Artificial Christmas Tree for Public Square

The City of Hagerstown is requesting proposals for the purchase, delivery, installation, annual removal, and storage of a commercial-grade artificial Christmas tree for Downtown Hagerstown, with proposals due September 10, 2026 at 2:00 p.m.

The scope is a turnkey solution including a tree measuring approximately 22 to 30 feet in height with integrated commercial-grade LED lighting, designed for repeated outdoor seasonal use. The vendor must provide all structural components, anchoring systems, electrical connections, initial delivery, annual professional installation and disassembly, transportation, secure off-site storage between seasons, routine inspections, and manufacturer warranties. The tree must be fully installed and operational by November 16, 2026. Proposals must itemize pricing separately for the artificial tree, integrated lighting system, structural and anchoring system, tree topper, initial freight and installation costs, annual installation and removal costs, transportation to and from storage, annual off-site storage, routine inspection, maintenance or repair rates, and replacement parts.

The City anticipates a multi-year agreement with three optional one-year contract extensions, with annual pricing required for each contract year. Bidders must demonstrate competency by providing three references for similar projects completed within the past four years, along with detailed specifications, photographs, renderings, product literature, engineering documentation, wind ratings, electrical requirements, storage facility descriptions, and comparable project examples.

The City will award the contract to the lowest responsive and responsible bidder whose bid price is reasonable and in the City's best interest. Contractors must maintain comprehensive general liability insurance of $1 million per occurrence, workers compensation insurance per Maryland law, and business automobile liability of $1 million combined single limit, with the City named as an additional insured. All work, supplies, and materials are guaranteed for one year from final acceptance. No pre-bid meeting or bid bond is required. Proposals are submitted via Dropbox.