Commercial Outdoor Christmas Tree System

Request for Proposal (RFP)
RFP #COK 26-043
Commercial Outdoor Christmas Tree System
Issued by:
City of Kingsland, Georgia
Proposals must be submitted
No later than
2:00PM on October 13, 2026
To:
City of Kingsland
Mailing Address
City of Kingsland
Finance Department
Attn: Hannah Smith, Purchasing Director
P.O. Box 250
Kingsland, Georgia 31548
Delivery Address
City of Kingsland
Finance Department
Attn: Hannah Smith, Purchasing Director
108 West William Avenue
Kingsland, Georgia 31548
LATE PROPOSALS WILL BE REJECTED
Issued: 9/22/2026

CITY OF KINGSLAND, GEORGIA RFP #COK26-043
PO BOX 250 KINGSLAND, GA Commercial Outdoor Christmas Tree System
Purpose
The City of Kingsland is soliciting proposals for the furnishing and delivery of one commercial-grade
outdoor artificial Christmas tree system for use in a prominent public gathering area. The system shall
be designed for repeated seasonal installation, removal, transportation, and storage.
The City seeks a fully decorated, illuminated tree and topper system that provides a visually significant
holiday display and is appropriate for municipal, downtown, park, or other large public-space use.
Invitation
You are hereby invited to submit a sealed proposal by providing all information requested in the
attached "Specifications" to the Finance Department to either address listed below:
Mailing Address: Delivery Address:
City of Kingsland City of Kingsland
Finance Department Finance Department
Attn: Hannah Smith, Purchasing Director Attn: Hannah Smith, Purchasing Director
P.O. Box 250 108 West William Avenue
Kingsland, Georgia 31548 Kingsland, Georgia 31548
Proposal Submission Process
All proposals shall be submitted in a sealed envelope. The Request for Proposal (RFP) number, title,
opening date and name of bidder shall be clearly displayed on the outside of the sealed envelope. The
delivery of said proposal to the prescribed delivery point on or before the specified opening date and time
is solely and strictly the responsibility of the Proposer. Any proposal received at the prescribed delivery
point after the specified date and time will NOT be accepted. Proposals must be submitted in writing and
as prescribed by the City. No other forms will be accepted. No Proposal may be modified after opening.
All Responders shall submit one (1) original and two (2) copies of their documents in a SEALED envelope
or package. Responders must submit their proposal no later than Tuesday, October 13, 2026 at 2:00 PM.
Any proposal received after the time and date specified will NOT be considered. The bid opening will be
held in the City Hall Council Chambers located at 107 South Lee St., Kingsland, GA.
Pre-Proposal Meeting
There will not be a pre-proposal meeting.
City of Kingsland, Georgia Page 2

CITY OF KINGSLAND, GEORGIA RFP #COK26-043
PO BOX 250 KINGSLAND, GA Commercial Outdoor Christmas Tree System
Minimum Specifications
Component Minimum Requirement
Artificial tree with a minimum assembled tree height of 30 feet, excluding the
Tree height
topper
Total display
Approximately 35 to 37 feet when fully assembled with topper
height
Tree base diameter or footprint appropriate to safely support the proposed tree;
proposer shall provide structural and anchoring information sufficient to
Base footprint
demonstrate that the proposed system is suitable for the anticipated wind and
weather conditions at the installation site.
Commercial-grade modular or panel-style artificial tree system designed for
Construction
repeated outdoor seasonal use
Powder-coated steel, aluminum, or other durable corrosion-resistant structural
Frame
material suitable for outdoor commercial installations
Multi-tiered design providing a full, conical Christmas-tree appearance; tree shall be
Tree
constructed in sections to allow efficient assembly, disassembly, transportation, and
configuration
storage
Pre-installed, energy-efficient LED lighting suitable for outdoor use; warm-white
Lighting lighting is preferred. The proposed lighting quantity and layout shall provide
consistent illumination across the entire tree.
Pre-ornamented with commercial-grade decorations appropriate to the tree's size
Ornamentation
and intended public-display setting
Ornament Ornaments shall be UV-resistant, shatter-resistant, weather-resistant, and suitable
durability for repeated outdoor installation
Ornament package shall include a coordinated variety of sizes, colors, and finishes
Ornament sizes
sufficient to provide a balanced, fully decorated appearance
One illuminated decorative tree topper, approximately 4 to 6 feet in height,
Tree topper
proportionate to the proposed tree
A three-dimensional Nativity Star topper is preferred; however, proposers may offer
Preferred topper
an alternative illuminated star or comparable holiday-themed topper for City
design
consideration
City of Kingsland, Georgia Page 3

CITY OF KINGSLAND, GEORGIA RFP #COK26-043
PO BOX 250 KINGSLAND, GA Commercial Outdoor Christmas Tree System
Component Minimum Requirement
Topper shall include integrated LED lighting coordinated with the tree lighting and
Topper lighting
shall be capable of independent illumination, if applicable
Proposer shall provide an engineered anchoring, cable, ballast, or counterweight
Anchoring
system appropriate for the proposed tree and anticipated installation conditions
Outdoor All structural, electrical, lighting, ornament, and connection components shall be
suitability rated or otherwise suitable for outdoor commercial use
Proposer shall identify voltage, amperage, number and type of electrical
Electrical
connections, weather protection requirements, and any other electrical-service
requirements
needs
Proposed system shall include all components necessary for safe installation and
Safety operation and shall comply with applicable electrical, structural, and safety
requirements
Included Components
The proposed price shall include, at a minimum:
Artificial tree structure, frame, branches, panels, or modular sections.
Pre-installed lighting system, including cords, connectors, controllers, and replacement bulbs or
modules, if applicable.
Ornament package and all hardware necessary to install, secure, and remove ornaments.
Illuminated tree topper and compatible mounting hardware.
All manufacturer-provided anchoring cables, ground anchors, ballast connections, or other
stabilization components.
Assembly, installation, operating, disassembly, storage, and maintenance instructions.
Recommended spare parts and replacement components necessary for normal seasonal
operation.
Include the maximum allowable sustained wind speed and maximum allowable wind gust
speed.
Proposal Submittal Requirements
Each proposer shall provide the following information:
City of Kingsland, Georgia Page 4

CITY OF KINGSLAND, GEORGIA RFP #COK26-043
PO BOX 250 KINGSLAND, GA Commercial Outdoor Christmas Tree System
Manufacturer and model number of the proposed tree system.
Product literature, photographs, renderings, and dimensions of the proposed fully assembled
display.
A completed compliance statement confirming how the proposed product meets or exceeds
each specification.
A detailed inventory of all components included in the proposed price.
Description of the frame material, tree configuration, lighting type, ornament package, topper,
and anchoring method.
Required installation area, surface conditions, access requirements, equipment needs, electrical
requirements, and any City-provided materials or services.
Recommended installation, removal, maintenance, inspection, storage, and replacement
procedures.
Estimated assembly and disassembly time, including the recommended number of personnel
and equipment required.
Delivery schedule following issuance of a purchase order.
Manufacturer warranty information for the frame, lighting, ornaments, topper, and other
system components.
Separate pricing for delivery, installation, anchoring or ballast, training, storage, replacement
parts, and optional maintenance services, if offered.
Equivalent Products
These specifications establish the City's minimum functional, quality, durability, safety, and
appearance requirements and are not intended to be proprietary or restrictive. Proposals for
any manufacturer's product will be considered, provided the proposer demonstrates that the
proposed system meets or exceeds all requirements stated in this solicitation.

The City reserves the right to evaluate proposed equivalents based on overall height and visual
impact; structural integrity; outdoor durability; lighting coverage; ornamentation; topper design;
anchoring requirements; installation needs; warranty; maintenance requirements; delivery
schedule; and total evaluated cost.
Award
The City of Kingsland reserves the right to reject any or all proposals, or any part of any proposal, to award
in part or in whole, to waive any informality in any submission, and to award a contract deemed to be in
City of Kingsland, Georgia Page 5

CITY OF KINGSLAND, GEORGIA RFP #COK26-043
PO BOX 250 KINGSLAND, GA Commercial Outdoor Christmas Tree System
the best interest of the City of Kingsland. City of Kingsland reserves the right to accept or reject any and
all responses, to waive irregularities, and to re-advertise as may be determined to be in the best interest
of the City.
The City of Kingsland reserves the right, at any time, to modify, waive, or otherwise vary the terms and
conditions of this RFP including, but not limited to, the deadlines for submissions and submission
requirements. The City further reserves the right to cancel or withdraw this RFP at any time. The City
also reserves the right to negotiate mutually acceptable contract terms with the successful proposer. (City
Purchasing Ordinance, Article IV, Division 2, Section 2-99).
Local Vendor Preference
For purchases, bids, proposals or contracts less than $100,000 the local vendor may be given an
opportunity to match the lowest price proposal, if the quotation or bid of the local vendor is within 10%
of the lowest price proposal by a non-local vendor. In the event a local vendor matches the lowest price
proposal, including all other terms, quality, service and conditions, then the local vendor shall be
awarded the contract. (See City of Kingsland Purchasing Ordinance for complete guidance.)
Hold Harmless
The Vendor will indemnify, defend, and hold harmless the City of Kingsland from loss for all suits,
actions, or claims of any kind brought as a consequence of any negligent act or omission by the Vendor.
The Vendor agrees that this clause shall include claims involving infringement of patent or copyright.
For purposes of this document, "City" and "Vendor" includes their employees, officials, agents and
representatives.
Payment
Unless otherwise stated, payment will be made within thirty (30) days of the completion of the Scope of
Work and acceptance by the City of Kingsland. Bidder shall compute pricing less sales tax, of which the
City of Kingsland is exempt, and documentation will be provided upon request.
General Instructions
Proposal must contain a manual signature of an authorized representative. Proposals must be typed or
printed in ink. Use of erasable ink is not permitted. All corrections by Proposer to any Proposal entry
must be initialed.
City of Kingsland, Georgia Page 6

CITY OF KINGSLAND, GEORGIA RFP #COK26-043
PO BOX 250 KINGSLAND, GA Commercial Outdoor Christmas Tree System
Any questions shall be directed as follows:
Jolene Andersen
912-467-2119 mobile
Jolenesandersen@gmail.com
All submission questions regarding this request shall be directed to:
Hannah Smith, Purchasing Director
PH: (912) 729-8113
Email: hsmith@kingslandgeorgia.com
Required Documents to Be Submitted
One (1) original and two (2) copies of documents which must include the following information:
1. Bid Proposal Form
2. Bid Proposal Signature Page
3. Acknowledgement of Addenda
4. W-9
Delivery
Delivery shall be made to:
City of Kingsland
Public Works
691 N. Lee Street
Kingsland, GA 31548
Vendor shall coordinate delivery scheduling with Jolene Andersen at (912) 467-2119.
City of Kingsland, Georgia Page 7

CITY OF KINGSLAND, GEORGIA RFP #COK26-043
PO BOX 250 KINGSLAND, GA Commercial Outdoor Christmas Tree System
Bid Proposal Form
Cost of Christmas Tree $_________________________________________
Total Cost of Christmas Tree with Delivery$_______________________________________________
Estimated Time of Delivery (in Days) ______________________________________________________
List any exceptions to specifications: _______________________________________________________
The following statement must be signed and submitted with bid. Failure to sign this statement will
render bid invalid.
"I certify that this bid is made without prior understanding, agreement or connection with any
corporation, firm or person submitting a bid for the same materials, supplies, or equipment, and is in all
respect fair and without collusion or fraud. I understand that collusive bidding is a violation of State and
Federal law and can result in fines, prison sentences, and civil damage awards. I agree to abide by all
conditions of this bid and certify that I am authorized to sign this bid for the bidder.
Company Name: Person Authorized to Sign:
Name: ________________________________ Name: ______________________
Address: ______________________________ Title: ________________________
City: _________________________________ Signature: ____________________
State: _________________Zip____________ Telephone Number: ____________
Fax: _________________________________ E-Mail: ______________________
This _____ Day of _________________, 2026
City of Kingsland, Georgia Page 8

CITY OF KINGSLAND, GEORGIA RFP #COK26-043
PO BOX 250 KINGSLAND, GA Commercial Outdoor Christmas Tree System
Bid Proposal Signature Page
"I certify that this bid is made without prior understanding, agreement or connection with any
corporation, firm or person submitting a bid for the same materials, supplies, or equipment, and is in all
respect fair and without collusion or fraud. I understand that collusive bidding is a violation of State and
Federal law and can result in fines, prison sentences, and civil damage awards. I agree to abide by all
conditions of this bid and certify that I am authorized to sign this bid for the bidder.
Name: ________________________________ Name: ______________________________
Company Name Print Authorized
Address: ______________________________ Title: _______________________________
City: _________________________________ Signature: ___________________________
Authorized Signature
State: ________________Zip______________ Phone: _____________________________
Fax: __________________________________ E-Mail: _____________________________
This _____ Day of _________________, 2026
OTHER EXCEPTIONS/VARIATIONS:
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
City of Kingsland, Georgia Page 9

CITY OF KINGSLAND, GEORGIA RFP #COK26-043
PO BOX 250 KINGSLAND, GA Commercial Outdoor Christmas Tree System
Acknowledgement of Addenda
Proposer hereby acknowledges receipt of all Addenda.
Addendum No. __________________________, dated ____________________________________
Addendum No. __________________________, dated ____________________________________
Addendum No. __________________________, dated ____________________________________
Addendum No. __________________________, dated ____________________________________
Addendum No. __________________________, dated ___________________________________
Company: _________________________________________________________________________
Authorized Signature: ________________________________________________________________
Print Name: ________________________________________________________________________
City of Kingsland, Georgia Page
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