TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Kim Summers, City Manager
PREPARED BY: Martha Samaniego, Management Analyst
SUBJECT:
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Holiday Lights and Décor - City Hall and Town Square Park Amphitheater
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RECOMMENDATION
recommendation
Approve the agreements with Polar Bear Lighting not-to-exceed the amount of $38,680.50 and an agreement with CLIPA, LLC in the amount of $70,112.57 for the expansion of holiday lighting and décor at City Hall, Town Square Park Amphitheater, and Historic Downtown Murrieta; and
Authorize the City Manager to execute the agreements.
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PRIOR ACTION/VOTE
None.
CITY COUNCIL GOAL
Foster and promote an engaged, connected and caring community.
BACKGROUND
The City of Murrieta (City) released a Request for Proposal on August 1, 2023, for holiday decorations. During this competitive bidding process, three companies, Polar Bear Lighting, CLIPA, LLC, and St. Nicks, submitted proposals. Of the three companies, Polar Bear Lighting and CLIPA, LLC were selected.
The proposals selected consisted of permanent LED lights for City Hall, an 8ft. lighted and decorated wreath, a 6ft. red lighted bow, a 5ft. lighted and decorated wreath, and lift equipment rental through Polar Bear Lighting. In addition to this, permanent lighting will be added to Zone 4 and Zone 5, as Zone 4A was completed in 2023, as shown in Exhibit A to Attachment 1. This includes the offsite storage provided by the vendor and installation of non-permanent lighting.
The proposal from CLIPA, LLC consisted of a 10ft. lighted garland with double bow kit at City Hall, a Holiday Photo Frame with Bow-Selfie Station for City special events, a 20ft. lighted garland with double bow kit, and a lighted garland with double bow kit at Washington Avenue between Ivy and A Street for the 2023 holiday season. In addition, staff would like to purchase holiday banners and banner enhancer lighting to be installed in Historic Downtown Murrieta, to be affixed to the poles where the Active-Duty Military banners are currently located solely for the holiday season. This proposal would also include storage, installation, and removal.
FISCAL IMPACT
For the 2023 holiday season (Fiscal Year 2023/24), the City paid Polar Bear Lighting $53,629 and CLIPA, LLC $19,851.40 for the purchase, installation, and removal of holiday lights and décor paid out of 1105000-62440.
For the 2024 holiday season (Fiscal Year 2024/25), this purchase includes additional permanent lights through Polar Bear Lighting for City Hall and installation and removal of previously purchased items in the amount of $33,520.50. These items will be paid for out of the Non-Departmental Contingency account 1101600-62280. This purchase also includes additional commodities in the amount of $50,967.57 which includes holiday banners, banner enhancers for all of downtown, and lighted garland with double bow kit to go on light poles in front of City Hall entrance. Of this amount, $30,000 will be paid out of fund 1105000-63360, and the remaining balance will be paid out of the Non-Departmental Contingency account 1101600-62280.
For the 2025 holiday season (Fiscal Year 2025/26), the City will pay Polar Bear Lighting $5,160.00 for the installation and removal of items purchased out of the Non-Departmental Contingency account 1101600-62280. The City will also pay CLIPA, LLC $19,145.00 for the installation and removal of items purchased from the Non-Departmental Contingency account 1101600-62280.
ATTACHMENTS
1. Agreement with Polar Bear Lighting
2. Agreement with CLIPA, LLC
3. Cost Breakdown