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Home My WebLink AboutItem 10d - 2020 Downtown Arcadia Holiday Decorations DATE: October 20, 2020 TO: Honorable Mayor and City Council FROM: Dominic Lazzaretto, City Manager By: Mary Buttice, Executive Assistant SUBJECT: PROFESSIONAL SERVICES AGREEMENT WITH TROVAO AND ASSOCIATES, INC. DBA THE CHRISTMAS LIGHT GUY COMPANY TO PROVIDE HOLIDAY DECORATIONS FOR THE 2020 HOLIDAY SEASON IN THE AMOUNT OF $39,700 Recommendation: Approve SUMMARY For the past 12 years, the City has contracted with a vendor to install holiday decorations on Huntington Drive between Santa Clara Street and Fifth Avenue, and more recently at the Transit Plaza, and on First Avenue between Santa Clara Street and California Street. For the past eight years, the City has contracted with The Christmas Light Guy Company and has been very pleased with their service, quality of work, creativity, professionalism, and responsiveness. The Christmas Light Guy Company was selected as the preferred vendor for this project due to their previous track record of success, customizing decorations to fit with the City’s electrical capacity, including proposed decoration and lighting of 16 trees on First Avenue, as well as fully decorating the main tree at the Arcadia Transit Plaza, where the annual Christmas Tree Lighting event usually takes place. In addition, the firm agreed to lower their price by several thousand dollars to show their strong commitment to Arcadia. Therefore, it is recommended that the City Council approve, and authorize, and direct the City Manager to execute a Professional Services Agreement with Trovao and Associates, Inc., DBA The Christmas Light Guy Company to provide, install, maintain, and remove holiday decorations for the 2020 holiday season in the amount of $39,700. DISCUSSION A Request for Proposals (“RFP”) was submitted on July 14, 2020. Four vendors were contacted and asked to provide their professional knowledge and creative design options 2020 Downtown Arcadia Holiday Decorations October 20, 2020 Page 2 of 3 available within the budgeted amount of $45,000 for FY 2020-21. Proposals were due on September 17, 2020. The City received three responses, with two vendors submitting proposals. Firm Bid Amount Dekra-Lite $39,418.89 The Christmas Light Guy Co. $42,991.00 Display Sales No bid Exterior Products No bid After reviewing the proposals received, the City compared the two proposals and found that the Dekra-Lite proposal did not include lighting features for the 16 trees on First Ave, between Santa Clara and California Streets. Although they were not lowest bidder, staff contacted Trovao and Associates, Inc. DBA The Christmas Light Guy Company to see if their pricing could be reduced. As a result, they agreed to lower their price to $39,700, or roughly $282 more than Dekra-Lite. Due to their complete and responsive proposal, extensive experience, creativity, past excellent customer service, and quality of the program they developed for the City of Arcadia in previous years, it is recommended that Trovao and Associates, Inc. DBA The Christmas Light Guy Company be selected. Their proposal includes decoration of over 20 City trees, including the large 40-foot tree at the Transit Plaza that is designated as the Christmas tree for the annual Christmas Tree Lighting event. The other vendor did not include decorations on trees on First Avenue between Santa Clara Street and California Street. The proposal by Trovao and Associates, Inc. DBC Christmas Tree Light Guy Company is inclusive of installation of holiday decorations as follows: Huntington Drive between Santa Clara Street and Fifth Avenue: • 14” (wide) x 20’ (long) pre-lit garland with LED C6 warm white lights installed on 98 decorative light poles. Garland will wrap around the full length of the poles from top to bottom (end 2 ft. from ground). Two 18” red bows will be installed on top of each pole. Current City banners will remain on decorative light poles. See Figure 1 attached. • Decorations for two monuments at Huntington Drive and Fifth Avenue to include 4 oversized 24” stacked glitter ball ornaments (in colors of choice) to sit on a snow- covered custom-made platform atop each monument with illuminated snowflakes placed on monument sides. OR two 8 -foot 3D LED Illuminated Metal Star Displays with illuminated snowflakes placed on monument sides for two monuments at Huntington Drive and Fifth Avenue. LED spotlights will shine on decorations. See Figure 2a and 2b attached. 2020 Downtown Arcadia Holiday Decorations October 20, 2020 Page 2 of 3 • Custom light and prop display on top of monument at Huntington Drive and Santa Clara Street to include scene with customized and updated gingerbread house, with 2 gingerbread snowflake displays on each side of monument. See Figure 3 attached. • One 40-foot triple wreath skyline illuminated banner to hang across Huntington Drive near First Avenue. See Figure 4 attached. First Avenue between Santa Clara Street and California Street: • 14” (wide) x 20” (long) pre-lit garland with LED C6 white lights installed on 37 decorative poles. Garland will wrap around the full length of the poles from top to bottom (end 2 ft. from ground). Two 18” red bows will be installed on top of each pole. Current City banners will remain on decorative light poles. See Figure 1 attached. • Trunks and branches of 16 trees located on First Avenue wrapped with LED mini warm white lights. Arcadia Station Transit Plaza: • 14” (wide) x 20” (long) pre-lit garland with LED C6 warm white lights installed on 7 decorative poles. Garland will wrap around the full length of the poles from top to bottom (end 2 ft. from ground). Two 18” red bows will be installed on top of each pole. Current City banners will remain on decorative light poles. See Figure 1 attached. • 14” (wide) x 20” (long) garland installed on 5 decorative light poles located in plaza. Garland will wrap around the full length of the poles from top to bottom (end 2 feet from ground). Two 18” red bows will be installed on top of each pole and garland will be fully decorated with ball ornaments in candy cane color scheme. See Figure 4 attached. • Trunks and branches of 3 trees located in plaza wrapped with LED warm white mini lights. • Small trees located in plaza decorated with multi sized ball ornaments in candy cane color scheme to match main tree decorations and pole mounts. • Main large tree located in corner of plaza completely decorated in traditional Christmas decorations to include cluster meteor lights, LED mini white warm lights, bows, and ornaments. LED Star Topper will be installed on top of tree. See Figure 6 attached. 2020 Downtown Arcadia Holiday Decorations October 20, 2020 Page 2 of 3 • One 10-foot 3D Illuminated Metal Star display placed on top of stairs in Transit Plaza, located to be visible from Metro train passengers and others passing by. See Figure 7 attached. The visual impact of the design will be effective during the day and night. The gingerbread house and holiday theme on Huntington Drive, and the winter wonderland and candy cane theme on First Avenue are universal in appeal and will create a festive look for the community to enjoy. The Transit Plaza and Christmas tree will be decorated with traditionally themed decorations that will fit in with the surrounding historic Downtown District. All lights and displays will be LED. The timeframe for installation is during the period of November 27-30 and decorations will be removed shortly after January 1, 2021. The Christmas Light Guy Company will inspect and maintain decorations on a weekly basis and respond to any service call within 24 hours and/or the same day. Additional materials can be purchased and/or leased as requested. ENVIRONMENTAL IMPACT The proposed action does not constitute a project under the California Environmental Quality Act (“CEQA”), and it can be seen with certainty that it will have no impact on the environment. Thus, this matter is exempt under CEQA. FISCAL IMPACT Funds in the amount of $45,000 for Fiscal Year 2020-2021 have been budgeted in the City Manager’s Office budget for the holiday decorations in the downtown area and at the Transit Plaza. RECOMMENDATION It is recommended that the City Council determine that this action does not constitute a project and is therefore, exempt under, the California Environmental Quality Act (“CEQA”); and approve, authorize, and direct the City Manager to execute a Professional Services Agreement with Trovao and Associates, Inc. DBA The Christmas Light Guy Company to provide holiday decorations for the 2020 Holiday Season in the amount of $39,700. Attachments: Proposed Professional Services Agreement The Christmas Light Guy Company Proposal