Item 4J MemoCITY OF
SOUTHLAKE
MEMORANDUM
July 28, 2020
To: Shana K. Yelverton, City Manager
From: Chris Tribble, Director of Community Services
Subject: Approve renewal of lease agreement for holiday
decorations and installation services with Christmas By
Zenith for an amount not to exceed $162,000
Action
Requested: City Council renewal of a lease agreement for holiday
decorations and installation services with Christmas By Zenith
for an amount not to exceed $162,000.
Background
Information: Since completion of Town Square in 1999, the City has
contracted holiday decorations for Southlake Town Square,
and the public areas in Town Square. Over the past three
years, The City has added Southlake DPS HQ, The Marq
Southlake, and Southlake Tennis Center.
The City and Retail Properties of America (RPAI) decided to
go out for bids together to establish one contract for all holiday
decorations in Town Square in 2017. This process provides a
consistent and professional look for Christmas decorations in
Town Square. Three (3) bids were received and reviewed.
Christmas By Zenith was selected by the bid review panel in
the amount of $136,850 for both City areas ($58,250) and
RPAI areas ($78,600). The City of Southlake will pay the full
contract amount of $136,850 and enter into a Reimbursement
Agreement with RPAI. RPAI will reimburse the City $78,600 for
their portion of the contract and any other expenses that may
occur in their areas.
Since the original contract date, The City has agreed upon
three other amendments. Amendment #1 was to add garland
and holiday lighting to Southlake DPS HQ in the amount of
$3,192.00. Amendment #2 and #3 were added to include
holiday decorations for The Marq Southlake $21,330.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Shana Yelverton, City Manager
Meeting Date — August 4, 2020
Page 2 of 3
If approved, all lighting and decorations are to be installed by
October 30tn and removed by January 15tn
Based on Christmas By Zenith's ability to provide the services
requested, low bid price and their experience with the City,
staff recommends the lease agreement with Christmas By
Zenith be renewed.
Approval of the renewal of the lease agreement will provide
lighting and decorations that are extremely popular with
citizens and visitors, and will provide a festive and aesthetically
pleasing backdrop for the holiday shopping season and
holiday events at Town Square and City facilities.
Financial
Consideration: Funding in the amount of $74,452, for City holiday decorations
and installation services is proposed in the FY 2021 Hotel
Occupancy Tax budget.
Funding in the amount of $25,000 for City holiday decorations
and installation services at The Marq Southlake is proposed in
the FY 2021 CEDC budget.
Strategic Link: This item is linked to the City's Strategy Map related to the
focus area of Performance Management & Service Delivery
and meets the corporate objectives to 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.
Citizen Input/
Board Review: City Council consideration August 4, 2020
Legal Review: City Attorney reviewed City's contract template.
Alternatives: Alternatives may include:
■ City Council approve the agreement as submitted
■ City Council approve the agreement with modifications
■ City Council decision not to approve the agreement
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Shana Yelverton, City Manager
Meeting Date — August 4, 2020
Page 3 of 3
Supporting
Documents:
• Contract with Christmas By Zenith
Staff
Recommendation: City Council renewal of a lease agreement for holiday
decorations and installation services with Christmas By Zenith
for an amount not to exceed $162,000.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
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September 4„ 2018
Christmas By Zenith
200 W. Bolt Street
Fort Worth, 'texas 76110
Subject: Contract Amendment A 9 for Lease Agreement for Holiday Lighting Services for City
of Southlake Town Square RPP'1701B640JL 1700
Ms. Frina Holman -
The city of Soulblake's contract for Lease Agreement for Holiday Lighting Services for City of
Southlake Town Square RFP1 7018540JLI70443 requests the following,
1, Addition of LED lit Garland and lnstaltaiion services on four (4) columns at tits front of
UPS iHeadquarters In the amount of three thousand one hundred ninety two dollars
(3,1 .00). This Is a single year cast and Is ellgtble lot renewal per the miginal wntract
documents and schedule. All father teens and conditions of original contract are
unchanged.
2, No other changer, are requested
Sharon JaMon
Chief Financial Officer, City of Southiak
l 4 9: i 1
m
signed copy to tsIIfka@0LsoutbIAe.tx.us,
Signed; Printed Name: '`? "t
Title; sir ,4` f .._i" r s d"Company Name"
a
j
Dated It.m
.r w
Th Slifka
4
110 IRX"14 DI DIAM"VILIKIM111 I i
I I!
. ............
WHEREAS, in an effort to provide a consistent and professional took for Christmas
decorations in Town Square, City and RPAI have agreed to establish a single contract for all holiday
decorations in Town Square.
WHEREAS, after reviewing three (3) bids, the bid review panel selected Christmas By Zenith
("Zenith") as the holiday decorations provider in Town Square,
WHEREAS, pursuant to the agreement with Christmas By Zenith (the "City/Zenith
AgLeement"), City shall pay the amount of $136,850 for both the City Property ($58,250) and the
RPAT Property ($78,600).
, NOW� TIWREVORE, City and RPAI do hereby covenant and Agree to tt* fbilowing scope of
services,
A. City agrees to pay all invoices, costs and expenses as they are incurred pursuant to the
City/Zenith Agreement. RPAI agrees to reimburse City for such invoices, costs and expenses
pertaining to the RPAT Property pursuant to Section I (B) below.
Reimlyumrwat Agreement for HoUday Decarafio ns Page I of4
DocuSign Envelope ID: 01 l8F96O-85Ct3-4A7O.Al72-19DFCD24BE7E
2, Term. The tenn of this Agreement shall be for three (3) years commencing as of the
Effective Date, with the option for two (2) onc (1) year renewals; provided, however, that RPAI has
cons enited in writing to each renewal as it pertains to the RPAI Property,
oil
--- - - -------------
Reimbu rsenwal Agreement for Holiday D"orations Page 2 of 4
JR111 I it I
10. Notices. All notices with respect to this Agreement shall be delivered by personal
delivery or by certified mail, return receipt requested, as> follows:
If to the City: City of Southlake
Attn: Community Relations Manager
1400 Main St., Suite 210
Southlake, Texas 76092
If to RPAI: RP AJ Southwest Management IJ-C
Attn:, Daniel Upton, Vice President
1560 E. Southlake Blvd, Suite 100
Southlake, Texas 76092
The parties may change their respective addresses for notice by providing notice to the other in the
manner aforesaid with specific reference this Agreement.
7. Governmental Powers, It is understood and agreed that by execution of this Agreement,
no governmental powers or immunities are waived or surrendered by City.
S. No Third early Rights. Nothing in this Agreement shall be construed to give any rights
or benefits under this Agreement to anyone other than City or RPAI, and all duties and responsibilities
undertaken pursuant to this Agreement shall be for the sole and exclusive benefit of City and RPAI,
and not for the benefit of any other party. There are no third party beneficiaries of this Agreement.
9. Entirety of Agreement. This Agreement constitutes the entire agreement between City
and RPAI with respect to the subject matter hereof. This Agreement may only be modified by a
writing signed by the party sought to be charged thereby,
10. Co
unter This Agreement may be executed in one or more counterparts, and may
be exchanged by facsimile or other electronic means. It is stipulated and agreed that any counterpart
containing a signature or facsimile signature of the authorized representatives of City and RPAI shall
be deemed an original for all purposes.
[Remainder of Page Blank; Signature Page Follows]
Reimbu"ement Agreement for Holiday Decorations Page 3 of 4
D&U$Ign Envk06 IM 01 184B]��E
IN WITNESS WHEREOF, City and RPAI have caused this Agreement to be, executed on
their behalf by their duly authorized representative to be effective as of the Effective Date,
RPAI SOUTH SST MANAGEMENT LLC.,
7 'Ity company
limited
4�
Del ware limited 1i 'fity company
By:
D alliel Til ice Pres e t
arriel Upton. ice President
Date:
CITY OF SOUTOLA", a municipal coqoration of
Tarrant County, e
By: 2L�� 699�z_
E��ble, Director of Cornthuni ty Services
Date,
Rdmbumnwnt Agreewat for Holiday Decorations Page 4 of 4
lvy//'���� Tr^C IITYHjOF
SOU 1 LAK
19
March 4, 2020
Christmas By Zenith
3200 W. Bolt Street
Fort Worth, Texas 78110
Subject: Contract Amendment # 2 for Lease Agreement for Holiday Lighting Services for City
of Southlake Town Square RFP1701B640JL170003
Mr. Allan Rodger:
The City of Southlake's contract for Lease Agreement for Holiday Lighting Services for City of
Southlake Town Square RFP170113540JL170003 requests the addition of contract elements from
the contract for Lease Agreement for Holiday Decorations and Installation Services for City of
Southlake RFP15098540DK150023 per the following:
1. Addition of Item # 1 Southlake Town Square Outdoor Christmas Tree per the original
terms and conditions of RFP150023 at a cost of two thousand seven hundred dollars
($2,700).
2. Addition of Item # 19 Southlake Town Square Outdoor Christmas Tree Additional Ring
per the original terms and conditions of RFP150023 at a cost of one thousand one
hundred twenty-five dollars ($1,125).
3. Addition of Item # 2 Legends Hall Outdoor Perimeter Lighting per the original terms and
conditions of RFP150023 at a cost of one thousand seventy-five dollars ($1,075).
4. Addition of Item # 9 Aria Landscape Tree Lighting per the original terms and conditions
of RFP150023 at a cost of one thousand five hundred eight dollars ($1,508).
5. Addition of Item # 10 Aria Outdoor Perimeter Lighting per the original terms and
conditions of RFP150023 at a cost of one hundred seventy dollars ($170).
6. Addition of Item # 11 Aria Outdoor Lighted Garland (On Aria Bridge) per the original
terms and conditions of RFP150023 at a cost of five hundred seventeen dollars ($517).
7. Addition of Item # 4 The Marq Southlake Outdoor Entry Sprays per the original terms
and conditions of RFP150023 at a cost of eighty dollars ($80).
B, Addition of Items from Amendment # 3:
a. Champions Club Exterior Lighting per the original terms of Amendment # 3 at a
cost of six thousand nine hundred eighty dollars ($6,980).
b. Champions Club Entry at Legends Hall per the original terms of Amendment # 3:
i. Five hundred feet swagged garland with bows on railing at a cost of two
thousand nine hundred twenty-five dollars ($2,925).
ii. Garland for four (4) poles, add bows to top at a cost of eight hundred
dollars ($800).
9. Addition of Exterior lighting for Tennis Center roof line. Install C9 LED warm white
commercial grade lights to the entire perimeter of the roof line of the Tennis Center,
estimated at eight hundred (800) linear feet. Provide all equipment and supplies
necessary, including, but not limited to, clips, wire and bulbs, Vendor shall varity footage.
No power designated to roof. Power will come from ground. This shall be provided at a
cost of two thousand seven hundred dollars ($2,700).
10. No other changes are requested '
ary organ
Depu Director Finance
By signing this amendment, vendor is acknowledging and agreeing to the additions made to the
terms and conditions as stated in the existing contract. Vendor must acknowledge receipt of this
amendment by signing and returning signed amendment to: City of Southiake Finance Department
1400 Main Street Suite 420 Southiake, Texas 78092 Attention Tim Slifka. Vendor may also email a
signed copy tq Iifka@ i southlake.tx.us.
Signed Printed Name:
Title: t/ Company Name: �-•�`�' tl- & Y lv
Dated: ay —V� — OLD
Please call 817-748-8312 with any questions.
Sincerely,
Tim Slifka
Purchasing Manager CPPO, CPPB
tslffka@cl.southlake.tx.us
Fax: 817-748-8010
July 14, 2020
Christmas By Zenith
3200 W. Bolt Street
Fort Worth, Texas 76110
Subject: Contract Amendment # 3 for Lease Agreement for Holiday Lighting Services for City
of Southlake Town Square RFP1701B540JL170003
Mr. Allan Rodger:
The City of Southlake's contract for Lease Agreement for Holiday Lighting Services for City of
Southlake Town Square RFP1701 B540JL170003 requests the addition of contract elements from
the contract for Lease Agreement for Holiday Decorations and Installation Services for City of
Southlake RFP1509B540DK150023 and an additional item per the following:
1. Addition of Item # 13 from RFP1509B540DK150023 Legends Hall Lobby Christmas Tree
at a cost of two thousand nine hundred twenty-five dollars ($2,925)
2. Addition of Item # 14 from RFP1509B540DK150023 Legends Hall Lobby Column Sprays
at a cost of eighty dollars ($80) each
3. Addition of Item # 15 from RFP1509B540DK150023 Legends Hall Traditions Ballroom
Christmas Tree at a cost of four hundred eighty dollars ($480)
4. Addition of Item # 16 from RFP1509B540DK150023 Senior Activity Center Lounge
Christmas Tree at a cost of two hundred dollars ($200)
5. Addition of Item # 17 from RFP1509B540DK150023 Senior Activity Center Lounge
Column Sprays at a cost of eighty dollars ($80) each
6. Addition of Amendment # 2 from RFP1509B540DK150023 Senior Activity Center Lounge
Garland at a cost of six hundred seventy-five dollars ($675)
7. Add additional item for Champions Club Lobby: Add Christmas Tree at a cost of three
thousand three hundred dollars ($3,300) per the following specifications: Install a new
fourteen -foot (14') tower branch Christmas tree. Panel trees will not be accepted. Tree
shall be pre -lit with a minimum of 1,300 C7 LED bulbs and minimum tip count of 12,500.
Tree shall be fully decorated with a minimum of 500 assorted gold, silver, and
champagne colored 4"-8" ornaments and picks of various sizes and styles. Tree topper
and tree skirt shall be approved by the City. Fifteen (15) large wrapped gift boxes with
fabric or ribbon bows in the corresponding color schemes shall be placed around the
tree.
8. No other changes are requested
Sharen Jackson
Chief Financial Officer
By signing this amendment, vendor is acknowledging and agreeing to the additions made to the
terms and conditions as stated in the existing contract. Vendor must acknowledge receipt of this
amendment by signing and returning signed amendment to: City of Southlake Finance Department
1400 Main Street Suite 420 Southlake, Texas 76092 Attention Tim Slifka. Vendor may also email a
signed copy to tslifka@ci.southlake.tx.us.
Signed: Printed Name: _
Title: Company Name:
Dated:
Please call 817-748-8312 with any questions.
Sincerely,
Tim Slifka
Purchasing Manager CPPO, CPPB
tslifka@ci.south lake.tx.us
Fax: 817-748-8010
N