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Home My WebLink AboutPR 22831: HOLIDAY DECOR C'zry of rrrt rthur Texas www.PortArthurTx.gov INTEROFFICE MEMORANDUM Date: October 13, 2022 To: The Honorable Mayor and City Council Through: Ron Burton, City Manager From: Lacy Brown, Assistant Director of Parks and Recreation RE: PR# 22831: Holiday Decor Introduction: The intent of this Agenda Item is to seek the City Council's authorization for the City Manager to enter into a contract with Downtown Decorations of Houston,Texas for the purchase of holiday decor items and installation services. Background: The City Manager has created a budget line for holiday decor and events for fiscal year 2023. The purpose of the budget line is to cover expenses such as holiday decor, Christmas tree improvements, and festivities for the citizens. In the past there was a small budget to cover the above-mentioned expenses. However, there was an expressed need for a professional installation team. This contract would allow for a professional decorating company to install and remove the downtown holiday decorations. Budget Impact: $63,966.70 Recommendation: The intent of this Agenda Item is to seek the City Council's authorization for the City Manager to enter into a contract with Downtown Decorations of Houston, Texas for the purchase of holiday decor items and installation. "Remember,we are here to serve the Citizens of Port Arthur" 444 4th Street X Port Arthur,Texas 77641-1089 X 409.983.8182 X FAX 409.983.8294 C:\Users\clif\AppData\Local\Microsoft\Windows\INetCache\Content.Outlook\QU12O6Q1\2022 Holiday Decor Memo.docx PR No. 22831 10/14/2022 LDB Page 1 of 4 RESOLUTION NO. A RESOLUTION AUTHORIZING THE CITY MANAGER TO ENTER INTO A CONTRACT WITH DOWNTOWN DECORATIONS OF HOUSTON, TEXAS THROUGH THE BUYBOARD COOPERATIVE PURCHASING PROGRAM CONTRACT NO. 643-21 FOR THE PURCHASE, INSTALLATION, AND REMOVAL OF HOLIDAY DECORATIONS FOR CITY HALL IN AN AMOUNT NOT TO EXCEED $63,966.70; FUNDING AVAILABLE IN ACCOUNT 001-01-005-5470-00-10-000, PROJECT NO. MA0019-OTH-OCS WHEREAS,the City Manager has created a budget for holiday decorations and events for fiscal year 2023; and, WHEREAS, Downtown Decorations has submitted a quote through their BuyBoard Contract No. 643-21 in the amount of$63,966.70 to purchase holiday decorations and provide installation and removal services of all existing and newly purchased holiday decor; and, WHEREAS, Chapter 271 of the Texas Government Code allows a city, by resolution of its governing body, to participate in cooperative purchasing programs such as the Texas BuyBoard Cooperative Purchasing Program as an alternative to a formal bid process; and, WHEREAS, pursuant to Resolution No. 02-341, the City of Port Arthur entered into an interlocal agreement for cooperative purchasing with the Buyboard Cooperative Purchasing Program; now therefore, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR: THAT,the facts and opinions in the preamble are true and correct; and, THAT, the City Manager of the City of Port Arthur is hereby authorized and directed to enter into a contract with Downtown Decorations of Houston, Texas through their Buyboard contract number 643-21, in substantially the same form as attached in Exhibit "A"; and, PR No. 22831 10/14/2022 LDB Page 2 of 4 THAT, a copy of the caption of this Resolution be spread upon the Minutes of the City Council. READ, ADOPTED AND APPROVED this the day of , A.D. 2022 at a meeting of the City of Port Arthur, Texas by the following vote: Ayes: Mayor: Councilmembers: Noes: Thurman Bill Bartie Mayor ATTEST: Sherri Bellard City Secretary PR No. 22831 10/14/2022 LDB Page 3 of 4 APPROVED AS TO FORM: APPROVED FORADMINISTRATION: 194.Te Valecia Ti eno Ron Burton City Attorney City Manager APPROVED AS FOR AVAILABILITY OF FUNDS: - Kandy Daniel Interim Director of Finance Clifton Williams, CPPB Purchasing Manager PR No. 22831 10/14/2022 LDB Page 4 of 4 EXHIBIT A Downtown ecorations BUYBOARD VENDOR ` a Incorporated CONTRACT #643-21 $HERD. ..iilftARIU CITY OF PORT ARTHUR 2022 HOLIDAY DECOR PROGRAM OPTIONS 444 4TH STREET,PORT ARTHUR,TX.77640 PROPOSAL DATE: OCTOBER 13,2022 Decor Location and Description Size Status Quantity Pricing/Each Extended Pricing 30'HOLIDAY TREE: 30'Tall Holiday Tree-To be placed on Lawn in Front of City Hall(All product to be provided by Customer.) 30'Artificial Frame/Panel Tree with LED Lights 30' COM 1 Labor to Install/Take Down Tree(Excludes Articulating Lift Rental) LB/EQ 1 $17,225.00 $17,225.00 Anchoring Materials-(5)3'Auger Earth Anchors,(5)2"x 27'Ratchet Straps(3,333 lb rating) MT $400.00 $400.00 Estimated Rental of 45'Articulating Lift for Installation and Take Down Z45' EQ 1 TBD Pre-Tax Total Labor to Install and Take Down Tree: $17,225.00 Pre-Tax Total Materials Required for Anchoring Tree(Customer can provide required anchoring material,if desired): $400.00 Pre-Tax Estimated Large Equipment Rental for Tree Installation/Take Down(If not provided by Customer): $1,800.00-$2,675.00 (Note: Customer to provide all necessary electrical needs to the tree and within the tree.) OPTIONAL ADD ON DECOR ELEMENTS: Santa's Workshop Elements Santa's Mailbox 4' P 1 $989.00 $989.00 Santa's Workshop Sign 3' P 1 $319.00 $319.00 Elf 3' P 1 $1,098.00 $1,098.00 North Pole Elf 2.5' P 1 $510.00 $510.00 Sitting Elf with Lights 2' P 1 $1,098.00 $1,098.00 Estimated Anchor Materials-16"Orange Ground Anchors/Airline Cable/Crosby Clamps MT $1,230.00 Labor to Install/Take Down Santa's Workshop Scene(Depending on Elements Used) LB/EQ 1 $2,200.00 Pre-Tax Total Purchases for this Area: $4,014.00 Pre-Tax Estimated Shipping on Purchases(Estimated at 8%) $322.00 Pre-Tax Estimated Materials Required for Anchoring Santa's Workshop Pieces(Depending on how many pieces used): Up to$1,230.00 Pre-Tax Total Labor,Equipment,and Materials for this Area: $2,200.00 Labor to Assist with Preparation of 26 COM Angels for Customer to Hang and Take Down Lighted Angel Pole Mounts COM 26 Estimated Labor to Prep for Installation LB 1 $735.00 Estimated Materials for Repairs-Light Bulbs,Electrical within Angel MT TBD Pre-Tax Total Labor to Prep Angels for Hanging: Estimated at up to $735.00 Pre-Tax Total Materials for Angel Repairs: Page 1 of 6 TBD D owntown `ctlific ecorations BUYBOARD VENDOR r CIIncorporated CONTRACT #643-21 SHE s ry, CITY OF PORT ARTHUR 2022 HOLIDAY DECOR PROGRAM OPTIONS 444 4TH STREET,PORT ARTHUR,TX.77640 PROPOSAL DATE: OCTOBER 13,2022 Decor Location and Description Size Status Quantity Pricing/Each Extended Pricing OPTIONAL ADD ON DECOR ELEMENTS(CONTINUED): Columns at City Hall and Water Dept.Porte Cochere Teardrop Spray 44" P 10 $152.00 $1,520.00 Pure White 5mm LED Wide Angle Lights,Coaxial Connection for Sprays 70L P 10 $28.90 $289.00 Red Nylon 3D Structural 4-Loop Bow 18" P 10 $47.00 $470.00 Labor to Add Lights LB 1 $180.00 $180.00 Estimated Misc.Materials-Extension Cords,Straps,Etc. MT 10 $25.00 $250.00 Labor to Install/Take Down Sprays LB/EQ 1 $1,200.00 $1,200.00 Pre-Tax Total Purchases for this Area: $2,279.00 Pre-Tax Estimated Shipping on Purchases(Estimated at 8%) $182.50 Pre-Tax Total Labor,Equipment,and Materials for this Area: $1,630.00 C9 Lighting Along City Hall and Water Dept.Porte Cocheres,Along both Sides of Breezeway,and Along Development Services Red Main Entrance Cover Spool C-9 Commercial Lightline,12'.Sp.,Green SPT-2 Wire(360'needed) 1000' P 1 $549.00 $549.00 C-9 LED Bulb (Not RGB) C-9 P 360 $1.49 $536.40 Estimated Hanging Materials-Clips,Marine Glue,Etc. MT 1 $850.00 $850.00 Labor and Equipment to Install/Take Down Approx.360'C-9 Light Strings LB/EQ 1 $3,060.00 $3,060.00 Pre-Tax Total Purchases for this Area: $1,085.40 Pre-Tax Estimated Shipping on Purchases(Estimated at 8%) $87.00 Pre-Tax Total Labor,Equipment,and Materials for this Area: $3,910.00 Development Services Building 48"Single Sided Wall Mount Wreath,Pure White LED Lights 4' P 1 $349.00 $349.00 Lighted Garland Strand,100 Pure White LED Lights 9'x 14" P 3 $159.00 $477.00 Red Nylon 3D Structural 4-Loop Bow 24" P 3 $89.00 $267.00 Estimated Misc.Materials-Materials for attaching to Customer installed anchors. MT 1 $50.00 $50.00 Labor to Install/Take Down Wreath w/Garland LB/EQ 1 $700.00 $700.00 Pre-Tax Total Purchases for this Area: $1,093.00 Pre-Tax Estimated Shipping on Purchases(Estimated at 8%) $88.00 Pre-Tax Total Labor and Equipment for this Area: $750.00 Page 2 of 6 r. owntown .„. „.,.. ...... ,. ..... . ,,,,,„. ecorations BUYBOARD VENDOR I a Incorporated CONTRACT #643-21 SHERRARILTMS CITY OF PORT ARTHUR 2022 HOLIDAY DECOR PROGRAM OPTIONS 444 4TH STREET,PORT ARTHUR,TX.77640 PROPOSAL DATE: OCTOBER 13,2022 Decor Location and Description Size Status Quantity Pricing/Each Extended Pricing OPTIONAL ADD ON DECOR ELEMENTS(CONTINUED): 21 Lamp Post Wraps(7 at C.H Front Entrance/4 at Water Dept.Entrance/2 at Development Services Entrance/8 at Sides of Breezeway/Others-?) 6"Red Fine Cut UV Treated PVC Garland for Older Style Poles(24'/pole) Foot P 456 $3.40 $1,550.40 6"White Fine Cut UV Treated PVC Garland for Older Style Poles(24'/pole) Foot P 456 $3.40 $1,550.40 6"Red Fine Cut UV Treated PVC Garland for Newer Poles by Dev.Svc.(30'/pole) Foot P 60 $3.40 $204.00 6"White Fine Cut UV Treated PVC Garland for Newer Poles by Dev.Svc.(30'/pole; Foot P 60 $3.40 $204.00 Red Nylon 3D Structural 4-Loop Bow 18" P 21 $47.00 $987.00 Estimated Misc.Materials-Tie Wraps,Straps,Etc. MT 21 $12.00 $252.00 Estimated Labor to Install/Take Down Garland Pole Wraps with Bows LB/EQ 1 $1,785.00 $1,785.00 Pre-Tax Total Purchases for this Area: $4,495.80 Pre-Tax Estimated Shipping on Purchases(Estimated at 8%) $360.00 Pre-Tax Total Labor,Equipment,and Materials for this Area: $2,037.00 String Lighting for 16 to 20 Trees(Based on purchasing and installing 250 strands) Customer's Existing LED Light Strands COM 100 Pure White 5mm LED Wide Angle Lights,Coaxial Connection 70L P 150 $28.90 $4,335.00 Materials within Trees-SPT2 Wire,Male Plugs,Female Sockets,Tree Staples,Etc. MT 16-20 $700.00 Labor and Equipment to Install/Take Down 250 Strands Tree Lights LB/EQ 1 $7,450.00 $7,450.00 Pre-Tax Total Purchases for this Area: $4,335.00 Pre-Tax Estimated Shipping on Purchases(Estimated at 8%) $347.00 Pre-Tax Total Labor,Equipment,and Materials for this Area: $8,150.00 Decor for Customer's Existing Wreaths(2)8'and(2)4' Red Nylon 3D Structural 4-Loop Bow 24" P 2 $89.00 $178.00 Candy Canes 24" P 4 $45.00 $180.00 Red Nylon 3D Structural 4-Loop Bow 48" P 2 $239.00 $478.00 Candy Canes 48" P 4 $84.00 $336.00 Labor and Materials to Prep and Decorate COM Wreaths for Customer to Hang LB/EQ 1 $220.00 $220.00 Pre-Tax Total Purchases for this Area: $1,172.00 Pre-Tax Estimated Shipping on Purchases(Estimated at 8%) $94.00 Pre-Tax Total Labor and Materials for this Area: Page 3 of 6 $220.00 ..,......,... D owntown ecorations BUYBOARD VENDOR ; ,/ = f o Incorporated CONTRACT #643-21 $HERRARIU1VlI$ CITY OF PORT ARTHUR 2022 HOLIDAY DECOR PROGRAM OPTIONS 444 4TH STREET,PORT ARTHUR,TX.77640 PROPOSAL DATE: OCTOBER 13,2022 EXTERIOR HOLIDAY PURCHASE/INSTALLATION/REMOVAL COST SUMMARY: Pre-Tax Total Product Purchase(Final price depends on customer's final selections) 2022 Purchases: $ 18,474.20 Pre-Tax Total Estimated Product Shipping Charges(Estimated at 8%) 2022 Purchases: $ 1,480.50 Pre-Tax Total Installation and Take Down Labor-30'Tree Cost for 2022 Season: $ 17,225.00 Pre-Tax Total Installation and Take Down Labor-Other Decor/Lighting Elements Cost for 2022 Season: $ 19,632.00 Pre-Tax Estimated Hardware and Anchoring Allowance for 30'Tree and Santa's Workshop Estimated Cost for 2022 Season: $ 1,630.00 Pre-Tax Estimated Large Equipment Rental for Tree Installation/Take Down Estimated Cost for 2022 Season: $1,800.00-$2,675.00 Pre-Tax Total Project Mobilization Costs-Installation and Take Down Estimated Cost for 2022 Season: $ 2,850.00 PRE-TAX TOTAL BUDGET FOR THE 2022 HOLIDAY SEASON: $63,091.70-$63,966.70 Note: All pricing excludes applicable taxes. ADDITIONAL INFORMATION-Required Elements,Materials,and Equipment Needs for a Successful,Safe,and Sound Installation and/or Take Down-These costs are separate add ons from installation and take down labor(Customer to determine who will provide and handle which elements.): Installation Needs Status Quantity Estimated Budget (1)45'Articulating Boom Lift EQ TBD Electrical Needs-On-site Power to Tree EQ MT&LB TBD Grounding Materials and Electrician to Properly Ground Installed Tree EQ and LB TBD Repairs MT&LB TBD Take Down Needs (1)45'Articulating Boom Lift EQ TBD Removal of Electrical and Gounding Needs EQ and LB TBD Packing Materials-Depends on how and where product will be stored MT TBD Storage and Transport Recommendations: Customer to provide storage and transport of products during the off-season. Maintenance Needs: May include repair due to public mischief and/or weather,monitoring of electrical source or generator,tripped gfi's,etc. Ongoing Maintenance Needs throughout the Holiday Season M TBD,if requested There are some unknown aspects to this project due to the fact that there is existing customer owned product. The answers to these unknowns may impact costs and savings options. Sherrariums is known for working with our customers to find the most cost effective ways to meet your objectives and save you money wherever possible. We offer turnkey services,as well as work together to assist you in identifying what services the customer can provide to minimize unnecessary expenses. We welcome the opportunity to discuss your installation further. Please refer to the"General Information,Recommendations,Exclusions,and Information Pertaining to this Quote"Section of this proposal for additional information. Page 4 of 6 owntown ecorations BUYBOARD VENDOR a Incorporated CONTRACT #643-21 $BERKAkIUIwIS CITY OF PORT ARTHUR 2022 HOUDAY DECOR PROGRAM OPTIONS 444 4TH STREET,PORT ARTHUR,TX.77640 PROPOSAL DATE: OCTOBER 13,2022 Legend: P=New Purchase from DDI; LB=Labor from Sherrariums; COM=Customer Owned Merchandise; EQ=Equipment; MT=Materials; M= Maintenance;TBD=To be Determined PLEASE NOTE: CONFIRMATION MUST BE RECEIVED IMMEDIATELY IN ORDER TO GUARANTEE AN INSTALLATION FOR THE 2022 HOLIDAY SEASON. INSTALLATION PREFERENCE: December 5th-9th,2022 TAKE DOWN PREFERENCE: To Be Determined General Information,Recommendations,Exclusions,and Information Pertaining to this Quote: 1. Budget includes purchase and/or labor per the quoted pricing. Budget does not include costs for any necessary permits;furthermore,additional charges may apply if the information provided by the customer is not complete,accurate,or changes at time of installation. 2. Please be advised that it is the customer's responsibility to acquire any and all permits,licenses,and/or approvals regarding this installation according to the authority having jurisdiction,including but not limited to any approvals related to the historical nature of the property. We are more than happy to assist in this area. 3. Any and all hardware and hangers will be installed at the discretion of Downtown Decorations and Sherrariums Company,unless specifically noted otherwise. 4. Final price point will depend on customer's final selections. Any additions to the original order shall be adjusted accordingly by mutual consent. Delivery and pick up services that are outside of what is normal and customary may be subject to an additional fee. 5. Our prices are based on customer's provision of all electrical needs as required;therefore,our pricing does not include any such services.We are happy to provide you with the information necesssary regarding power needs for your holiday installation. However,it is the customer's responsibility to determine the maximum capacity of each circuit. Please note that we cannot be responsible for tripped breakers or GFCI receptacles. Furthermore,we cannot run cords over any traffic areas,or over 15'in length. Any extension cords, and/or electrical materials used will be billed at an additional cost to the customer. Should you find that you have an unusual electrical situation,we are more than happy to offer our assistance or suggest a qualified electrical contractor at an additional charge. 6. It is mutually understood that upon confirmation of this order,Sherrariums Company will set aside the dates and Downtown Decorations Inc.(DDI)will acquire the necessary product for your project and begin production. Please note should you enter into a Single or Multi-Year/Season Committment and not fulfill the full single or multi-year/season obligation,the project ownership/management will be responsible for paying the balance due for all remaining lease and/or purchase payments due on product,equipment,and other goods;all labor and services performed;any amortized costs due and remaining;all costs associated with early termination,such as costs to remove,transport,and restock leased merchandise;and all other costs for work actually done. 7. Customer to provide power in Duplex Outlet with"Wet Location"in use cover for exterior areas lie,Bell Box with Cover). 8. Lighting quoted is based on using LED lights,unless otherwise specified. 9. Footage given is the linear footage. Length of garland,if applicable,should be longer to accommodate swags and/or tails. 10.Large equipment,if required,for this installation(ie.Lifts,Oversized ladders)can be provided at an additional cost to the customer. 11.Due to the ongoing supply chain issues,fuel,shipping,freight,and delivery charges on products and materials are subject to change. DDI and Sherrariums Co.reserve the right to institute a surcharge to our customers to offset the cost of flucturating fuel,shipping and delivery costs. 12.Product crating costs have not been estimated as a part of this quote. Additional packing materials are available for purchase. 13. DDI nor Sherrariums Company will not be responsible for delays and/or non-performance due to weather or other acts of god,government action,epidemics or pandemics,new product order delays,unforseeable events arising through no fault of DDI and/or Sherrariums Company and beyond its/their reasonable control, and/or work delays that rely in part or in whole on the execution or completion of work or responsibilities to be executed by the customer. 14.We cannot be responsible for costs of repair to merchandise provided by the customer. Any repairs needed will be charged accordingly. 15. When applicable,in the event that the selected product is not available,DDI and/or Sherrariums Company reserve the right to substitute selected decor with a similar selection, and when possible will consult with the customer to find a mutually agreeable solution.Page 5 of 6 Downtown ecorations BUYBOARD VENDOR f�., : ' Q Incorporated CONTRACT #643-21 C O M P , N Y CITY OF PORT ARTHUR 2022 HOLIDAY DECOR PROGRAM OPTIONS 444 4TH STREET,PORT ARTHUR,TX.77640 PROPOSAL DATE: OCTOBER 13,2022 General Information,Recommendations,Exclusions,and Information Pertaining to this Quote(Continued): 16.Upon completion of your holiday installation,we cannot be responsible for: vandalism;non-working lights,light bulbs,electrical,and/or decor that are not working by no fault of the contractor;non-working lights,light bulbs,electrical,and/or decor that has been provided by the customer;materials out of warranty(if applicable);or force majeure.All maintenance requests generated by any of these circumstances will be on an"as requested"basis,and subject to an additional charge. Charges will be based on time and materials required to repair the problem. 17. Requests for installations over Thanksgiving week and Thanksgiving weekend are taken on a first come,first served basis and are subject to an additional fee. Requests for take downs from December 29th thru January 7th are taken on a first come,first served basis and are subject to an additional fee. 18.If this is a custom holiday order,lead times are necessary and vary according to the product ordered. At the time an order is placed,required lead times will be identified for each item ordered. 19.Customer is responsible for verifying suitability of all products and for verifying that quantities are correct. 20.User is responsible for providing power and disconnect means according to the authority having jurisdiction(full technical requirements will be provided upon request). 21.All purchases are subject to our Standard Terms and Conditions of Sale. 22.All leases and/or labor are subject to our Standard Terms and Conditions of Service. 23.All warranties,if applicable,are limited to the warranty given by the manufacturer. Manufacturer's warranty period applies as long as the product is installed by an authorized installer and stored properly,and excludes problems occurring due to physical damage and/or malicious mischief of the product. 24.Quote is valid for 30 days;however,due to dramatic market changes in material costs,this proposal is priced at today's costs and is subject to change. In the case of sale merchandise,quote is valid while supplies last. 25.Upon award of the contract,we will confirm all measurements for customer's approval. 26. All prices are exclusive of applicable taxes,permit fees,licenses,fuel surcharges,etc.A 50%deposit is due to initiate your purchase or labor request. Balance is due within 15 days of receipt of product and/or completion of installation. 27. Customer promises to pay Contractor without deduction,abatement or set off,the total amount due. Any delinquent amount owing,at Contractors'election,shall bear interest at the rate of eighteen percent(18%)per annum,or the maximum interest rate allowed by law,from the date when due until paid. DDI and Sherrariums Company accept payment by check,ACH Transfer,and/or bank wire as standard forms of payment,and the contract price offered is conditioned upon payment by one of these standard payment methods. In the event Customer wishes to pay by or through another method,such as credit card,a procure to pay platform,and/or other third-party invoice processing system or network,the customer will be charged,and agrees to pay,a convenience fee equal to 3%of the total amount due as well as any additional fees and subscription costs incurred by the Contractor in order to accept such payments and/or for Contractor to use and set up the requested payment services. DDI and/or Sherrariums Co.reserve the right to revoke credit card payment and/or any third-party processing privileges at any time and for any reason. Customer shall reimburse Contractor for any bank fees resulting from checks tendered for payment,which are returned NSF,and any costs incurred for collection action. PLEASE ACKNOWLEDGE ACCEPTANCE OF THIS PROPOSAL AND ALL OF ITS TERMS BY SIGNING BELOW: By signing below I acknowledge,on behalf of the entity named in this proposal,that I have read and fully understand the terms of DDI's and Sherrariums Co.'s standard service agreement and warrant that I am authorized to enter into this agreement on behalf of said entity. Name of Entity Accepting this Proposal Authorized Signature Date of Acceptance Name of Authorized Representative(Printed) Page 6 of 6