HomeMy WebLinkAboutC32980A-Holiday Lghtng Design & Decor-Phase Two CITY OF PALM DESERT
OFFICE OF THE CITY MANAGER
STAFF REPORT
REQUEST: APPROVAL OF A PROPOSAL BY HOLIDAY LIGHTING DESIGN
& DECOR (PALM DESERT, CA), TO MANAGE PHASE II OF
PALM DESERT'S HOLIDAY DECOR PROGRAM (CONTRACT
NO. C 3298oA ) IN THE AMOUNT OF $70,871.16
SUBMITTED BY: Stephen Y. Aryan, Risk Manager
DATE: August 22, 2013
CONTENTS: Holiday Lighting Design & Decor Proposal
Recommendation
By Minute Motion:
1. Approve a proposal by Holiday Lighting Design & Decor (Palm Desert,
CA) in an amount not to exceed $70,871.16, to manage Phase II of Palm
Desert's Holiday Decor Frogram, per Contract No. C 32980A ,
2. Authorize the City Manager to execute any contractual documents related
to Phase II of the City's Holiday Lighting and Decoration Program.
3. Appropriate $70,871.16 from the Unobligated General Fund for costs not
budgeted in the FY 13-14 budget for Palm Desert's Holiday Decoration
Program (Phase II) and transfer to Account No. 110-4310-433-3910.
Backqround
The City of Palm Desert updated its Holiday Decor Program approximately five years
ago when it entered into a contract with Dekra-Lite Industries, Inc. (Santa-Ana, CA).
The City's contract with Dekra-Lite recently concluded, and staff was directed to provide
recommendations to update the current program, specifically within the EI Paseo
Business corridor.
Staff issued an updated Request for Proposals (RFP) for this program and received
three responses. The City's current vendor, Dekra-Lite (Santa Ana, CA) submitted a
proposal, along with two new vendors, Magical Holiday Designs (Beaumont, CA) and
Holiday Lighting Design & Decor (Palm Desert, CA). Each respondent was invited to
make a presentation before a City Council subcommittee reviewing this matter.
Staff Report
Holiday Lighting Design & Decor Phase II
Page 2
August 22, 2013
Vendors were graded on a combination of their overall proposal, cost estimate,
operational services (installation, removal storage, and maintenance), and local vendor
preference. Based on these criteria, the Subcommittee recommended Coachella Valley-
based Holiday Lighting Design & Decor (HLD) located near Sun City Palm Desert in
unincorporated Riverside County.
HLD is a local, full service holiday and special event production company in operation
since 1995. Some of their clients include the JW Marriot Desert Springs Resort and
Spa, Renaissance Esmeralda, the Hyatt Regency Indian Wells, The Gardens on EI
Paseo, Sun City Palm Desert, and the City of Rancho Mirage. Staff contacted numerous
references and received positive comments on HLD's services.
Phase I (Approvedl
On July 11, 2013, the City Council approved Phase I of this program with HLD that
included the following components:
1. Refurbishment of certain existing holiday decor and delivery of all inventory.
One Time Cost (includes sales tax): $19,976.76
2. Purchase of 29 unlighted ornamental garland wraps for EI Paseo median street
poles, contingent on SCE approval
One Time Cost (includes sates tax): $9,145.44
3. Annual storage, installation, and removal of decor through 2017 (contingent on
City Council budget appropriation annually).
Reoccurring Cost: $50,975.00
Phase 11 (For Consideration)
The City Council is currently requested to approve Phase II of the holiday decor
program, which involves lighting 26 deciduous trees and 54 palm trees along the EI
Paseo median. This phase is contingent on updating the median's electrical system,
which the Council will consider at the same time as this report. Should the City Council
not approve this capital project, staff does not recommend proceeding with Phase Two
of the program. The vendor's proposal for Phase II holiday lighting is as follows:
ITEM COST
(Sales Tax Included)
25 Deciduous Trees: Light Strands (one time cost) $24,948.00
25 Deciduous Trees: Snow Falling Tubes (one time cost) $14,104.80
54 Palm Trees: Lighting Wraps (one time cost) $6,093.36
Installation, Removal, & Storage (reoccurring cost) $25,725.00
TOTAL $70,871.16
Staff Report
Holiday Lighting Design & Decor Phase II
Page 3
August 22, 2013
When completed, the updated Holiday Decor Program, Phase I and Phase II, will utilize
existing City holiday decorations, as well as the following upgrades:
1. Light strands on approximately 25 deciduous trees and 54 palm trees located on
the EI Paseo median between Monterey Avenue and Portola Avenue.
2. Snowfall effect lighting on approximately 25 EI Paseo median trees.
3. Ornamental garland wraps on 29 decorative street light poles (not lighted).
4. Refurbishment of an existing 12-foot wreath used in the annual Holiday Lighting
Ceremony.
In addition, various existing decor will be refurbished by Dekra-Lite, as these items are
over five years in age and show signs of weathering and wear.
Fiscal Analvsis
The City Council is respectfully requested to approve Phase II costs, which are
estimated not to exceed $70,871.16. Aa Genera/Fund for this amount tion requires
an appropriation from the Unobligate
Phase I (approved) and Phase II (under consideration) annual reoccurring costs will
require a budget appropriation of$76,700.00 for the storage, installation, and removal of
holiday lighting and decorations through 2017.
If Council approves staff's recommendatiWili tbeSeresent dllasr part of the annual C ty
F Y 2 0 1 3-1 4. S u b s e q u e n t y e a r's c o s t s p
budget proposal through 2017.
CiTY COUNCILA y�"tfON
Submitted By: AppROVED � DFN[�D
RECENED OTHER_
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Steph Y. Ary n, Risk Man ger AYFS: �
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Reviewed: ABSENTs
ABSTAIN:
VERIF�ED BY: '
1_-- Original on File with City rk's Office
Paul S. Gibson, Director of Finance/City Treasurer
Approval:
Joh M. Wohlmuth, City Manager
Holiday Lighting Design & Decor
A FULL SERVICE HOLIDAY DECOR COMPANY
P.O. Box 4596 Palm Desert, CA 92261
Ph: 760-601-6517 Fax: 760-262-3020
Email: hlightingdesign@aol.com
Steven Aryan August 14, 2013
Risk Manager REF: EI Paseo Holiday Lighting
The City of Palm Desert
73-510 Fred Waring Drive
Palm Desert, CA 92260
Dear Steve,
Thank you for giving Holiday Lighting Design the opportunity to submit a proposal for your Holiday
2013 - 2017 holiday lighting presentations.
A classy holiday lighting presentation not only showcases your quality properties for the holidays, but
also creates an ambiance of warmth and presence.
We look forward in meeting all your holiday needs in the future.
Sincerely,
Marcus Blumberg
President
Holiday Lighting Design
Holiday 2013 - 2017 Proposal — The City of Palm Desert
Holiday 2013 - 2017 Trees � Palm Trees
City of Palm Desert
Deciduous Trees & Palm Trees
Trees on EI Paseo Center Median
1. Purchase & installation of warm white LED 70 mini lights for 25 trees locations from Portola to Hwy
111:
Exterior Trees Product Summary:
Total product cost - $23,100.00 (1650 strands @ $14.00 per)
Tax - $1848.00
Product total - $24,948.00
Total labor- $15,450.00
Total cost - $40,398.00 (Includes installation, light maintenance 8� removal)
LED Double Sided Snow Fallinq Tubes
2. Purchase & installation of LED Double Sided Snow Falling Tubes for twenty-five (25) trees in the
center median of EI Paseo.
Total product cost - $13,060.00
Tax - $1044.80
Total product cost - $14,104.80
SFT total labor - $1925.00
SF Tubes Total Cost - $16,029.80 (Includes installation, maintenance � removal)
Palm Trees on EI Paseo
3. Purchase & installation of warm white LED mini lights for 54 palm trees.
3a. 19 Thick palm trees - 12 strands per @14.00 per strand
Total needs - 228 strands
Total product cost - $3192.00
Tax - $255.36
Total product cost - $3447.36
Total labor cost - $3800.00 ($200.00 per palm tree)
3b. 35 thin palm trees - 5 strands per @14.00 per strand
Total needs - 175 strands
Total product cost - $2450.00
Tax - $196.00
Total product cost - $2646.00
Total labor cost - $4550.00 (Includes installation, maintenance & removal)
Palm Tree Summary:
Total Product Cost - $5642.00
Tax - $451.36
Total Product Cost - $6093.36
Totai Labor Cost - $8350.00
Totai Palm Tree Cost-$14,443.36
Please note: Importance —All trees must be trimmed by October 1St of each respective year.
Palm trees need to be skinned (cleaned) before installation.
In the event that any lights need maintenance while installed, Holiday Lighting Design will service
replacement of lights within 24 - 48 hours. A staff member will inspect all lighting weekly and all
correspondence from a City of Palm Desert staff member may send correspondence to Holiday
Lighting Design of any information needed to ensure 100 % lighting.
Warranties:
New warm white LED mini lights carry a 2-year warranty from the manufacture and Holiday Lighting
Design will honor manufactures warranty.
Bulb burnouts or electrical damage caused by the client or weather elements, are not covered by this
warranty. However, during the time of this service agreement, (June 11, 2013 - January 15, 2018)
Holiday Lighting Design & Decor shall provide routine maintenance and bulb replacements.
In the event, over the duration of the five (5) year contract, if any warm white LED mini lights need
replacement, Holiday Lighting Design will submit a written or emailed report to the City of Palm
Desert Risk Manager by March 1 St of each respective year.
Contract Summary
Holiday 2013 Product - $41,802.00
Holidav 2013 tax - $3344.16
Product Total - $45,146.16
Holiday 2013 Labor- $25,725.00 (Includes installation, strike, & stora�
Total Holiday 2013 - $70,871.16
Holiday 2014 - 2017 Lighting Labor- $25,725.00 (Includes installation, removal, & storage)
Payment terms 2013: 50% deposit due 9/10/2013, balance upon installation.
Payment terms 2014 - 2017 - 50% deposit due August 1St of each respective year, balance due upon
installation.
Piease note: Importance
Maintenance:
In the event that any lights need maintenance while installed, Holiday Lighting Design will service
replacement of lights within 24 - 48 hours. A staff member will inspect all lighting weekly during the
holiday season.
All lighting materials should be in 100% condition, prior to the 2013 install. Any further lighting bulb
maintenance needs for 2013 once installed, will be replaced by HLD, free of charge.
In the event, over the duration of the five (5) year contract, if any tree lights or any LED lights need
replacement, Holiday Lighting Design will submit a written or emailed report to the City of Palm
Desert by March 1 St of each respective year.
Warranties:
The reoccurring costs for maintenance, cleaning, packaging, installation, removal, and storage of the.
City's Holiday decorations (existing inventory of holiday lighting/decorations and new pole garland
selected option, as identified in Contractor's proposal) shall be for a period from July 11, 2013,
through January 15, 2018, subject to an annual budget appropriation by the Palm Desert City
Council. The cost shall include routine maintenance and bulb replacement for all lighting and
decorations, except due to extreme weather conditions, or malfunctions of decor products and or
lighting decorations.
Holiday Lighting Design & Decor is not responsible for the condition of "existing" decor and "existing"
lighting products owned by the City of Palm Desert, and maintains that the City of Palm Desert will
facilitate a transfer all "existing" decor and lighting decorations in good condition.
Holiday Lighting Design & Decor does not warranty any "existing" holiday decorations and or lighting
decor, received in transfer from previous contractor.
Bulb burnouts or electrical damage caused by the client or weather elements, are not covered by this
warranty. However, during the time of this service agreement, (June 11, 2013 - January 15, 2018)
Holiday Lighting Design & Decor shall provide routine maintenance and bulb replacements.
All work would be done to accepted industry standards. The job requires that an appropriate power -
supply be provided by The City of Palm Desert to each of the areas to be lit by any of the above
Holiday Lighting Design products.
We hope you are pleased and look forward in meeting all your holiday needs in the future.
Sincerely,
Marcus Blumberg
President �
Holiday Lighting Design & Decor