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HomeMy WebLinkAbout2013-09-24 - AGENDA REPORTS - OLD TOWN NEWHALL HOLIDAY DECORNEW BUSINESS DATE: SUBJECT: DEPARTMENT: Agenda Item• 8 CITY OF SANTA CLARITA AGENDA REPORT City Manager Approval: Item to be presented by: September 24, 2013 Armin Chaparyan OLD TOWN NEWHALL HOLIDAY DECOR City Manager's Office RECOMMENDED ACTION City Council: 1. Review and approve the project specifications for the Old Town Newhall Holiday Decor program; 2. Award a one-year contract with two one-year renewal options to Mobile Illumination in the amount of $95,000; 3. Transfer $80,000 from the Contingency Account 19300-5401.001 to the Communications Account 11500-5161.001; 4. Authorize the City Manager or designee to execute all necessary documents subject to the approval of the City Attorney; and 5. Authorize the City Manager or designee to modify all documents to contract with the next lowest and/or qualified bidder/proposer in the event the awardee is unable to fulfill its obligations or perform, subject to City Attorney final document approval, contingent upon the appropriation of funds by the City Council in the annual budget for such fiscal year. BACKGROUND At the February 26, 2013, City Council meeting, the City Council directed staff to place an item on the agenda to discuss an Old Town Newhall Holiday Decor program. The goal is to create a holiday illuminated Main Street that would create a unique holiday destination and help attract shoppers to Old Town Newhall. An invitation to bid was posted on Planet Bid on June 4, 2013, and the notification was sent to 365 vendors in the holiday and decor categories. The application was downloaded by 19 vendors and four vendors responded. Responses were received from: AFFROVEN Company Location Dekra-Lite Santa Ana, CA Utopia Entertainment Studio City, CA Mobile Illumination Chatsworth, CA Allstar Group San Diego CA Staff interviewed two vendors, Dekra-Lite and Mobile Illumination, and discussed specific options. Both vendors were asked to fine tune their proposals and identify the most cost-effective holiday display. After extensive review, Mobile Illumination was selected based on their experience, quality of proposal, and their reputation. Mobile Illumination has completed large projects for communities such as the City of Beverly Hills, Santa Monica's Third Street Promenade, the Queen Mary in Long Beach and Pershing Square in Downtown Los Angeles. On September 10, 2013, staff presented the options to the Downtown Newhall Specific Plan Council Ad Hoc Subcommittee. The key components of this project include: a 23-foot lit and decorated Christmas tree at the Library; a heavy concentration of lights on Main Street including brightly lit street trees, trunks and canopies; and two eye-catching skylines. The overhead skylines will be displayed from one side of the street to the other, resembling an arch. The first skyline will read, "Season's Greetings," and the other will include a three-dimensional Santa Claus and reindeer flying over Main Street. If the vendor is unable to secure Santa and his reindeer over Main Street, a skyline with multi -sized lit Christmas trees with two dimensional boxed presents will be installed. In addition, the City's existing banner company, Triple A, has offered to print and hang 16 complimentary holiday banners on Southern California Edison street poles along Main Street. During the past two holiday seasons the City's Landscape Maintenance District has funded the installation of twinkle lights in the trees along Main Street at an annual reoccurring cost of $20,000. To centralize all holiday decoration efforts, staff recommends utilizing existing LMD Zone 28 base budget monies to fund a portion of the proposed contract with Mobile Illumination. Additionally, Henry Mayo Newhall Memorial Hospital has agreed to participate as a sponsor for the Christmas tree in front of the library and the SCV Auto Dealers Association has agreed to be a sponsor of the Main Street decor. From the proposed budget of $100,000 for the total project, City staff has reserved $5,000 for security services. The City's existing security company will work in conjunction with the Sheriff s Department to monitor the decorations. Additionally, the vendor has agreed to supply an adequate amount of liability insurance and name the City as an additional insured. The Old Town Newhall Association (OTNA) and Newhall merchants anticipate the Holiday Decor program will attract additional patrons and energy to Downtown Newhall. The merchants are seeking ways to coordinate their holiday events with the City's decor program. City staff is also seeking sponsors from the local business community for the program. ALTERNATIVE ACTIONS Other actions as determined by the City Council. is FISCAL IMPACT Staff is recommending a total project budget of $100,000. Funding to support this project would include a one-time transfer of $80,000 from the Contingency Account 19300-5401.001 to the Communications Account 11500-5161.001, and $20,000 in LMD Zone 28 funds previously appropriated by the City Council during the Fiscal Year 2013-2014 annual budget process. Any potential sponsorships generated by the local business community will reduce project costs borne by the Contingency fund. ATTACHMENTS Landscape Maintenance District Zone 28 Map Mobile Illumination Proposal Proposed Main Street Holiday Decorations Mobile Illumination Draft Contract available in City Clerk's Reading File 3 City of Santa Clarita Landscape Maintenance District No. 1 Zone 28 e o, ay 5 1 4 Legend jBoundary or zone za _ zone 28 Ast"Aii v W+ F '� Renyvi •1'a�ov� Bad F w�? eo—. , Contract # 13-00354 September 16, 2013 "PROPOSAL" Page 1 of 4 Work Program All work outlined will be completed by Mobile Illumination directly and overseen by experienced Holiday Decor specialists on staff. The General lighting aspect of the project will be installed first, followed by the installation of the decor items. The process of installing the lights is a time consuming task because it typically includes trouble shooting the electrical system. As a result, the lighting aspects of the the project should be installed as early as possible to ensure enough time to work through unforseen issues prior to the start of the Holiday Season. Our sequence of work activities is as follows: 1. October 13-25, 2013: Installation of all lighting aspects of the project at night to ensure we do not interupt regular business hours Dependencies: a) Outlets must be checked by City prior to commencement b) Timers must be set to turn power on from 10p-7a c) Tree trimming must be completed 2. October 25 — October 31, 2013: Electical review, Electrical Status Update (ESU) submitted to City, and adjustments to original electrical layout if needed Dependencies: MI to perform preliminary walk-thru 3. Nov 1-7, 2013: Installation of all Decor items (keep in mind that most Retailers will already be doing their Holiday decorating in an effort to encourage Holiday shopping. This will ensure all decorations and lighting are installed and completed prior to the November 9ch deadline. Dependencies: Contract signed and PO placed ASAP to ensure availability of seasonal items 4. Nov 8, 2013: Project Walk-thru Dependencies: None additional 5. Nov 9, 2013: Lights turned on Dependencies: a) Address any open items from Project Walk-thru b) MI to perform final walk-thru 1 Company Proprietary MOBILE ILLUMINATION 5 Contract # 13-00354 September 16, 2013 "PROPOSAL" Page 2 of 4 6. Nov. 9, 2013 —January 2, 2014: Continual Maintenance checks to ensure the decor and lighting aspects of the project are in proper working condition. Routine repairs are done free of charge and immediately upon inspection. Repair reports will be delivered as needed. Damaged or vandalized decor items that need to be replaced will be subject to availability and will have delivery times/costs associated with them. Dependencies: None additional 7. January 2-6, 2014: Removal of all Decor items Dependencies: None additional 8. January 2-20, 2014: Removal of all Lighting items Dependencies: Focus will be on removal of Decor items first 9. January 30, 2014: Final wrap-up summary delivered documenting repairs, areas of improvement, and other recommendations. Dependencies: MI to hold internal summary meetings with all involved personnel Dependencies: 1) All tree trimming should be completed prior to October 1, 2013. 2) All power outlets need to be tested and turned on prior to our installation. Sometimes City outlets are controlled by timers or turned off for long periods of time. The outlets discussed in the RFP should be turned on each night to allow our team to see the illluminated designs as we are working our graveyard shifts. Ideally, lighting will be on City timers and set to come on from 10p-7am each night. All lighing aspects of the project must be completed prior to being able to provide the City with our ESU Report. 3) Local businesses should be notified of the schedule and offered a contact name and number should concerns arise. 4) Custom items require 6-8 week lead times for fabrication. Non -custom items are subject availability. The earlier a PO is placed, the more likely it will be the item is in stock. Once items are out of stock for the season, they will be unavailable until the following season subject to the same availability constraints. 2 Company Proprietary QDMOBILE #ILLUJIXX TION E Contract # 13-00354 September 16, 2013 "PROPOSAL" Page 3 of 4 Item description I year Contract 2311 tall, fully decorated Library Feature Tree with 900 Warm White C7 LED bulbs to avoid confusion with traffic signal colors. Product is made from 60%recycled $22,150 steel and is 90% recyclable. Decorations throughout the tree will be beautiful ornamentations to tie in the Candy Cane Theme. Loosely trunk wrap main trunk and loosely decorate the canopy of 46 Sycamore trees with Warm White LED mini lights. Each tree will have an average of 12-14 strands of lights. Our strands are a custom design with 100 LED bulbs per strand whereas most companies have $23,220 50 LED bulbs per strand. Each tree will average of 1,200-1,400 bulbs. The number of bulbs is the determinant of the overall look, not the number of strands because the number of bulbs per strand can vary by manufacturer. Loosely trunk wrap main trunk and loosely decorate the canopy of 51 Mesquite Trees along storefronts with Warm White LED mini lights. Each tree will have an average of 7-9 strands of lights. Our strands are a custom design with 100 LED bulbs per strand whereas $16,770 most companies have 50 LED bulbs per strand. Each tree will average of 700-900 bulbs. The number of bulbs is the determinant of the overall look, not the number of strands because the number of bulbs per strand can vary by manufacturer. Overhead Skyline with 30ft wide "Season's Greetings" sign hung over the street corner to draw attention along the entire distance of the Old Town District. Skyline will be attached to temporary trussing that will span over the street at Main St and Market St, maintain a minimum 16.511 height clearance, and be secured by counter weights (no drilling or guy wires needed). Design will $16,430 include a cluster of beautiful artificial Christmas trees (various sizes) over the street and create a stunning backdrop to the "Season's Greetings" sign. Old Western Style Water Barrels will provide the counter weight for the trussing as shown below. Beautiful Poinsettias will complete the design for the base of the structure. 3 Company Proprietary is CLUMI OBILE NATION Contract # 13-00354 September 16, 2013 "PROPOSAL" Page 4 of 4 Second Skyline will be attached to temporary trussing that will span over the street near Main St and 9th, maintain a minimum 16.5ft height clearance, and be secured by counter weights (no drilling or guy wires needed). Design will incorporate a life-size Santa Claus, Sleigh and Reindeer, or a cluster of beautiful artificial Christmas trees (various sizes) over the street. Along the $16,430 base of the Christmas trees will be decorated presents and gift boxes to create a festive Holiday Spirit. Old Western Style Water Barrels will provide the counter weight for the trussing as shown below. Beautiful Poinsettias will complete the design for the base of the structure. 4 Company Proprietary TOTAL: 0 MOBILE +ILLUMINATION I Main Street Holiday Decorations • Main Street tree lighting • 97 Trees, Warm white LED, Trunk & Canopy • 23' Christmas Tree at Library • Fully decorated Library Feature Tree with 900 Warm White C7 LED bulbs • Skyline over Main Street • "Seasons Greetings and Trees" Skyline over Main Street • "Santa and Reindeer" Tree Lighting 04 ♦ R, ti� 1• '' a ' .' � � � ' � R � 1 • • � �* • • • � � f • � � wi . . " • � . � � � • . � • • • • • � � . • � � • � � � � � � • •• ♦ � � � , . ' � •„ • . � . . Skyline #1 Decorations Lighted trees Lighted "Seasons Greetings" Barrels Poinsettias GI: Skyline #2 Decorations Santa w/ Sleigh and Reindeer Barrels Poinsettias September 16, 2013 Jason Zdenek Mobile Illumination 21817 Plummer Street, Ste C Chatsworth, C A 91311 Letter of Agreement Contract No 13-00354 Dear Mr. Zdenek: The City of Santa Clarita ("City") would like to enter into a letter of agreement ("Agreement") with Mobile Illumination ("Consultant") for Oldtown Newhall Holiday Decorations. 1. Scope of Work Consultant's proposal submitted on September 16, 2013, ("Proposal"), is attached hereto and incorporated herein by reference. Consultant is responsible for the completion of tasks and subtasks that are addressed in the Proposal and/or amendments to Agreement. 2. Compensation The City agrees to compensate Consultant for services rendered based on a flat rate of $95,000. The total cost of Agreement shall not exceed $95,000. This amount represents the total compensation to be paid to Consultant by City for all work to be done by Consultant, including all allowable costs. 3. Time Schedule The schedule of work to be completed by Consultant includes delivery of work products or services discussed in Scope of Work identified in the Proposal. Work should be completed in accordance with the final time schedule by Consultant and agreed to by City. This is a 1-year agreement and the City has a two (2) additional one (1) year renewal options. 4. Indemnification CONSULTANT agrees to indemnify and hold City harmless from and against any claim, action, damages, costs (including, without limitation, attorney's fees), injuries, or liability, arising out of the performance of this Agreement by Consultant. Should City be named in any suit, or should any claim be brought against it by suit or otherwise, arising out of performance by Consultant of services rendered pursuant to this Agreement, Consultant will defend City (at City request and with counsel satisfactory to City) and will indemnify City for any judgment rendered against it or any sums paid out in settlement or costs incurred in defense otherwise. 5. Insurance A. General Insurance Requirements 1. All insurance shall be primary insurance and shall name City of Santa Revised 1/2012 Page 1 of 5 Clarita as an additional insured. The naming of an additional insured shall not affect any recovery to which such additional insured would be entitled under the policy if not named as an additional insured, and an additional insured shall not be held liable for any premium or expense of any nature on the policy or any extension thereof solely because they are an additional insured thereon. 2. If the operation under this Agreement results in an increased or decreased risk in the opinion of the City's Risk Administrator, then Consultant agrees that the minimum limits hereinabove designated shall be changed accordingly upon written request by the Risk Administrator. 3. Consultant agrees that provisions of this paragraph as to maintenance of insurance shall not be construed as limiting in any way the extent to which Consultant may be held responsible for the payment of damages to persons or property resulting from Consultant's activities, the activities of its subconsultants, or the activities of any person or persons for which Consultant is otherwise responsible. 4. A Certificate of Insurance, and an additional insured endorsement (for general and automobile liability), evidencing the above insurance coverage with a company acceptable to the City's Risk Administrator shall be submitted to City prior to execution of this Agreement on behalf of the City. 5. The terms of the insurance policy or policies issued to provide the above insurance coverage shall provide that said insurance may not be amended or canceled by the carrier, for nonpayment of premiums otherwise, without 30 days prior written notice of amendment or cancellation to City. In the event the said insurance is canceled, Consultant shall, prior to the cancellation date, submit new evidence of insurance in the amounts heretofore established. 6. All required insurance must be in effect prior to awarding the contract. and it or a successor policy must be in effect for the duration of the contract. Maintenance of proper insurance coverage is a material element of the Agreement, and the failure to maintain and renew coverage or to provide evidence of renewal may be treated by the City as a material breach of contract. If Consultant, at any time during the term of this Agreement, should fail to secure or maintain any insurance required under this Agreement, City shall be permitted to obtain such insurance in Consultant's name and shall be compensated by Consultant for the cost of the insurance premiums. 7. Should CONTRACTOR, for any reason, fail to obtain and maintain the insurance required by this Agreement, City may obtain coverage at CONTARCTOR'S expense and deduct the cost of such insurance from payments due to CONTRACTOR under this Agreement or terminate. In the alternative. should CONTRACTOR fail to meet any of the insurance requirements under this agreement. City may cancel the Agreement immediately with no penalty. Revised 1/2012 Page 2 of 5 8. Should Contractor's insurance required by this Agreement be cancelled at any point prior to expiration of the policy, CONTRACTOR must notify City within 24 hours of receipt of notice of cancellation. Furthermore. CONTRACTOR must obtain replacement coverage that meets all contractual requirements within 10 days of the prior insurer's issuance of notice of cancellation. CONTRACTOR must ensure that there is no lapse in coverage. B. General Liability and Property Damage Insurance Consultant agrees to procure and maintain general liability and property damage insurance at its sole expense to protect against loss from liability imposed by law for damages on account of bodily injury, including death therefrom, suffered or alleged to be suffered by any person or persons whomsoever, resulting directly from any act or activities of Consultant, its subconsultants, or any person acting for Consultant or under its control or direction, and also to protect against loss from liability imposed by law for damages to any property of any person caused directly or indirectly by or from acts or activities of Consultant, or its subconsultants, or any person acting for Consultant, or under its control or direction. Such public liability and property damage insurance shall also provide for and protect City against incurring any legal cost in defending claims for alleged loss. Such general liability and property damage insurance shall be maintained in the following minimum limits: A combined single -limit policy with coverage limits in the amount of $1,000,000 per occurrence will be considered equivalent to the required minimum limits. C. Automotive Insurance Consultant shall procure and maintain public liability and property damage insurance coverage for automotive equipment with coverage limits of not less than $1,000,000 combined single limit. If Consultant does not own automobiles, Consultant shall provide a waiver releasing City from all liability resulting from Consultant's use of personal vehicles on project. D. Worker's Compensation Insurance Consultant shall procure and maintain Worker's Compensation Insurance in the amount of $1,000,000 per occurrence or as will fully comply with the laws of the State of California and which shall indemnify, insure, and provide legal defense for both Consultant and City against any loss, claim, or damage arising from any injuries or occupational diseases happening to any worker employed by Consultant in the course of carrying out the Agreement. 6. W-9 Form — Request for Taxpayer Identification Number and Certification Pursuant to Senate Bill 542, chaptered in 1999, the Employment Development Department (EDD) of the State of California requires that a W-9 Form be filed by all vendors for all contracts entered into with the City of Santa Clarita. Consultant agrees to complete all required forms necessary to comply with EDD regulations. Revised 112012 Page 3 of 5 7. Notices All communications to either party by the other party will be deemed made when received by such party at its respective name and address as follows: If to CONSULTANT: Mobile Illumination 21817 Plummer Street, Ste C Chatsworth, CA 91311 Attention: Jason Kdenek If to CITY: City of Santa Clarita 23920 Valencia Boulevard, Suite 300 Santa Clarita, CA 91355 Attention: Darin Seegmiller Any such written communications by mail will be conclusively deemed to have been received by the addressee upon deposit thereof in the United States mail, postage prepaid and properly addressed as noted above. In all other instances, notices will be deemed given at the time of actual delivery. Changes may be made in the names or addresses of persons to whom notices are to be given by giving notice in the manner prescribed in this paragraph. 8. Conflict of Interest CONSULTANT will comply with all conflict of interest laws and regulations including, without limitation, CITY's Conflict of Interest Code (on file in the City Clerk's Office). It is incumbent upon the CONSULTANT or CONSULTING FIRM to notify the CITY pursuant to Section 7. Notices of any staff changes relating to this Agreement. A. In accomplishing the scope of services of this Agreement, all officers, employees and/or agents of CONSULTANT(S), unless as indicated in Subsection B., will be performing a very limited and closely supervised function, and, therefore, unlikely to have a conflict of interest arise. No disclosures are required for any officers, employees, and/or agents of CONSULTANT, except as indicated in Subsection B. Initials of Consultant B. In accomplishing the scope of services of this Agreement, CONSULTANT(S) will be performing a specialized or general service for the CITY, and there is substantial likelihood that the CONSULTANT'S work product will be presented, either written or orally, for the purpose of influencing a governmental decision. As a result, the following CONSULTANT(S) shall be subject to the Disclosure Category "I" of the CITY's Conflict of Interest Code: (SIGNATURES ON NEXT PAGE) Revised 12012 Page 4 of 5 IN WITNESS WHEREOF, the parties hereto have executed this contract the day and year first hereinabove written. FOR CONTRACTOR: m Print Name & Title Date: FOR CITY OF SANTA CLARITA: KENNETH W. STRIPLIN, CITY MANAGER By: City Manager Date: ATTEST: By: City Clerk Date: APPROVED AS TO FORM:: JOSEPH M. MONTES, CITY ATTORNEY 0 City Attorney Date: Revised 1/2012 Page 5 of 5