HomeMy WebLinkAbout2017-09-12 - AGENDA REPORTS - MAIN ST HOLIDAY DECORATION PGM (2)Agenda Item• 4
CITY OF SANTA CLARITA
Q;" AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL: al
DATE:
September 12, 2017
SUBJECT:
MAIN STREET HOLIDAY DECORATION PROGRAM
DEPARTMENT:
City Manager's Office
PRESENTER:
Jennifer Del Toro
RECOMMENDED ACTION
City Council:
1. Award a two-year contract to Mobile Illumination to provide contractual services for the
Mann Street Holiday Decoration Program in the annual amount of $80,000, and authorize an
annual contingency of $20,000 to address the maintenance and management of tree lighting
for this seasonal program and year-round, for a total two-year amount not to exceed
$200,000.
2. Authorize the City Manager or designee to execute up to three (3) additional one-year
renewal options beg nming in year three, not to exceed the annual contract amount, inclusive
of contingency of $100,000 annually.
3. Authorize the City Manager or designee to execute all documents, subject to City Attorney
approval.
BACKGROUND
Im 2013, the City Council implemented the Main Street Holiday Decoration Program in an effort
to create a unique holiday destination for families and help attract shoppers to Old Town
Newhall. The prom encompasses the annual Light Up Mahn Street event, which includes
photo opportunities with Santa Claus and Mrs. Claus, live music, and food vendors for a holiday
block party feel in Newhall. The program has been a tremendous success, with the annual Light
Up Mahn Street event attracting over 5,000 attendees in each of the past two years.
On June lb, 2017, the City of Santa Clarita (City) released am invitation to bid for the Mahn
Street Holiday Decoration Program. The invitation to bid was posted arz Planet Bids; a notice
was sent to 44 registered vendors; and 11 vendors downloaded the bid documents. The City's
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Clerk and Contract Services Division received two timely responses which were opened on July
19, 2017. The results of the bids are listed as follows.
Vendor
Mobile Illumination
Christmas Decor by Kaylor Landscape, Inc.
Location Bid
Chatsworth, CA 580,000
Porterville, CA 580.000
Bid responses were objectively rated by a committee made up of five City staff members.
Responses were evaluated on the following criteria. creativity, references, experience, and cost
of services. Each rater scored the proposals independently, followed by the committee meeting
as a group to discuss findings.
Based upon evaluation criteria, the committee has identified Mobile Illumination as the
recommended vendor which best meets the City's needs. Mobile Illumination is recommended
due to their comparable experience and the quality/cost of their proposal. in addition to serving
as the City's vendor during the previous four holiday seasons, Mobile Illumination has provided
comparable holiday lighting services for municipalities such as, the City of Los Angeles, the City
of Burbank. and commercial entities located it Glendale. Westlake. and Calabasas.
PROPOSED DECORATIONS
The Downtown Newhall Ad Hoe Subcommittee, consisting of Mayor Pro Tenn Weste and
Councilmennber Kellar, met on August 29, 2017, to review Main Street Holiday Decoration
Program proposals and discuss holiday decoration options presented by Mobile Illumination for
this year's program.
The following core elements of the program are proposed to remain unchanged and will include.
• 23 -foot tall, lit and decorated Christmas tree it front of the Maui Street entrance to the
Old Town Newhall Library
• Overhead skyline with 30 -foot wide "Season's Greetings" sign located at Main Street and
Market Street
• Overhead skyline with 30 -foot wide Santa, sleigh, and deer set located near Main Street
and 9`' Street
• Consistent with years past, the trees along Main Street between Lyons Avenue and 6th
Street are proposed to be lit with lights loosely wrapped around the trunks of the trees to
match existing canopy lights maintained year-round
PROPOSED SCHEDULE
The decorations are proposed to be installed it a manner and time frame consistent to years past,
with most of the work being completed at night as outlined it the schedule below.
October 30 - November 17. 2017 - Installation
November 18, 2017 - Holiday lighting event
November - December 2017 - Lighting will be turned on each evening from 5.00 - 11.00 pan.
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January 2018 - Christmas tree, skyline, and additional decoration are removed (year-round
lighting will remain in the canopies of trees along Mahn Street.)
ALTERNATIVE ACTION
Other action as determined by the City Council.
FISCAL IMPACT
Adequate funds to support this proposed contract are available in the following expenditure
accounts. $80.000 from account 11500-5161.002 and $20.000 from account 12551-5161.001
(LMD Zone 28). The City Council previously approved and appropriated these funds as part of
the Fiscal Year 2017-18 budget process.
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