Item 9B
Approve lease agreement with Christmas By Zenith for holiday decorations and installation services
Item 9B
Good evening Mayor and members of the City Council. I am presenting Item 9B for City Council’s consideration to approve a lease agreement with Christmas By Zenith for holiday decorations
and installation services.
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Background
Current agreement with Christmas Lights Guy for holiday lights and installation services was set to expire June 2017
City and RPAI worked together to prepare RFP for the lease of holiday
decorations for all of Town Square including DPS HQ
RFP advertised & 3 bids reviewed May 2017
Bid review panel selected Christmas By Zenith for City & RPAI areas in Town Square for
amount not to exceed $136,850
Since completion of Town Square in 1999, the City has contracted holiday decorations for Southlake Town Hall and the public areas in Town Square.
The current contract with The Christmas
Light Guy expired in June 2017.
City staff and staff from Retail Properties of America (RPAI) worked together to conduct the bid process in compliance with State laws and City purchasing
procedures. The City and RPAI decided to combine bids to establish one contract for all the Christmas lights in Town Square, to provide a consistent and professional look for decorations
in Town Square.
3 bids were received and reviewed May 31, 2017.
A bid review panel selected the Christmas By Zenith proposal, in the amount of $136,850 for both City and RPAI areas.
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Christmas By Zenith Proposal = $136,850
City areas $58,250
RPAI areas $78,600
City to pay full contract amount ($136,850)
RPAI to reimburse City ($78,600)
Funding proposed
in FY 2018 HOT Budget
Financial Consideration
The combined proposal by Christmas By Zenith is for a total contract price of $136,850, which represents $58,250 for the City area $78,600 for the RPAI area.
The scope of services for
City areas includes the same lighting and decoration services from previous years, as well as the addition of holiday lights and décor to DPS Headquarters and lighting enhancements to
Family Park. There was also an increase in the base contract when bid due to new lease pricing that will provide the City with new holiday lights and décor each year. The increase to
the base contract, addition of holiday lights and décor to DPS Headquarters and lighting enhancements to Family Park amounts to a $25,250 increase to the proposed FY 2018 HOT Fund budget
from the previous year.
The City will pay the full contract amount of $136,850 and enter into a Reimbursement Agreement with RPAI to reimburse the City $78,600 for their portion of
the contract and any other expenses that may occur in their area.
Funding for the lease agreement and installation service is provided in the FY 2018 Hotel Occupancy Tax budget.
Christmas
By Zenith currently under contract for lighting at The Marq; City has contracted the vendor multiple times since 1999
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City of Southlake Strategy Map
The City of Southlake provides municipal services that support the highest quality of life for our residents, businesses, and visitors. We do this by being an exemplary model of balancing
efficiency, fiscal responsibility, transparency, and sustainability.
C1 Achieve the highest standards of safety & security
C2 Provide travel convenience within City & region
C4 Attract & keep top-tier businesses to drive a dynamic & sustainable economic environment
C5 Promote opportunities for partnerships & volunteer involvement
Serve our Customers
Manage the Business
B1 Achieve best-in-class status in all City disciplines
B2 Collaborate with select partners to implement service solutions
B3 Enhance resident quality of life & business vitality through tourism
B4 Provide high quality services through sustainable business practices
B5 Enhance service delivery through continual process improvement
B6 Optimize use of technology
Provide Financial Stewardship
Promote Learning and Growth
F1 Adhere to financial management principles & budget
F2 Invest to provide & maintain high quality public assets
F3 Achieve fiscal wellness standards
F4 Establish & maintain effective internal controls
L1 Ensure our people understand the strategy & how they contribute to it
L2 Enhance leadership capabilities to deliver results
L3 Attract, develop & retain a skilled workforce
L4 Recognize & reward high performers
L5 Empower informed decision-making at all levels in the organization
C6 Enhance the sense of
community by providing excellent customer service and citizen engagement opportunities
L6 Foster positive employee engagement
Deliver on Our Focus Areas
C3 Provide attractive & unique spaces for enjoyment of personal interests
Execution of the lease agreement with Christmas By Zenith is linked to the City’s Strategy Map related to the focus area of Performance Management & Service Delivery. The specific corporate
objectives that are met by the lease agreement are: Provide attractive & unique spaces for enjoyment of personal interests, enhance resident quality of life and business vitality through
tourism, collaborate with select partners to implement service solutions and invest to provide and maintain high quality public assets.
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Board / Citizen Review
June 20, 2017 CC consideration
The proposal for lighting and decorations for Town Hall and the other public areas in Town Square is presented for City Council approval because the amount exceeds the established limit
of $50,000 for administrative approval.
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Staff recommends approval of the lease agreement with Christmas By Zenith to provide holiday decorations and installation services for Southlake Town Square and DPS Headquarters for
an amount not to exceed $136,850.
Staff Recommendation
Based on Christmas By Zenith ability to provide the services requested, low bid price and their past experience with the City, staff recommends the lease agreement with Christmas By
Zenith.
Approval of the lease agreement will provide lighting and decorations that are extremely popular with citizens and visitors and provide an aesthetically pleasing backdrop for
the City’s holiday celebration and tree lighting, which is one of the City’s foremost attended community events.
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Questions?
I appreciate the opportunity to present this item to you, I am happy to answer any questions you may have.
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