TO: LINDA REICH, CITY MANAGER
FROM: HYE JIN LEE, PE, DIRECTOR OF PUBLIC WORKS
SUBJECT
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Approval of Amendment No. 1 to Professional Services Agreement with Brightlife Designs, LLC.
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RECOMMENDATION
Approve Amendment No. 1 to the Professional Services Agreement with Brightlife Designs, LLC (Contract 2025-088) for the addition of holiday light installation and removal services for City-maintained trees, in the amount of $26,425, for a total contract amount of $156,353.50 per fiscal years FY 2025-26 through FY 2028-29; and authorize the City Manager to execute all necessary documents on behalf of the City.
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FISCAL IMPACT
There are sufficient funds in the FY2025-26 Operating Budget for Fund 360 Landscape and Lighting.
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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Expenditure: 3607210-43580 |
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BACKGROUND
Each year, beginning in late fall, Public Works Park staff are responsible for installing holiday lighting on approximately fifty-three (53) City-maintained trees along Central Avenue, between Chino Avenue and C Street, as well as around City Hall in preparation for the winter holiday season. This task typically begins in early November, which takes approximately four staff members four (4) weeks to ensure timely completion prior to holiday events and festivities.
Historically, this work has required the allocation of four Public Works Park staff members at a time and involves the use of ladders, boom truck operations, and the implementation of appropriate traffic control measures. Once the holidays are over, staff removes the holiday lighting, taking approximately three (3) weeks to complete.
While this annual effort contributes significantly to the community's festive atmosphere and enhances the appearance of City facilities, it also places a considerable strain on existing staffing resources. The Public Works park team is already responsible for a broad range of daily operational duties including but not limited to park maintenance, park equipment replacements and repairs, irrigation, and emergency response calls. The additional demand of the holiday lighting wrapping results in the redirection of staff away from essential maintenance tasks, leading to service delays and potential lapses in routine operations.
ISSUES/ANALYSIS
As a result of increased maintenance demands, as well as maintaining regular service levels, contracting out the installation and removal of holiday lights on City-maintained trees contracting out the installation and removal of holiday lights on City-maintained trees has become a necessary measure. Utilizing a specialized vendor will allow for a more efficient, timely, and professionally executed installation, while enabling City staff to remain focused on core responsibilities and uninterrupted service delivery throughout the holiday season.
Staff recommends that the City Council approve Amendment No. 1 to the professional services agreement with Brightlife Designs, LLC for the addition of holiday light installation and removal services for City maintained trees in the amount of $26,425 for a total contract amount not to exceed $156,353.50 per fiscal year from FY 2025-26 through 2028-29.
Attachment: Amendment No. 1 - Brightlife Designs, LLC