINESS COMPANY CONTACT PERSON WITH TELEPHONE NUMBER

ACKNOWLEDGMENT OF ADDENDA:

In the event that any addenda are posted on the MITN system, acknowledge receipt of the addenda by indicating the addenda number below and sign in the space provided. A copy of each addenda posted should be included in your proposal:

Addenda #1: _______________ Signed: _____________________________________

Addenda #2: _______________ Signed: _____________________________________

Addenda #3: _______________ Signed: _____________________________________

EXCEPTIONS: Where an exception to any specification is taken, such exception shall be clearly indicated below and along with the specifications attached hereto, shall be considered an integral part of this bid proposal.

ITB-W-2003 CITY OF WARREN Page 4 of 26

PRICING PAGE

The Pricing Page (page 5) is available as a separate document on the BidNet (MITN) system. Please be sure to complete the Pricing Page, enter company name at the bottom of the pricing page, and submit with your electronic bid.

ITB-W-2003 CITY OF WARREN Page 6 of 26

PRICE CLAUSE:

Bid price to include, but not be limited to, all materials, equipment, and labor, for furnishing, installing, maintaining and storing holiday lights and displays as described in the attached specification. The City of Warren requests that prices be held firm for sixty (60) days or bid award, whichever comes first, except for the successful bidder whose prices shall remain firm for the contract period, which shall be for a two (2) year period (the 2026/2027 and 2027/2028 winter

Season). There is an option to extend the award for four (4) additional two (2) year periods, up to ten (10) years, with mutual consent of both parties.

At the start of each subsequent term, if approved by City Council, the City shall increase pricing by

6%.

Authorized Signature for_________________________________________

Price Clause

ESTIMATED QUANTITIES:

Quantities indicated are estimates for bid award purposes and are estimated on an annual basis.

The City has provided the best estimate of quantities and actual usage may increase or decrease.

Vendor shall supply items as per bid and hold the City harmless for increase or decreases in quantities.

The City is estimating that there will be approximately 3,000 strands (200 lights per strand) needed for this project. Bidders are responsible for properly measuring and inspecting all areas to determine the correct number of lights for this project. The City shall not reimburse the bidder for any incorrect estimates on the part of the bidder. Any additional strands purchased, but not needed for this year’s display shall be stored and used the following year.

Authorized Signature for_________________________________________

Estimated Quantities Clause

BID SECURITY REQUIREMENTS FOR CITY OF WARREN BIDS:

Each bid must be accompanied by a scanned pdf version of a bid bond, a certified, cashiers, or bank check, or a money order, made in favor of the Treasurer of the City of Warren (a company or personal check is not acceptable) duly executed by the bidder as principal and having as surety thereon a surety company approved by the City, in the amount of $5,000.00 as a guarantee on the part of the bidder that he will, if called upon to do so, enter into a contract to perform the work as per the attached specifications.

The original bid bond/check/money order must be submitted to the City prior to the City issuing a recommendation for award to Warren City Council.

The awarded vendor’s bid security shall be held and retained as a performance bond until the project is successfully completed to the satisfaction of the City.

BIDDERS WHO DO NOT HAVE A BID SECURITY ATTACHED TO THEIR BIDS, WILL HAVE THEIR BIDS REJECTED.

BID SECURITY LIQUIDATED DAMAGES CLAUSE:

Failure of the successful bidder to enter into an agreement with the City for the work and deliver the required insurance will result in forfeiture of the bid security, and that security shall, as liquidated damages, become the property of the City.

Authorized signature for _________________________________________________________

Bid Security Liquidated Damages Clause

ITB-W-2003 CITY OF WARREN Page 7 of 26

LIVING WAGE ORDINANCE:

Living Wage Requirements for service contracts.

Bids are to be received with the use of the City’s living wage ordinance. The current rate of pay without benefits is $20.63 per hour and the current rate of pay when benefits are provided is $16.50 per hour. If employer pays rate with benefits, they must provide benefits immediately upon hire and or transfer of employee to work at City of Warren facilities.

At the start of each subsequent term, any change in the living wage rates shall be adhered to by the awarded vendor.

In order for the City to monitor the living wage ordinance, the successful contractor shall submit the following information upon request. Copies of monthly payroll journals indicating those employees working on this contract, how many hours worked, and the rate of pay; or copies of employee checks to verify that the contractor is in compliance with the ordinance. Contractor shall also open his books to the City designated representative to monitor compliance on an as needed basis.

Authorized Signature for ____________________________________________________ Living Wage Ordinance Compliance Clause

INSPECTION CLAUSE:

All bidders will be held liable to have visited the work site(s) and familiarize themselves with the nature of the work and conditions under which the work will be performed. No extras will be allowed for failure to inspect or to account for working conditions.

Authorized Signature for_________________________________________

Inspection Clause

LIQUIDATED DAMAGES:

The City will issue a Purchase Order to the awarded vendor no later than Wednesday, October 14, 2026.

The awarded vendor shall complete the installation of holiday lights and displays no later than

November 22, 2026.

The awarded vendor will be assessed liquidated damages of $1,000.00 per calendar day that the installation project has not been completed by November 22, 2026.

The awarded vendor shall be responsible for removing and storing all the holiday lights and displays beginning on January 11, 2027 with the completion date by January 15, 2027.

For each subsequent year, the City will notify the awarded vendor, in advance, of the requested times for installation and removal of holiday lights and displays. These times shall be comparable to this year’s schedule.

Authorized Signature for_________________________________________

Liquidated Damages Clause

ITB-W-2003 CITY OF WARREN Page 8 of 26

REFERENCES:

Please list the municipalities/companies for which your company has provided similar products or services performing similar services, for comparable project sizes, for a minimum of five (5) years.

1. Agency: ___________________________________________________________ Year(s): __________

Address: _________________________________________________________________________________

Contact Name: __________________________________________ Phone: ________________________

Service Provided: _________________________________________________________________________

2. Agency: ___________________________________________________________ Year(s): __________

3. Agency: ___________________________________________________________ Year(s): __________

4. Agency: ___________________________________________________________ Year(s): __________

ITB-W-2003 CITY OF WARREN Page 9 of 26

INSURANCE REQUIREMENTS:

INSURANCE CERTIFICATE MUST BE SUBMITTED BY THE INSURANCE AGENCY, NOT THE PROPOSER.

The awarded vendor shall be required to provide the City with certificates of insurance naming the City of Warren, City of Warren Municipal Building Authority, Downtown Development

Authority, Tax Increment Finance Author ity, the 37th District Court, all elected appointed officials, employees and volunteers as individuals acting within the scope of their authority, AS

AN ADDITIONAL INSURED.

It is understood and agreed by naming the City of Warren as additional insured, coverage afforded is considered to be primary, and any other insurance the City of Warren may have in effect shall be considered secondary and/or excess.

Additionally, the awarded vendor shall provide language, within the “Description of Operations” section, that “AGREES TO WAIVE THEIR INSURER’S RIGHT OF SUBROGATION UNDER ITS POLICIES”.

The awarded vendor shall provide the following coverage and limits (Sub-contractors utilized by the awarded bidder shall be subject to these same conditions).

COMMERCIAL GENERAL LIABILITY:

The following coverage is part of the General Liability policy:

Policy should be on an OCCURRENCE BASIS WITH COMBINED SINGLE LIMITS.

General Aggregate $2,000,000

Products/Completed Operations Aggregate $1,000,000

Personal & Advertising Injury $1,000,000

Each Occurrence $1,000,000

Fire Damage-Any one fire $ 50,000

Medical Expense-Any one person $ 5,000

Per project aggregate limit, Independent contractor’s coverage, Broad form property damage Blanket contractual liability coverage

AUTOMOBILE LIABILITY:

Automobile liability insurance coverage shall be $1,000,000 combined single limit for any auto and include hired autos and non-owned autos.

WORKERS’COMPENSATION INSURANCE:

Workers’ compensation insurance shall be statutory under the State of Michigan Workers’

Compensation Act.

UMBRELLA LIABILITY POLICY:

UMBRELLA LIABILITY SHALL BE $2,000,000 AND BE “FOLLOWING FORM”

The umbrella policy shall be written on an occurrence basis and at a minimum provide excess to the Bidder’s General Liability, Automobile Liability and Employer’s Liability policies.

Coverage shall be provided by a carrier(s) rated A- or better by A.M. Bests.

Insurance certificates shall contain a provision to the effect that the insurance company SHALL

NOTIFY the City at least thirty (30) days prior to CANCELLATION OR MATERIAL CHANGE of the insurance.

Authorized signature for _____________________________________________________________________

Insurance Clause

ITB-W-2003 CITY OF WARREN Page 10 of 26

GENERAL CONDITIONS (Effective March 28, 2025)

SIGNATURE

Bids and all information requested of the vendor shall be entered in the appropriate space on the bid form and Signature Page. Failure to do so may disqualify your offer.

An authorized officer or employee of the vendor shall sign all bids.

ELECTRONIC BID SUBMISSION

Electronic bids shall be submitted by the date specified and at or prior to the time specified to be considered. Late bids, e-mail, sealed, telegraphic, or telephone bids will NOT be accepted.

The bidder is required to submit their bid electronically via the BidNet (MITN) system in order to be considered for award.

Bids received after 12:30 pm of the date they are due will not be accepted.

RELATIONSHIP DISCLOSURE

It is required that any relationship (business or personal) to a City employee or official be disclosed.

This includes employment or other professional engagements.

ALTERATION OF BID DOCUMENTS

Vendor changes or alterations to the bid documents, including the specification, may result in the bid being considered non-responsive and/or the Bidder being debarred. The only authorized vendor changes to the bid documents will be in the areas provided for the Bidder’s response including the “Exceptions” section of the bid and on separate attached sheets submitted by the vendor. Vendor shall clearly identify product offered and deviations from the specification. If a change or alteration to the bid document is undetected, and the bid is awarded the contract, the original terms, conditions, and specification in the authorized version of the bid document will be applicable during the terms of the contract. Bidders are responsible for ensuring they have obtained all relevant documents including amendments, clarifications, changes, drawings, etc.

as made available by the City.

PRICES

Prices quoted shall be for new products in current production unless otherwise specified. Where refurbished or discontinued items are offered they shall be clearly identified as such.

Prices quoted shall be exclusive of any rebates due the City. Any rebates the City may be entitled to should be shown as a separate line item and include expiration date.

Corrections and/or modifications received after the bid closing time specified will not be accepted.

Unit prices prevail.

All information shall be entered in ink or typewritten. Mistakes may be crossed out and corrections inserted before submission of your bid. The person signing the bid shall initial corrections in ink.

All prices will be proposed F.O.B. DESTINATION, INCLUDE ALL DELIVERY AND ANY ADDITIONAL

CHARGES and remain in effect as specified in the bid.

ITB-W-2003 CITY OF WARREN Page 11 of 26

AWARD

Unless otherwise stated in the bid documents, the City cannot guarantee exclusivity of the contract for the proposed products or services.

Award of the bids shall be based upon a combination of factors, including but not limited to, adherence to bid requirements, references and any other factors that may be in the City’s best interest.

The City reserves the right to reject any and all bids, and to waive any defect or irregularity in bids.

The City reserves the right to accept and separate items in the bid and to accept the bid that, in the opinion of the City, is to the best advantage and interest of the public we serve. The City also has the right to re-solicit bids if it is deemed to be in the best interest of the City.

The City reserves the right to reject low bids which have major deviations from our specifications;

to accept a higher bid which has only minor deviations. By signing the bid, Bidders agree to accept a split award unless the Bidder clearly indicates that it takes Exception. The bid will be awarded to that responsible, responsive firm whose bid, conforms to this solicitation and will be most advantageous to the City, with regard not only to price but also to availability of product, location and quality of product considered.

The City reserves the right to award all line items, to make no award or to award on an individual line item basis, whichever is deemed to be in the best interest of the City.

Time of delivery may be a consideration in the award.

The City reserves the right to consider as unqualified to perform the contract any bidder who does not habitually perform with its own forces seventy-five (75%) of the work involved.

TERMINATION

1. Failure to Perform. The City may terminate a bid award for the failure to perform a term of the bid specifications to the satisfaction of the City. The City shall provide ten (10) days advance written notice to the Awarded Vendor for the failure to perform services or for the violation of any other term of the bid specifications. Unless futile or the violation is recurring, the City shall provide notice and the opportunity to cure the violation prior to termination. Such notice to cure shall be given in writing by first-class mail. In the event of a dispute, or in order to avoid interruption of service, the City may engage another to perform the work and the Awarded Vendor shall be responsible for any costs the City incurs as a result of the Awarded Vendor’s violation. The City may withhold payment to offset any damages the City incurs as a result of the Awarded Vendor’s violation.

2. At Will. A bid award may be terminated at will by the City upon a minimum of thirty (30) days prior written notice to the Awarded Vendor. In the event of termination as provided in this subsection, the Awarded Vendor will be compensated for all services performed and approvable reimbursable expenses from the inception date to the termination date provided the services performed and the expenses were provided in accordance with the bid specifications. Payment shall be made upon the Awarded Vendor delivering to the City all information and materials retained by the Awarded Vendor, affiliates, or subcontractors in performing the services described in the bid specifications, whether completed or in progress.

3. MISREPRESENTATION. In addition, the City may reject this Bid, or cancel a contract with an

Awarded Vendor, if there is evidence of any misleading or intentionally fraudulent information or documents provided in connection with this Bid.

ITB-W-2003 CITY OF WARREN Page 12 of 26

SPECIFICATION

Brand names and numbers, when used, are for reference to indicate the character or quality desired, unless specifically stated “No Substitutes”.

Alternate items of the same quality will be considered, provided your offer clearly describes the article. Offers for alternate items shall state the brand and number, or level or quality. When the bidder does not state brand, or level of quality, it is understood the offer is exactly as specified.

All products and services shall be in accordance with all applicable federal, state and local statutes, rules, ordinances, etc.

All personnel shall have the appropriate licenses with endorsements for the work performed.

In addition, any personnel driving a vehicle on City property shall have the appropriate valid driver’s license and have or exceed minimum statutory insurance requirements.

E-VERIFY

Any bidder, attesting to his bid by signature, is affirming that the Bidder has registered with, participates in and utilizes the E-Verify Program (or any successor program implemented by federal

Department of Homeland Security and Social Security Administration) to verify the work status of all newly hired employees employed by the Bidder.

NON-IRAN LINKED BUSINESSES

By signing below, Bidder certifies and agrees on behalf of Bidder and the company submitting this bid the following: (1) that the Bidder is duly authorized to legally bind the company submitting this bid; (2) that the company submitting this bid is not an “Iran linked business,” as defined in Section

2(e) of the Iran Economic Sanctions Act, being Michigan Public Act No. 517 of 2012; and (3) that

Bidder and the company submitting this bid will immediately comply with any further certifications or information submissions requested by the City in this regard.

ASSIGNMENT OF AGREEMENT – OTHER CONTRACTORS.

The Awarded Vendor shall not assign the contract or any part thereof without the written consent of the City.

PERIOD AGREEMENTS

No Exclusive Contract/Additional Services. The Awarded Vendor agrees and understands that the contract shall not be construed as an exclusive agreement and that the City may, at any time, secure similar or identical services at its sole option.

Any contract executed pursuant to this Bid, which is for a specific term shall include for an extension of the contract term, at the option of the City, as follows:

The City shall have the sole option to extend the contract herein for a period of two months by written notice to the Awarded Vendor exercising the option served at least ten days prior to the expiration date of the contract. In the event such option is exercised by City, all of the provisions of the contract shall remain in full force and effect other than the date of expiration of the contract.

The quantities have been estimated for bid award purposes and may be estimated based on past usage. The quantities may increase or decrease and the City makes no representation as to guarantee of usage. The quantities are estimated on an annual basis.

ITB-W-2003 CITY OF WARREN Page 13 of 26

PAYMENT TERMS

The City’s normal payment terms are 45 days in connection with cash discounts specified with this bid. Time will be computed from the date of complete delivery of services, supplies, or equipment, as specified, or from the date correct invoices are received in the Office of the City Controller, if the latter is later than the date of delivery. Prices will be considered as net if no cash discount is shown.

Progress payments will be made on the basis of hours of work completed during the course of the engagement in accordance with the firm's fee bid. Interim billings shall cover a period of not less than a calendar month.

MICHIGAN FREEDOM OF INFORMATION ACT (FOIA)

All costs incurred in the preparation and presentation of this bid, in any way whatsoever, shall be wholly absorbed by the Bidder. All supporting documentation shall become the property of the

City unless requested otherwise at the time of submission. Michigan FOIA requires the disclosure, upon request, of all public records that are not exempt from disclosure under Section 13 of the

Act, which are subject to disclosure under the Act. Therefore, confidentially of information submitted in response to this RFP is not assured.

EQUAL OPPORTUNITY CLAUSE

This contract requires adherence to the equal opportunity clause, 41 CFR § 60-1.4.

EXCEPTIONS TO THE BID SOLICITATION

Each individual/group shall provide a list of Exceptions taken to this bid. Any Exceptions taken shall be identified and explained in writing. An Exception is defined as the individual/group’s inability to meet a mandatory requirement or exceed a requirement in the manner specified in the bid solicitation. If the Bidder provides an alternative solution when taking an Exception to a requirement, the benefits of this alternative solution shall be explained. The City reserves the right to accept or reject any Exception whichever is deemed to be in the best interest of the City.

WITHDRAWAL OF BID

Bidders may withdraw their bids by submitting a written request over the signature of an authorized individual to the Purchasing Department any time prior to the submission deadline. Bidders may thereafter submit a new bid prior to the deadline. Modification or withdrawal of the bid in any manner, oral or written, will not be considered if submitted after the deadline.

DEFAULT TO CITY

It is understood that any Bidder who is in default to the City at the time of opening its bid shall have its bid declared null and void.

BIDDER DISCLOSURE

The Bidder declares that it has not, nor will it, provide gifts, gift certificates, entertainment, favors, or other gratuities to a City official, employee, agent, or volunteer, or to their families.

The Bidder acknowledges that if it violates this policy then the City may terminate the contract with the Bidder.

ITB-W-2003 CITY OF WARREN Page 14 of 26

INDEMNITY CLAUSE

To the extent permitted by law, the Contractor shall indemnify the City, its officers, employees, agents, and boards and commissions from and against any claim of liability; penalties; damages;

attorney fees; professional advisors’ fees; settlements; or other fees or expenses arising from or in connection with goods provided and services performed under this Invitation to Bid. The

Contractor shall provide the Warren City Attorney’s Office with all documents filed in any proceeding related to this Invitation to Bid in which any of the above-listed people or entities are named.

MICHIGAN LAW TO CONTROL

The Parties intend for this Agreement to be construed in accordance with Michigan law as it exists at the time of this Agreement. Disputes arising out of this Agreement shall be litigated in the State court having jurisdiction over Macomb County, Michigan. If a dispute arises that requires resolution in Federal court, it shall be litigated in the United States District Court for the Eastern District of

Michigan.

AMERICAN WITH DISABILITIES ACT

Whenever applicable, the Contractor shall perform work in accordance with the American with

Disabilities Act, 42 USC § 12101 et seq, (including corresponding rules, regulations, and design standards), the Persons with Disabilities Civil Rights Act, MCL 37.1101 et seq. and City ordinances relating to accessibility.

APPENDIX A OF TITLE VI PLAN

During the performance of this contract, the contractor, for itself, its assignees, and successors, in interest (hereinafter referred to as the “contractor”) agrees, as follows:

1. COMPLIANCE WITH REGULATIONS. The contractor shall comply with Regulations relative to nondiscrimination in Federally-assisted programs of the Department of Transportation, Title 49, Code of Federal Regulations, Part 21, as they may be amended from time to time (hereinafter referred to as the Regulations), which are herein incorporated by reference and made a part of this contract.

2. NONDISCRIMINATION. The contractor, with regard to the work performed by it during the contract, shall not discriminate on the grounds of race, color, sex, or national origin in the selection, retention, and treatment of subcontractors, including procurements of materials in the discrimination prohibited by Section 21.5 of the Regulation, including employment practices when the contractor covers a program set for in Appendix B of the Regulations.

3. SOLICITATION FOR SUBCONTRACTS, INCLUDING PROCUREMENTS OF MATERIALS AND EQUIPMENT.

In all solicitations either by competitive bidding or negotiation made by the contractor for work to be performed under a subcontract, including procurements of materials or leases of equipment, each potential subcontractor or supplier shall be notified by the contractor of the contractor’s obligations under the contract and the Regulations relative to nondiscrimination on the grounds of race, color, sex, or national origin.

4. INFORMATION AND REPORTS. The contractor shall provide all information and reports required by the Regulations, or directives issues pursuant thereto, and shall permit access to its books, records, accounts, other sources of information, and its facilities as may be determined by the

State Highway Department or the Federal Highway Administration to be pertinent to ascertain compliance with such Regulations or directives. Where any information required of a contractor is in the exclusive possession of another who fails or refuses to furnish this information, the contractor shall so certify to the State Highway Department or the Federal Highway Administration, as appropriate, and shall set forth what efforts it has made to obtain the information.

ITB-W-2003 CITY OF WARREN Page 15 of 26

5. SANCTIONS FOR NONCOMPLIANCE. In the event the contractor’s noncompliance with the nondiscrimination provisions of this contract, the State Highway Department shall impose such contract sanctions as it or the Federal Highway Administration may determine to be appropriate, including, but not limited to:

a. Withholding payments to the contractor under the contract until the contractor complies and/or

b. Cancellation, termination or suspension of the contract, in whole or in part.

6. INCORPORATION OF PROVISIONS. The contractor shall include provisions of paragraphs (1) through (6) in every subcontract, including procurement of material and leases of equipment, unless exempt by the Regulations, or directives issued pursuant thereto. The contractor shall take such action with respect to any subcontract or procurement as the State Highway Department or the Federal Highway Administration may direct as a means of enforcing such provisions including sanctions for noncompliance: provided, however, that, in the event a contractor becomes involved in, or is threatened with, litigation with a subcontractor or supplier as a result of such direction, the contractor may request the State Highway Department to enter into such litigation to protect the interests of the State, and, in addition, the contractor may request the United States to enter into such litigation to protect the interests of the United States.

SAFETY DATA SHEETS

IMPORTANT: All City purchases require SAFETY DATA SHEETS where applicable, in compliance with the Occupational Safety and Health Administration (OSHA) Hazard Communication Standard.

THE ABOVE GENERAL CONDITIONS ARE CONSIDERED IN FORCE UNLESS SPECIFICALLY ADDRESSED

IN ANOTHER SECTION OF THE BID DOCUMENT

We have read and acknowledge the above GENERAL CONDITIONS

(Signature)

ITB-W-2003 CITY OF WARREN Page 16 of 26

SPECIFICATION TO FURNISH, INSTALL, & MANAGE HOLIDAY LIGHTS & DISPLAYS

PURPOSE

It is the intent of the City of Warren to solicit electronic bids to have a qualified contractor perform the following services:

• Furnish & Install Holiday Lights

• Install City-owned Holiday Displays

• Manage Holiday Lights & Displays throughout the holiday season

• Remove & Store Holiday Lights & Displays

Aerial Views of the project areas may be found in Appendix A.

SCOPE OF SERVICES

To provide all supervision, labor, tools, equipment, and services required to furnish, install, manage, remove, and store holiday lights and displays owned by the City, as specified herein.

MANDATORY REQUIREMENTS

In order to be considered for award, the bidder must meet the following:

• All lights shall be of high-commercial grade quality, 22 Gauge Wire, Green Cords. The City will not accept low-quality lights. See page nineteen (19) and Pricing Page for more information regarding the requirements for the lights.

• Vendor shall submit a sample of the 5mm lights that will be used for this project, no later than, Wednesday, October 7, 2026 at 12:00pm local time. They shall be submitted to the

Purchasing Office at One City Square, Suite 425, Warren, MI 48093, Attn: Craig Treppa, Purchasing Agent.

• Vendor shall include a current Certificate of Insurance with coverages equal to the

Insurance Requirements listed on page nine (9) of this bid form. Certificate is to include the

Additionally Insured language shown on page nine (9).

• Vendor shall provide a minimum of three (3) references performing similar services, for comparable project sizes.

• Vendor shall provide evidence that they have been providing similar services, for comparable project sizes, for a minimum of five (5) years.

• Vendor must sign page three (3) of the bid form in order to be considered for award.

• Vendor shall submit Pricing Page Five (5) electronically, with their bid submittal.

• Vendor shall submit the bid security in pdf form, with their bid submittal.

• After installation, the vendor shall be responsible for furnishing and replacing any light strands that are not functioning, at no additional cost to the City for the duration of the holiday season.

SAFETY STANDARDS

• All work shall be performed in a professional manner using quality materials and workmanship; all of which must be maintained and operated with the highest of standards.

• The Contractor shall be solely responsible for pedestrian and vehicular safety and control within the work site and shall provide the necessary warning devices, barricades, and ground personnel needed to give safety, protection, and sound warning to persons and vehicular traffic within the area.

• Blocking of public streets shall not be permitted unless prior arrangements have been made with the City and is coordinated with appropriate departments.

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LIABILITY FOR DAMAGE TO PROPERTY AND/OR PLANT MATERIAL

Tree Damage: Climbing irons, spurs or spikes are not to be used on trees. Any tree damage caused by the Contractor is to be repaired to the satisfaction of the City at no additional expense to the

City. Trees damaged beyond repair, as judged by a qualified arborist, are to be removed at no expense to the City, and replaced by a tree of size and species designated at no additional expense to the City.

LOCATION AND SCHEDULE OF WORK

The City reserves the right to change, add, or delete areas or quantities, as it deems to be in its’ best interest.

CLEAN-UP

All debris from light installation operations shall be cleaned up each day before the work crews leave the site.

It shall be the responsibility of the Contractor to remove and dispose, in a proper and acceptable manner, all debris related to this project.

SUBCONTRACTS

The City does not allow subcontractors for this project.

SUPERVISION

This contract will be under the direct supervision of the Public Service Director, or his designee. Any alterations or modifications of the work performed under this contract shall be made only with written agreement between the Contractor and the Public Service Director, or his designee, and shall be made prior to commencement of the altered or modified work.

WORK CREW SUPERVISION

The Contractor shall provide qualified supervision of each crew at all times while working under this contract. Each supervisor shall be authorized by the Contractor to accept and act upon all directives issued by the City. Failure for the supervisor to act on said directives shall be sufficient cause to give notice that the Contractor is in default of the contract unless such directives would create potential personal injury or safety hazards.

INVOICES

The awarded vendor shall furnish detailed invoices which summarize the services rendered, per location.

The vendor shall issue invoices directly to the Purchasing Division at:

One City Square

Ste 425 – Purchasing

Warren, MI 48093

The vendor shall be paid for services based on the following schedule:

1. 25% of total project award upon successful installation of lights and decorations;

2. 25% of total project award upon successful completion of the Tree Lighting Ceremony;

3. 50% of total project award after successful removal and storage of the holiday lights and displays.

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CONTRACT TERMINATION

The City shall have the right to terminate a contract or a part thereof, before the work is completed, in the event:

• Previous unknown circumstances arise, making it desirable in the public interest to void the contract.

• The contractor is not adequately complying with the specifications.

• The contractor refuses, neglects, or fails to supply properly trained or skilled supervisory personnel and/or workers or proper equipment of the specified quality and quantity.

• The contractor, in the judgment of the City, is unnecessarily or willfully delaying the performance and completion of the work.

• The contractor refuses to proceed with work when, and as, directed by the City.

• The contractor abandons the work.

WARRANTY

• The vendor shall be responsible for replacing/repairing any lights, equipment, etc. that are deemed to be inoperable.

• The vendor is responsible for maintaining the operation of the holiday lights and shall make all repairs/replacements caused by nature, storms, vandalism, squirrels, or any other reason, at no additional cost to the City.

• The vendor shall be responsible for furnishing and replacing any light strands that are not functioning, at no additional cost to the City.

• When service calls are placed, the vendor is to respond within four (4) hours of the service call.

WORK TO BE PERFORMED

• Following the initial award, the awarded vendor shall be responsible for retrieving and maintaining the City-owned holiday displays from the current storage location in Clinton

Township, MI 48035.

• See Appendix A for aerial views of each project location.

• See Appendix B for the manner in which the light coverage, spacing, and color scheme that the lights on all trees, bushes, etc. shall be for this project.

• See Appendix C for sample photos of the holiday displays.

• The awarded vendor shall complete the installation of holiday lights and displays no later than November 22, 2026. The awarded vendor shall be responsible for installing any additional displays purchased throughout the length of the contract.

• The awarded vendor will be assessed liquidated damages of $1,000.00 per calendar day that the installation project has not been completed by the specified date, herein.

• The vendor is responsible for properly testing all holiday lights prior to installation.

• At the end of each season, the vendor shall be responsible for the breakdown, removal, transportation, and storage of all city-owned holiday lights and displays during this agreement. This includes any holiday lights/displays purchased by the City during this agreement.

• The awarded vendor shall be responsible for removing and storing all the holiday lights and displays between the dates of January 11, 2027 and January 15, 2027.

• At the completion of this agreement, the vendor shall be responsible for storing all holiday lights and displays until the start of the following season, at no charge to the city. The vendor shall allow any new awarded vendor the opportunity to collect all city-owned displays, per the direction of the city.

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PLEASE NOTE: A BUCKET TRUCK MAY BE NEEDED TO INSTALL/REMOVE VARIOUS DISPLAYS AND LIGHTS.

LOCATIONS

The vendor shall provide services for the following, but not limited to, locations:

ITEM 1A: City Hall (northwest end), One City Square, Warren, MI 48093

ITEM 1B: City Hall (southwest end), One City Square, Warren, MI 48093

ITEM 1C: City Square Park, 8155 City Square South, Warren, MI 48093

ITEM 1D: “W”, N.E. Corner of Van Dyke Avenue & Chicago Road

ITEM 1E: Community Center, 5460 Arden, Warren, MI 48092

ITEM 1F: Civic Center South, 23345 Van Dyke Avenue, Warren, MI 48089

ITEM 1G: Beebe Park, 31933 Mound Road, Warren, MI 48092

HOLIDAY LIGHTING

Cords, Connectors, 3-Way Connectors:

1. Vendor shall supply and secure cords, strands, connectors, etc. so they are not a tripping hazard for the public.

2. Vendor shall zip-tie cords to grates that are located in City Square.

3. The City will provide electrical feed that connects to timing mechanisms.

4. 5MM Lights shall be Commercial-Grade 25’ Strand, 22 Gauge Wire (5MM Wide Angle, LED

50 LED (Cool White, Green, Red, or Multi-Color with Green Cord, 6” Spacing).

5. C9 Lights shall be Commercial-Grade 50’ 22 Gauge Wire (C9, 50 LED, Multi-Color, Green cord, 12” spacing).

REFERENCE APPENDIX A AND APPENDIX B FOR THE FOLLOWING:

ITEM 1A: CITY HALL (NORTHWEST END), ONE CITY SQUARE, WARREN, MI 48093

• Install 5mm wide angle LED cool white lights on all bushes and yews.

• Install 5mm wide angle LED cool white lights on all tree canopies.

• Install 5mm wide angle LED cool white lights on all tree trunks

See two (2) exceptions, below:

A.1 : Large Tree in Back o Install C9 LED multi-color lights on tree labeled A.1

A.2 Large Tree in Front o Install 5mm wide angle LED mini-multi color lights on tree labeled A.2 o Apply a heavy number of lights inside and outside of canopy.

ITEM 1B: CITY HALL (SOUTHWEST END), ONE CITY SQUARE, WARREN, MI 48093

• Install 5mm wide angle LED cool white lights on all bushes.

• Install 5mm wide angle LED cool white lights on all tree canopies.

• Install 5mm wide angle LED cool white lights on all tree trunks

ITEM 1C: CITY SQUARE PARK, 8155 CITY SQUARE SOUTH, WARREN, MI 48093

• Install 5mm wide angle LED cool white lights on all tree canopies.

• Alternate 5mm wide angle LED green and red lights on the trunks.

ITEM 1D: “W”, N.E. CORNER OF VAN DYKE AVENUE & CHICAGO ROAD

• Install 5mm wide angle LED cool white lights on all bushes

• Install 5mm wide angle LED cool white lights on all tree canopies.

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• Install 5mm wide angle LED green lights on the trunks.

• Large back tree does not need lights (see Item D aerial view).

ITEM 1E: COMMUNITY CENTER, 5460 ARDEN, WARREN, MI 48092

• Install 5mm wide angle LED cool white lights on all bushes

• Install 5mm wide angle LED cool white lights on all tree canopies.

• Alternate 5mm wide angle LED green and red lights on the trunks.

• Please Note: The City is requesting pricing for Item E. However, the City may elect not to have lights installed during the 2026/2027 holiday season due to construction being performed at this location.

ITEM 1F: CIVIC CENTER SOUTH, 23345 VAN DYKE AVENUE, WARREN, MI 48089

• Install 5mm wide angle LED cool white lights on all bushes

• Install 5mm wide angle LED cool white lights on all tree canopies.

• Alternate 5mm wide angle LED green and red lights on the trunks.

ITEM 1G: BEEBE PARK, 31933 MOUND ROAD, WARREN, MI 48092

• Install 5mm wide angle LED cool white lights on all tree canopies.

• Install 5mm wide angle LED cool white lights on the trunks. A bucket truck may be needed.

G.1 Gazebo o Install 5mm wide angle LED cool white lights on the gazebo roofline, arches, columns, and around all openings.

REFERENCE APPENDIX C FOR THE FOLLOWING:

ITEM 2: HOLIDAY DISPLAYS

The City currently owns the following pre-lit holiday displays, which are currently being stored at a facility in Clinton Township, MI. The awarded vendor shall be responsible for the transportation, installation, setup, breakdown, removal and storage of these displays.

TO BE LOCATED AT CITY SQUARE PARK IN FRONT OF CITY HALL

• 40’ Panel Tree

• 14’ Walkthrough Ornament Display

TO BE LOCATED IN THE CITY HALL ATRIUM

• 36’ Panel Tree

• Animated Santa Sleigh, including two (2) life-sized Reindeer

• 5’ Ornamental Ground Display

The vendor shall coordinate the exact locations for each display with the Public Service Director, or his designee.

STORAGE

The vendor shall be responsible for the transportation and storage of all city-owned holiday lights and displays in an enclosed building when not in use by the City. The vendor shall be responsible for furnishing the storage facility.

TREE LIGHTING CEREMONY AT WARREN CITY HALL:

The vendor shall be responsible for testing all holiday lights and displays one (1) week prior to the

Tree Lighting Ceremony.

The vendor shall be responsible for providing staffing for the day and evening of the City’s Tree

Lighting Ceremony, on Saturday, December 5, 2026, to ensure that all lighting and displays are working properly.

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The vendor shall be responsible for testing all holiday lights and displays located at City Hall and

City Square Park the morning of the Tree Lighting Ceremony.

The vendor will be responsible for testing and repairing the holiday lights and displays located at

City Hall and City Square Park the week of the event, the morning of the event, and just prior to the guests arriving.

If the event the Tree Lighting Ceremony is delayed due to unforeseen circumstances, such as inclement weather, power outage, etc., the City will notify the awarded vendor of the rescheduled date/time. The vendor shall be responsible for attending and following the requirements above, at no additional cost to the City.

PRICING:

The City is asking for a price per strand to install, maintain, remove, and store holiday displays and lights for the 2026/2027 and 2027/2028 winter seasons. The price will cover all aspects of the project, including, but not limited to, lights, cords, 3-way connectors, timers, equipment, bucket truck, testing of lights prior to installation, installation, removal of lights, storage of lights.

The City is estimating that there will be approximately 3,000 strands (200 lights per strand) needed for this project. Bidders are responsible for properly measuring and inspecting all areas to determine the correct number of lights for this project. The City shall not reimburse the bidder for any incorrect estimates on the part of the bidder. Any additional strands purchased, but not needed for this year’s display shall be stored and used the following year.

If the contract is not renewed, the awarded vendor shall have the lights that were purchased by the City, available for pickup prior to the start of the next holiday season (October or November) of that year.

PRICING PAGE:

Item 1A-1G (See Pricing Page 5):

The vendor is to enter an annual cost to cover the price for the holiday lighting per location, including, but not limited to, furnishing lights, equipment such as electrical cords, adapters, connectors, timers, installation, maintenance, removal and storage of the same.

Item 2 (See Pricing Page 5):

The vendor is to enter an annual cost to cover the entire price for transporting, installing, maintaining, removing, breaking down and storing of all of the holiday displays for this project.

Item 3 (See Pricing Page 5):

Vendor is to submit the cost of one (1) strand of Commercial-Grade 25’ Strand, 22 Gauge Wire

(5MM Wide Angle, LED 50 LED (Cool White, Green, Red, or Multi-Color with Green Cord, 6” Spacing).

Item 4 (See Pricing Page 5):

Vendor is to submit the cost of one (1) strand of Commercial-Grade 50’ 22 Gauge Wire (C9, 50 LED, Multi-Color, Green cord, 12” spacing).

Item 5 (See Pricing Page 5):

Vendor is to submit the labor rate that they are paying their staff for this project. The labor cost for this project shall be included in Items One (1) and Two (2) of the pricing sheet.

Item 6 (See Pricing Page 5):

Vendor is to list the estimated total quantity of 5mm light strands required for this complete project.

Item 7 (See Pricing Page 5):

Vendor is to list the estimated total quantity of C9 light strands required for this complete project.

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Item 8 (See Pricing Page 5):

Vendor is to list the address of the proposed indoor storage facility to house all holiday lights and displays.

Item 9 (See Pricing Page 5):

Vendor is to provide a list of company equipment that will be utilized for this project.

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APPENDIX A:

AERIAL VIEWS OF THE PROJECT AREAS

This document can be found on the BidNet…