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CITY OF PALM DESERT
OFFICE OF THE CITY MANAGER
STAFF REPORT
REQUEST: APPROVAL OF AN AMENDMENT TO CONTRACT NO. C32980
RELATED TO THE CITY'S HOLIDAY DECOR PROGRAM AND
CONSIDERATION OF PROGRAM ENHANCEMENTS IN THE
AMOUNT OF $27,621.
SUBMITTED BY: Stephen Y. Aryan, Risk Manager
DATE: July 10, 2014
CONTENTS: 1. Amendment No. One to Contract No. C32980
2. Premier Holiday Design Proposal & Name Change Letter
3. Photographs
Recommendation
By Minute Motion:
1. Approve various enhancements to the City's Holiday Lighting Program in
the amount of $12,021 and appropriate $12,021 from the Unobligated
General Fund and transfer to Account No. 110-4310-433-3910.
2. Approve Amendment No. One to Contract No C32980 increasing annual
costs by $8,245 through 2018 and extending the current term by three
months through April 15, 2018, amongst other revisions.
3. Authorize the City Manager to execute any contractual documents related
to these enhancements to the City's Holiday Lighting and Decoration
Program (Contract No. C32980).
4. Provide direction concerning the renovation of the City's Pole mounted
wreaths and if approved, appropriate $15,600 from the Unobligated
General Fund and transfer to Account No. 110-4310-433-3910.
Backs�round
The City of Palm Desert updated its Holiday Decor Program last year with the award of
the new Holiday Program to Holiday Lighting Design & Decor (Palm Desert). Please
note that this company changed its name and is now known as Premier Holiday Design.
Premier Holiday Design 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 Report-Holiday Lighting Design & Decor Enhancements CONTRACT N0. c3z9so
�U��/ ��, 2014 AIr1ENDMENT N0. 1
Page 2 of 3
The City's current contract covers recurring costs for the installation, removal, and
storage of new and existing holiday lighting and decor that shall not exceed $76,700
annually. The agreement's term is through January 15, 2018.
PROPOSED ENHANCEMENTS
Li_qhtin_q Duration
The revised holiday program that included lighting palm and hardwood trees along the
EI Paseo corridor was positively received by the community. The City Council directed
staff to extend the duration lights remain on the trees through April 1St. Although the
contractor did not charge for additional maintenance costs this year, there will be an
increase in these costs should the City desire to continue having the lights up from mid-
November through April each year.
Zip Ties
Landscape Maintenance staff indicates that after inspection of the trees, the staples and
installation methods should be adequate for the majority of the palm and hardwood
trees on EI Paseo. One tree with thin bark could be harmed by staples and zip ties are
recommended. The use of zip ties is more labor intensive and the contractor indicated
there would be an additional cost for this one tree. The other options are to not light the
tree or use staples. Please note that the tree is in a prominent location (between
Ocotillo and Sage.)
Li_qhtinq and Maintenance Measures
One problem that staff encountered last holiday season was that lights would regularly
be dark due to the water exposure at the extension cords. The outlet breaker would trip
and need to be reset for the lights to function. It was also difficult for the City's
landscape contractor to maintain the medians because of the cords' placement.
Landscape maintenance staff would expend much time and effort in relocating cords.
Staff has explored various options with the holiday contractor to ascertain the best
approach to mitigate these issues. Staff recommends (1) trenching of existing cords and
(2) purchasing outdoor power cord connector boxes that should provide a good seal to
prevent water intrusion. Staff also directed the contractor to utilize outdoor rated electric
cords at all locations.
Additional Trees Li_qhted
Staff recommends lighting three additional hardwood trees that were too immature to be
included in the program last year. These trees are located in the first median just west
of San Luis Rey (see attached photograph). Adding light features to this location will
enhance the overall program.
New Decor for Hia►hwav 111 Pole Mounted Wreaths
Premier Holiday Design indicates that the current Highway 111 pole mounted wreaths
are in dire need of ornamental enhancements, as many of the original decorative
fixtures have falten off or broken. They feel an update is necessary to match the quality
of the holiday lighting and decor program along EI Paseo. Staff asked the contractor to
enhance one existing wreath and the differences are noted in the attached photograph.
Please note that the lighting is not being changed, just decorative features.
Staff Report-Holiday Lighting Design & Decor Enhancements
July 10, 2014
Page 3 of 3
Fiscal Analvsis
Enhancements Cost Breakdown
ITEM COST
Annual Extended Maintenance of Lights Through April 1S {reoccurring) $3,600
Zip Ties Instead of Staples for One Tree (reoccurring) $1,025
Trenching of Deciduous & Palm Tree Cords (reoccurring) $1,800*
Outdoor Power Cord Protection Connector Boxes (one time cost) $800**
Additional Lights for Three Trees (one time cost) $2,976
Additional Labor for Three Trees (reoccurring) $1,950
New Decor for 48 Double Sided Pole Wreaths (one time cost) $15,600
Labor Credit for One Thin Palm That Was Removed (reoccurring) -$130
TOTAL $27,621
*Not to exceed cost, if less, contractor will issue City a credit if needed
**approximate online estimate for 30 units;however, may be special ordered for less at local retail stores.
The recurring cost for the installation, removal, and storage of new and existing holiday
lighting and decor, per the current contract, does not exceed $76,700 annually.
Approval of staff's recommendation would add an additional $8,245 to the holiday
lighting and decor contract for an annual expenditure of$84,945 through 2018.
The City Council's approval of all enhancements, as outlined in this report, would
require an appropriation from the Unobliqated General Fund in the amount of
$27.621 for FY 2014/15.
Submitted B : CITY COUNCII.AC�ION
APPROVED '� DErTIED
R�CEIVED OTHER
�' ,
Stephen Y. ryan, isk nager AYF,S: ' �� �n/ r �'l��l" / %
NOF,S:
Reviewed: j ABSENT: �'��'
ABSTAIN: t '�
VI;RIFIED I3Y '' �
Original on File with City C� k's Office
Paul S. Gibson, Director of Finance/City Treasurer
Approval:
J n M. Wohlmuth, City Manager
AMENDMENT NO. 1 TO CONTRACT NO. C32980
AMENDMENT NO. 1 TO
CONTRACT NO. C32980
This Amendment No. 1 (this "Amendment") is dated as of July 10,
2014, and is made by and between the City of Palm Desert and Premier Holiday
Design.
RECITALS:
� A. The parties to Contract No. C32980, dated as of July 11 , 2013
(the "Agreement"), desire to amend the Agreement as follows:
NOW, THEREFORE, the City of Palm Desert and Premier Holiday
Design agree as follows:
Section 1. Parties and Date- The City of Palm Desert and Holiday
Lighting Design and Decor entered into Contract No. C32980 on July 11, 2013. The
name of"Holiday Lighting Design and Decor" has been changed to"Premier Holiday
Design". This and any subsequent amendment(s) is with Premier Holiday Design.
Section 3.2 Term-The term of this Agreement shall be from July 11"
2013 throuqh April 15, 2018, unless eartier terminated as provided herein.
Section 3.4 (a) Fees and Pavments: Compensation-Reoccurring
costs for the installation, removal, and storage of new and existing holiday lighting
and decor shall be 84 945 for the 2014/2015 season and shall increase by 8 245
annually thereafter, for the term of this agreement, and shall not exceed $84,945
annuallv, as set forth in Exhibit "A" and subject to an annual budget appropriation
by the Palm Desert City Council.
Exhibit"A"- Premier Holiday Design's "Holiday 2014-2017Amendment
A Proposal" (revised date of June 27, 2014) is made part of the Exhibit "A"
documentation.
ALL TERMS AND CONDITIONS OF THE EXISTING CONTRACT NO.
C32980 DATED JULY 11. 2013. EXCEPT AS MODIFIED, BE THE SAME AND REMAIN
IN FULL FORCE AND EFFECT.
_1_ Version 6/27/14
AMENDMENT NO. 1 TO CONTRACT NO. C32980
IN WITNESS WHEREOF, the undersigned have executed this
Agreement on the date indicated below.
DATE: PREMIER HOLIDAY DESIGN
By:
MARCUS BLUMBERG
Title: PRESIDENT
DATE: CITY OF PALM DESERT
By:
JOHN M. WOHLMUTH
Title:
CITY MANAGER
REVIEWED AS TO FORM:
CITY ATTORNEY
ATTEST:
CITY CLERK
_2_ Version 6/27/14
Premier Holiday Design
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 April 24, 2014
Risk Manager REF: EI Paseo —Amendment A 2014
The City of Palm Desert Final Revised June 27, 2014
73-510 Fred Waring Drive
Palm Desert, CA 92260
Dear Steve,
Thank you for letting Premier Holiday Design the opportunity in being holiday partners for 2014
presentation. This is your requested proposal for zip tie installation for one palm tree, pre prep cords
installations, extended maintenance requested, & new decor for the forty-eight (48) pole wreaths, to
have new decor.
A classy holiday lighting & decor 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
Premier Holiday Design
Holiday 2014 - 2017 Amendment A Proposal - The City of Palm Desert
Holiday 2014 - 2017 Trees 8� Palm Trees
City of Palm Desert
Deciduous Trees 8� Palm Trees
Trees on EI Paseo Center Median
1. Installation of warm white LED 70 mini lights for 1 tree location from Portola to Hwy 111:
Additional labor- $900.00 (Zip Ties�
Total additional labor cost - $900.00 (Includes installation, & removal)
Please note: Lights will be installed with zip ties and not staples.
LED Double Sided Snow Fallinq Tubes
2. Installation of LED Double Sided Snow Falling Tubes for 1 tree location in the center median of EI
Paseo.
Additional labor- $125.00 (One tree - Zip Ties�
Total additional labor cost - $125.00 (Includes installation, maintenance & removal)
Please note: Lights will be installed with zip ties and not staples.
3. Purchase of LED mini lights for three (3) trees on EI Paseo near San Luis Rey, to have lighting on
bark & branches.
Needs per- 32 strands @ $16.00 per
Total needs - 96 strands
Total product cost - $1536.00
Labor per- $400.00
Total labor- $1200.00
Total cost - $2736.00 (Includes installation & take down)
4. Purchase of nine (9) sets of 511 Snow Tube Lights for three (3) trees on EI Paseo near San Luis
Rey.
Needs - 9 sets (5 tubes per set @ $160.00 per
Total product cost - $1440.00
Labor cost per tree - $250.00
Total labor cost - $750.00 (Includes installation & take down)
Total cost - $2190.00
5. Trenching for open tree & palm tree cords where needed.
Cost - Not to exceed $1800.00
6. Maintenance for all lights up from January 15t" - April 15th of each respective years of contract.
Cost - $3600.00 (Annually)
7. Credit for installation of one (1) palm tree, which was removed from Hwy 111.
Labor Credit - $130.00
Total Holiday 2014 Additional Lighting Product & Labor Cost - $11,221.00
Total Holiday 2015 Additional Lighting Labor Cost - $8245.00
Total Holiday 2016 Additional Lighting Labor Cost - $8245.00
Total Holiday 2017 Additional Lighting Labor Cost - $8245.00
Please note: Importance —All trees must be trimmed by October 1St of each respective year.
Palm trees need to be skinned (cleaned) before installation.
Decor Decoratinq For Pole Wreaths
8. Purchase of new decor for forty-eight (48) double-sided 6 ft. wreaths that will be installed on forty-
eight (48) pole lights on Highway 111.
Cost per- $325.00
Total cost - $15,600.00 (Includes new decor)
Total Holiday 2014 Lighting Product, Labor& New decor for Hwy 111 pole wreaths
Cost - $26,821.00
Payment terms for 2014 Amendment A - 60% deposit due August 1St, balance due upon installation.
Please note: Importance
Maintenance:
In the event that any lights need maintenance while installed, Premier Holiday Design will service
replacement of lights within 24 - 48 hours. A staff member will inspect all lighting weekly during the
holiday season.
In the event, over the duration of the five (5) year contract, if any tree lights or any LED lights need
replacement, Premier Holiday Design will submit a written or emailed report to the City of Palm
Desert by June 1 st of each respective year.
Warranties:
New warm white LED mini lights carry a 2-year warranty from the manufacture and Premier Holiday
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 - April 15, 2018)
Premier Holiday Design shall provide routine maintenance and bulb replacements.
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 April15, 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.
Premier Holiday Design 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 - April 15, 2018)
Premier Holiday Design 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
Premier Holiday Design products.
We hope you are pleased and look forward in meeting all your holiday needs in the future.
Sincerely,
Marcus Blumberg
President
Premier Holiday Design
760-601-6517
�f a�r;d,wy L u�.t'����i,�w f,r t�ec,or
A FULL SERVICE HOLIDAY DECOR COMPANY
P.O. Box 4596 Palm Desert, CA 92261
Ph: 760-601-6517 Fax: 760-262-3020
May 27, 2014
Dear friends,
It is our pleasure to announce that effective immediately, Holiday Lighting Design & Decor has
incorporated under the name "Premier Holiday Design". For the past eighteen (18) years, Holiday
Lighting Design & Decor has built many special relationships. Our mission to bring the cutting edge in
holiday lighting & decor has not changed. We will strive to give you, "the client" the best of the best in
product development, quality products & customer service.
Effective immediately, all current contracts, future invoices and any correspondence will be directed
to "Premier Holiday Design". Nothing has changed in reference to our leadership team, location,
phone &fax numbers, or customer service.
Premier Holiday Design is excited about our growth and visions shared. Our distinctive & elite client
base are valued and appreciated. PHD will strive in continuing to be a leader in the newest lighting
products (LED) and quality decor applications for our treasured clients.
If you have any questions, please feel free in reaching out to me.
Best Regards,
Marcus Blumberg
President
Premier Holiday Design
760-601-6517
P.S. If you would be kind enough to forward this letter to your accounting department and have them
fax a new W9, we will be more than happy to send the information back to them or you, upon your
request.
Page 1 of 1
�f a�;d,a y L u�-i�.t'w����i�-w� �eca-�
A FULL SERVICE HOLIDAY DECOR COMPANY
P.O. Box 4596 Palm Desert, CA 92261
Ph: 760-601-6517 Fax: 760-262-3020
May 27, 2014
Dear friends,
It is our pleasure to announce that effective immediately, Holiday Lighting Design & Decor has
incorporated under the name "Premier Holiday Design". For the past eighteen (18) years, Holiday
Lighting Design & Decor has built many special relationships. Our mission to bring the cutting edge in
holiday lighting & decor has not changed. We will strive to give you, "the client" the best of the best in
product development, quality products & customer service.
Effective immediately, all current contracts, future invoices and any correspondence will be directed
to "Premier Holiday Design". Nothing has changed in reference to our leadership team, location,
phone & fax numbers, or customer service.
Premier Holiday Design is excited about our growth and visions shared. Our distinctive & elite client
base are valued and appreciated. PHD will strive in continuing to be a leader in the newest lighting
products (LED) and quality decor applications for our treasured clients.
If you have any questions, please feel free in reaching out to me.
Best Regards,
Marcus Blumberg
President
Premier Holiday Design
760-601-6517
P.S. If you would be kind enough to forward this letter to your accounting department and have them
fax a new W9, we will be more than happy to send the information back to them or you, upon your
request.
Page 1 of 1