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Home My WebLink AboutC28120 - Additional Holiday Lighting and DecorationsContract No. C28120 CITY OF PALM DESERT OFFICE OF THE CITY MANAGER STAFF REPORT REQUEST: APPROVAL OF A PROPOSAL BY DEKRA-LITE INDUSTRIES, INC. (SANTA ANA, CA), TO PURCHASE ADDITIONAL HOLIDAY DECOR AND REFURBISH, INSTALL, REMOVE, MAINTAIN, CLEAN, PACKAGE, AND STORE THE CITY OF PALM DESERT'S HOLIDAY LIGHTING AND DECORATIONS, PER CONTRACT NO. C28120. SUBMITTED BY: Stephen Y. Aryan, Risk Manager DATE: July 12, 2012 CONTENTS: Dekra-Lite Cost Proposal & Photographs/Diagram Recommendation By Minute Motion, 1. Approve a proposal by Dekra-Lite Industries, Inc. (Santa Ana, CA) in the amount of $48,264.00, for the annual installation, removal, maintenance, cleaning, and storage of Palm Desert's Holiday lighting and decorations, per Contract No. C28120. 2. Approve a proposal by Dekra-Lite Industries, Inc. (Santa Ana, CA) in the amount of $17,936.53, for the one-time refurbishment of existing decor and purchase of new decor items. 3. Appropriate $1,410 from the Unobligated General Fund into Account No. 110- 4310-433-39.10 for the Holiday D6cor Program's annual cost for installation, removal, maintenance, cleaning, and packaging of equipment. 4. Appropriate $17,936.53 from the Unobligated General Fund into Account No. 110-4300-413-40.40 for the refurbishment of existing holiday decor and purchase of new decor items. 5. Authorize the City Manager to execute all contract documents associated with this proposal and Contract No C28120. Background The City of Palm Desert updated its Holiday lighting and decoration program approximately four years ago when it entered into a contract with Dekra-Lite Industries, Inc. (Santa -Ana, CA). Contract NO. C28120 Staff Report: City Holiday Decor Program Update July 12, 2012 Page 2 of 3 The City's contract with Dekra-Lite includes an annual recurring cost for the maintenance, cleaning, packaging, installation, removal, and storage of the City's Holiday lighting and decorations. Dekra-Lite also provides routine maintenance and bulb replacement for all displays and accessories when they are exhibited during the Holiday Season. The City Council directed staff to explore refurbishing the existing holiday decorations within the City's main business district. A council subcommittee was formed to explore methods to achieve this goal, while being sensitive to costs. The following recommendations were made by the subcommittee: Highwav 111 Decor • Replace the lighting on the wreaths located at each intersection of Highway 111 to make them more luminous. Civic Center Decor • Replace the lighting on the Civic Center palm trees with warm white LED lights. • Hang the 12' wreath (used for previous lighting ceremonies) on the exterior of the Council Chambers facing Fred Waring Drive. El Paseo • Replace the lighting of the deciduous trees along El Paseo with warm white LED lights. • Add a new decor feature named "Snowfall" to the aforementioned deciduous trees. • Replace the lighting on five holiday trees located at El Paseo with warm white LED lights. • Replace the lighting on two trees (warm white LEDs) formerly on display at the Civic Center and relocate them, along with decorative holiday gift boxes and ornamental balls, to El Paseo. Dekra-Lite shall install the City's entire Holiday lighting and decor by Thanksgiving Day 2012, and remove all items for storage by mid -January 2013. Please note that with the exception of the image projection system and new iridescent center lights on the 48 intersection wreaths, the City's Holiday decor consists of primarily LED energy efficient lighting components. Staff will also be in contact with Westfield Palm Desert officials to explore the possibility of a partnership to host an annual Holiday Tree Lighting Ceremony, as the City's 12' holiday wreath will no longer be featured at the amphitheatre or former Visitor Center location. Contract No. C28120 Staff Report: City Holiday Decor Program Update July 12, 2012 Page 3 of 3 Fiscal Analysis New Items The new holiday decor and refurbishment of existing items were not budgeted in FY 2012/13. Approval of staffs recommendation requires a $17,936.53 appropriation from the Unobligated General Fund. Please note that this item is a one-time cost. Annual Reoccurring Costs The City contracts annually for the installation, removal, maintenance, cleaning, and storage of Palm Desert's Holiday lighting and decorations, per Contract No. C28120. There is currently $46,854.00 budgeted within the FY 2012/13 budget for this item. With the introduction of new decor and remounting of the 12' wreath on the Civic Center, the annual cost increases to $48,264.00. Approval of staff's recommendation requires a $1,410.00 appropriation from the Unobligated General Fund. Please note that this item is a recurring annual cost associated with the City's Holiday Decor Program. Submitted by: CITY COUNCIL. A ION APPROVED DENIED RECEIVED OTHER Stephen Y. Aryan, Risk Hager MEETING DA AYES: NOES: Reviewed by: Paul S. Gibson, Director of Finance roval: M. Wohlmuth, City Manager ABSENT: lVMC ABSTAIN: A16" VERIFIED BY: &-IOXf Original on File with City lerk's Office Contract No. C28120 J[Dekra-Lite Decaat+aon Irirwvatwn 3102 W. Alton Ave. Ph. (714) 436-0705 Santa Ana, CA 92704 Fax. (714) 436-0612 www.dekra-lite.com BILL TO: CITY OF PALM DESERT 73510 FRED WARING DRIVE PALM DESERT CA 92260-2578 PROPOSAL PRP035759 DATE 7/2/2012 PAGE: 1 SHIP TO: CITY OF PALM DESERT 73510 FRED WARING DRIVE PALM DESERT CA 92260-2578 STEVE ARYAN PHONE (760) 346-0611 Ext. 0448 FAX (760) 341-6372 Ext. 0000 INSTALL DATE REMOVAL DATE Nov 16-23, 2012 Jan 7-19, 2013 PO Number Customer ID Salesperson ID Shipping Method Payment Terms Req Ship Date Master No. PAL021 DM INSTALL 50150 0/0/0000 39,149 Quantity Item Number Description UOM Unit Price Extended Price 6 SFD570MM-5T Snowfall 570mm Dbl. view, 5 tube set Set $235.00 $1,410.00 T 2 REFURBISH DECOR Refurbish 6 foot Holiday Tree Each $820.75 $1,641.50 T w/Warm White LED Mini's 3 REFURBISH DECOR Refurbish 9' Holiday Tree Each $1,278.00 $3,834.00 T w/Warm White LED Mini's 1 REFURBISH DECOR Refurbish T Pop -Up Tree Each $566.00 $566.00 T w/Warm White LED Mini's t REFURBISH DECOR Refurbish 9' Pop -Up Tree Each $689.00 $689.00 T w/Warm White LED Mini's 48 REFURBISH DECOR Refurbish 6' Center Mount Candle Wreath Each $141.80 $6,806.40 T w/Warm White LED's and Incandescent Candle Bulbs 50 LMLEDREFLECTIVWWH Warm White LED Mini Lights 5MM Reflective Strand $15.45 $772.50 T (50 Bulb). 25 strands per tree. 60 LMLEDREFLECTIVWWH Warm White LED Mini Lights 5MM Reflective Strand $15.45 $927.00 T (50 Bulb). 12 Strands per Palm tree. Please Sign and Fax to 714-436-0612 Subtotal $16 646.40 Labor for IRS on Proposal #035770 Tax $1,290.13 Freight $0.00 We propose hereby to furnish product and/or labor completely in accordance with above specifications. for the sum of Total $17,936.53 $9,613.33 50% DEPOSIT DUE UPON ACCEPTANCE OF PROPOSAL BALANCE AMOUNT DUE UPON INSTALLATION OR DELIVERY $8,323.20 General Terms: The parties agree to the following additional temp of this Contract A deposit of W% is due upon execution of this Contract with the balance due on the installation date or delivery date unless specified above. Ali requested changes to the above -described 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 annum) Owner is responsible for providing and maintaining adequate electrical outlets adjacent to the proposed locations for It decorations and bustling lights. Dekra•Lite is riot responsible for any products damaged or kart due to vandalism, extreme weather conditions, or acts of God and will make efforts to replace such product for an additional Burge. AN dates specified are subject to charge due to inclement weather Dekra-Lute will replace any malfunctioning product but does not guarantee that each individual lamp will light during the entire installed period. 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.1415JENDi5Pl1TE. Any Judgement Loon the award rendered by tine arbitrator may be entered in any court having jurisdiction thereof. The prevailing party in arbitration shall be entitled to its reasonable attorneys, fees and costs. if not accepted within days, this proposal may be withdrawn. Dekra-Lite: Acceptance of Proposal: The individual signing this contract accepts the above Proposal and certifies to Dekra-Lite that he or she is authorized to enter into this Contract on behalf of Owner Property Owner. Authorized Agent: Date: BY. 'nc.p JlDekra-Lite Oecoratwn Irtnovatlon 3102 W. Alton Ave. Ph. (714) 436-0705 Santa Ana, CA 92704 Fax. (714) 436-0612 www.dekra-lite.com BILL TO: CITY OF PALM DESERT 73510 FRED WARING DRIVE PALM DESERT CA 92260-2578 Contract Ego. C28120 PROPOSAL PRP035770 DATE 7/2/2012 PAGE: 1 SHIP TO: CITY OF PALM DESERT 73510 FRED WARING DRIVE PALM DESERT CA 92260-2578 STEVE ARYAN PHONE (760) 346-0611 Ext. 0448 INSTALL DATE Nov 16-23, 2012 FAX (760) 341-6372 Ext. 0000 REMOVAL DATE Jan 7-19, 2013 PO Number Customer ID Salesperson ID Shipping Method Payment Terms Req Ship Date Master No. R PAL021 DM INSTALL 50150 0/0/0000 39,160 Quantity Item Number Description UOM Unit Price Extended Price 1 LABORIRS Labor Installation removal, storage, maintenance Each $46,229.00 $46,229.00 cleaning, and packaging of customer owned city-wide holiday decorations program 30 LABORIRS Labor Installation removal and storage services Each $30.00 $900.00 of Snowfall I LABORIRS Labor Installation removal and storage services Each $1,135.00 $1,135.00 of Customer Owned 12' Wreath. Please Sign and Fax to 714-436-0612 Subtotal $48,264.00 Tax $0.00 Freight $0.00 We propose hereby to furnish product and/or labor- completely in accordance with above specifications, for the sum of Total $48-264.00 50% DEPOSIT DUE UPON ACCEPTANCE OF PROPOSAL $24,132.00 BALANCE AMOUNT DUE UPON INSTALLATION OR DELIVERY $24,132.00 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 specified above. All requested changes to the above-descrNred work wily be subject to additional charges. Cancellations and redxtions are subject to a 30% restocking fee. Any amount not paid when due, Is subject to a late charge of 1.59E per month (ift per annum). owner is responsible for providing and maintaying adequate electrical outlets adjacent t0 the proposed locations for lit decorations and bolding lights. Delcra-Lite is not responsible for any products damaged or lost due to vandalism, extreme weather conditions, or acts of God and will mains efforts to replace such product for an additional charge. All dates B Kftd are subject to change die to Inclement weather Dekra-Lite will replace any malfunctioning product but does not guarantee that each individual lamp will Ight during the entire installed period. 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 evert of a dispute arising out of this Contract, the parties shall arbitrate In Orange County before a single arbitrator selected through J.A.M.WENDISPt1TE. Any judgement upon the award rendered by the arbitrator may be entered in am court having Jurisdiction thereof. The prevailing party in arbitration shall be entitNW to its reasonable attorneys' fees and costs. If not accepted within days, this proposal may be withdrawn. Dekra-Lite. Acceptance of Proposal: The individual signing this Contract accepts the above Proposal and certifies to Dekra-Lite that he or she is authorized to enter into this Contract on behalf of Owner. Property Owner: Authorized Agent: Date: Ely: 1jjDekra=LiteF ❑ecoration Innovation June 25, 2012 El Paseo Blvd. The installation, removal and storage of Grapevine Deer, Ornaments, Presents and the IPS are included in your Renewal offer and no change in cost in these items. The only change is the relocation of the large decor from the Civic Center to the West Fountain Monument but that cost is included in your renewal. El Pasco: FounicsinMonuments S Icy of rultn Descri 901? Change: lice 1,ghlinj to wwn wNtc LED Mitt Bgh4 hi. t �•� 1.1 1 full A A,w•A.. YJ'.1 AI 11 h •;i 4 ca,l.. -a.r� . ..1. ••t 1 ay.r,v (r �.1.A..y.lpb l• ��.m' .vx:..n. •'. � . .jjDekra-Cite You will notice the pricing of the change to Warm White LED Mini -Lights for the deciduous trees between F'bia and the 6' and 9' holiday trees and the two Pop-up trees. The Snowfall to be placed on three trees includes pricing for 15 tubes per tree and the labor to install, remove and for storage. EI Poseo Change: De d o boo lrghfing to worm v^fe tED M,ry Ugtd, Add:570n m tE $r owlo to three bees (3 sef: of 5 tubes p, r tree) r Dekra-Ute Civic Center The costs here are for adding Warm White LED lights to the 5 palm trees. There are no additional labor costs to install the light strands. No changes to the IPS system. We are relocating the holiday trees and gift boxes that were in front of the Civic Center to El Paseo. Civic Center / Fred Wadng Caner Now location 6 m d mw ra 7IWW A ?4Ave 3'II'OA'Ij C:AV°✓LL7 pleww BP�.t)b.!6?1 ku, ILuf[. dGII k rri.Aq'<V:�ni k'a:.nn .::.^n.r!�•1ru 6��.,, on (:itV (A PCIIIl1 flew-)} 2012 Q0,1i a-Lite Hwy.111 Pole Mounts The costs here are to add additional strands of Warm White LED Mini -Lights to the wreaths and brighter incandescent bulbs to the candles. The labor to install.. remove and to store the wreaths are included in your renewal proposal. Highway 111 City of fool De:eii 21012 Refurbish: (48) Wreoth New Bow. red/gold OrnbmenIs & worm white LED mint-Ughts hnvd m..•rrttn 3:111W.Alb nAw CA92741 nhnncr fi.?�•.f •G, it.7/ Inv: ria..tiL.ucl7 drwhl•u•idcrk i Ne.! on. v vvw.d^lacf i.%).cruf+tt ekra-Late M Q N 3 �o Q. 0 a A 0 O 9 4 ' ..Q Q fp 21 m Q N (D ,• o ►� 3 � - a c n 0 C Q 0 It r -9. At �000 -0Oototo c O�rD� m 4D 0 0 Q. v ID 0 1 0 3 n Z n 0 N a c 'o F x 0 rt N