60550-2027-0001

CITY OF MILLEDGEVILLE, GEORGIA
INVITATION TO BID
BID #60550-2027-0001
Christmas Decorations
Milledgeville, GA
For all questions about this BID contact:
Jacque Huley, CPPB, Procurement Manager/Deputy Clerk
(478) 414-4009 phone
(478) 414-4418 fax
jhuley@milledgevillega.us
Deadline:
Thursday, September 24, 2026 @ 3:30 p.m.

1.0 INTRODUCTION
The Invitation for Bid is intended to provide interested vendors with sufficient
information to guide them through the development of their proposed bid to provide
Christmas Decorations to the City of Milledgeville.
In responding to this bid, it is important that all vendors follow the prescribed format so
that each vendor will be providing comparable data to that submitted by other vendors
and thus be assured of fair and objective treatment in the City's review and evaluation
process.
1.2 Schedule of Events
This Invitation for Bid will be governed by the following schedule:
DATES
Release of Bid Wednesday, September 9, 2026
Deadline for written questions Friday, September 18, 2026
Answers to written questions Monday, September 21, 2026
Proposals due Thursday, September 24 at 3:30 PM
1.3 Restrictions on Communications with Staff
All questions about this bid must be submitted in the following format:
Company Name
1. Question
Citation of relevant section of the bid
Questions must be in writing to the Procurement Manager/Deputy Clerk:
Address: Jacque Huley, CPPB
Procurement Manager/Deputy Clerk
City of Milledgeville
P. O. Box 1900, Milledgeville, GA 31059
127 E. Hancock Street, Milledgeville, GA 31061
E-mail: jhuley@milledgevillega.us
Fax: 478.414.4418
No questions other than written will be accepted. No response other than written will be
binding upon the City of Milledgeville. Questions will be combined into one list of
questions and responses and will be sent to all vendors who have received the bid
document.
2.0 COMPANY BACKGROUND & EXPERIENCE
2.1 Experience
The vendor will provide a list of all clients for whom similar services, as detailed in this
bid, have been provided during the past 5 years. The list must include:
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* Dates of service
* Name of contact person
* Title of contact person
* Phone number of contact person
The vendor will also disclose any services terminated by the client(s) and the reason(s)
for termination.
Failure to provide this information will disqualify the bid submission.
3.0 BID
3.1 Packaging of Bid
Submissions must be by the following method:
Hard copies in a sealed package containing two (2) signed copies. The sealed package
must be labeled as follows:
(Vendor Name)
BID #60550-2027-0001
Christmas Decorations
Vendor response to this bid must consist of the following documents:
* Bid Sheet.
* Documented experience including Letters from three (3) references or list of
three references.
3.2 Submission of Bid
The original and two (2) copies of the bid response must be delivered no later than
3:30 P.M. on Thursday, September 24, 2026.
Proposals must be submitted to:
City of Milledgeville
127 E. Hancock Street
Milledgeville, GA 31061
Attention: Mrs. Jacque Huley, CPPB, Procurement Manager/Deputy Clerk
Any proposal received after the due date and time will not be evaluated.
3.3 Rejection of Bid/Cancellation of Bid
The City of Milledgeville reserves the right to reject any or all bids, to waive any
irregularity or informality in a bid, and to accept or reject any item or combination of
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items, when to do so would be to the advantage of the City. It is also within the right of
the City to reject bids that do not contain all elements and information
requested in this document. The City reserves the right to cancel this bid at any
time.
4.0 TERMS AND CONDITIONS
4.1 Bid Amendments
The City of Milledgeville reserves the right to amend this bid prior to the proposal due
date. All amendments and additional information will be sent to all vendors who have
received the bid document.
4.2 Bid Withdrawal
A submitted proposal may be withdrawn prior to the due date by a written request to
the Purchasing Coordinator. A request to withdraw a proposal must be signed by an
authorized individual.
4.3 Bid Costs
The cost for developing the bid or the submission of the bid is the sole responsibility of
the vendor. The City of Milledgeville will not provide reimbursement for such costs.
4.4 Responsibilities of Prime Contractor
The successful vendor will be considered as the prime contractor and will be required to
assume total responsibility of services offered in the proposal whether or not the
company is the manufacturer, producer, value added reseller, author, or supplier of the
items. The City of Milledgeville will consider the successful vendor to be the sole point
of contact with regard to all contractual matters, including performance or service
unless otherwise stated.
Prior to final selection, vendors may be required to submit additional information that
the City of Milledgeville may deem necessary to determine the vendor's qualifications.
4.5 Firm Price
Mark-up Price offered by the vendors will be firm and not subject to increase during the
term of any agreement between the City of Milledgeville and the successful vendor.
4.6 Execution of Agreement
Upon evaluation and acceptance of a bid, successful bidder will have to complete
vendor application documentation before purchase order will be executed. Only after
purchase order has been signed by the City Manager, can delivery begin. In the event
that the successful vendor fails, neglects or refuses to execute the purchase order
within ten (10) days after the mailing of said purchase order, the City of Milledgeville
may at its option terminate and cancel its action in awarding the bid and the purchase
order shall become null and void and of no effect. Incorporated by reference into the
purchase order will be all of the information presented in or with this bid and the
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vendor's response thereto, and all written communications between the City of
Milledgeville, its agents, and the successful vendor whose bid response is accepted.
4.7 Insurance
Vendor shall purchase and maintain such insurance as is appropriate for the service
being performed and as will provide protection from claims which may arise out of or
result from vendor's performance of the service and other obligations under this
agreement, whether it is to be performed by vendor, any subcontractor or supplier, or
by anyone directly or indirectly employed by them to perform any of the service, or by
anyone for whose acts any of them may be liable. Before commencement of product
delivery, vendor shall deliver to the city certificates of insurance and other evidence of
insurance which city may reasonably request.
4.8 Exemption from Federal Excise & Sales Tax
The City of Milledgeville is exempt from federal excise tax and sales tax. Delivered
price shall be exclusive of such taxes.
4.9 Statement of Time
Time, when stated as a number of days, shall include Saturdays, Sundays, and legal
holidays.
4.10 Conflict of Interest
If a vendor has any existing client relationship that involves the City of Milledgeville, the
vendor must disclose each relationship.
5.0 SPECIFICATIONS
The City of Milledgeville is seeking a qualified vendor to provide commercial grade
outdoor Christmas decor for the downtown area, to include the following:
1. Mounted Light Pole Decor
a. Six (6) different styles, four (4) of each style, 24 total
b. A combination of color and clear light options
c. Size of each pole decor must be between 4-8 feet
2. RGBW Accent Lighting
a. Eight (8) accent tree lights
b. Permanent installation
3. Pole Banners
a. 15 banners, 24" x 48"
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b. Vinyl material, double-sided print
c. Personalization option for banner print
d. Provide up to three (3) Christmas themed options
4. Lighted Garland and Bows for City Hall Columns
a. Lighted garland to accommodate four (4) large columns in front of City
Hall
b. Columns are approximately 3' in diameter and 20' in height
c. Four (4) red bows at a minimum of 24" to accent column capitals
5. Large Photo Op
a. Lighted Christmas themed photo op, seated or standing option
b. Minimum 10' in height
c. Installation to be included
6. Lighted Walk-thru Tunnel to lead to Photo Op
a. Installation to be included
Christmas decor will need to be delivered no later than Friday, November 6, 2026.
Installation (where noted) will need to occur no later than Monday, November 23, 2026.
In accordance with Ordinance 0-1102-001, Local Vendor Preference Provisions may
apply if a local vendor is within prescribed margin of non-local low bidder.
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BID SHEET
IFB #60550-2027-0001
CHRISTMAS DECORATIONS
DESCRIPTION
COST
Mounted Light Pole Decor
RGBW Accent Lighting
Pole Banners
Lighted Garland and Bows for City Hall Columns
Large Photo Op
Lighted Walk-thru Tunnel to lead to Photo Op
GRAND TOTAL
********************PRINT OR TYPE********************
COMPANY NAME : ________________________________________________
MAILING ADDRESS:_______________________________________________
____________________________________________________________
TELEPHONE # :______________________ FAX # :______________________
EMAIL :_______________________________________________________
__________________________ ________________________________
SIGNATURE TYPED NAME/TITLE
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BID RESPONSE SIGNATURE PAGE
If the Vendor is : A SOLE OWNER OR PARTNERSHIP (Please Indicate Which):
Execute this part of the Bid:
DATE: __________________________
________________________________
(Signature of Owner or Partner)
________________________________ ________________________________
(Business Name or Bidder) (Print Name and Title)
_______________________________________________________________________
(Address) (City) (State) (Zip) (Telephone Number)
If the Vendor is: A CORPORATION execute this part of the Bid. If not executed by the
Corporation (i.e., required signatures as seen below and Corporate Seal affixed), a
certified Corporate Resolution authorizing the form of execution used must be attached
to and made part of this Bid Response.
DATE: _____________________________
________________________________
(Corporate or Business Name of Bidder)
_______________________________________________________________________
(Address) (City) (State) (Zip) (Telephone Number)
________________________________ ________________________________
(Signature of President or Vice-Pres.) (Signature of Secretary, Asst. Sec.,
Treasurer or Asst. Treasurer)
________________________________ ________________________________
(Print Name and Title) (Print Name and Title)
CORPORATE SEAL
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