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HomeMy WebLinkAbout2014-08-26 - AGENDA REPORTS - MAIN ST. HOLIDAY DECORATION (7)CONSENT CALENDAR DATE: SUBJECT: DEPARTMENT: Agenda Item: 8 CITY OF SANTA CLARITA AGENDA REPORT City Manager Approval: Item to be presented by: August 26, 2014 Darin Seegmiller MAIN STREET HOLIDAY DECORATION PROGRAM Administrative Services RECOMMENDED ACTION City Council: 1. Review and approve the project specifications for the 2014 Main Street Holiday Decoration program. 2. Award a one-year contract in the amount of $128,045 with two, one-year renewal options in the annual amount of $74,305 to Mobile Illumination. 3. Transfer $28,045 from Contingency expenditure account 19300-5401.001 to Communications expenditure account 11500-5161.001. 4. Authorize the City Manager or designee to execute all necessary documents subject to the approval of the City Attorney. 5. Authorize the City Manager or designee to modify all documents to the contract, 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 In an effort to create a unique holiday destination that would help attract shoppers to Old Town Newhall, in 2013, the City Council appropriated $100,000 to implement the Main Street Holiday Decoration Program. The objective of this program was achieved through the award of a one-year contract with Mobile Illumination to install holiday -themed decorations on Main Street between Lyons Avenue and 6th Street in November and December. During this critical shopping season, the Old Town Newhall Association (OTNA) and Newhall merchants reported the presence of additional patrons and positive energy in Old Town Newhall. In recent discussions with staff, OTNA representatives expressed their excitement and support to continue the Main Street Holiday Decoration Program. APPROWED In preparation for the 2014 holiday season, staff met with the Downtown Newhall Ad Hoc Subcommittee, consisting of Mayor Weste and Councilmember Kellar, on July 1, 2014, to review the 2013 Main Street Holiday Decoration Program and discuss options for 2014. At this meeting, the Subcommittee's recommendation was to continue the 2014 Main Street Holiday Decoration Program similar to last year's, consider the installation of year-round tree lighting along Main Street, and review the future set-up of the skylines amenities. A key element of the program is a 23 -foot tall, lit and decorated Christmas tree in front of the Main Street entrance to the Old Town Newhall Library. In preparation for this year, staff has worked with the vendor and the Los Angeles County Fire Department to move the tree a few feet further away from the building in an effort to provide more room for library patrons exiting the Main Street side of the building. In order to provide this expanded access, a temporary platform will be constructed on the steps in front of the Library. The platform will be decorated in a manner consistent with the holiday theme. Similar to last year, two skylines will be installed over Main Street. The first skyline will be installed over Main Street near 8th Street with Santa Claus and reindeer. The second skyline will be installed over Main Street near 6th Street with "Seasons Greetings" spanning the street in lights. The street trees along Main Street between Lyons Avenue and 6th Street are proposed to be lit in the same manner as last year with lights installed on the tree trunks and in the canopies of the trees. One significant proposed difference between last year and this year's program is staff s recommendation to purchase the tree lights and keep them installed year-round. While the City will incur a one-time increase in the amount of $28,045 above the $100,000 appropriated in the Fiscal Year 2014-15 annual budget, to fund the purchase of year-round tree lighting during subsequent years and to build the Christmas tree stand, the City will realize a re -occurring program reduction of approximately $20,000; hence, the reduced contract renewal options in the amount of $74,305. If the City Council is supportive of the year-round tree lighting option, staff recommends modifying the installation of light strands so they are not wrapped around the trunk of the tree throughout the year, as it has the potential to damage the trees as they grow. Additionally, staff does not recommend installing lighting on trees which have been planted within the past year (such as those adjacent to the Roundabout) due to their fragile structure. Staff will re-evaluate the potential installation of lighting for these trees once they have matured. SCHEDULE The decorations are proposed to be installed in a manner and time frame similar to last year, with most of the work being completed at night as outlined in the schedule below. • October 2014 — Installation • November 15, 2014 — Holiday lighting event in conjunction with Main Street merchant "Block Party." • November -December— Lighting will be turned on each evening from 5:00 p.m. -11:00 p.m. • January 2015 — Christmas tree and skylines removed. (Year-round lighting will remain in the canopies of the trees along Main Street.) ALTERNATIVE ACTIONS 1. Do not approve the option to install year-round tree lighting. 2. Other actions as determined by the City Council. FISCAL IMPACT Upon approval of the recommended action, the budget will be adjusted accordingly. The Main Street Holiday Decoration Program, inclusive of the purchase and installation of year-round lighting, will have a total budget of $128,045. As part of the Fiscal Year 2014-15 annual budget process, the City Council appropriated $100,000 to fund the Main Street Holiday Decoration Program, with $80,000 coming from General Fund and $20,000 from LMD Zone 28. Funding to support the one-time costs toward the purchase of year-round tree lighting will be funded through the recommended one-time transfer of $28,045 from Contingency expenditure account 19300-5401.001 to the Communications expenditure account 11500-5161.001. Any potential sponsorships generated by the local business community will reduce project costs. ATTACHMENTS 2013 Main Street Holiday Decoration Pictures Draft Contract available in the City Clerk's Reading File 3 III I illse dear 1110 'it i".1. I lolv-4-W 4.'Xi4 N� i a da. August 26, 2014 Mobile Illumination 21817 Plummer Street, Suite C Chatsworth, CA 91311 Dear Mr. Zdenek: The City of Santa ("Agreement") with Decoration Program. Letter of Agreement Contract No. 14-00276 Clarita ("City") would like to enter into a letter of agreement Mobile Illumination ("Consultant") for 2014 Main Street Holiday 1. Scope of Work Consultant's proposal submitted on August 4, 2014, ("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 $128,045. The total cost of Agreement shall not exceed $128,045. 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. Work should be completed in accordance with the final time schedule by Consultant and agreed to by City. 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 Clarita as an additional insured. The naming of an additional insured shall not Revised 12012 Page 1 of 5 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 1/2012 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, Suite C Chatsworth, CA 91311 Attention: Jason Zdenek 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 1/2012 Page 4 of 5 IN WITNESS WHEREOF, the parties hereto have executed this contract the day and year first hereinabove written. FOR CONTRACTOR: Lm 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 Repeat Design of 2013 Scope of Work I year Contract 23ft tall, fully decorated Feature Christmas Tree with over 7100 Warm White 5mm LED's. Product is made from 60% recycled steel and is 90% recyclable. Decorations throughout the tree will be beautiful ornamentations $22,150 with a red, white and silver Candy Cane Theme. SAME DESIGN AND PRICING AS LAST YEAR Loosely trunk wrap main trunk and loosely decorate the canopy of 47 Sycamore trees with Warm White LED mini lights. Lighting and electrical $26,790 will be installed with the intent of longer term use as a purchase. SAME DESIGN AND PRICING AS LAST YEAR Loosely trunk wrap main trunk and loosely decorate the canopy of 32 Mesquite and Oak Trees along storefronts with Warm White LED mini lights. $10,180 Lighting and electrical will be installed with the intent of longer term use as a purchase. SAME DESIGN AND PRICING AS LAST YEAR 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 16.5ft height clearance, and be secured by counter weights (no drilling or guy wires needed). Design will include a cluster of beautiful artificial Christmas trees (various sizes) over $17,940 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. Snow -blanketed batting will cover the entire trussing, and will be illuminated from inside on the vertical portions. SAME DESIGN AND PRICING AS LAST YEAR 1 Company Proprietary 0 MOBILE ILLUMINATION 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 include a 3011 long Santa, Sleigh, and 3 Deer set along the top of the trussing. Santa & Sleigh are 511 tall and 611 long, standing deer are 511 tall 411 wide, and Rudolph is 6ft long. The display will be lit $17,940 with spotlights and illuminated red reins connecting the sleigh and deer. 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. Snow -blanketed batting will cover the entire trussing, and will be illuminated from inside on the vertical and horizontal portions. SAME DESIGN AND PRICING AS LAST YEAR SUB TOTAL: Additional Scone of Work for Seasonal 2014 1 year Contract Design, installation, and removal of support structure at front Library steps to move Feature Christmas Tree away from doorway per Fire Department requirements. This structure will allow the tree to overhang all three steps. $2,085 The final structure will be wrapped in a festive fabric to blend in with the overall Holiday decor. 2 Company Proprietary ® # MOBILE ILLUMINATION Purchase Options for trees alonz Main Street Permanent Installation Purchase the existing Holiday design and LED lighting in the foliage of the 47 Large Sycamore trees, 32 Mesquite and Oak trees. $15,960 NOTE: Items to keep in mind for year around purchases: 1) Mobile Illumination anticipates an estimate of $5,500 in maintenance costs every 6 months maintain the existing lighting and make necessary adjustments. We also estimate a possible $4000 in additional costs due to wind damage, vandalism, and associalted labor and lighting replacements. 2) Additionally, the foliage of each of the trees will continue to grow higher than where it was on the initial installation. This will become more exaggerated as the trees grow taller and time goes on and can be resolved either by adding more lighting to the trees, or taking everything down and re -installing at some later point in time. 3) Decorative LED lights in the foliage of the trees are most likely to get damaged and cut when tree trimming/pruning is required. 3 Company Proprietary 0 # MOBILE ILLUMINATION