Streetscape Holiday Decorations

INVITATION TO BID
SPECIFICATIONS
AND
BID DOCUMENTS
Bid Number 2026-008
Streetscape Holiday Decorations
Office of the First Selectman
501 Main Street South
Southbury, CT
April 9, 2026

Introduction
The Town of Southbury is seeking sealed bids for the procurement of illuminated,
decorative wreaths and garlands that will be installed by others onto the existing light
poles along Main Street South, Southbury, CT 06488. Bidders are encouraged to visit
Southbury to inspect the existing poles and power interfaces prior to bidding. Bidders
must pay specific attention to providing attachment-mounting flanges that allow for
efficient attachment to our light poles. Detail drawings are required to allow
Southbury to assess mounting sturdiness and installation labor efficiency.
Bidders are required to either provide actual samples of their proposed illuminated
wreaths and/or garlands, or provide a live video under dark environment conditions in
order for our evaluators to assess applicability.
The preferred bid response will include both wreaths and garlands, but Southbury will
consider bids for wreaths or garlands as separate bid items.
Pricing shall be broken out separately for wreaths and garlands, and shall include all
costs related to packaging, handling, insurance, and delivery for each.
Quantities to be bid are as follows. Bidders are encouraged to bid all items, but bids
for less than each of the three (3) line items will be considered.
1. Wreaths, illuminated- bid quantities of 50 and 75
2. Garlands, illuminated- bid quantities of 100 and 150
3. Spare light strings as replacements for any that might fail over the years. We
require five (5) for the wreaths, and (10) for the garlands. Spares shall be bid as
separate Line Items.
Sealed proposals must be received by 11:00 a.m., May 12, 2026 at the Office of
the First Selectman, 501 Main Street South, Southbury, CT 06488.
Specifications and bidding documents are available electronically from the
Town's website at www.southbury-ct.org/bids.
The Town reserves the right to reject any bids and to accept the bid deemed to
be in the best interest of the Town of Southbury.
Project Location
The project site is located along a two-mile stretch of Main Street South in Southbury,
CT.
Optional Site Walk
Any interested firm may request an on-site pre-bid site walk (recommended), or may
bid based upon the photos that are attached to this RFP.
Background
The Southbury Streetscape Subcommittee has considered multiple design approaches
and ornamental treatments to add holiday decor to our Main Street South, and has
determined that the preferred configuration is a mix of illuminated decorative wreaths
and garlands. The contracted Company will assemble, test, and deliver the quantities
of wreaths and garlands defined in this RFP, and the delivered items will be installed
and removed by others. Since these items are to be used over several years, the
wreaths and garlands shall be delivered to Southbury in reusable boxes or cartons
that are suitable for storage in Southbury's dry, enclosed buildings.
Technical Requirements, Wreaths, and Garlands
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This RFP section provides separate descriptions for the Wreaths and the Garlands as
follows:
Item One (1): Illuminated Decorative Wreaths
The preferred configuration of the decorative wreaths is as follows:
Corrosion-resistant steel or aluminum frame or composite frame, treated to be
unaffected by outside winter weather. Bidder to specify proposed frame
material.
Greenery, lighting, and ornamental spheres to be unaffected by outside winter
weather
Wreath dimensions approximately (XX inch- bidder to fill in) ID, and 36-inch
OD. Bidder to specify proposed dimensions.
The main body of the wreath shall comprise synthetic greenery that replicates
the appearance of traditional fir/balsam natural material.
Multi-colored metallic spheres permanently intertwined into the greenery.
Bidder to provide a minimum of 20 balls/spheres per wreath. Balls and spheres
shall be permanently affixed into the synthetic balsam, and in the response, the
bidder will specify the proposed quantity for each wreath. Metallic spheres shall
be visible from both faces of the wreath.
Embedded LED lighting with a six-foot pigtail with weather-rated male plug to
mate with buyer-supplied female 120 VAC receptacle. Preferred daylight
location of the pigtail is at the six o-clock position. Bidder to specify number of
light elements, proposed color temperature, and approximate wattage. Quantity
of illuminated lights shall be approximately 200 per wreath, bidder to specify
their proposed quantity for each wreath. LED lights shall be visible from both
faces of the wreath.
Removable and replaceable individual LED elements is a desired attribute;
bidder to advise.
Failure of up to 10 percent of the LED elements shall not cause failure of the
entire light string.
Color temperature of the LED lights shall be 3000K or lower, with 2700K
preferred; bidder to specify proposed color temperature and approximate
electrical power draw (watts).
Integral mounting structure that can interface with Southbury's fluted poles
such that the wreath surrounds the existing large Federal Globes. Mounting
structure shall be designed to allow buyer to fasten the wreath assembly to
light poles using conventional worm clamps or threaded fasteners, and shall be
designed to remain fixed to the pole under wind conditions up to 50 MPH.
Suggested orientation of mounting fixture should be at the Six-O 'clock
location.
Note: the bidder with any associated impact on pricing may suggest alternative
interface mounting techniques and location on each light pole.
Useful lifetime of the wreaths and garlands should be 20 years minimum,
assuming exposure to outside weather for 4 months each year and in protected
storage by the buyer during the off-season.
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Bidder to identify cost of material and delivery to Southbury, Connecticut for
quantity 50 and 75 wreath assemblies.
Bidder to identify their standard warranty terms and warranty duration.
Bidder to also identify separate line item costs for spare light string assemblies.
Assume quantity 20 spare assemblies for the wreaths, and for the garlands, as
applicable.
Item Two (2): Illuminated Garlands
As a separate Line Item, illuminated garlands may be offered.
As a separate line item, non-illuminated garlands may be offered.
Garlands shall be of a material that is unaffected by outside winter weather.
Garland overall length should be approximately twelve (12) feet.
Electrical male plug location shall be at the mid-point of the garland, with a
three-foot pigtail length.
The main body of the garland shall comprise synthetic greenery that replicates
the appearance of traditional fir/balsam natural material.
Garland material shall be designed for multi-year use. Useful lifetime of the
garlands should be 20 years minimum, assuming exposure to outside weather
for 4 months each year, and protected storage by the buyer during the off-
season.
Embedded LED lighting shall include a weather-rated male plug to mate with
buyer-supplied female 120 VAC receptacle with length as described above.
Bidder to specify number of light elements, proposed color temperature, and
approximate wattage. Removable and replaceable individual LED elements is a
desired attribute; bidder to advise. Quantity of illuminated lights shall be not
less than (XXX- bidder to fill in) for each 12-foot length of garland. Bidder to
specify the proposed number and colors of the LED light string. Color
temperature shall not be higher than 3000K.
Failure of up to 10 percent of the LED elements shall not cause failure of the
entire light string.
Garland and embedded lights shall be designed to allow buyer to fasten the
wreath assembly to light poles using conventional ty-wraps, and shall be able to
remain fixed to the pole under wind conditions up to 50 MPH.
Bidder to identify the cost of material and delivery to Southbury, CT for
quantity 100 and 150 garlands.
Illustrations are provided below:
1. As reference to indicate the preferred typical visual appearance of the wreath.
2. To provide information necessary for the bidder to propose a practical method
to allow the wreath to be efficiently attached to the light pole structure.
Globe and pole illustration:
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Typical Wreath Illustration
Typical Light Pole- Overall View
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Evaluation Criteria
Southbury will apply the following criteria in making a supplier selection decision:
Visual appearance, based on actual samples, or dynamic video submission
(actual samples preferred)
Clarity of description of attachment design for wreaths
Clarity of bidder's commitment to long -term life of the wreaths and garlands
Specificity in overall descriptions.
Review of any other clients' comments for similar seasonal decorative products
(contact and phone numbers required)
Definition of bidder's span of experience in producing seasonal decorative items
Compliance with Southbury's Code of Ethics/Conflict of Interest. Your response
requires that you "Acknowledge" or "Comply" with our Code of Ethics.
Commitment to deliver not later than November 1, 2026
Project price, including shipping, etc.
Format for Submitting Statements of Qualifications
Responses to this request shall include a comprehensive scope of work, a firm fixed-
price, and timeline.
Included with the RFP submission should be a timeline with a proposed number of
meetings with the Department of Public Works, and other Town staff, as necessary.
The consultant may be expected to make these presentations to the Planning
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Commission and to the Board of Selectman, as may be necessary (either in person or
virtually).
Six (6) copies of the following items must be submitted no later than May 12, 2026 at
11:00 a.m.
A. Company Background Materials: Provide information regarding the
background, experience, and reputation of the bidder.
B. Qualifications: Provide key personnel's professional background and extent of
previous experience in all areas of necessary expertise. Include descriptions of
each proposed key personnel's role and the relationship of their expertise to the
anticipated work for the Town.
C. Availability: Include availability of personnel, the date the contractor is available
to commence the project and estimated length of time necessary for completion.
D. Examples of Work: Description and examples of at least two (2) comparable
projects completed within the last five (5) years.
E. References: Provide a list of previous or current contracts that are similar to the
Town's scope of services, including the following:
Services performed;
Contact information for clients to be used as a reference for
verification purposes.
F. Local Knowledge: Describe the extent of local knowledge of Southbury and/or
communities with similar characteristics, and regional context.
G. Potential Conflicts of Interest: Provide the names of private parties whom you
have represented before agencies of the Town as well as the general nature of
your representation and other involvement.
H. Litigation/Arbitration: List information on (a) any involvement in litigation or
arbitration with municipal clients; and (b) all clients that have terminated your
services prior to completion of any project within the past ten (10) years.
Explain circumstances that led to it and describe the resolution.
I. Proposed Scope of Work: Shall include a project description narrative, estimate
of start and end date, quarterly timeline (anticipated sequence of events and
timing of critical action items, meetings and deliverables), cost of entire project.
J. Professional Liability Insurance: A minimum of $1 million dollar liability
insurance is required.
Selection Criteria
The Town will review and evaluate all complete proposals determined to have been
submitted within the timeline described herein. The Land Use Administrator, Finance
Director, and Public Works Project Administrator shall review all proposals. Proposals
will be reviewed and evaluated by the Planning Commission based on the criteria below.
If deemed necessary by the Planning Commission, the Town of Southbury reserves the
right to shortlist the proposals received and arrange for interviews/oral presentations
to the Planning Commission as part of the selection process. Discussion, requests for
additional information and negotiations may take place with the short list vendors to
ensure clarification and to obtain a program that meets the requirements of this Request
for Proposal.
The Town of Southbury shall select the responsible and responsive Proposal, which is
determined by the Town to be the best situated, most advantageous, and provides the
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greatest overall benefit to the Town based on the criteria and evaluation factors included
in this Request for Proposal. Cost shall be only one factor in the award decision. The
Town expressly reserves the right to negotiate with the selected vendor prior to the award
of any contract pursuant to this Request for Proposal.
Submittal Information
Sealed proposals, clearly marked, "PROPOSAL TO PROVIDE PRODUCT
PROCUREMENT RE: HOLIDAY DECORATIONS" must be submitted to the Office of
the First Selectman by 11:00 a.m. on 5/12/2026.
The Town reserves the right to reject all RFPs, or parts thereof, which are not in the
best interest of the Town of Southbury.
The selected firm must provide:
1. Certificate of Non-Collusion
2. Affidavit of Compliance with Tax Laws
3. Copies of Professional Registrations and Licenses
4. Copy of current Professional Liability Insurance Policy Declaration
For more information, contact:
Jordan Marcinko, Land Use Administrator
203.262.0634
Jmarcinko@southbury-ct.gov
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Code of Ethics/Conflict of Interest Ordinance
A. Definitions.
The following definitions shall apply to this Ordinance:
1. Public Official (or Public Office). An elected or appointed official, whether paid or
unpaid, full or part-time, of the Town of Southbury. This includes being a member or
alternate member of any board, committee, commission or agency that exists in the
Town of Southbury government.
2. Town Employee (or Town Employment). A paid employee, full or part-time, of the
Town of Southbury.
3. Ethics Commission. The Town of Southbury Commission on Ethics as authorized
by Section 7-148h of the Connecticut General Statutes.
4. Conflict of Interest. A conflict of interest shall be deemed to exist if any Public
Official or Town Employee has a Direct Interest or an Indirect Interest, in any
purchase, contract, transaction, or decision involving his/her office, board,
commission, agency or employment.
5. Direct Interest. An interest of a Public Official or Town Employee or any business,
investment, or property in which such Public Official or Town Employee is an owner,
member, partner, officer, employee or stockholder or has any other form of
participation, that is a Financial Interest or an Adverse Interest in any purchase,
contract, transaction or decision involving his or her office, board, committee,
commission, agency or employment.
6. Indirect Interest. An interest of a family member within the fourth degree by blood
or marriage or a person engaged in a close business relationship with a Public Official
or Town Employee in any purchase, contract, transaction or decision involving the
Public Official's or Town Employee's office, board, committee, commission, agency or
employment which, if held by the Public Official or Town Employee directly, would
meet the definition of a Direct Interest.
7. Financial Interest. A Financial Interest shall be deemed to exist if a person or
entity with a Direct Interest or an Indirect Interest as defined herein might, directly or
indirectly, derive pecuniary or financial gain or suffer loss from any Town purchase,
contract, transaction, decision or employment.
8. Adverse Interest. An interest that is adverse to the interests of the Town with
respect to the matter under consideration.
9. Material Conflict of Interest. A conflict of interest shall be deemed to be material
where a reasonable person would conclude that a Financial Interest or Adverse
Interest:
a. is incompatible, or would to a reasonable person appear to be incompatible,
with the proper discharge of official duties; or
b. would tend to impair, or would to a reasonable person appear to impair,
independence of judgment and action in the performance of official duties.
B. Declaration of Policy.
1. The proper operation of the government of the Town of Southbury requires that
Public Officials and Town Employees be independent, impartial and responsible to the
people; that governmental decisions and policies be made in the proper channels of
the government structure and free from coercive or other improper influence; that
Public Officials and Town Employees not use their positions for personal gain; and
that the general public have confidence in the integrity of its government.
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2. This Ordinance sets forth standards of ethical conduct to maintain and enhance
responsible and effective public service by our Public Officials and Town Employees in
the performance of their duties.
3. In the interest of ensuring that concerns regarding possible conflict of interests are
promptly raised, this Ordinance permits a concern that a conflict of interest may exist
to be raised by any person, regardless of whether the person would be considered an
aggrieved party as that term is interpreted under Connecticut law. Any failure to
observe the procedures set forth in this Ordinance shall not, however, afford a basis
for an action for damages against the Town, any Town board, committee, commission,
agency or employee, or any member of any Town board , committee, commission, or
agency, or for challenging a decision, license, permit or other action of a Town
Employee, board, committee, commission or agency or member of same by a person
who would not, but for the provisions of this Ordinance, have standing to bring such
an action.
C. Disclosure of Conflict.
1. Any Public official or Town Employee who has a conflict or potential conflict of
interest as defined herein, whether or not such conflict or potential conflict is material,
shall disclose the interest causing such conflict or potential conflict in writing to the
Board of Selectmen.
2. Any Public Official or Town Employee who is a member of any Town board,
committee, commission or agency who has a conflict or potential conflict of interest as
defined herein, whether or not such conflict or potential conflict is material, shall, in
addition to the disclosure required by this Ordinance, disclose the interest causing
such conflict to such board, committee, commission, or agency and such disclosure
shall be recorded in the board's, committee's, commission's or agency's minutes.
D. Determination of Materiality.
1. In the event that a disclosure or a claim of a conflict of interest with respect to any
Public Official or Town Employee has been made to the Ethics Commission, and the
Public Official or Town Employee does not disqualify himself/herself from matters with
respect to which the conflict of interest allegedly exists, the Ethics Commission shall
promptly inquire into the facts
of the matter and determine whether or not a conflict exists and if so, whether it is
material.
2. In the event that a disclosure or a claim or a conflict of interest with respect to any
Public Official or Town Employee who is a member of a Town board, committee,
commission or agency has been made to such board, committee, commission, or
agency and the member does not disqualify himself/herself from matters with respect
to which the conflict of interest allegedly exists, the board, committee, commission or
agency shall forthwith determine by a majority of those members present, excluding
the member whose interest is in question, whether or not a conflict exists and, if so,
whether it is material.
E. Disqualification.
If it has been determined that a material conflict of interest exists, the Public Official
or Town Employee who has the conflict shall be disqualified from discussing or acting
upon any matter encompassed by that conflict of interest, and shall leave the room
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