INVITATION TO BID

The Downtown Manchester Special Services District, located in Manchester, CT, will receivesealed bids in the Office of the Downtown Manchester Special Services District, 983 Main Street,Suite 10, Manchester, CT, until 11:00 AM on Tuesday, October 11, 2016 for the following:

LEASE, INSTALLATION, DISMANTLING, REMOVAL, MAINTENANCE ANDSTORAGE OF HOLIDAY DECORATIONS

The Downtown Manchester Special Services District is an equal opportunity employer andrequires an affirmative action policy for all its contractors and vendors as a condition of doingbusiness with the District, per Federal Order 11246.

Bid forms, plans, and specifications are available at the Office of the Downtown ManchesterSpecial Services District, 983 Main St., Manchester, CT 06040, on the Town of Manchesterwebsite at http://generaIservices1.townofmanchester.org/jndex.cfm/bids/or by calling (860) 645-2101. Bid prices may not be withdrawn for a period of 60 days after bidopening.

STANDARD INSURANCE AND INDEMNIFICATION REQUIREMENTSFOR BIDS, PERMITS AND THE USE OF TOWN FACILITIES

I. General Conditions: Within ten (10) business days of the award or notice, or prior to the startof work, whichever comes first, the contractor/insured will provide, pay for, and maintain in fullforce and effect the insurance outlined here for coverage’s at not less than the prescribedminimum limits of liability. Such coverage is to remain in force during the life of the contractand for such additional time as may be required, and will cover the contractor/insured’s activities,those of any and all subcontractors, or anyone directly or indirectly employed by any of them, orby anyone for whose acts any of them may be liable.

A. Certificates of Insurance: The contractor/insured will give the owner a certificate ofinsurance completed by a duly authorized representative of their insurer certifying that atleast the minimum coverage’s required here are in effect and specifying that the liabilitycoverage’s are written on an occurrence form and that the coverage’s will not becanceled, non-renewed, or materially changed by endorsement or through issuance ofother policy(ies) of insurance without sixty (60) days advance written notice to theDowntown Manchester Special Services District. Failure of the owner to demand suchcertificate or other evidence of full compliance with these insurance requirements orfailure of the owner to identify a deficiency from evidence provided will not be construedas a waiver of the contractor/insured’s obligation to maintain such insurance.

B. Insurer Qualification: All insurance will be provided through companies authorized to dobusiness in the State of Connecticut and considered acceptable by the owner.

C. Additional Insured: To the extent commercially available at no additional cost, the policyor policies providing insurance as required, with the exception of professional liabilityand workers’ compensation, will defend and include the owner and owner’s architects,directors, officers, representatives, agents, and employees as additional insureds on aprimary basis for work performed under or incidental to this contract.

D. Retroactive Date and Extended Reporting Period: If any insurance required here is to beissued or renewed on a claims-made form as opposed to the occurrence form, theretroactive date for coverage will be no later than the commencement date of the projectand will state that in the event of cancellation or nonrenewal, the discovery period forinsurance claims (tail coverage) will be at least 36 months.

E. Subcontractors’ Insurance: The contractor/insured will cause each subcontractoremployed by contractor/insured to purchase and maintain insurance of the types specifiedbelow. When requested by the owner, the contractor/insured will furnish copies ofcertificates of insurance evidencing coverage for each subcontractor.

F. Waiver of Subrogation: The contractor/insured will require all insurance policies in anyway related to the work and secured and maintained by the contractor/insured to includeclauses stating each underwriter will waive all rights of recovery, under subrogation andotherwise, against owner, architect, and all tiers of contractors or consultants engaged bythem. The contractor/insured will require of subcontractors, by appropriate writtenagreements, similar waivers each in favor of all parties enumerated in this section.

G. Hold Harmless: The contractor/insured shall indemnify and hold harmless the ownerand, if applicable, the engineer and their agents and employees from and against allclaims, damages, losses and expenses, including attorney’s fees of counsel selected by

the owner, arising out of or resulting from the performance of the work and br thesupplying of materials, provided that any such claim, damage, loss or expense (a) isattributable to bodily injury, sickness, disease or death, or to injury to or destruction oftangible property including the loss of use resulting therefrom, and (b) is caused in wholeor in part by any negligent act or omission of the contractor/insured, any

H. subcontractor, anyone directly or indirectly employed by any of them or anyone forwhose acts any of them may be liable, regardless of whether or not they are caused in partby a party indemnified hereunder.

II. Insurance Limits and Coverage:

A To the extent applicable, the amounts and types of insurance will conform to theminimum terms, conditions and coverage’s of Insurance Services Office (ISO) policies,forms, and endorsements.

B. If the contractor/insured has self-insured retention’s or deductibles under any of thefollowing minimum required coverage’s, the contractor/insured must identify on thecertificate of insurance the nature and amount of such self-insured retention’s ordeductibles and provide satisfactory evidence of financial responsibility for suchobligations. All self-insured retention’s or deductibles will be the contractor/insured’ssole responsibility.

C. Commercial General Liability: The contractor/insured will maintain commercial generalliability insurance covering all operations by or on behalf of the contractor/insured on anoccurrence basis against claims for personal injury (including bodily injury and death)and property damage (including loss of use). Such insurance will have these minimumlimits:

Minimum Limits: $1,000,000 each occurrence$2,000,000 each occurrence if blasting is required$2,000,000 general aggregate with dedicated limits per project site$2,000,000 products and completed operations aggregate$1,000,000 personal and advertising injury

Should blasting be required, all necessary permits for the use of explosives shall beobtained by the contractor/insured or insured from the Fire Marshall.

D. Automobile Liability: The contractor/insured will maintain business auto liabilitycoverage for liability arising out of any auto, including owned, hired, and non-ownedautos.

Minimum Limits: $1,000,000 combined single limit each accident

E. Workers’ Compensation: The contractor/insured will maintain workers’ compensationand employer’s liability insurance.

Minimum Limits: Workers’ Compensation: statutory limitEmployer’s Liability: $1,000,000 bodily injury for each accident

$1,000,000 bodily injury by disease for each employee$1,000,000 bodily injury disease aggregate

DOWNTOWN MANCHESTER SPECIAL SERVICES DISTRICT

RULES AND REGULATIONS FOR COMPETITIVE BIDDINGINCLUI)ING INSTRUCTIONS TO BIDDERS

GENERAL RULES

1. The attached proposal is signed by the bidder with full knowledge of, and agreementwith, the general specifications, conditions and requirements of this bid.

2. Where appropriate, return copy of the proposal on the enclosed fonn.3. Submit proposals in an envelop marked with bidder’s name and address on the upper left-

hand corner.4. Proposals should be addressed to Downtown Manchester Special Services District, 983

Main Street, Suite 10, Manchester, CT 06040. The enclosed pre-addressed sticker mustbe affixed to the envelope containing your proposal.

5. Proposals received later than the time and date specified will not be considered.Amendments to, or withdrawals of bids received later than the time and date set for bidopening will not be considered.

6. All bids shall be opened publicly and read aloud. Bidders may be present at the openingof bids. All bids shall be tabulated and copies of said tabulation shall be made availableto Bidders upon their request.

7. All deliveries of commodities or services hereunder shall comply in every respect with allapplicable laws of the Federal Government and/or the State of Connecticut. Purchasesmade for the Downtown Manchester Special Services District are exempt from paymentof federal Excise Tax and the Connecticut Sales Tax and such taxes must not be includedin the bid prices. Federal Excise Tax exemption certificates, if requested, will befurnished.

8. The Bidder, where applicable, shall insert the price per stated unit and extend a total pricefor each item. In the event there is a discrepancy between the unit price and the extension,the unit price will govern.

9. Bidders shall, where applicable, submit tenns for payment in spaces provided in theproposal form showing the amount of cash discount which shall apply to bid prices whenpaid within the stated number of days in the proposal.

10. All inquiries, whether oral or written, shall be submitted at least 3 days before the bidopening and shall be directed to he Downtown Manager, Downtown Manchester SpecialServices District, 983 Main Street, Suite 10, Manchester, CT 06040, Telephone Number(860) 645-2101. All information given by the District except by written addenda shall beinformal and shall not be binding upon the District nor shall it furnish a basis for legalaction by any bidder or prospective bidder against the District. Any addenda will beissued on the Town of Manchester website athttp://generalservices 1 .townofmanchester.org/index.cfln/bids/. It shall be theresponsibility of the bidder to download this information. THE DOWNTOWNMANCHESTER SPECIAL SERVICES DISTRICT WILL NOT MAIL ASEPARATE HARD COPY OF ADDENDUM TO BIDDERS. Failure of any bidderto receive any such addendum or interpretation shall not relieve such bidder fromany obligation under his bid as submitted. All addenda so issued shall become partof the Contract Documents. No addendum shall be issued less than 2 calendar daysbefore the due date unless it is to change the due date.

11. The District reserves the right to reject any and all bids, to waive technical defects and tomake such awards including accepting a bid, although not the low bid, as it deems in its

sole discretion to be in the best interest of the District. The District reserves the right torequire a disclosure statement from the bidder listing the names of officers of thecompany.

12. The District may make such investigation as deemed necessary to determine the ability ofthe bidder to discharge a contract. The bidder shall furnish the District with all suchinformation and data as may be required for that purpose. The District reserves the rightto reject any bid if the bidder fails to satisfactorily convince the District that he isproperly qualified by experience and facilities to carry out the obligations of the contractand to satisfactorily complete the work called for herein, or if the bid is conditional innature.

13. Except where otherwise provided, a contract between the District and a successful biddershall consist of the Invitation to Bid, Specifications, Plans, Bid, including Proposal sheetand Acceptance by the District and these Rules and Regulations. Acceptance by theDistrict may be by purchase order form for the portion of the work awarded thecontractor.

14. All Invitations to Bid shall be publicly advertised on one occasion in a newspaper havinga circulation within the Town of Manchester, CT.

15. Copies of bids shall be made available to all interested persons for a fee to be determinedby the Downtown Manager which fee will be refundable at the discretion of theDowntown Manager upon return of said document.

16. Alternate bids shall not be accepted unless otherwise specified in the bid document.17. An act or acts of misrepresentation or collusion, shall be a basis for disqualification of

any bid or bids submitted by such persons guilty of said misrepresentation or collusion.In the event that the Town enters into a contract with any bidder who is guilty ofmisrepresentation or collusion and such conduct is discovers after the execution of saidcontract, the District may cancel said contract without incurring liability, penalty ordamages.

DOWNTOWN MANCHESTER SPECIAL SERVICES DISTRICT

STANDARD INSTRUCTION TO BIDDERS - SUPPLIES, MATERIALS & EQUIPMENT

These instructions are standard for all proposals issued by the Downtown Manchester SpecialServices District for the purchase of all supplies, materials, equipment. The District may delete,supersede, or modify any of these standard instructions for a particular proposal by indicatingsuch change in the section headed “Special Instructions to Bidders.”

1. Unless otherwise stated, deliveries must consist of new merchandise.2. Price quotes shall be net delivered prices to the District.3. The District may withhold acceptance of, or reject any merchandise, which is found, upon

examination, not to meet the specifications’ requirements. When rejected, it shall be removedby the Contractor (vendor) within ten (10) days after notification of rejection.

4. When the schedule indicated that an item to be purchased is to be specified, or equal, thebidder may offer an article which is certified to be equal in quality, performance, and in otheressential characteristics to the bid standard. Bidder must furnish any information such asspecifications, test results, etc., which help in determining whether an item is equal orsuperior to the District bid standard. If a bidder fails to name a substitute, the specified itemmust be furnished.

5. Bidders agree to comply with all of the latest Federal and State safety standards andregulation and certify that all items furnished in this bid will conform to and comply with saidstandards and regulations. Bidder further agrees to indemnify and hold harmless the Districtfor all damages assesses against the District as a result of the Bidder’s failure to comply withsaid Standards and/or Regulations.

6. The District reserves the right to make an award by item or total as may be in the best interestof the District. If the Bidder desires to bid on an “all or nothing” basis, he shall so indicate onthe bid schedule. When an “all or nothing” bid is submitted, the Bidder must bid on everyitem on the bid schedule, and the District reserves the right to make an award as may be inthe best interest of the District.

The Bidder shall pay all royalties and license fees. He shall defend all suits or claims forinfringement or any patent rights and shall save the Downtown Manchester Special ServicesDistrict harmless from loss on account thereof except that the District shall be responsible for allsuch loss when a particular manufacturer, project or process is specified by the District.

DOWNTOWN MANCHESTER SPECIAL SERVICES DISTRICT983 MAIN STREET, SUITE 10

MANCHESTER, CT 06040

SPECIFICATIONSFOR

LEASE, INSTALLATION, DISMANTLING, REMOVAL, MAINTENANCE ANDSTORAGE OF

HOLIDAY DECORATIONS

GENERAL SPECIFICATIONSIt is the intention of the Downtown Manchester Special Services District (the District) to leasenew pole mounted holiday decorations, including mounting brackets and hardware, at theapproximate quantities indicated on the proposal sheets, and to enter into an agreement that willprovide for the annual installation, dismantling, removal, maintenance and storage of saiddecorations. The lease agreement shall be for a 4 year period with an option to extend by mutualagreement of both parties and, with an annualized payment for holiday decorations and servicesas described above. The contractor shall indicate their annual costs as outlined on the proposalsheet for this lease period.

Two sets of specifications detailing the product that the bidder is proposing to the District mustaccompany each bid.

Successful bidders must supply all decorations, mounting brackets and hardware and provide forannual installation, take-down, storage and maintenance of said decorations, mounting bracketsand hardware.

The Downtown Manchester Special Services District will only consider bids from contractorswith a minimum of five years experience in the installation and maintenance ofholidaydecorations and contractor must supply references upon request.

TECHNICAL SPECIFICATIONSThe District desires decorations as shown on the enclosed sample sheets or an approved equal. Ifan equal is submitted for consideration, the bidder shall submit manufacturer’s infomiation onthe product including design, decoration weight, size, wattage and wind resistance. The Districtreserves the right to select either decoration Option A or decoration Option B and increase ordecrease the quantity as our budget dictates.

Lease Decorations Quantity: 39 TotalOption A• 13, 4.5 fi. Silhouette Pole Mounted LED Snowflakes — “Spiral Snowflake” style (See

photo #1)• 13, 5 fi. Silhouette Pole Mounted LED Snowflakes — “Winterfest Diamond Snowflake”

style (See photo #2)• 13, 5 ft. Silhouette Pole Mounted LED Snowflakes — “Cascade Snowflake” style (See

photo #3)• To be illuminated with replaceable C-7 cool white LED bulbs

• Units to come complete with mounting hardware to fit our specific poles.• Powder coated black bracket and banding• A customized UL listed lead must be included to conform with current lighting fixture• A sample of the decoration must be approved

Option B• 39, 60 in lighted pine garland wreath with 2, 18 in. four ioop 3D red nylon structural

bows and frosted pine cone accents, wreath illuminated with 5mm warm white LEDbulbs. (See photo #4)

• Units to come complete with mounting hardware to fit our specific poles• Powder coated black bracket and banding• A customized UL listed lead must be included to conform with current lighting fixture• A sample of the decoration must be approved

Other Services To Be Included In Annual Lease Price• Prior to installation of holiday decorations, takedown 28 banners including banner poles and

35 American flags located on light poles along Main St. based on the attached Schedule A• Storage of banners, banner poles and American flags at an offsite location• Installation of selected holiday pole decorations and mounting hardware based on the

attached Schedule B• Takedown of selected holiday pole decorations• Refurbishment of holiday pole decorations prior to the beginning of each season to assure

they are in working condition including replacement of burnt out LED bulbs.• Storage of holiday pole decorations at an offsite location• Reinstallation of 28 banners and banner poles and 35 American flags based on the attached

Schedule A.• Bidder must come to Manchester prior to presenting a bid to assure your design and

hardware will fit on current poles• Bidder must provide details on how service requirements are handled• Bidder must be available for a service call within 24 hours, should service issues arise• Bidder must provide a proven track record of 5 years of experience in designing, engineering

and constructing decor programs for cities, towns, and hamlets throughout the country• Bidder must provide electrical requirements for total program• Bidder must be available for onsite meeting with support personnel such as Dept. Of Public

Works, or any other agency deemed necessary to evaluate the program

TIME TABLEThe decorations need to be installed during the week prior to Thanksgiving and removedbetween January 7th and January ~

Specifications For Lease, Installation, Dismantling, Removal, Maintenance And Storage OfHoliday Decorations

Attachment

iloliday Decorations Option A — Sithouette Pole Mounted LED Lighted Snowflakes

Photo #1 - 4.5 ft. Silhouette Pole Mounted LED Snowflakes — “Spiral Snowflake” style

Photo #2 - 5 ft. Silhouette Pole Mounted LED Snowflakes — “Winterfest Diamond Snowflake”style

Photo #3 - 5 ft. Silhouette Pole Mounted LED Snowflakes — “Cascade Snowflake” style

Note: Pole wraps are hot a part of this bid~

Holiday Decorations Option B — Pole Mounted Pine Garland LED Lit Wreath

Photo #4 - 60 in. LED lighted pole mounted pine garland wreath with red bow and frosted pinecone accents.

Note: Pole wraps are not a part of this bid.

DOWNTOWN MANCHESTER SPECIAL SERVICES DISTRICT983 MAIN STREET SUITE 10

MANCHESTER, CT 06040

PROPOSAL FORLEASE, INSTALLATION, DISMANTLING, REMOVAL, MAINTENANCE AND STORAGE OF

HOLIDAY DECORATIONS

I/We the undersigned hereby agree to furnish and deliver the following in accordance with the specifications andconditions contained herein.

LEASING DECORATIONS

OPTION A - Silhouette Pole Mounted LED Snowflakes

QUANTITY ANNUAL LEASE EXTENDEDCOST TOTAL COST

4.5 ft. “Spiral Snowflake” style 13 $ ea. $____________

5 ft. Winterfest Diamond Snowflake” style 13 5 ea. $____________

5 ft. “Cascade Snowflake” style 13 $ ea. $_____________

GRAND TOTAL $_______

OPTION B -60 in. LED lighted pole mounted pine garland wreaths with red bows and frostedpine cone accents.

QUANTITY ANNUAL LEASE EXTENDEDCOST TOTAL COST

39 $ ea. $

GRAND TOTAL $

BIDDER: ____________________________________

ADDRESS: _________________________________

SIGNED BY: _______________________________ TITLE:

NAME: (PLEASE PRINT)

FEIN#: ______

TELEPHONE:

FAX:

BID RESPONSE LABEL

Proposals sent by U.S. Mail or hand delivered by Federal Express, United Parcel or other personsshould be addressed/delivered to the address noted below and bear the indicated notation.

Downtown Manchester Special Services District983 Main Street, Suite 10Manchester, CT 06040

RE: HOLiDAY DECORATIONS

Remember, the address label MUST bear the notation: RE: HOLIDAY DECORATIONS

Schedule ALocation of:Banners (B)American Flags (F)

Schedule BLocation of:Holiday Decorations