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Home My WebLink AboutC24400 Jarvis Company - Install/Remove, Maintain, and Store City's Holiday DecorationsContract No. C Zj REQUEST: SUBMITTED BY: DATE: CONTENTS: Recommendation: CITY OF PALM DESERT DEVELOPMENT SERVICES STAFF REPORT Approval of a Contract to Install/Remove, Maintain and Store the City's Holiday Decorations. Martin Alvarez, Senior Management Analyst October 13, 2005 Agreement By Minute Motion: Authorize the City Manager to enter into an agreement with Jarvis Company, Brentwood, California, to install, clean, and store the City's holiday decorations in the amount of $10,025.60. Discussion: Each year the City displays holiday decorations throughout the City, including at the Civic Center and Visitor's Center. Below is a list of decorations that the City owns and will be displayed, including the newly replaced items approved by the City Council on September 22, 2005. Quantity Item Description 24 4' Pole -mounted Double Ring Wreath 12 Pole -mounted Signature Bells 12 8' Pole -mounted Traditional Candles 3168 ft. Gold Garland 2 12' Lighted Wreaths 3 10' Wreaths 4 6' Wreaths 1 9' Rocky Mountain Pine Tree 1 12' Rocky Mountain Pine Tree 3 18' Self Standing Trees 4 24" Woodland Collection Wreaths 464 ft. Royal Pine Garland Location Highway 111 Highway 111 Highway 111 Highway 111 Poles Civic Center Civic Center Civic Center Civic Center Civic Center Civic Center Visitor's Center Visitor's Center The total cost to install/remove, clean, and store the City's holiday decorations is $10,025.60. Jarvis Company currently has our decorations in storage and they have provided an acceptable level of service. After this year's holiday season, staff will be Contract No. C24400 Staff Report Holiday Decoration Installation and Storage Page 2 of 2 October 13, 2005 reevaluating the entire holiday decoration plan, including the installation and storage. With the addition of the new Visitor's Center building and the potential take over of Highway 111 and Highway 74, staff will be looking at a comprehensive plan to address future purchases. Staff recommends that the City Council authorize the City Manager to approve a contract with Jarvis Company in the amount of $10,025.60. Funds are available in Fund 400. Submitted By: Martin Alvarez Senior Management Analyst Approval: City Manager Finance Director De K6 er Cr* ACM for De opment Services G 0evServtcesWart�n AlvereziWord FdBSIH06dDecorIHOIId Decor Install doc Contract No. C24400 ACCOUNT #1508 This Contract entered into by and between THE JARVIS COMPANY (herein after "Installer") and THE CITY OF PALM DESERT (herein after "Customer"). Witnesseth that the parties hereto do mutually agree as follows: ARTICLE I. TERM OF CONTRACT The term of this Contract schedule, with respect to each item of installation listed herein, GARLAND,ROYhL PINE; -• �• �• WREATHS; ROCKY r• .STANDING TREES WOODLAND • •WREATHS I is for a term of_12,_months. Commencing AUGUST 2005 ARTICLE II, STATEMENT OF WORK Installer shall install, remove and store decorations for Customer. Location of installation, ja CITY OF PALM DESERT VARIOUS INTERSECTIONS Installation shall be started no earlier than NOVEMBER 1, 2005, and must be completed no later than NOVEMBEFt 30. 2005 Removal shall be started after DECEMBER �6. 2005 and completed no later than JANUARY 14, 1006 Installer shall not be liable for delays of installation or removal of decorations caused by weather or acts of God. ARTICLE III. PAYMENTS Customer shall pay to Installer for the performance of this contract a price of 110.025.60 which shall constitute total compensation to Installer. Installer is under no obligation for performance of this Contract unless executed Contract is returned and payment is made by the payment due date. Contract No. C24400 PAYMENT SHALL BE AS FOLLOWS: 50% $5,012.80 DUE ON UPON RECEIPT CONTRACT RETURN DATE PRIOR TO INSTALLATION 50% $5,012.80 DUE ON JANUARY 2. 200,E WITHIN 10 DAYS OF INVOICE ARTICLE IV. WARRANTY Installer warrants all work shall be performed in a work -manlike manner. Except for the warranty of performance in a work -manlike manner, Installer makes no other warranties, expressed or implied. In any event, Installer shall not be responsible for loss of decorations caused by any reason whatsoever, including but not limited to: theft, fire, vandalism, or act of God. ARTICLE V. INSURANCE Installer shall obtain a policy of insurance insuring Installer and Customer against liability for loss suffered by third parties with respect to the installation of said decorations in the amount of $1,000.000.00. Installer will provide Customer with a certificate of insurance, if requested by Customer, at no charge. If Customer wishes to be named as additionally insured on Installers Insurance there will be an additional charge of 925,00. Any and all other insurance required by law or by the Customer shall be the Customer's sole responsibility. ARTICLE VI. SITE PREPARATION AND PLOT PLAN The location for the Installation of the decorations shall be furnished by customer and must first be approved by Installer or its representative as to feasibility for installation. Customer will be responsible for securing any permission, permits, and licenses necessary for proper installation of decorations from owners, lessees, lessors, city, state and other governmental authority. Customers will be responsible for all necessary fees. Installer is given permission to install decoration hardware items including but not limited to faceplates, cables, anchor points within a reasonable time prior to actual Installation dates. All hardware items will be left in place between seasons. ARTICLE VII. ELECT ICAL SOURCE AND CURRENT Customer shall furnish adequate electrical power and suitable electrical connections as are customarily used in the electrical trade or required by Underwriter's Laboratory within a reasonable area, not to exceed 8 feet of the decoration installation site, for distance greater than 8 feet Customer will be charged for extension cords. To be billed with second installment. Customer warrants that the electrical connection supplied shall be suitable for the intended purpose. Customer shall be responsible for payment for electric current Contract No. C24400 ARTICL•E VIII. SUBCONTRACTORS AND ASSIGNMENTS Installers has the option to assign all or part of its rights and obligations under the terms of this Contract. Any such assignment shall not relieve Customer of its duty of performance under any of the terms or conditions of this Contract. ARTICLE IX CONFLICT OF APPLICABLE LAW If any paragraph or provision of this Contract is declared contrary to public policy unenforceable in law or equity, then in that event, that portion shall be deleted from this Contract, and remaining portions shall remain in full force and effect. ARTICLE X. DEFAULT In the event of a default of any payment of any sums due hereunder, or in the performance of any other covenant herein, and if Customer fails to cure said default within three (3) days after written notice from Installer, or if Customer becomes insolvent, or ceases to do business as a going concern, or makes an assignment for the benefit of creditors or any proceeding or petition under the Bankruptcy Act as amended is filed by or against Customer, (including a proceeding for reorganization, arrangement, or extension) then in such event, Installer at its sole option shall have the right to terminate this Contract as to any and all items of installation, and Installer shall thereupon by entitled to recover from Customer the excess, if any, of the amount of payments reserved in the Contract for the balance of the stated term. ARTICLE XI. SERVICE CALLS There will be no charge for Service Calls, after decorations are installed, for an installation related problem. Problems not related to installation including but not limited to vandalism, weather or acts of God. In the event the problem is not related to installation Installer will charge Customer an additional $70.00 per hour including travel time. If adequate power or proper electrical connections are not available at installation site at the time of installation and Customer wishes Installer to return to the installation site to connect the electrical at a later date there will be an additional charge of 870.00 per hour including travel time. Contract No. C24400 EXECUTED THIS CONTRACT ON DATE SET FORTH BY THEIR SIGNATURES 1-�Q'lill — l &- / � - c ARREN JA I L CUSTOMER DATE:_SEPTEMBER 20, 2005_ DATE: THE JARVIS COMPANY 1145 2ND ST STE A PMB 239 BRENTWOOD, CA 94513 (925) 516-0690 FAX (925) 516-0270 Contract No. C24400 ADDENDUM TO THE INSTALLATION CONTRACT RELAMPING AGREEMENT ACCOUNT NAME: Cat a�i r►-, � S-S BY EXECUTING THIS AGREEMENT, I AM GRANTING THE JARVIS COMPANY PERMISSION TO REPLACE ALL BURNED OUT LAMPS ON THE DECORATIONS BEING INSTALLED BY THEM UNDER CONTRACT ACCOUNT # ),50b . IT IS UNDERSTOOD THAT THE JARVIS COMPANY REPLACES BROKEN LAMPS AT THEIR EXPENSE. THE TOTAL CHARGE FOR THIS SERVICE IS $ .75 PER LAMP, INCLUDING MATERIALS AND LABOR, CHARGES ADDED TO THE SECOND INVOICE. IF ACCEPTED,PLEASE EXECUTE BELOW AND RETURN TO THE JARVIS COMPANY WITH THE INSTALLATION CONTRACT BY THE PAYMENT DUE DATE. CUSTOMER UNDERSTANDS THERE SHALL BE NO OBLIGATION ON THE PART OF THE JARVIS COMPANY TO PERFORM ANY OF THE ABOVE WORK UNTIL RECEIPT OF THIS AGREEMENT BY THE PAYMENT DUE DATE. BY: TITLE: DATE: