AGENDA ITEM
TO: HONORABLE MAYOR
AND MEMBERS OF THE CITY COUNCIL
FROM: CARLO TOMAINO
CITY MANAGER
BY: YVETTE E. AGUILAR
PARKS, RECREATION, AND LIBRARY SERVICES DIRECTOR
SUBJECT:
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AGREEMENT WITH CLIPA, DBA CELEBRATION STUDIOS, FOR THE INSTALLATION, MAINTENANCE, REMOVAL AND STORAGE SERVICES OF OUTDOOR HOLIDAY DECORATIONS AND LIGHTS
summary
Summary:
The City is celebrating 100 years of incorporation this year. To commemorate this milestone, the City Council created the Centennial Celebration Committee (Committee) in January 2022 to plan and organize various events and festivities throughout the 2024 calendar year. To conclude the year’s celebrations, the Committee plans to enhance the City’s annual Tree Lighting Ceremony in November 2024 with an outdoor holiday lights and decoration display, celebrating the holiday season through the end of the year.
In January 2024, the City Council expressed support for this endeavor. On May 9, 2024, staff issued a Request for Proposal for Outdoor Holiday Decorations and Lights installation, maintenance, removal and storage services; the City received six proposals. After reviewing all submissions, the City Council will consider entering into a an agreement with CLIPA, a Limited Liability Corporation, DBA Celebration Holiday Studio.
Strategic Plan Goal(s):
Goal No. 1: Financial Stability: Ensure the City’s long-term financial stability and resilience.
Goal No. 5: High-Functioning Government: Strengthen internal communication, recruitment, retention, systems, and processes to increase the effectiveness and efficiency of City Services.
recommendation
Recommendations:
1. Authorize the City Manager to enter into a Professional Services Agreement, with three additional one-year extensions, with CLIPA, LLC DBA Celebration Holiday Studio to provide the installation, maintenance, removal and storage of outdoor holiday decorations and lights, for a not-to-exceed amount of $91,000 annually, in a form approved by the City Attorney.
2. Authorize a standard contingency of 10% ($9,100) and up to a 180-day term extension pursuant to the City’s Purchasing and Contracting Guidelines.
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Fiscal Impact:
Funding for the proposed outdoor holiday decorations and lights installation, maintenance, removal, and storage services is included in the FY 2024-25 Parks, Recreation, and Library Services budget under the Historical Preservation Account No. 100-82-5470.
Background:
The City of Signal Hill is celebrating 100th year of incorporation in 2024. In January 2022, the City Council appointed the Centennial Celebration Committee (Committee), which includes two City Council members, and one representative each from the Planning and Parks and Recreation Commissions. The Committee has been meeting since early 2023 to plan, organize, and map out the festivities throughout the year.
In January 2024, staff presented the proposed scope of activities and events to celebrate the City’s centennial. The City Council was supportive of the outlined activities, provided that sponsorship funds offset the cost of any activities not covered by the budget. Since December 2023, sponsorship funds have exceeded the fundraising goal of $150,000, with more than $177,000 in sponsorship commitments.
Request for Proposals (RFP)
On May 9, 2024, the City released an RFP for Outdoor Holiday Decorations and Lights Installation, Maintenance, Removal and Storage Services, with proposals due by May 29, 2024 (Attachment A). An optional pre-bid meeting was held on May 22, 2024, in advance of the proposal due date. The City received, reviewed, and evaluated a total of six proposals. The City posted the Notice of the RFP (Attachment B) in accordance with Signal Hill Municipal Code Section 1.08.010 on the City’s website at least 10 calendar days prior to the closing. The scope of work identified for the RFP included the following:
• Provision, design, installation, maintenance, removal, packaging, storage, and transport of all seasonal lighting features and vendor-owned decorations.
• All necessary personnel, transportation, equipment, and materials to perform the described services.
• Storage for lighting and decorations during the terms of this Agreement. All lighting and decorations remain at the property of the vendor.
• All related maintenance to ensure the display is operating as intended.
• Personnel available to guarantee next day service, including weekends, for repair or replacement of damaged lights and/or decorations. The vendor must respond to the designated City contact within 24 hours of call and be on-site within that time for service.
• Next-day service to repair and replace damaged lights and extension cords shall be for any reason, including, but not limited to, damage from vandalism, weather or other acts of God.
• Repair or replace lights at no cost to the City for lights and extension cords that contain a manufacturer’s defect or are improperly installed.
• Obtain and/or maintain any necessary licenses or permits required from Local, State and Federal agencies, and provide copies of all such licenses and permits to the City of Signal Hill.
• The vendor shall notify the City should it become apparent that tree trimming is necessary for any reason.
• Automatic timers for lights except as discussed with the City; timers are to be set in accordance with the City’s current light schedules.
• Vendor shall maintain the display from Monday, November 11, 2024, through Monday, January 6, 2025.
• Removal of lights beginning Monday January 6, 2025, but must complete removal no later than Friday, January 10, 2025.
• Disposal of debris and leaving the areas clean and back to their original state of cleanliness or better.
Analysis:
The City issued an RFP to select the lowest, responsible, and most qualified vendor to provide installation, maintenance, removal and storage of holiday decorations and lights. Staff formed a Selection Committee comprised of three representatives, including the Parks, Recreation, and Library Services Management Assistant, Public Works Contracts Manager, and Public Works Maintenance Supervisor. The Selection Committee conducted a two-tier review process that assessed the qualifications of all submitted proposals; the following six bidders advanced in the process:
1. St. Nick’s Christmas Lighting & Décor
2. Polar Bear Lighting
3. Dekra-Lite
4. CLIPA, LLC DBA Celebration Holiday Studio
5. Brite Nites Incorporated
6. BrightLife Designs, LLC
The first round of review involved a comprehensive evaluation of all qualified proposals. The second round of review included virtual interviews. The Selection Committee evaluated the proposals based on the criteria outlined in the RFP, listed on the following page.
Following the virtual interviews with each bidder, the Selection Committee determined that CLIPA, a Limited Liability Corporation, DBA Celebration Holiday Studio (CLIPA), was the most qualified, responsible, and cost-effective bidder to provide outdoor holiday decorations and lights with installation, maintenance, removal and storage services. Staff summarized the Selection Committee’s rankings in the table below:
CLIPA’s proposal demonstrated its ability to provide services to the City based on the criteria in the RFP and demonstrated to the City Selection Committee its ability to perform the work professionally (Attachment C). Additionally, CLIPA provided the City with realistic capabilities based on existing infrastructure, offering recommendations and demonstrated alternate recommendations that would work best to comply with the requirements of the RFP, enabling the City’s vision to be implemented.
CLIPA also offered the most inclusive package that best captured the intent of the RFP and demonstrated its attempt to best satisfy all the criteria and requests contained in the scope of work. To stay within budget, some bidders chose to limit the proposed options to meet pricing, while CLIPA demonstrated more flexibility by proposing a fee schedule that will maximize the number of features offered in a comprehensive package.
As part of the RFP requirements, CLIPA commits to delivering the following for a lumpsum of $60,000:
• 360-degree roofline lighting on the Signal Hill Police Department, Signal Hill Park, Youth and Community Center, Signal Hill Public Library and City Hall buildings.
• Wrap 23 tree trunks in lights in addition to canopy lighting.
• Install 11 medium and large decorations to be placed at Signal Hill Park
• Install a 20-foot tree with a tree topper to be used as the City’s official holiday tree and wrap 23 tree trunks in lights along the Cherry Avenue medians.
• CLIPA will have an account executive, one crew lead, one maintenance crew lead, and six installers dedicated to Signal Hill, as well as 25 full-time employees that are able to provide on-site support and maintenance throughout the holiday season.
• CLIPA also commits to have at least one staff present for the City’s Tree Lighting Ceremony on November 20, 2024.
Staff originally estimated the cost of this project to be $100,000 and budgeted accordingly. CLIPA has committed to providing the above services for a lumpsum amount of $60,000. However, as the project develops the additional $31,000 and 10% contingency will allow for additional features and lighting to be added to enhance the various public facilities to capture the fully intended effect of the light display if necessary.
Future fiscal year budget allocations for this project will be brought before City Council for consideration. Should the City Council approve funding for the project in future fiscal year’s, the optional one-year extension will be executed; however, if City Council does not approve funding for this project in future years, the contract will not be executed and there will be no fiscal impact beyond the first year’s budget allocation.
Subject to City Council approval of the proposed agreement (Attachment D), staff would begin working with CLIPA to plan specific elements of design and installation related to the holiday decorations and lights for the holiday season.
Reviewed for Fiscal Impact:
_________________________
Sharon del Rosario
Attachments:
A. Request for Proposals
B. Notice Inviting Proposals
C. CLIPA, LLC DBA Holiday Celebration Studio Proposal
D. Professional Services Agreement and Exhibits