TO: LINDA REICH, CITY MANAGER
FROM: HYE JIN LEE, PE, DIRECTOR OF PUBLIC WORKS
SUBJECT
title
Award of Contract - BrightLife Designs, LLC, Huntington Beach, CA, for the Rental of a City Hall Holiday Tree, Lighting, and Decorations.
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RECOMMENDATION
recommendation
1) Appropriate $129,928.50 from the General Fund Reserves (Fund 100), with a corresponding increase to the Civic Center Program Fund (3607210) in the same amount; 2) Award a contract to BrightLife Designs, LLC, Huntington Beach, CA, for $129,928.50 for the Rental of a City Hall Holiday Tree, Lighting and Decorations; and 3) authorize the City Manager to execute the necessary documents on behalf of the City.
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FISCAL IMPACT
Requires an appropriation from the General Fund Reserves (Fund 100) to the Civic Center Program Fund (3607210) in the amount of $129,928.50.
CITY OF CHINO MISSION / VISION / VALUES / STRATEGIC ISSUES
The recommendation detailed above further the City’s values and strategic issues that serve as key pillars on which identified priorities, goals, and action plans are built, by fostering:
• Positive City Image
• Superior Customer Service
• Responsible Long-Range Planning
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Revenue: |
Expenditure: 3607210-43580 |
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Transfer In: |
Transfer Out: |
BACKGROUND
Every year, the City holds an annual Tree Lighting Ceremony in December, providing an opportunity for the Chino community to gather together to illuminate the Civic Center City Hall tree. In the past, City staff has strung lights on the existing pine tree located in front of City Hall to prepare for the event. That pine tree was removed due to being diseased, leaving staff with the only option to utilize an adjacent tree in front of City Hall. Upon attempting to string the lights, safety cables were needed to stabilize the top of the tree, which City staff determined to be a safety concern as there could be potential of the cables loosening during high wind advisories. To address the concerns, staff followed the City’s informal bidding procedures and obtained three quotes to rent an artificial tree for the 2023 Tree Lighting Ceremony.
The 2023 Tree Lighting Ceremony featured a 32-foot artificial tree and included various photo opportunities for residents such as a snowflake, reindeer display, and a walk-in ornament. Given the positive feedback and increased turnout at last year’s event, City staff elected to go out to bid to explore additional options that could be offered to the community. Going out to bid allows City staff to address safety concerns, consider different tree sizes, review purchasing versus rental options, and evaluate any photographic options to be included, ensuring the continued success of the Tree Lighting Ceremony.
ISSUES/ANALYSIS
On May 2, 2024, the City solicited an Invitation for Bids (IFB) on Planet Bids for the Purchase/Rental of City Hall Holiday Tree, Lighting and Decorations. On June 10, 2024, the City received (5) five proposals which were evaluated and ranked by the following criteria:
• Experience/qualifications
• Past performance/references
• Plan methodology/project approach
• Quality of responsiveness of proposal
• Cost evaluation
The final ranking of the firms is shown below.
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Rental of City Hall 48-foot Holiday Tree, Lighting and Decorations Bid Results |
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Rank |
Vendor |
Total Annual Amount |
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1. |
CLIPA, LLC |
$256,072.00 |
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2. |
BrightLife Designs, LLC |
$129,928.50 |
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3. |
Polar Bear Lighting |
$120,300.00 |
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4. |
Dekra-Lite Industries, Inc. |
$129,166.00 |
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5. |
Brite Nites, Inc. |
$122,357.11 |
Upon reviewing the proposals, staff determined that renting an artificial tree, rather than purchasing one, would be the best option for the City. The table above reflects the total annual cost for renting a 48-foot artificial tree with a star topper, lighting and ornament decorations, photograph displays and frames for pictures, and lighted garland for the City Hall lawn light poles. An artificial tree will be updated annually to ensure it remains in pristine condition, showing no signs of wear and tear. Additionally, the City will not be responsible for storing the tree and decorations after the contract expires. The decorations and photo opportunities can be substituted after the first few years within the life of the contract to better meet the community’s preferences.
After thorough evaluation, staff recommends going with Brightlife Designs, LLC, Huntington Beach, CA, the second ranked vendor on the list. Brightlife Designs, LLC’s proposal is comparable and achieves the same objectives as proposed by the first ranked vendor, CLIPA, LLC, while maintaining fiscal responsibility. Brightlife Designs, LLC’s proposal includes an annual cost of $129,928.50 for five years. The fixed annual cost allows the City to avoid yearly price increases.
Therefore, City staff recommends that the City Council award a contract for a one-year term with the option of four (4) one-year term extensions starting Fiscal Year 2024-25 to Fiscal Year 2028-29 with BrightLife Designs, LLC, Huntington Beach, CA, for an annual amount of $129,928.50 for the rental of a City Hall Holiday Tree, Lighting, and Decorations.
Attachment: Agreement - BrightLife Designs, LLC