Holiday Lighting Installation Services.pdf

Official bid specifications are available only at www.mitn.info.

INVITATION TO BID

ITB-SH26-033

The City of Sterling Heights, Michigan is accepting sealed bids for HOLIDAY

LIGHTING INSTALLATION SERVICES until TUESDAY, AUGUST 18, 2026 at 2:30 P.M.

Please refer to the attached for instructions, specifications, and bid submission procedures.

There will be a pre-bid meeting on WEDNESDAY, AUGUST 12, 2026 at 12:30 P.M. at the Farmers Market Pavilion in Dodge Park, 40620 Utica Rd., Sterling Heights, MI

48313.

Erik Skurda Purchasing Manager

Office of Purchasing 586-446-2740 http://www.mitn.info/

Official bid specifications are available only at www.mitn.info. Page 1 of 29

INVITATION TO BID

HOLIDAY LIGHTING INSTALLATION SERVICES

CITY OF STERLING HEIGHTS

40555 UTICA ROAD

STERLING HEIGHTS, MI 48313

CONTACT PERSON: ERIK SKURDA, PURCHASING MANAGER

PHONE: 586-446-2741, FAX: 586-276-4062, E-MAIL: shpurchasing@sterlingheights.gov

INDEX

I. INTRODUCTION AND GENERAL CONDITIONS

II. CHECK LIST FOR BIDDERS

III. BID SUBMISSION INSTRUCTIONS

IV. PRE-BID MEETING

V. INSURANCE REQUIREMENTS

VI. SPECIFICATIONS

VII. BID FORM

VIII. QUALIFICATION QUESTIONNAIRE

IX. HOLD HARMLESS AND INDEMNITY

X. NON-IRAN LINKED BUSINESS CERTIFICATION

XI. REFERENCES

XII. EQUIPMENT LISTING

XIII. ATTACHMENT – LIGHTING SECTION DESCRIPTIONS

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I. INTRODUCTION AND GENERAL CONDITIONS

All information requested of the vendor shall be entered in the appropriate space on the form.

Failure to do so may result in your bid being deemed non-responsive.

All information shall be entered in ink or typewritten. Mistakes may be crossed out and corrections inserted before submission of your bid. Corrections shall be initialed in ink by the person signing the bid. Corrections and/or modifications received after the closing time specified will not be accepted.

Time of delivery/installation shall be stated as the number of calendar days following receipt of the purchase order by the vendor to receipt of the goods or services by the City. Time of delivery/installation may be a consideration in the award.

Prices shall be stated in units of quantity specified in the bid document. In case of a discrepancy in computing the amount of the bid, the unit price shall govern. All quantities stated, unless indicated otherwise, are estimates and the City reserves the right to increase or decrease the quantity at the unit price bid as best fits its needs.

All prices will be bid F.O.B. Destination and remain in effect for at least 90 days to allow for approval by City Council. The successful bidder's prices will remain firm through the length of the contract as designated within these bid specifications.

Bids shall include all charges for delivery, packing, crating, etc. unless otherwise stated in the bid document. General delivery hours are 7:00 a.m. to noon and 1:00 p.m. to 3:30 p.m. Monday

– Friday. The City is not to be held responsible for, and will not pay, any fuel surcharges during the term of the contract. Unit prices bid shall include delivery.

Prices will be considered net if no cash discount is shown.

All bids shall be signed by an authorized officer or employee of the bidder.

Bid Submission Options: Please refer to Section III Bid Submission Instructions for directions on submitting a bid electronically. Hard paper copy, email or fax submission of bids / proposals is not an option.

To be considered, your bid must be submitted to the City as instructed prior to the Date and Time specified. No late bids will be accepted. Bids may be withdrawn by a bidder, or authorized representative, provided their identity is made known and an email, phone call or fax is made to the City and the City can verify via return email or phone call the identity of the bidder and the intention to withdraw the bid, and if withdrawal is made prior to the stated bid deadline. On the mitn.info portal, electronic bids may be withdrawn by placing the bid into “storage” through the Edit option prior to the stated bid deadline.

The City of Sterling Heights reserves the right to postpone the bid opening for its own convenience.

Municipalities are exempt from Michigan State Sales and Federal Excise taxes. Do not include such taxes in your bid price. The City will furnish the successful contractor with tax exemption

Official bid specifications are available only at www.mitn.info. Page 3 of 29 certificates when requested. The following exception shall apply to installation projects. When sales tax is charged to the successful contractor for materials to be installed during the project, that cost shall be included in the bid cost and not charged as a separate item. The City is not tax exempt in this case and cannot issue an exemption certificate. If you are unfamiliar with your sales and use tax obligations, please contact the Michigan Department of Treasury for directions, including any applicable Revenue Administrative Bulletins (i.e. 1999-2 and any subsequent replacements / updates).

The City's normal payment terms are 30 days in connection with any cash discounts specified on this bid. Time will be computed from the date of complete delivery of supplies or equipment as specified, or from the date correct invoices are received in the City's Finance Department, if the latter date is later than the date of delivery.

The City reserves the right: (1) To award bids received on the basis of individual items, or groups of items, or on the entire list of items, (2) To reject any or all bids, or any part thereof, (3) To waive any irregularity in the bids, (4) To accept the bid that is in the best interest of the City, (5) To accept an alternate to the product or service being bid out if deemed equivalent in the sole discretion of the city, except where alternates are prohibited by the terms of the invitation to bid

(6) To reduce or eliminate this purchase without prior notice, (7) To split the award to realize the greatest cost savings, (8) To issue Post-Bid Addendums to clarify or request additional information, including pricing, (9) To require one or more selected bidders to perform the requested service on a trial basis, at the unit prices bid, as evidence of a bidders ability to satisfactorily perform the requested service, prior to a formal recommendation and approval by City Administration / City Council.

This invitation to bid and the acceptance of a bid by the City is not a contract for the purchase of services or products. The City will issue a Purchase Order, which will define, make reference to, and incorporate the bid specifications and the pricing bid as accepted by the City. Winning bidder is not to commence with any service or product order without receiving a Purchase Order signed by the Purchasing Manager. Unless otherwise stated, all contracts for services are subject to additions, reductions and/or termination at the sole discretion of the City and without prior notice by the City. Please forward any questions you may have regarding this solicitation to the Purchasing Manager via email at shpurchasing@sterlingheights.gov.

Bid prices submitted by the successful bidder should remain firm for the length of the contract from date of award by City Council. If tariffs imposed by superseding governmental authorities change during the term of this contract and directly impact the cost of a product or a clearly defined component part thereof, either party may request a price adjustment if the net changes in cost attributable solely to such tariff change exceeds five percent (5%) of the total contract price. Any such adjustment shall be limited to the lesser of (i) twenty percent (20%) of the original contract price or (ii) one-half (50%) of the net increase caused by the tariff.

The basis date for evaluating eligibility for tariff adjustments shall be:

• The latest of five (5) days prior to the bid submission date, proposal submission date, or best and final offer receipt date, as indicated on the appropriate basis form.

• The later of the date the Contractor submitted pricing or the Contractor’s signature date.

mailto:shpurchasing@sterlingheights.gov

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All requests for tariff adjustments:

1. Must be submitted in writing and include a comprehensive cost breakdown detailing how the tariff impacted the total cost of the finished product.

2. Must include official importer receipts or customs documentation showing proof of tariff payment and transaction date.

3. Will only be considered if the seller can clearly demonstrate a direct impact from the tariff on the specific goods or components being purchased under this contract.

4. Are subject to the City of Sterling Height’s sole discretion and written approval is required prior to implementation of any price change.

In the event the City is requested to approve a tariff adjustment, the Contractor shall provide all required supporting documentation, as outlined above, within fifteen (15) calendar days of the City’s request, if the request is not fulfilled by the contractor within the time specified, the price adjustment shall be denied.

In the event the City requests a tariff adjustment in the City’s favor due to a known decrease in tariff value, the Contractor shall provide all required supporting documentation, as outlined above, within thirty (30) calendar days of the City’s request.

No retroactive adjustments shall be allowed for tariff changes prior to the applicable basis date.

ALL BIDS MUST INCLUDE MATERIAL SAFETY DATA SHEETS FOR MATERIALS AS

REQUIRED BY M.I.O.S.H.A.

The City of Sterling Heights is now part of an organization called the Michigan Inter-governmental Trade Network (MITN), a group of agencies that joined forces to create a Regional Bid Notification System to notify companies of new bid opportunities. All bids, quotations and proposals are now being posted online. All vendors are encouraged to visit http://www.mitn.info in order to register their company and gain access to new bids and proposals. If you do not have internet access, please call 1-800-835-4603 to speak to a representative at BidNet®, the technical support group that handles the MITN system.

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II. CHECK LIST FOR BIDDERS

All information required by the terms of the bid documents must be furnished.

MISTAKES OR OMISSIONS CAN RESULT IN THE REJECTION OF YOUR BID.

Important items for you to check are included in, but not limited to, those listed below.

This checklist is furnished only to assist you in submitting a proper bid.

Is your bid properly signed? (refer to bid documents)

If required, have you entered a unit price or lump sum for each bid item?

Are any bid bonds or bid deposits, if required, included in your bid package?

Include a copy of any bid bond or a copy of a certified check to show compliance with this requirement

Did you complete and include the Qualification Questionnaire, Hold Harmless, Non-Iran Linked Business Certification, References, and Equipment Listing.

Bid Submission – Bids are to be submitted via the mitn.info bid submittal system.

Bids submitted by email, fax, hard copy drop off, US Mail and delivery service are not options at this time. Include in your bid submittal package all required forms / documents, but please do not include the specifications and instructions. Return only the forms requiring completion.

Will your bid arrive on time? Late bids will not be considered. Bids must be received by the City via mitn.info no later than 2:30 p.m. by the date specified.

Did you submit your original bid form (no additional copies are required)? PLEASE

DO NOT RETURN COPIES OF OUR SPECIFICATIONS/INSTRUCTIONS.

RETURN ONLY THE FORMS REQUIRING YOUR COMPLETION (Pages 20-28)AS WELL AS EXHIBIT A (Insurance Requirements) Failure to include all pages may result in your bid being deemed non-responsive.

Did you check the MITN website (or email the Purchasing Department) for any addendums which may have been posted? Addendums may be posted at any time.

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III. BID SUBMISSION INSTRUCTIONS

Please read these instructions carefully. Your bid / proposal may be deemed non-responsive if it is not submitted as detailed below. Bids / proposals are considered received when downloaded into the mitn.info system before the submission deadline date and time, late bids / proposals will not be considered.

Bid / Proposal Submission Deadline: Tuesday, AUGUST 18, 2026 before 2:30 P.M.

Electronic Bid Submission via the MITN system as described below is the only bid submittal option.

Call the Purchasing Office at 586-446-2740 if you have any questions and we will assist.

Electronic Bid Submission Only The vendor / Contractor will need to complete, scan and upload your entire bid package through the MITN system. All electronic bids / proposals will be submitted directly into a secured MITN “vault” that cannot be opened until the bid / proposal submission deadline date and time.

Vendor / Contractor Submittal Procedure:

Login to the MITN website using your previously registered credentials at http://www.mitn.info.

Locate and enter the Sterling Heights Solicitation you have prepared a bid for.

Click on the “Place Bid” button on the upper right side of the page.

In the “Place a Bid” window, select “Place a new Bid” or “Place a No Bid” (Depending on your response). Select the “Continue” button .

On the next page, in the “Documents” tab, select “Add File” or “Import Zip file” (Depending on your file type). Complete all required actions and click the “Next” button.

This will bring you to the “Pricing” tab. There you will see a reminder to “Don’t forget to attach your pricing in the ‘Documents’ section”. Select the “Next” button.

On the following screen, in the “Exceptions” section, select “No” or “Yes” (depending on your response). In the “Bidder Compliance & Authentication” section, you will enter your full name and password where prompted. Click the “Submit Bid” button.

In the “Bid Submission Confirmation” window, select “No” or “Yes” (depending on your response).

Finally, the next screen will confirm your bid submission. Here you will receive a confirmation number and will be able to download a PDF version of the confirmation for your records.

Important: The mitn.info system locks at 2:30 pm (Sterling Heights, Michigan Time) on the due date, and no bids / proposals can be downloaded after that time. No exceptions. Bids / proposals must be downloaded and accepted by the mitn.info downloading portal before 2:30

pm. Do not wait until the last minute to submit your bid / proposal, internet connections, Official bid specifications are available only at www.mitn.info. Page 7 of 29 computer systems failures on the submitter’s part could cause a bid / proposal to be denied from downloading into mitn.info system. The system locks at 2:30 p.m. Late bids / proposals will not be considered.

If you have questions with the electronic bid submission procedures, please contact the MITN Vendor Support Department at (800) 835-4603, option #2 or email:

e-procurementsupport@bidnet.com

The City of Sterling Heights officially distributes bid and RFP documents through the Michigan Inter-governmental Trade Network (MITN). Copies of bid and RFP documents obtained from any other source are not considered official copies. Bids or notification of bids issued by members of MITN are to be posted, in whole or in part, ONLY on the MITN system. Any other use is prohibited. Only those vendors who obtain bid documents from the MITN system are guaranteed access to receive addendum information, if such information is issued. The City of Sterling Heights cannot guarantee the accuracy of any information not obtained from the MITN website and is not responsible for any errors contained by information received from alternate sources.

The City reserves the right, at its sole discretion, to allow a bidder to resubmit a copy of a bid that was otherwise submitted via the mitn.info system before the bid due date and time, when the bid document submitted via the mitn.info system is corrupt or otherwise not readable / downloadable by the City, and when in the opinion of the City, the fault was not that of the bidder.

If you received this document from a source other than the sources indicated, please notify

us. It is recommended that all vendors register on the MITN website at www.mitn.info to obtain an official copy. All future bids, proposals, quotes and any addenda and tabulations will be posted on the MITN website.

BID BOND SUBMITTAL: Please refer to the specifications and forms for bid bond requirements and additional information. When bid bonds are required, all bidders must submit a photocopy of the Bid Bond (surety, cashier check, certified check) as part of the electronic bid submission. The photocopy must be of sufficient resolution to show a valid stamp, seal, signatures, names, dates, etc. The original Bid Bond must be provided upon request of the City. Failure to submit the original Bid Bond, upon request by the City, may result in the bid being deemed unresponsive and the bid rejected without further evaluation.

PUBLIC BID OPENING: A public bid opening will be accessible 30 minutes after the posted due date and time via three simultaneous formats:

1. Microsoft Teams live stream - Join the meeting here

2. Conference call, participants must call 586-446-2663, (enter Conference ID Code

4462740 when prompted).

3. In person at the City of Sterling Heights City Council Chambers located at: 40555 Utica

Road, Sterling Heights MI, 48313.

A Purchasing Department representative will read the bids / name of firms submitting proposals as they are downloaded and made available.

http://www.mitn.info/ mailto:e-procurementsupport@bidnet.com https://teams.microsoft.com/l/meetup-join/19%3ameeting_ODVkMDYwZjAtZjIyOS00MDE3LTk3OTYtZWVjOGJkNjU5ZjI1%40thread.v2/0?context=%7b%22Tid%22%3a%22b4d6f201-96e3-4465-b7a5-0a89b7d16abb%22%2c%22Oid%22%3a%22c409637a-761b-428b-b134-24fd1a9caff3%22%7d

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IV. PRE-BID MEETING

A pre-bid meeting will be held on WEDNESDAY, AUGUST 12, 2026 at 12:30 P.M. at the Farmers Market Pavilion in Dodge Park, 40620 Utica Rd., Sterling Heights, MI 48313.

Interested contractors are encouraged to attend to ask any questions they may have in preparation of their bid. Staff from the Purchasing, Facilities Maintenance, and Parks & Recreation Department will be present to address any questions raised by participants.

Please review all solicitation documents and bring any questions you have to be addressed at this time.

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V. INSURANCE REQUIREMENTS

The Contractor, and any and all of their subcontractors, shall not commence work under this contract until required insurance within this contract has been obtained and shall keep such insurance in force during the entire life of this contract. All insurance coverages shall be with insurance carriers licensed and admitted to do business in the State of Michigan and acceptable to the City of Sterling Heights. The requirements below should not be interpreted to limit the liability of the Contractor. If any insurance is written with a deductible or self-insured retention, the Contractor shall be solely responsible for said deductible or self-insured retention. The purchase of insurance and the furnishing of a certificate of insurance shall not be a satisfaction of the Contractor's indemnification to the City of Sterling Heights. The Contractor is responsible to meet all MIOSHA requirements for on-the-job safety.

The Contractor shall procure and maintain during the life of this contract the following coverages:

Workers Compensation Insurance including Employers Liability Coverage, in accordance with all applicable Statutes of the State of Michigan.

Commercial General Liability Insurance on an “Occurrence Basis” with limits of liability not less than $1,000,000.00 per occurrence and aggregate, Personal Injury, Bodily Injury and Property Damage. Coverage shall include the following extensions:

(1) Contractual Liability Coverage

(2) Products and Completed Operations Coverage.

(3) Independent Contractors Coverage.

(4) Broad Form General Liability Extensions.

(5) Explosion, Collapse, and Underground, if applicable.

Automobile Liability including Michigan No-Fault Coverages, with limits of liability of not less than $1,000,000.00 per occurrence combined single limit Bodily Injury and Property Damage.

Coverage shall include all owned vehicles, all non-owned vehicles and all hired vehicles.

Commercial General Liability and Automobile Liability limits may be obtained by using an Excess/Umbrella Liability policy in addition to the primary liability policy(ies). If coverage limits are satisfied by an Excess and/or Umbrella policy, coverage must follow form of the primary liability policy(ies), including but not limited to additional insured and primary/non-contributory coverage.

Additional Insured: Following the official award of bid by City Council, the Commercial General Liability Insurance as described above shall include an Additional Insured endorsement as follows:

"The City of Sterling Heights, including all elected and appointed officials, all employees and volunteers, all boards, commissions and/or authorities and board members, including employees and volunteers thereof. It is understood and agreed by naming the City of Sterling Heights as additional insured, coverage afforded is considered to be primary and any other insurance the City of Sterling Heights may have in effect shall be considered secondary and/or excess."

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Cancellation Notice: Policies as described above, shall include an endorsement stating the following: It is understood and agreed within thirty (30) days, ten (10) days for non-payment of premium, Advance Written Notice of Cancellation or Non-Renewal shall be sent to the Certificate Holder:

City of Sterling Heights Reference: Bid ITB-SH26-033 Purchasing Manager

40555 Utica Road Sterling Heights, MI 48313 -or-shpurchasing@sterlingheights.gov

Proof of Insurance Coverage: The contractor shall provide the City of Sterling Heights at the time the contracts are returned by him/her for execution a Certificate of Insurance as well as the required endorsements. In lieu of required endorsements, if applicable, a copy of the policy sections where coverage is provided for additional insured and cancellation notice would be acceptable. Copies or certified copies of all policies mentioned above shall be furnished, if requested.

If any of the above coverages expire during the term of this Contract, the Contractor shall deliver renewal certificates, endorsements and/or policies to the City of Sterling Heights at least ten (10) days prior to the expiration date.

If the required insurance (with the exception of the Additional Insured endorsement) is already in place, please include a copy of the Certificate of Liability Insurance with your bid. However, if required insurance is not already in place when submitting bid, contractors shall include a letter from their insurance agent indicating that they will be able to secure a Certificate of Liability Insurance upon award of the contract. Please label that letter Exhibit A.

mailto:shpurchasing@sterlingheights.gov

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VI. SPECIFICATIONS

Description of Work The contractor shall be an experienced professional, providing all labor, supervision, equipment, materials, supplies, insurance and all other items necessary to perform the services required to install holiday lighting at Dodge Park and the Senior Center grounds along with supply and installation of holiday lighting and holiday decoration along M-59 in Sterling Heights, MI for the Sterling Heights Parks & Recreation Department

Section A.- Dodge Park Lights Holiday lighting will be 100% supplied by the City, unless other provisions have been made in advance between City and contractor. Lights supplied by the City are a combination of miniature LED with each light string approximately 50 lights, 25 feet in length, and 5mm LED strings with 50 lights, 25 feet in length. Farmers Market lights are LED C9 bulbs.

Contractor shall pick up lights from Parks & Recreation Department storage and protect from theft and loss until installed. Lights are stored in plastic totes and wound for ease of storage.

Contractor shall inspect and field test all lights before installation. Defective, non-working, damaged, partially lit light strings, etc. shall be placed aside and not used.

An inventory of the light strings is not available, however the City has sufficient light strings, or will provide additional as necessary, for the selected contractor to complete the lighting required under this ITB.

Lights installed on tree trunks shall have a maximum 2 inch spacing between layers.

Lights are to be installed in a consistent manner on each tree.

Canopies and pines to have equal spacing between layers pending tree type.

Parks & Recreation Director or his designee has control over acceptable spacing of light placement on trees. Contractor shall relight any tree deemed unacceptable at no expense to the city.

Extension Cords, Timers, Supplies, etc.

Contractor shall provide at contractors sole cost and expense the following

Extension cords Timers Cords Stakes Fasteners Magnets for Farmers Market pavilion installation Hangers Walkway Extension Cord Covers, Etc.

When necessary, contractor shall affix holiday lighting to prevent damage from elements, wind, movement, deterioration, etc. during display period. Contractor shall check performance of their work weekly and remove and replace or reset as necessary, especially after a weather event.

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Contractor to be responsible for setting and maintaining timers to coincide with on-off schedule as provided by Parks & Recreation Director, or his designee.

Contractor to be responsible for supplying and installing cord covers and transitions when crossing paved walking surfaces and trenching high traffic areas as deemed necessary by the Parks and Recreation Department. It is expected that approximately 6 trenches will be required.

Contractor to ensure that outlets and connections are protected from weather and elements.

Maintenance Contractor shall provide sufficient staff, supplies and equipment to maintain working lights during the scheduled holiday lighting season. Contractor must repair / replace any non-working light strings or non-lit sections within 24 business hours of notification by Parks & Recreation Director or his designee.

For Sterling Christmas, typically the first Saturday in December, the Contractor shall arrive on site no later than 1:00 P.M, inspect and repair / replace any non-working light strings or non-lit sections.

Examination of Sites:

Each bidder shall carefully examine the specifications, visit the sites of work, fully informing themselves of all conditions and understanding any difficulties which would in any way affect the work or the cost thereof, to include all labor, materials, holiday light strings, extension cords, timers, fasteners, covers and equipment necessary to perform all work for the prices set forth in their bid. Note: Please refer to IV. Pre-Bid Meeting, to attend a walk thru and ask questions prior to the bid submittal deadline.

Section / Location / Description

This invitation to bid requires the bidder to provide bid pricing for each holiday lighting section

/ location / description as listed below (Sections 1 thru 16) on the Bid Form.

Sec A. Location / Description 1 Dodge Park Island, 2 trees, fully lit, electricity from light pole on island.

2 Dodge Park Cluster, 13 trees (excluding largest pine), fully lit, electricity from light pole.

3 Utica Road Hornbeams, 10 trees, fully lit, electricity from roadside light poles.

4 Fire Pits, 12 trees, all shrubs, electricity from nearby source.

5 Farmers Market Building, lighting on south, west and east gutters and peaks, electricity from farmers market.

6 Farmers Market Pathway Trees, 15 trees fully lit, electricity available from multiple locations.

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7 Utica Road Maple Trees, 4 trees, fully lit, electricity from Utica Road light poles.

8 Concert Area, 3 trees fully lit, electricity from amphitheater or quad outlets nearby.

9 Farmers Market Pines, 9 trees fully lit, 5 trunks only to 15 feet, electricity from nearby Quad Outlets.

10 Senior Center West Trunks, 17 Trees, trunk only to 15 feet, electricity from multiple sources.

11 Senior Center West Trees, 4 trees fully lit, electricity from multiple sources

12 Senior Center South, 5 trees, trunks only, 10 trees fully lit, electricity from nearby light poles.

13 Senior Center Parking Lot, 21 trees fully lit, 1 tree trunks only, electricity from bus garage.

14 Behind Amphitheatre, 3 trees fully lit, electricity from bollard light.

15 Utica Road Medians South East, 18 trees fully lit, electricity from outlets in median

16 Utica Rd Medians NW, 10 Trees fully lit, electricity from outlets in median

17 Senior Center Flagpole Area and Entrance Shrubs, 9 trees fully lit, shrubs both sides of entrance, electricity from front of building

Please refer to XIV. Attachment – Lighting Section Descriptions, for additional location information on each section listed above, including locations of trees and electrical outlets.

The actual location of trees and outlets shall be field verified by the bidder.

The failure or omission of any bidder to receive and examine any form, instrument, addendum, or other document or to visit the site and acquaint themselves with conditions there existing shall in no way relieve any bidder from any obligation with respect to their bid or to the contract.

The submission of a bid shall be taken as prima facie evidence of compliance with this section.

Section B. – M-59 Median Lights Holiday lighting and decoration for the M-59 median will be 100% supplied by the chosen contractor, unless other provisions have been made in advance between City and contractor.

Lights supplied by the contractor are to be 5mm LED strings with 50 lights, 25 feet in length, color(s) TBD. LED lighted artificial garland will also be installed on the two city entrance signs along the same stretch of road with multicolor C9 bulbs and red bows.

Lights will be installed on pine trees only (35 total) and are to be woven in and out of the tree to create a full and dimensional appearance. Lights are to be installed in a consistent manner on each tree.

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An alternate price will be sought for a deduction if choosing to light the pine trees with a 12 inch spacing between layers instead of weaving in and out of the pine trees.

Electricity is available in the area of the Welcome Signs.

Extension Cords, Timers, Supplies, etc.

Contractor shall provide at contractors sole cost and expense the following:

Extension cords Timers Cords Stakes Fasteners Hangers Walkway Extension Cord Covers Etc.

When necessary, contractor to secure holiday lighting to prevent damage from elements, wind, movement, deterioration, etc. during display period. Contractor shall check performance of their work weekly and remove and replace or reset as necessary, especially after a weather event.

Contractor to be responsible for setting and maintaining timers to coincide with on-off schedule as provided by the Parks and Recreation Director, or his designee.

Contractor to be responsible for supplying and installing cord covers and transitions when crossing paved walking surfaces.

Contractor to insure that outlets and connections are protected from weather and elements.

Maintenance Contractor shall provide sufficient staff, supplies and equipment to maintain working lights during the scheduled holiday lighting season. Contractor must repair / replace any non-working light strings or non-lit sections within 24 business hours of notification by the Community Relations Director her designee.

Examination of Sites:

Each bidder shall carefully examine the specifications, visit the sites of work to verify quantities, fully informing themselves of all conditions and understanding any difficulties which would in any way affect the work or the cost thereof, to include all labor, materials, light strands, extension cords, timers, fasteners, covers and equipment necessary to perform all work for the prices set forth in their bid. Note: Please refer to IV. Pre-Bid Meeting, to attend a walk thru and ask questions prior to the bid submittal deadline.

Section / Location / Description This invitation to bid requires the bidder to provide bid pricing for sections A and B on the M- 59 Legend which is included as an attachment, and as indicated on the Bid Form. No other sections on the M-59 Legend will have lighting or decoration installed.

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Sec. B. Location / Section / Description

A. 19 pine trees fully lit, lighted fresh garland and red bows around the welcome sign B. 16 pine trees fully lit, lighted fresh garland and red bows around the welcome sign

Please refer to XIV. Attachment – M-59 Legend, for additional location information on each section listed above, including type and quantity of trees to be decorated. The actual location of trees and outlets shall be field verified by the bidder.

The failure or omission of any bidder to receive and examine any form, instrument, addendum, or other document or to visit the site and acquaint themselves with conditions there existing shall in no way relieve any bidder from any obligation with respect to their bid or to the contract.

The submission of a bid shall be taken as prima facie evidence of compliance with this section.

Alternate 1. - City Christmas Tree If selected contractor is requested to complete this service, holiday lighting will be 100% supplied by the City, unless other provisions have been made in advance between City and contractor. Lights supplied by the City are multi-colored miniature LED manufactured by English Gardens. Approximately 250 strands of fifty (50) lights will be used (+/-5%).

Contractor shall pick up lights from Parks & Recreation Department storage and protect from theft and loss until installed. Lights are stored in plastic totes and wound for ease of storage.

Contractor shall inspect and field test all lights before installation. Defective, non-working, damaged, partially lit light strings, etc. shall be placed aside and not used.

An inventory of the light strings is not available, however the City has sufficient light strings, or will provide additional as necessary, for the selected contractor to complete the lighting required under this ITB.

Lights installed are to be woven in and out of the tree to create a full and dimensional appearance. Lights are to be installed in a consistent manner throughout the entire tree.

Parks & Recreation Director or his designee has control over acceptable spacing of light placement on trees. Contractor shall relight any tree deemed unacceptable at no expense to the city.

Extension Cords, Timers, Supplies, etc.

Contractor shall provide at contractors sole cost and expense the following

Extension cords Timers Cords Stakes Fasteners Hangers Etc.

When necessary, contractor to secure holiday lighting to prevent damage from elements, wind, movement, deterioration, etc. during display period. Contractor shall check performance

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Contractor to be responsible for setting and maintaining timers to coincide with on-off schedule as provided by Parks & Recreation Director, or his designee.

Contractor to insure that outlets and connections are protected from weather and elements.

Maintenance Contractor shall provide sufficient staff, supplies and equipment to maintain working lights during the scheduled holiday lighting season. Contractor must repair / replace any non-working light strings or non-lit sections within 24 business hours of notification by Parks & Recreation Director or his designee.

For Sterling Christmas, typically the first Saturday in December, the Contractor shall arrive on site no later than 1:00 P.M, inspect and repair/replace any non-working light strings or non-lit sections.

General Conditions:

Bids not conforming to these specifications will be rejected and it will be the responsibility of the bidder to conform to these requirements unless deviations have been cited in the bid and our acceptance made on that basis.

One contractor will be selected for the bid award. A split bid award is not anticipated. Term of the bid award and pricing is for two (2) years, with two (2) additional one (1) year extensions, upon mutual consent of the City and the contractor.

The City of Sterling Heights reserves the right to add or delete any section / location if deemed in the best interest of the City, and adjust contractor’s payment accordingly.

All work outlined in the specification will be subject to periodic field inspections by a representative of the two city departments and the Contractor’s presence may be requested during inspections at any or all of the sections / locations specified.

Contractor guarantees the reimbursement, repair or replacement and restoration of any damage caused by careless or accidental use of equipment or machinery outside the immediate area of work by the contractor. Contractor agrees to repair or replace any turf area (with sod and topsoil), fences, signs, poles, irrigation lines and heads, and/or appurtenances damaged or destroyed by installation of holiday lighting and use of any equipment or machinery in the performance of the Contract.

Review the penalty clause for work completed by City crews or another contractor if the awarded contractor fails to maintain holiday lighting, repair damage caused by their activities, or perform grounds restoration, per the terms of this invitation to bid, The Contractor will be responsible for setting up the original work schedule and the City will advise the Contractor of any variations to the schedule thereafter.

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Contractor must submit an invoice upon completion and approval of installation of Holiday Lights specifying:

1. Dates of installation service

2. Sections of Installation

3. Awarded bid amount for each section installed.

4. Grand Total for all sections approved and installed.

The City will pay the contractor 60% of Grand Total within 30 days of invoice, balance of 40% to be paid within 30 days after contractor removes holiday lighting installed.

It will be the Contractor’s obligation to notify the appropriate department immediately of any damage, vandalism or other unusual conditions noticed while performing work.

The Contractor shall designate a supervisor who shall be available at all times to accommodate the City. The supervisor shall have the power to initiate immediate action to resolve disputes and/or complaints.

The City reserves the right to correct or complete any work that the Contractor fails to perform in accordance with the specification and deduct the cost of this work from money owed to the Contractor.

Installation Deadline Contractor must finish holiday lighting installation per the following deadlines:

2026: Tuesday, November 17, 2026 2027: Tuesday, November 16, 2027 2028: Tuesday, November 14, 2028 2029: Tuesday, November 13, 2029

Additionally, installation work cannot start more than 14 calendar days before the installation deadline.

Contractor shall take notice of weather conditions and adjust the installation work as necessary to insure completion and acceptance of the work by the Parks and Recreation Director or his designee by the installation deadline.

Contractor shall be required to remedy any installation deficiencies within seven (7) calendar days from notice by the Parks and Recreation Director or his designee.

Removal Deadline:

All Holiday lighting, extension cords, timers, fasteners, etc., must remain in place and working until removed by Contractor. The timeline for removal is listed below:

Third Tuesday of January (may start removal)* End of January (completion deadline)*

*Farmers Market lights to remain until close of ice rink skating season which is the day after the first Sunday in March.

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Equipment:

The contractor shall have all equipment (including lifts, traffic control, etc.) necessary to complete all work associated with this contract. The City will not provide any equipment for contractor’s use.

Unless otherwise approved by the Parks & Recreation Director, or his designee, all work areas shall be accessed on foot with a wheelbarrow or wheeled cart for equipment and material.

Vehicles shall remain on pavement at all times. If a man lift, bucket truck, etc. is required, prior approval is necessary, and any damage to turf, structures and underground improvements are to be repaired by the contractor, at no cost to the City.

Dress Code:

Contractor’s employees shall maintain a neat and clean appearance at all times. Employees must and shall wear safety equipment necessary to perform the task at hand. Shirt or jackets cannot have any other writing or slogan other than company name.

All work shall be performed in a professional, courteous workmanlike manner using quality equipment and materials, all of which must be maintained and operated with the highest standard as well as meeting all OSHA and MIOSHA safety standards.

Hours of Operation:

Work can be done on Monday through Saturday 7:30 a.m.-4:30 p.m. in accordance with requirements above. Department Directors must provide permission for work outside stated days / hours. However, Parks & Recreation staff may not be available for supplying additional lights or inspection on Saturdays.

Penalty Clause:

Should the City determine that the Contractor has not performed required services in a manner or time frame acceptable to the City, a City representative will notify the Contractor giving them from the date/time delivered:

A. 24 hours to contact the City and discuss problem(s).

B. 48 hours to correct the situation, unless otherwise agreed to by the City.

Should the contractor fail to make correction to City’s satisfaction and/or in the required time frame, City crews or another contractor will correct the situation, and continue corrections until Contractor resumes his responsibilities or the contract is terminated. Invoiced amounts due Contractor will be reduced at a rate of:

C. If completed by City Crews:

Cost for labor, equipment (based on MDOT schedule C), and a 50% administration charge

D. If completed by another contractor:

Invoiced amount plus 50%

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Should there be insufficient invoiced amounts to cover penalties, Contractor will be billed.

Should the contractor fail to pay the penalties the City will seek appropriate action for reimbursement, including forfeiture of contractor’s surety.

Each deficiency will be reviewed for possible termination of contract. The City of Sterling Heights reserves the right to terminate the contract upon 30 days written notice due to poor performance or for any reason deemed in its best interest.

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VII. BID FORM

The undersigned hereby declares that they have carefully examined the instructions and specifications, visited the sites of work, fully informed themselves as to all conditions and matters which would in any way affect the work or the cost thereof, and will furnish all labor, materials, and equipment to perform all work for Holiday Lighting Installation Services for the prices set forth in this bid.

It is understood and agreed that all bids shall remain in effect for at least ninety (90) days from the date of the bid opening to allow for award of the bid. Prices bid are to be firm for 2 years from bid award with the option for two (2) additional one (1) year extensions, upon mutual consent of the City and the contractor.

Section A - Dodge Park Lights Total Cost Per Year: $________________________

Section B - M-59 Median Lights Total Cost Per Year: $________________________

Bid Grand Total A + B Per Year: $________________________

Alternate 1: City Christmas Tree Lighting: $________________________

The undersigned certifies that he has downloaded all documents/addendums associated with this bid from the MITN website, and have read, understand and agree to be bound by all the terms of this bid document.

Company

Address

City/State/Zip

Representative/Title

Telephone/Fax

Terms

E-Mail Address/Website

Signature/Date

VII. BID FORM (CONT’D)

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Section A Bid Pricing: Enter bid pricing per listed section below:

Section Location Bid Price

1 Dodge Park Island $

2 Dodge Park Cluster $

3 Utica Road Hornbeams $

4 Fire Pits $

5 Farmers Market Building $

6 Farmers Market Pathway Trees $

7 Utica Road Maple Trees $

8 Concert Area $

9 Farmers Market Pines $

10 Senior Center West - Trunks $

11 Senior Center West - Trees $

12 Senior Center South $

13 Senior Center Parking Lot $

14 Behind Amphitheatre $

15 Utica Rd Medians SE $

16 Utica Rd Medians NW $

17 Senior Center Flagpole and Entrance Shrubs $

SECTION A GRAND TOTAL

Enter total on page 20 of Bid Form

VII. BID FORM (CONT’D)

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Section B Bid Pricing: Enter bid pricing per listed section below:

Section Description Bid Price

A 19 pine trees with lighted garland around sign (west) $

B 16 pine trees with lighted garland around sign (east) $

SECTION B GRAND TOTAL

Alternate 1: Bid Pricing:

City Christmas Tree Lighting

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VIII. QUALIFICATION QUESTIONNAIRE

All bidders must complete the following Questionnaire. This information may be presented on another page if desired.

1. Name of Company submitting a bid:

2. Authorized Representative Name/Title:

3. Office Address:

4. Local Telephone/Fax Numbers:

24-Hour/7-Day Emergency Telephone Number:

E-mail address:

Website:

5. State the legal status of the company submitting the bid. A corporation shall provide the state of incorporation, a partnership shall provide the names of all partners:

6. Name of Owner, President, Managing Partner or CEO:

7. Does your business qualify as any of the below designations: Please circle if appropriate.

a. Black Owned

b. Women Owned

c. Veteran Owned

d. People of Color Owned

e. LGBTQ Owned

f. Native/Indigenous Owned

8. Are any of the employees unionized? Please specify which employees are if applicable.

9. Give a brief summary of the history of the business:

10. How many full-time employees? Part time?

11. How long have you been in business of a similar nature for the services contemplated within this bid?

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12. List any licenses / professional certifications of the company or employees assigned to this contract that would be applicable to services contemplated within this bid.

13. How many years’ experience do you have in providing for the services contemplated within this bid? Please list the municipalities, when applicable:

14. How many clients does your company currently serve with the type of work described?

15. Has your company had a similar contract for services terminated for cause within the last three years? If yes, please explain.

16. Please provide information on your hiring practices, employee training and employee safety programs:

17. Provide information relative to the experience and financial capability of your company to carry out the terms of this contract:

18. Do you have any current contracts for similar services in Sterling Heights? If yes, please list location(s):

Questionnaire completed by:

Company Name:

Print Name

Title

Signature

Date:

This form must be completed and returned with your bid.

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IX. HOLD HARMLESS AND INDEMNITY

To the fullest extent permitted by law, the contractor expressly agrees to indemnify and hold the City of Sterling Heights (City), its elected and appointed officials, employees and volunteer and others working on behalf of the City, harmless from and against all loss, cost, expense, damage, liability or claims, whether groundless or not, arising out of the bodily injury, sickness or disease (including death resulting at any time therefrom) which may be sustained or claimed by any person or persons, or the damage or destruction of any property, including the loss of use thereof, based on any act or omission, negligent or otherwise, of contractor or anyone acting in its behalf in connection with or incident to this contract or the work to be performed hereunder, except that the contractor shall not be responsible to the City on indemnity for damages caused by or resulting from the City's sole negligence; and the Contractor shall, at its own cost and expense, defend any such claim and any suit, action, or proceeding which may be commenced hereunder, and the Contractor shall pay any and all judgments which may be recovered in any such suit, action or proceeding, and any and all expense, including, but not limited to, costs, attorneys' fees and settlement expenses which may be incurred therein.

PLEASE PRINT:

Company Name

Authorized Representative

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X. NON-IRAN…