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Home My WebLink AboutC28121 - Holiday Lighting & DecorationsContract No. C28121 CITY OF PALM DESERT CITY MANAGER'S OFFICE STAFF REPORT REQUEST: APPROVAL OF A PROPOSAL BY DEKRA-LITE INDUSTRIES, INC. (SANTA ANA, CA), IN THE AMOUNT OF $46,854, TO INSTALL, REMOVE, MAINTAIN, CLEAN, AND STORE THE CITY OF PALM DESERT'S HOLIDAY LIGHTING AND DECORATIONS, PER CONTRACT NO. C28120. SUBMITTED BY: Stephen Y. Aryan, Assistant to the City Manager DATE: July 9, 2009 CONTENTS: 1) Dekra-Lite Invoice Recommendations By Minute Motion: 1. APPROVE a proposal by Dekra-Lite Industries, Inc. (Santa Ana, CA) in the amount of $46,854, for the installation, removal, maintenance, cleaning, and storage of Palm Desert's Holiday lighting and decorations, per Contract No. C28120. Funds are available in the FY 2009-2010 budget in Account No. 110-4310-433-39.10. 2. AUTHORIZE the City Manager to execute acceptance of a proposal, in an amount not to exceed $46,854, between the City of Palm Desert and Dekra- Lite Industries, Inc. for Holiday lighting and decoration installation, removal, maintenance, cleaning, and storage. Executive Summary The City of Palm Desert updated its Holiday lighting and decoration program last year when it entered into a contract with Dekra-Lite Industries, Inc. (Santa -Ana, CA). The City's contract with Dekra-Lite includes an annual reoccurring cost for the maintenance, cleaning, packaging, installation, removal, and storage of all the City's Holiday lighting and decorations, in the amount of $46,854. Dekra-Lite also provides routine maintenance and bulb replacement for all displays and accessories With the exception of the image projection system, which casts holiday themed images on the front of Palm Desert Civic Center (Fred Waring Drive/San Pablo Avenue), the City's Holiday decor inventory switched from incandescent to LED Tight bulbs Dekra- Lite estimates that by using these more cost efficient bulbs in its entire Holiday decor inventory, the City is saving approximately 46,970 watts. Dekra-Lite Annual Invoice July 9, 2009 Page 2 of 2 Dekra-Lite shall install the City's entire Holiday lighting and decor by Thanksgiving Day 2009, and remove all these items for storage by mid -January 2010. Submitted by: ('/ Stehen'Y. Aryan Assistant to the Approval: M. Wohlmuth Manager Reviewed by: Paul S.��son Directo o Finance/City Treasurer CITY COUNCIL ACTION APPROVED V RECEIVED DENIED OTUER MEETING DATE 7 /' 2cj AYES: ; /15en/ f��<JiiSr�f 4] ,i erg NoEs: No4 ABSENT: ieae/ ABSTAIN: A rJ1 O'ERIF!El) BY: 1J»J I'CI Original on File with City Clerk's Office G:\CityMgr\Stephen Aryan\Agenda Reports\Holiday Lighting & Decorations-2009 Holiday Season.doc Contract No. C28121 llDekra-Lite Decoration Innovation 3102 W. Alton Ave. Ph. (714) 436-0705 Santa Ana, CA 92704 Fax. (714) 436-0612 www.dekra-Iite.com BILL TO: CITY OF PALM DESERT 73510 FRED WARING DRIVE PALM DESERT CA 92260-2578 STEVE ARYAN PHONE FAX PO Number R Quantity (760) 346-0611 Ext. 0448 (760) 341-6372 Ext. 0000 Customer ID PAL021 Item Number LABORIRS Please sign and fax to 714-436-0612 PROPOSAL PRP021685 DATE 6/22/2009 PAGE: 1 SHIP TO: CITY OF PALM DESERT 73510 FRED WARING DRIVE PALM DESERT CA 92260-2578 INSTALL DATE REMOVAL DATE Nov. 1-26, 2009 Jan. 5-19, 2010 Salesperson ID Shipping Method Payment Terms GA INSTALL 50/50 Description Labor Installation removal, storage, maintenance Each cleaning, and packaging of customer owned city-wide holiday decorations program We propose hereby to furnish product and/or labor- completely in accordance with above specifications, for the sum of 50% DEPOSIT DUE UPON ACCEPTANCE OF PROPOSAL BALANCE AMOUNT DUE UPON INSTALLATION OR DELIVERY Req Ship Date Master No. 0/0/0000 24,215 UOM Unit Price Extended Price $46,854.00 $46,854.00 Subtotal Tax Freight Total $46,854.00 $0.00 $0.00 S46.854.00 S23,427.00 $23,427.00 General Terms: The parties agree to the following additional terms of this Contract A deposit of 50% is due upon execution of this Contract with the balance due on the installation date or delivery date unless specired above. All requested changes to the above-descr i,ed work will be subject to additional charges Cancellations and reductions are subject to a 30% restocking fee. Any amount not paid when due, is subject to a late charge of 1.5% per month (18% per annlxn) Owner is responsible for providing and maintaining adequate electrical outlets adjacent to Me proposed ovations for lit decorations and building lights. Dekra-Cite is not responsible for any products damaged or lost due to vandalism, extreme weather conditions, or acts of Cod and will make efforts to replace such product for an additional charge. All dates specified are subject to change due to inclement weather. Dekra-lrte will replace any malfunctioning product but does not guarantee that each individual lamp will tight during the entre rstalled penod. This Contract is governed by California law and is the entire contract between the parties, superseding all prior conversations and writings between the parties In the event of a dispute arising out of this Contract. the parties shall arbitrate in Orange County before a single arbitrator selected through J.A.M.S./ENDISPUTE. Any judgement upon the award rendered by the arbitrator may be entered in any court having jurisdiction thereof. The prevailing party in arbitration shall be entitled to its reasonable attorneys' fees and casts Adriance signed by Gabriel Adriance Gabriel Ad riance DN: CN = Gabriel Adriance, C = US If not accepted within days. this proposal may to withdrawn Dekra-Lrte Date: 2009.06.22 16:40:36 -07'00' Acceptance of Proposal: The individual signing this Contract accepts the above Proposal and certifies to Dekra-Cite that he or she is authorized to enter into this Contract on behalf of Owner Property Owner Authorized Agenr Date: By.