P1886.27 Addendum I Questions and Answers.pdf

PROPOSAL NO. P1886.27

ADDENDUM NO. I

CITY OF HAGERSTOWN

HAGERSTOWN, MARYLAND

Artificial Christmas Tree for Public Square

Date: Tuesday, September 1, 2026 Bids Due: Thursday, September 10, 2026 at 2:00 P.M.

To Bidders:

This Addendum is hereby made a part of the Contract Documents on which all bids will be based and is issued to clarify the original documents.

Please acknowledge receipt of this Addendum at the appropriate space on the bid form by inserting its number and date. This Addendum consists of five (5) pages. This Addendum forms a part of the contract

Documents as it supplements and/or modifies as follows:

ADDENDUM I – QUESTIONS AND ANSWERS

Proposal No. P1886.27 Artificial Christmas Tree for Public Square

The attention to bidders submitting proposals for the above project is called to the following addendum that contains responses to all questions submitted by the prospective bidders. The items set forth herein, whether of omission, addition, substitution or clarifications are all to be included in and form part of the proposal submitted. This addendum shall take precedence or provide clarification.

All questions are sorted numerically as received from bidders and the response provided follows directly after each question submitted.

The above-mentioned Addendum follows.

QUESTIONS AND ANSWERS:

Q1. Can you please provide pictures of the area where the tree will be set up?

A1. Pictures are included at the end of this Addendum.

Q2. The RFP Requires references from similar projects and examples of comparable municipal, commercial, or large-scale outdoor installations. May a prime offeror satisfy these requirements using the relevant experience and references of a proposed subcontractor, manufacturer, or installation partner that will perform a substantial portion of the work?

A2. Yes

Q3. The RFP references both November 19, 2026 and November 16, 2026 for completion of the initial installation, with November 16 identified elsewhere as a critical deadline. Please confirm which date governs the required completion and operational readiness of the initial installation.

A3. The completion date is November 16, 2026.

Q4. Please identify the electrical service, capacity, connections, or other electrical infrastructure currently available at the Public Square installation location for operation of the proposed tree and lighting system.

A4. There are currently four (4) 120-volt duplex outlets all of which are GFCI/Ground Fault Circuit

Interrupter protected. The outlets are on timers and can be programmed to predetermined hours of operation.

Q5. Does the proposed installation location have an existing foundation, anchoring system, or other infrastructure suitable for installation of the tree, or should offerors assume responsibility for providing the complete anchoring/foundation solution required by the proposed system?

A5. Pictures of the existing anchoring points are attached to this Addendum.

Q6. If the manufacturer’s engineered anchoring system requires excavation, pavement modifications, embedded anchors, or other permanent or semi-permanent modifications to the installation location, will the City permit such modifications?

A6. Yes, however, Public Square contains numerous underground utilities such as electric and sprinkler systems that would need to be considered.

Q7. Does the City have a specific minimum design wind speed, wind-load criterion, or other structural standard that the proposed tree and anchoring system must satisfy beyond the manufacturer’s applicable engineering and safety requirements?

A7. The design wind speed should be one hundred-fifteen (115) mph.

Q8. If the information is available to prospective offerors, has the City established an estimated budget or funding range for the initial tree acquisition and recurring annual installation, removal, transportation, inspection, and storage services?

A8. A set budget is currently not available.

CLARIFICATIONS:

Tree must be in C-7 Minleon retro fit LED lamps

Tyler French, Procurement Administrator

City of Hagerstown

Photos of Public Square

Existing outlets

Anchoring Points