ITB 3354 - Main Street District Holiday Decorations Full Specs.pdf

NOTICE TO BIDDERS

Sealed bids will be received by the City of Stephenville, at City Hall, 298 W Washington Street, Stephenville, TX 76401 until 2:00 pm, June 11th, 2026, at which time bids duly delivered and submitted will be considered for:

Main Street District Holiday Decorations

Bids should be addressed to Meritt Kearney, Purchasing Manager, 298 W. Washington, Stephenville, TX 76401.

Any bid received after stated closing time will be returned unopened. If bids are sent by mail to the City, the bidder shall be responsible for actual delivery of the bid to the City Secretary before the advertised date and hour for opening of bids. If mail is delayed either in the postal service or in the internal mail system of the City of Stephenville beyond the date and hour set for the bid opening, bids thus delayed will not be considered and will be returned unopened.

Until the final award by the City of Stephenville, said City reserves the right to reject any and/or all bids, to waive technicalities, to re-advertise, to proceed otherwise when the best interest of the City will be realized hereby. Bid award is not solely based on price alone.

All bids must be submitted on original bid forms. Any changes to the form or failure to label packaging on the bid, may disqualify it. All packaging on bids (including courier envelope) will be submitted sealed and plainly marked with:

NAME AND ADDRESS OF BIDDER

Main Street District Holiday Decorations

BID NUMBER 3354

It is not the intent of the City of Stephenville to offer proprietary specifications, or to eliminate any vendor from bidding using brand names. If brand names are used it is for example only and understood the “or equal” will be accepted.

Bids shall be held firm for a period of 60 days unless otherwise stated in the bid specifications, instructions to bidders, or on the bid sheet.

PLEASE NOTE THAT MOST COURIER SERVICES DO NOT OFFER BEFORE 10:30 AM

SERVICE TO STEPHENVILLE

ITB 3354

City of Stephenville, Texas Main Street Holiday Decorations Bid Specification

Bids that contain any omission, erasures, or alterations, or additions of items not called for in the bid documents, or irregularities of any kind, may or may not be considered.

Deviations from specifications and alternate bids must be clearly shown on the bid form with complete information attached to form.

They may or may not be considered.

Upon bidders submitting bids they shall not withdraw or cancel such bids and all sums deposited with such bids will be held by the City of Stephenville until all bids submitted shall have been canvassed and award of contract made, signed and if a performance bonds is required furnished and approved.

All sums deposited with bids will then be returned to the respective bidders.

The City of Stephenville, Texas is exempt from State of Texas Sales Tax and a Tax Exemption Certificate shall be furnished by the City of Stephenville, Texas to the successful bidder upon request.

No official of the City of Stephenville shall have financial interest, direct or indirect, in any contract with the City, or be financially interested, directly or indirectly, in the sale to the City of any land, material, supplies or services.

Discounts: Show rate, total amount, and latest day any discount will be allowed after receipt of article and correct invoice.

This contract is subject to cancellation upon thirty day written notice by the City of Stephenville without cause.

Liquidated Damages: In the event delivery is not made within the stated time period, (without acceptable reasons for delay and written consent from the City) the City reserves the right to place the order with the next available vendor and the awardee shall be liable for any increase in price as liquidated damages, it being agreed that said sum is a fair and reasonable estimate of actual damages the City will incur. Bidder will not be held liable for failure to make delivery because of strikes; conscription’s of property, governmental regulations, acts of God, or any other causes beyond his control; provided an extension of time is obtained from the Division of Purchasing.

Exceptions: Any catalog or manufacturer’s reference in this proposal is descriptive, but not restrictive, and is used only to indicate type and grade. Bids on other items of similar and equal quality will be considered, provided the bidder states on the face of this proposal exactly what he intends to furnish, including any variation to the specifications and literature, otherwise he shall be required to furnish the items as specified on the proposal. Any other exceptions to any portions of these terms and conditions or deviations from written specifications shall be shown in writing on the bid document form or attached to bid form.

Quantities: Quantities shown are estimated, based on projected use. It is specifically understood and agreed that these quantities are approximate and any additional quantities will be paid for at the quoted price. It is further understood that the supplier shall not have any claim against the City of Stephenville for quantities less than the estimated amount.

Prices: The bidder should show in the bid document both the unit price and total amount, where required, of each item listed.

In the event of error or discrepancy in the mathematics, the unit price shall prevail.

Delivery Date: Bidders shall state delivery date on all order.

F.O.B Point: All prices of item(s) shall be quoted FOB City of Stephenville destination.

The City of Stephenville reserves the right to award this bid in whole or in part.

It is desirable that bids are accompanied by two sets of specifications to support items bid. The City of Stephenville reserves the right to determine specification requirements on all items bid.

Eligible Bidder: Bidders are limited to those persons or firms qualified and engaged in a full time business and can assume liabilities for any performance or warranty service required.

Nonresident-Reciprocal Bid Act: You are advised the City of Stephenville, Texas is bound by House Bill 620. The law provides that in order to be awarded a contract as low bidder, non-resident bidders (out-of-state contractors whose corporate office or principal place of business is outside the State of Texas) bid projects in Texas at an amount lower than the lowest Texas resident bidder by the same amount that a Texas resident bidder would be required to underbid a non-resident bidder in order to obtain a comparable contract in the state in which the non-resident’s principal place of business is located. After making that determination you are instructed to advise the Purchasing Department in writing of that fact with a copy of the applicable state statute.

Based on local government code 252.043, the contract will be awarded to the lowest responsible bidder OR to the bidder who provides goods or services at the best value for the municipality. Therefore price is not the only consideration in the bid award.

By signing this bid, Vendor hereby certifies that it is not a company identified on the Texas Comptroller’s list of companies known to have contracts with, or provide supplies or services to, a foreign organization designated as a Foreign Terrorist Organization by the U.S. Secretary of State. Vendor further certifies and verifies that neither Vendor, nor any affiliate, subsidiary, or parent company of Vendor, if any (the “Vendor Companies”), boycotts Israel, and Vendor agrees that the Vendor and Vendor Companies will not boycott Israel during the term of this Agreement. For purposes of this Agreement, the term “boycott” shall mean and include terminating business activities or otherwise taking any action that is intended to penalize, inflict economic harm on, or limit commercial relations with Israel, or with a person or entity doing business in Israel or in an Israeli controlled territory.

Please be advised that Stephenville does not receive courier services before 10:30 a.m.

Bid Specification

CITY OF STEPHENVILLE

BID SPECIFICATIONS FOR

MAIN STREET DISTRICT HOLIDAY DECORATIONS

GENERAL:

The City of Stephenville is currently accepting bids to supply, install, and remove holiday decorations within the Main Street District. The labor and product shall meet the specifications listed below.

Any questions regarding these specifications may be directed to Ashley Thomas, Main Street Manager at 254-552-1222, or Meritt Kearney, Purchasing Manager at 254-918-1227.

SPECIFICATIONS

BASE BID ITEMS

Meets Specifications

YES NO

ITEM 1. DOWNTOWN PLAZA TREE LIGHTS

Twenty-six (26) live trees of various sizes in the Downtown Plaza Parking Lot ____ ____ shall be wrapped with 1,500 warm white mini lights per tree.

ITEM 2. ARTIFICIAL TREE, DECORATED

A twenty-six (26) foot tall artificial, green frame tree shall be installed on the ____ ____ corner of West Washington Street and North Belknap Street.

2A. The tree shall either be pre-lit with integrated warm white LED lighting, or the bidder shall provide and install sufficient LED string lights to fully decorate the tree so that the final appearance is substantially

____ ____ equivalent to a factory pre-lit tree.

2B. The tree shall include decorative illuminated starburst-style lighting elements throughout the tree. Starburst lighting shall be warm white in

____ ____ color.

2C. The tree shall be decorated with traditional holiday decorations suitable for a professional, public display. Decorations shall be limited to starburst lighting (Item 2B) and shatter-resistant, commercial-grade ornaments in various sizes. Both matte and glossy ornament finishes are required and shall be distributed evenly throughout the tree. Decorations shall be in traditional red, green, and white holiday colors. Any alternative or additional colors must be approved by the Main Street

____ ____ Manager prior to installation.

2D. The tree topper shall be in a starburst shape and be fully lit with ____ ____ warm white LED lights.

Bid Specification

ITEM 3. MOO-LA STATUE “NECKLACE”

The statue of Moo-La at the corner of West Washington Street and South Graham Avenue shall have a “necklace” made of traditional green, unlit garland that is

6.5 feet in circumference. The “necklace” shall be adorned with classic holiday decorations, including, but not limited to artificial poinsettias and ornaments.

Decorations shall be in traditional red, green, and white holiday colors. Any alternative or additional colors must be approved by the Main Street Manager

____ ____ prior to installation.

ITEM 4. PERGOLA DECORATIONS

4A. Eighteen (18) poles on the pergola at the corner of West Washington Street and North Belknap Street shall be wrapped with traditional green garland. Garland shall either be pre-lit with integrated warm white LED lighting, or the bidder shall provide and install sufficient LED string lights so that the final appearance is substantially equivalent to a factory pre-lit garland. The poles measure seven feet (7’) tall and fifteen

____ ____ and a half inches (15.5”) in circumference.

4B. The center portion of the pergola shall be decorated with two strands of traditional green garland. Garland shall either be pre-lit with integrated warm white LED lighting, or the bidder shall provide and install sufficient LED string lights so that the final appearance is substantially equivalent to a factory pre-lit garland. The garland shall be swayed from each edge to the center. There shall be no more than a one-foot drop from the top corner to the bottom of the garland at any point.

The center portion of the pergola measures seventeen feet, six inches in

____ ____ length.

4C. There shall be one thirty-six inch (36”) traditional green wreath placed in the center of the center portion of the pergola. The wreath shall either be pre-lit with integrated warm white LED lighting, or the bidder shall provide and install sufficient LED string lights so that the final appearance is substantially equivalent to a factory pre-lit wreath. The wreath shall include a traditional red bow of proportional size affixed to

____ ____ the top center of the wreath.

Bid Specification

ITEM 5. PLAZA LIGHT POLES

Two (2) light poles on the corner of West Washington Street and North Belknap Street shall be wrapped with traditional green garland. Garland shall either be pre-lit with integrated warm white LED lighting, or the bidder shall provide and install sufficient LED string lights so that the final appearance is substantially equivalent to a factory pre-lit garland. There shall be a large, traditional red box mounted at the top of the pole, below the light. The light poles measure twelve feet, eight and a half inches (12.7’) tall and sixteen inches

____ ____ (16”) in circumference.

ITEM 6. COURTHOUSE LIGHT POLES

Eight (8) light poles surrounding the Erath County Courthouse shall be wrapped with traditional green garland. Garland shall either be pre-lit with integrated warm white LED lighting, or the bidder shall provide and install sufficient LED string lights so that the final appearance is substantially equivalent to a factory pre-lit garland. The light poles measure fifteen feet (15’) tall and twenty-three

____ ____ inches (23”) in circumference.

OPTIONS BID ITEMS

Meets Specifications

YES NO

ITEM 1. COURTHOUSE STRING LIGHTS

There shall be one (1) string of warm white Christmas lights strung from each of either four (4) or eight (8) of the light poles surrounding the Erath County Courthouse to the top of the first set of eaves on the Erath County Courthouse.

The light poles measure approximately fifteen feet (15’) tall and the height of the Courthouse eaves measure approximately fifty feet (50’) tall. The ground distance from the Courthouse to the center poles is approximately fifty-eight feet (58’), and the ground distance from the Courthouse to the corner poles is approximately

____ ____ ninety-five feet (95’).

ELECTRICITY AND EQUIPMENT:

The City of Stephenville shall provide all necessary power and electricity for all decorations.

The bidder shall provide all decorations and all tools, hardware, and/or equipment necessary for installation and/or removal unless otherwise specified.

INSURANCE REQUIREMENTS:

All bidders must obtain worker’s compensation insurance for each of the employees involved in the installation and/or breakdown of any decorations.

INSTALLATION/REMOVAL TIMELINE:

All decorations must be completely installed and operational no later than November 4th, 2026.

Staging and installation shall not begin before October 26th.

All decorations must be completely removed no later than January 13th, 2027. Removal shall not begin prior to January 4th, 2027.

STORAGE:

Bidders shall be responsible for the storage and transportation of all items when not installed.

SPECIAL CONDITIONS:

1. Price agreement shall be valid for one (1) year with an option of renewal for two (2) additional one (1) year terms.

2. Contract shall be for the rental of decorations for the time period described in the specifications and shall include all installation and removal.

3. Vendor reliability, quality, and availability will be included with the price in determining the lowest responsible bidder.

4. Bids must be submitted on the Bid Return Form included for that purpose in this packet.

Bid must be signed by a person who has the authority to bind the firm in a contract.

Questions concerning this bid may be addressed to Ashley Thomas, Main Street Manager at 254- 552-1222, or Meritt Kearney, Purchasing Manager at 254-918-1227.

BID RETURN FORM

THE CITY OF STEPHENVILLE IS A TAX-EXEMPT ENTITY

BASE BID

Unit Price Quantity Total ITEM 1 Downtown Plaza Tree Lights $ 26 $

ITEM 2 Artificial Tree, Decorated $ 1 $

ITEM 3 Moo-La Statue “Necklace” $ 1 $

ITEM 4 Pergola Decorations $ 1 $ ITEM 5 Plaza Light Poles $ 2 $

ITEM 6 Courthouse Light Poles $ 8 $

BASE BID TOTAL

OPTIONAL BID ITEMS

Unit Price Quantity Total ITEM 1 Courthouse String Lights $ 4 8 $

OPTIONAL BID ITEMS TOTAL

TOTAL FINAL BID: IN NUMERICAL FIGURES

TOTAL FINAL BID: IN WRITTEN FORM:

(Please Circle One)

Bid Specification

I / we agree to furnish, install, and remove the described decorations for the prices shown, in accordance with specifications attached. By execution of this bid, I hereby represent and warrant to the City of Stephenville that I have read and understood the Bid Documents and this bid is made in accordance with those documents.

Main Street District Holiday Decorations Bid # 3354

Vendor must meet or exceed specifications

Please do not include tax, as the City of Stephenville is tax-exempt.

**Use the bid return form provided. **

Company Telephone Number (include area code)

Mailing Address Fax Number (include area code)

City, State, Zip Code Email Address

Representative Name (print) Date

Representative Signature

BID MUST BE SIGNED BY A PERSON HAVING THE AUTHORITY TO BIND THE FIRM IN A

CONTRACT. BIDS NOT MANUALLY SIGNED WILL BE REJECTED.

Shipping will be at the expense of the vendor and therefore should be included in the bid price.

Bid Specification

Mail the enclosed completed Bid Return Form and Non-Collusion Affidavit in a Sealed Envelope to:

City of Stephenville City Secretary

298 West Washington Stephenville, TX. 76401

Bids must be received by 2:00 p.m. on June 11, 2026

ALL BIDS MUST BE SUBMITTED ON ORIGINAL BID FORMS.

All bids must be placed in a sealed envelope marked:

‘SEALED BID ENCLOSED – MAIN STREET DISTRICT HOLIDAY

DECORATIONS’

NAME AND ADDRESS OF BIDDER

BID NUMBER 3354

If you wish to obtain a copy of the bid results, please include with your bid, a letter requesting a copy of the bid results that contains an email address where the city may forward an electronic copy.

If you have any questions regarding these specifications, please contact Ashley Thomas, Main Street Manager at 254-552-1222, or Meritt Kearney, Purchasing Manager at 254- 918-1227.

THE CITY OF STEPHENVILLE RESERVES THE RIGHT TO ACCEPT OR REJECT

ANY OR ALL BIDS OR PORTIONS THEREOF.

Bid Specification

CITY OF STEPHENVILLE

ERATH COUNTY

TEXAS

NONCOLLUSION AFFIDAVIT

STATE OF ____________________

} ss.

COUNTY OF________________

____________________________________ of lawful age, being first duly sworn, on oath says that (s)he is the agent authorized by the bidder to submit the attached bid. Affiant further states that the bidder has not been a party to any collusion among bidders in restraint of freedom of competition by agreement to bid at a fixed price or to refraining from bidding; or with any city official or employee as to quantity, quality, or price in the prospective contract, or any other terms of said prospective contract; or in any discussions between bidders and any city official concerning exchange of money or other thing of value for special consideration in the letting of a contract.

COMPANY OFFICIAL

Subscribed and sworn to before me this _____day of ________________ , 20_____.

Notary Public _______________________________

My commission expires _______________________

My Commission Number ______________________

SEAL