Item 4BCITY OF
SOUTHLAKE
MEMORANDUM
June 15, 2021
To: Shana Yelverton, City Manager
From: Daniel Cortez, Director of Economic Development & Tourism
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: Approval of the 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, both public and private areas. Over
the past several years, the City has also added Southlake DPS Headquarters
and The Marq Southlake.
The City of Southlake and Retail Properties of America (RPAI) issued an RFP
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 public areas (City owned - $58,250) and private areas (RPAI
owned - $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 also agreed upon three other
amendments. Amendment #1 was to add garland and holiday lighting to
Southlake DPS HQ in the amount of $3,192. Amendment #2 and #3 were
added to include holiday decorations for The Marq Southlake in the amount of
$21,330. This would bring the total cost of services provided by Christmas by
Zenith to $161,372. 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.
If approved, all lighting and decorations are to be installed by October 30th and
removed by January 15th.
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
Considerations: Funding for City holiday decorations and installation services in the amount of
$77,542, is proposed in the FY 2022 Hotel Occupancy Tax budget and $25,000
in the FY 2022 CEDC budget for The Marq Southlake.
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.
Legal Review: The City Attorney has reviewed the City's contract with Christmas By Zenith.
Alternatives: The City Council may alternatively also consider the following:
• Approve the lease agreement renewal with modifications
• Deny the lease agreement renewal
Staff
Recommendation: City Council approve renewal of a lease agreement for holiday decorations and
installation services with Christmas By Zenith for an amount not to exceed
$162,000.
Attachments: Contract with Christmas By Zenith
Staff Contacts: Daniel Cortez (817) 748-8039
CITY OF
SOUTHLAKE
9
May 20, 2021
Christmas By Zenith
3200 W. Bolt Street
Fort Worth, Texas 76110
Attn: Allan Rodger
Subject: Notification of Contract Renewal for Holiday Lighting Services for City of Southlake Town Square
RFP1701B540JL170003
Dear: Mr. Rodger:
The City of Southlake is providing notification of contract renewal, pending City Council approval, for "Holiday
Lighting Services for City of Southlake Town Square RFP1701B540JL170003". This renewal is effective June 20, 2021
pending City Council approval (CC Award date ) and shall continue in full force based on the terms and conditions
of the initial award.
The terms and conditions proposed and accepted in this renewal agreement are as follows:
Payment Terms: Net 30 days (Unless otherwise noted — such as pre- and/or partial payment)
Method of Payment: Shall be made by purchasing card or purchase order.
Delivery Terms: FOB Destination
Delivery Locations: If stated in RFP Document
Term of Contract: Shall be effective for twelve months from date of renewal.
City Contact: Daniel Cortez 817-748-8039
Send all billing to: City of Southlake
accountspavablenci.southlake.tx.us (preferred) or
1400 Main Street, Suite 420, Accounts Payable, Southlake, TX 76092
Other Charges: The City of Southlake is a tax-exempt municipal corporation and is exempt from all federal,
state, and local sales taxes.
All other specifications, terms and conditions shall be as provided in the original procurement documents. No other
attachments to or in response to this agreement will be accepted unless approved in writing by the Purchasing Manager
or an authorized representative of the City of Southlake.
Thank you for participating in our procurement process. Please call 817-748-8312 with any questions.
Sincerely,
Tim Slifka
Purchasing Manager CPPO, CPPB
City of Southlake
1400 Main Street, Suite 420
Southlake, Texas 76092
tslifkaC&ci.southlake.tx.us Attest:
Fax: 817-748-8010 Amy Shelley, TRMC
City Secretary
Contract Renewal Accepted:
Signed: Date: Approved as to Form and Legality:
Mayor John Huffman
City of Southlake City Attorney
CITY cx
SGKTIHLAKE ORIGINAL DOCUMENT
CITY OF SOUTHLAKE
Council ActiondYN
19 Ord./Res. No.,,„�,,,
June 20, 2020 Date Approveci,p,,,,,,,
Christmas By Zenith
3200 W. Bolt Street
Fort Worth, Texas 76110
Attn: Allan Rodger
Subject: Notification of Contract Renewal for Holiday Lighting Services for City of Southlake Town Square
RFP1701B540JL170003
Dear: Mr. Rodger:
The City of Southlake is providing notification of contract renewal, pending City Council approval, for "Holiday
Lighting Services for City of Southlake Town Square RFP1701 B540JL170003". This renewal is effective June 20, 2020
pending City Council approval (CC Award date ) and shall continue in full force based on the terms and conditions
of the initial award.
The terms and conditions proposed and accepted in this renewal agreement are as follows:
Payment Terms: Net 30 days (Unless otherwise noted — such as pre- and/or partial payment)
Method of Payment: Shall be made by purchasing card or purchase order.
Delivery Terms: FOB Destination
Delivery Locations: IF STATED IN RFB DOCUMENT
Term of Contract: Shall be effective for twelve months from date of renewal and is eligible for one (1) more one
(1) year annual renewal.
City Contact: Ashley Newhart 817-718-8918
Send all billing to: City of Southlake
1400 Main Street, Suite 420. Accounts Payable
Southlake, TX 76092 or Email: accountspayablegc ci.southIake.tx.us
Other Charges: The City of Southlake is a tax-exempt municipal corporation and is exempt from all federal,
state, and local sales taxes.
All other specifications, terms and conditions shall be as provided in the original procurement documents. No other
attachments to or in response to this agreement will be accepted unless approved in writing by the Purchasing Manager
or an authorized representative of the City of Southlake.
Thank you for participating in our procurement process. Please call 817-718-8312 with any questions
Sincerely, -.-----.-.._' `.•
Tim Slitka f
Purchasing Manager CPPO, CPPB
City of Southlake
1400 Main Street, Suite 420
Southlake, Texas 76092
tslifkala?ci.southlake.tx.us
Fax:817-748-8010
City Secretary c
Contract Ren al Accept�ejdj: l�
Signed: °v Date:
Mayor Laura Hill
City of Southlake
ORIGINAL DOCUMENT
CITY OF SOUTI-ILAKE
CITY or Council Action: Yf&
SOUTHLAKE Ord./Res. No.
19 Date Approved 23 Z o
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 RFP1701B540JL170003 requests the addition of contract elements from
the contract for Lease Agreement for Holiday Decorations and Installation Services for City of
Southlake RFP1 509B540DK1 50023 and an additional item per the following:
1. Addition of Item # 13 from RFP1 509B540DK1 50023 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)
T 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 }
' �JV C �XJ_' J(i'
Sharen Jack on
Chief Financia Officer
By signing this amendment, vendor is acknowledging and agreeing to the additions made to the
-term-and conditions as stated in the existing contract. Vendor must acknowledge receipt of this
amendment ay.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:
Title:
Dated:
Please call 817-748-8312 with any questions.
Sincerely, I\
Tim Slifka
Purchasing Manager PPO, CPPB
tsIifka@ci.southlake.tx.us
Fax;817-748-8010
Printed Name:
Company Name:
GRIONAL DOCUMENT
crry OF HJAKS
50L�I.r�jL AKE CITY OF SA�dkY)N
Council
FILM OrdJRe& No.
Date Approved Zit?
May 31, 2017
Christmas by Zenith
3200 W. Bolt St
Fort Worth, Texas 76110
Attn: Erica Holman
Subject Award Notification for Holiday Lighting Services for City of Southlake Town Square
RFP1701B540JL170003
Dear Ms. Holman:
The City of Southlake is pleased to inform you that Christmas by Zenith of Fort Worth, Texas is the awarded vendor for'Hofiday
Lighting Services for City of Southlake Town Square RFP17018640JL170003' The award and this agreement are based on
your proposal to the City, copy enclosed. This is a sing) end r award contract. Your company's award is attached. This award
was approved by the City of Southlake City Council on 1
The terms and conditions proposed and accepted in this agreement are as follows:
Payment Terms: Net 30 days (Unless otherwise noted — such as pre- and/or partial payment)
Estimated Quantities: The City does not guarantee to purchase any minimum or maximum quantity but does contemplate
purchasing the awarded items exclusively during the term of the contract from the successful
vendors.
Method of Payment: Shall be made by City procurement card or purchase order
Delivery Terms: FOB Destination
Delivery Locations: Vendor Delivery or City employee pick-up.
Tenn of Contract The tens of awarded contract shall remain in effect for thirty six months from date of award and is
eligible for up to two (2) one (1) year annual renewals.
City Contact Jenni Lanier 817-748-8186
Send all billing to: City of Southlake
1400 Main Straat, Sulfa 440, Accounts Payable
Southlake, TX 76092 or via email to accountsnavabieLa-)ka.southlake.tx, us
Other Charges: The City of Southlake is a tax exempt municipal corporation and is exempt from all federal, state, and
local sales taxes.
All other specifications, terns and conditions shall be as provided in the original procurement documents. No other attachments
to or in response to this agreement will be accepted unless approved in writing by the Purchasing Manager or an authorized
representative of the City of Southlake.
Thank you for participating in our procurement process. Please call 817-748-8312 with any questions.
Sincerely,
Tim Slifka, CPPO, CPPB
Purchasing Manager
City of Southlake
1400 Main Street, Suite 440
Southlake, Texas 76092
tslifka9Dci. southiake.tx. us
Contract anoward Accepted:
Signed:
Mayor Laura Hill
City of Southlake
Date: 6 14-O _ /
Attest
Lori Payne, TRMC
City Secretary
Approved a Form legality:
Ci Attorney
33.�Q.?10 ^f,�ST AND FINAL OFFER 5 - 31- 2 017
�Y ii!{);S?A it7Ri;t1J CHRISTMAS BY ZENITH
bvor f`q Appendix B — Proposal
Submittal Checklist: (To determine validity of proposal)
Appendix B (pages 12_ through 34J must be included in the proposal submittal
Appendix C Conflict ofInterest Form (page 34, most be included in the proposal submittal.
Form 1295 Certificate of Interested Party must be Included in the proposal submittal. See page L
I learned of this Request for Proposals by the following means:
❑ Newspaper Advertisement
❑ Southlake AVebsite
❑ Mailed Me a Copy
❑ SecureBid
12 City E-mail Notification
❑ Cold Call to City
❑ Other
City of Southlnke - RFP170IB540JL170003 - Page R of 35
98.
�L�
:saw _�_—�S�
Svc
Maintenance and Monitoring Area A & B per
Scope of Services.
$
99.
Per Hour
Vendor Hourly Labor Rate for Additional
Services not Included in Base Scope of Services
$ 60.00
100.
Discount
Vendor Discount Percentage Off Manufacturers
List Price for Additional Lighting or Decorations.
% 10
Lease Agreement per Scope of
Services
101.
Area A Initial Thirty Six 36 Month Agreement
S 174,750.00
102.
Area A First One 1 Year Renewal
$ 58,250.00
103.
Area A Second One 1 Year Renewal
$ 58=250.00
104.
Area B Initial Thirty Six Month Agreement
$ 235,800.00
105.
Area B First One 1 Year Renewal
$ 78 600.00
106.
Area B Second One 1 Year Renewal
$ 78,800.00
107.
Area A&B Initial Thirty Six (36) Month
Agreement
$ 410 550.00
108.
Area A&B First One 1 Year Renewal
$138 850.00
109.
Area A&B Second One 1 Year Renewal
$139.830.00
110.
Additional Vendor Charges. Please
Describe:
$
Additional Vendor Charges. Please
Describe:
r4A
City of Southlake - RFP 1701B540JL170003 - Page 26 of 35
Appendix B — Proposal
Submittal Checklist: (To determine validity of proposal)
Appendix B (pages _IE_ through 34J must be included in the proposal submittnl
Appendix C Conflict of Interest Form (page _34, must be included in the proposal submittal.
Fonn 1295 Certificate of Interested Party must be included in the proposal submittal. See page 2.
RFP Number:
RFP1701B540JL170003
Holiday Lighting Services for City of Southlake
Project Title:
Town Square
Submittal
Deadline:
3:00 P.M. (CST), THURSDAY APRIL 13, 2017
Submit electronically* to: www.securebidusa.com
* Requires email account logim and password.
Proposer Information:
Proposer's Legal Name:
L
5
Address:
City, State & V
! I
Federal Employers
I�
Identification Number #
p�
Phone Number:
2
r 31� Ft- 1Ynmbor:
Iq
E 11�Iail Address:
Proposer Authorization
I, the undersigned, have the authority to execute this Proposal in Its entirety as submitted and enter into a contract
-
on behalf of the Proposer. ' l-
Printed Name and Position of Authorized Repr ntative: rt Co
Signature ofAuthorizedRepresentative:
e
Signed
Signed this ` (day) of ` ` (month),9-4-1 (Year)
I learned of this Request for Proposals by the follonyng me
ans:
ElNewspaperAdvertisement CityE-mail NotificationElSouthlake Website ❑lCold Call to City
❑ Mailed Me a Copy ❑ Other
❑ SecureBid
City of Southlake - RFP170IB540JL170003 - Page 18 of 35
C H R I S w M A IS :NEC Y
Z E N Z T XX
Holiday Proposal Presented To: The City of
Southlake
1400 Main Street Ste.270
Southlake TX, 76092
CH ItI BT11RAB SY
ZENIWIFE
Why Christmas By Zenith
Christmas by Zenith has designed premiere holiday lighting display themes for businesses,
residences, and municipalities. Our innovative designers bring your holiday visions to life, and our
professional staff has design experience ranging from simple traditional interiors to some of the largest
regional displays and drive thru parks in the Southwest.
Our Commercial Interior & Exterior Packages Include:
Professional Designers: Our designers create unique eye-catching displays that meet your
expectations and your budget. We offer several different programs that give our commercial clients the
option to add and change the look of their message each season. We are experienced and large enough
to handle any project, but small enough to customize to your needs.
Trained Installation Crews: Our trained and insured installation crews use quality products and
innovative "property -friendly" fasteners and adhesives to protect your property from damage.
Christmas by Zenith has a Full OSHA Safety Program for all our Installers.
Light Smart Maintenance Program: We check and maintain your decorations throughout the
season to guarantee your Lighting Display looks outstanding all season long.
Green Energy Lighting: Look great and save money -we use LED lights which are not only
environmentally friendly, but use 90% less energy than regular lights.
Takedown: At the end of the season we promptly start our Takedown Program. Our Takedown
Procedure; Organizes, Protects and Packages all of your decorations to assure next season your design
shines just as bright.
Convenient Storage Service: Don't use your valuable storage space —we store all of your
Christmas Decorations until the next Holiday Season, in our building that is insured, alarm monitored
with surveillance cameras inside and out WE STORE IT AND GUARANTEE THAT EVERYTHING WORKS
NEXT SEASON. This is the Christmas by Zenith Storage Guarantee!
The Christmas Season is short, but an extremely important time of the year for our commercial
customers. A poorly designed or installed Christmas display will never produce the outcome your
company envisioned. Christmas by Zenith is known for its design and installation, but even more so, for
our Light Smart Maintenance Program. A non -maintained display undercuts the message your company
Is trying to convey. Our Light Smart Maintenance Program is built around your needs. We can monitor
your project frequently as you require. What you need is what you get. Christmas Is a time to be
"HAPPY" and Christmas by Zenith can deliver "HAPPY."
Q Z3 X=9 L E3 T "K A B
Z • 31�3 N Z Z` H
References
Cody Mayberry
Dir. of Operations
City of Keller
214-236-0953
Ronnie Washington
Parks /Recreation
City of Cedar Hill
469-853-3575
Community Activity
Michael Davenport
Manager
City of Flower Mound
972-974-6279
Timothy Hamilton
Dir. of Parks Recreation
City of Duncanville
972-780-5072
Crystal Gray
Senior Properly Manager
Cassidy Turley
214452-7180
Chris Grba
General Manager
Arlington Highlands
817-466-7474
Lisa McKiel
Senior Property Manager
CBREI UCR
469-232-3482
Jonathan Teat
Vice President
Dallas Baptist University
214.333.5128
Jim Wurdler
Senior Property Manager
Two Trees Management
972-450-8101
President of Alumni
Southwestern Assemblies of
Devin Ferguson
Relations
God University
972-825A700
Gift of Lights cQ Texas Motor
Dave Pakebusch
Special Events Manager
Speedway
817-215-9593
3200 W. Bolt St. Fort Worth, TX. 76110
817-467-3620 Office 1 214-754-0007 Fax
C WZ R Z 8 T M A. S B 'X
Z E N= T S
City of Southlake 2017 Proposed
Production Schedule
* Exterior roof lights on all buildings Will be completed with 7-8 Days (weather permitting).
* Wrapping of trees with LED mini lights, installing timers, and making any adjustments to
ensure electrical cords are not a hazard, will be completed with in 7-8 days (weather permitting).
Start Date
Description
Duration
Finish Date
October 1st
Tree lighting will begin
7-8 days
October 9th 2017
October 10th
Exterior Roof Lighting
7-8 days
October 18th 2017
October 23rd
Installation of all greenery
7-8 days
ctober 30th
January 3rd
Removal of all lights, greenery,etc will begin.
8-10 days
Onuary 15th
Note: No work will be performed at " Town Hall" on the 1st and 3rd Tuesday of each month, including
removal and take down.
ACORV CERTIFICATE OF LIABILITY INSURANCE 3'/i5/2o'�'
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS
CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES
BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S� AUTHORIZED
REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER.
IMPORTANT: If the certificate hour Is an ADDITIONAL INSURED, the pollcy(tes) must be endorsed If SUBROGATION IS WAIVED, subject to
the tarns and conditions of the policy, certain policies may require an endorsement A statement on this certificate does not confer rights to the
certificate holder in Neu of such endorsement(s).
PRODUCER
First Texas Insurance Services, LC
700 Righlander Blvd, Ste 350
Arlington TX 76015
TACT Lily Mesldoaa
it
(817)275-2626 FAX .(817)27S-2661
"00L .lily. mendoaaCkf1rsttex.com
INSURERM AFFORDING COVERAGE
WON
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13021
INSURED
CBZ, LLC and Zenith Roofing Services, LLC
3200 W. Bolt St
Fort Worth TX 76110
unmasRslexas Mutual Insurance Company
22945
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THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD
INDICATED. NOTWITHSTANDING ANY REQUIREMENT. TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WINCH THIS
CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS,
EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
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DESCRrllom OF OPERA7M$ I LOCATIONS f VEHCLES (ACORD 101, AddOleezI Remuks seMdeie, nay M se*eMd Name *page Is Igaelndl
All entities named and requiring additional insured status in a written executed contract with named
insured are included as additional insured with respects to general liability (for ongoing operations and
completed operations on a primary L noncontributory basis) auto liability and umbrella liability with a
Waiver of Subrogation(NOB)in their favor. NOS applies to workers compensation policy as long as there is
a written executed contract with named Insured requiring the coverage.
CERTIFICATE HOLDER L.AnvCLI-A I pan
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE
THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN
ACCORDANCE WITH THE POLICY PROVISIONS.
AUTHORIZED REPRESENTATIVE
Jeff Jordan/LI��
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FORT WORTH, TX 76110
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2. 1 am not auhject to backup withholding because: (a) I am artalnpd from backup withholding, or (b) I have not been noiifiad by the Internal Revenue
Service {M% that I am subject to backup wildlakfing its a recall of a falture to report all Interval or dividends, or (o) the IRS has notMed me that I ant
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Certification instructions. You must cross out Irene 2 above if you have been notified by Nun IRS that you are currently subject to backup wHhholding
because you have taped to report afi Werost and dividends oo your but raturn, For real !slabs Iftntmotions6 Item 2 does not apply. For mortgage
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Instructions on Puma 3.
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General Instructions I
Section ratemocas am to ale I#erne! Ravens Code Was otherwise noted.
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• Am 109g-FASC OwIc s types of Income. prbes, awards, or gross proceeds)
• Form 099.0 (a" or mutual sterol Was hid ced t other transactions by
• Form 10993 (proceeds from seat astato bansectiens)
• Form 1099-K (man hant card and ddrd parry network trulawlials)
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Ca. No.10231X Form W-9 (Rev.12-2014)
References
Proposer shall provide four (4) references where Proposer has performed similar to or the same types
of services as described herein.
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City of Southlnke - RFP1701BS40JL170003 - Page 29 of 35
v\.
Meet the Christmas by Zenith Team
Erica Holman- Operations Director -Erica has been with Christmas by Zenith
for over 5 years. She oversees the production, operations, scheduling, ordering,
and answering all the questions for clients. As a director, she is always willing to
go that "Extra Mile" to ensure every job is done correctly, on time, and make sure
the clients are always happy.
Reggie Jimenez -Job Superintendent- Reggie has been with Christmas by
Zenith for over 10 years. You will see his smiling face at all of our projects, making
sure everything gets done, to the clients' specifications, from start to finish.
Allan Rodger -President- Allan started a commercial roofing business, Zenith
Roofing Services, over 36 years ago. In an effort to help his roofing staff busy
during the holidays, he began having them install lights on commercial buildings.
Christmas by Zenith began over 20 years ago, and has become one of the largest
commercial lighting companies in Texas.
Monica McCue -Marketing Director- Monica has been with Christmas by
Zenith for over 6 years. She has over 20 years' experience in marketing, and is
always eager to help make sure all clients' needs are met. She also oversees the
largest drive thru Light Park in Texas, Gift of Lights at Texas Motor Speedway.
We all look forward to making Southlake Town Square a
Christmas Wonderland and brighten the holidays for
everyone!
C fJIC aFi X B 'X' 1VI ,1R 1$ �]: 72'
2. E N Z W H
item #
Quanity,
Description of Products/ Services
Unit Cost
Extended
Price
Area A
Al: Central Park
1.
10 Trees
10 Crape Myrtles - Wrap main arteries with a minimum
of 400 white mini lights per tree
196.56
$1,956.56
2.
10 Trees
10 Trees- Wrap main arteries with a minimum of 800
I white main lights per tree
$393.12
$3,931.20
3.
7 Poles
7 Light Poles -install outdoor red bows
59.15
$414.05
4.
1 Fence
1 Fence - Install estimated 16' Lighted Garland with
white mini lights around the base panel and fence
$15.00/per 9'
piece
$245.70
Sub -Total Central Park
$6,556.55
A2: 1709 Medians
5
18 Trees
18 Trees along the median -Wrap main arteries with a
minimum of 800 white mini lights per tree.
$393.12
$7,076.16
Sub -Total 1709 Medians
$7,076.16
Al Rustin Pavilion
6
1 svc. Irailing
Install white mini lights lighted garland swagged on
all around
$137
7
14 Trees
14 Trees- Wrap main arteries with a minimum of 800
mini lights per tree
393.12
$5,503.69
8
2 Trees
install Iced and Green Up Lights for trees
n/a
n/a
9
20 Poles
20 Light Poles surrounding pavilion -Install outdoor red
18" bows.
59.15
$1,183.00
Sub -Total Rustin Pavilion
$6,823.18
A4: Family Park
10
1 12 Trees
12 Trees- Wrap tot the tip with every branch tightly
wrapped from top to bottom main arteries with 1600
minimum white mini lights per tree.
768.24
$9,434.88
11
16 Trees
16 Holly Trees- Wrap main arteries with a minimum of
600 white mini lights per tree.
$294.84
$4,717.44
12
24 trees
24 Trees on the perimeter of the park -Wrap main
arteries with a minimum of 800 white mini lights per
tree.
393.12
$9,434.88
13
20 Poles
20 Light Poles within park -install 18" outdoor red bows
59.15
$1,183.00
14
1 Fence
Fence surrounding Christmas Tree -install 16' white mini
111ghts lighted garland around base panel and fence.
$655.20
Sub -Total Family Park
$25,425.40
AS: Town Hall Building
15
i Svc
Install parapet fighting on lower level on four sides of
the building with LED C-9 lights
$2,668.56
16
1 Svc. Ion
Install white mini lights icicle lights on upper metal roof
all four sides of
$2,707.25
17
1 Svc.
Install white mini lights garland swagged on four
columns at entrance
$273.00
18
1 Svc.
Install white mini lights lighted garland swagged on the
upper balcony railing.
$81.90
19
1 Svc.
Install wreaths and garland pre -lit with w e mm
lights swagged on four small balconies on the front and
rear of the building. Install wreaths on 4 small balconies
on the front and back of building.
$3,458.00
20
1 Svc, land
Install white mini lights on second floor arched windows
window detail on southside of building.
$245.70
21
20 Poles
20 Light poles surrounding building -Install 18" outdoor
red bows
$1,183.00
Sub -Total Town Hall
$10,617.41
A& Designated Tree Wells in Town Hall
Area
22
44 Trees
44 trees on sidewalk -Wrap main arteries with a
minimum of 1600 white mini lights per tree.
786.24
$34,594.56
Sub Total Tree Wells in Town Hall Area
$34,S94.56
A7: Tree Wells along Plaza Grand Ave.
Area
23
67 Trees
67 trees an sidewalks- Wrap main arteries with a
minimum of 800 white mini lights per tree.
$393.12
$26,339.04
Sub -Total Tree Wells along Plaza/Grand
Ave. Area
$26,339.04
A8: Frank Cornish IV Park
24
12 Trees
12 Trees in center of Frank Cornish Park- Wrap main
arteries with a minimum of 1600 white mini lights per
Itree.
768.24
$9,218.88
Sub Total Frank Cornish IV Park
$9,218.89
A9: Southlake DPS Headquarters
25
23 Trees
Wrap the main arteries on an estimated 23 trees with
white mini lights
147.42
$3,390.66
26
Svc
Install C9 lights to the entire perimater (360 degrees) of
the DPS Headquarters building, including all levels of
roof line.
$9,811.85
Sub -Total Southlake DPS Headquarters
$13,202.51
Total Cost Area A
$139, 153.69
Item #
Quanity
Description of Products/ Services
Unit Cost
ExPendeed
Area B
FM 1709 Tree Lighting Per Scope of Services
27
55 Trees
FM 1709 Trees
$393.00
$21,615.00
Main Street Tree Lighting Per Scope of Services
28
42 Trees
Main Street Trees
$393.00
$16,506.00
Civic Place Tree lighting per Scope of Services
29
9 Trees
Civic Place Trees
$295.00
$2,655.00
Prospect Tree Lighting per Scope of Services
30
12 Trees
Prospect Trees
$295.00
$3,540.00
State Street Lighting per Scope of Services
31
16 Trees
State Street Trees
$246.00
$3,936.00
Miscellaneous Tree Lighting per Scope of Services
32
10 Trees
j Miscellaneous Trees
$246.00
$2,460.00
Item 1 Install Roofline C9 Lighting per Scope of
Services
33
Each
1111
$2,184.91
34
Each
B2
$2,595.09
35
Each
83
$2,475.20
36
Each
B4
$2,417.18
37
Each
B5
$4,060.87
Item #
Quanity
Description of Products/ Services
Unit Cost
Extended
Price
38
Each
B6
$1,933.75
39
Each
67
$2,900.62
40
Each
B8
$1,799.05
41
Each
B9
$3,906.17
42
Each
B10
$1,585.67
43
Each
Bll
$2,436.52
44
Each
B12
$1,663.02
45
Each
B13
$3,055.32
46
Each
B14
$4,122.75
47
Each
B15
$3,558.10
48
Each
B16
$2,552.55
49
Each
B17
$2,475.20
50
Each
B18
$1,547.00
51
Each
B19
$2,591.22
52
Each
B20
$2,358.72
53
Each
B21
$2,01L10
54
Each
B22
$1,856.40
55
Each
823
$2,436.07
56
Each
B24
$2,552.55
57
Each
B25
$3,751.47
58
Each
626
$4,041.53
59
Each
B27
$3,248.70
60
Each
B28
$2,145.78
Item #
Quanity
Description of Products/ Services
Unit Cost
ExPn eed
61
Each
B29
$2,552.55
62
Each
B30
$2,359.17
63
Each
B31
$1,895.07
64
Each
B32
$2,417.18
65
Each
B33
$1,353.62
66
Each
B34
$2,823.27
67
Each
B35
$1,624.35
68
Each
B36
$1,740.37
69
Each
IB37
$1,237.60
70
Each
838
$1,314.95
Item 2 Install C9 Colored Lights per Scope of
Services
71
Each
85
$4,060.87
72
Each
B9
$3,906.17
73
Each
811
$2,919.47
74
Each
IB14
$4,122.75
75
Each
B26
$4,041.53
Item 3 Install Icicle Lights on Town Square
Buildings per Scope of Services
76
Each
B2
$2,595.09
77
Each
135
$4,060.87
78
Each
B14
$4,099.55
Item 8
quanity
Description of Products/ Services
Unit Cost
Extended
Price
Item 4 Installn Lights on Town Square u ng
Windows per Scope of Services
79
Each
112
$98.28
80
Each
B3
$122.85
81
Each
B5
$147.42
82
Each
B15
$147.42
83
Each
B16
$184.27
84
Each
B17
$98.28
85
Each
B23
$98.28
86
Each
B25
$73.71
87
Each
B26
$73.71
88
Each
829
$98.28
89
Each
B30
$98.28
Town Square Decorations
Item 1 Install wreaths Per Scope of Services All
Buildings as Required
90
61
All Wreaths per Scope of Services
$10,669.75
Item 2 Install Lighted garland per Scope of Services
91
Per Svc
All Lit Garland per Scope of Services
$2,675.40
Item 3 Install Cable Garland per Scope of Services
92
Per Svc
All Cable Garland per Scope of Services
$509.60
TOTAL COST AREA B
$189,193.47
Item IfQuanity
Description of Products/ Services
Unit Cost
Exttendeed
Removal and Storage Services
93
Svc
Removal and Storage Services Area A Please describe
storage
services:
$Inc.
94
Svc
Removal and Storage Services Area B Please describe
storage
services:
$Inc.
95
Svc
Removal and Storage Services Area A&B Please describe
storage
services:
$ inc.
Maintenance and Monitoring
96
Svc
Maintenance and monitoring per Scope of Services Area
A
$inc.
97
Svc
Maintenance and monitoring per Scope of Services Area
B
$inc.
98
Svc
Maintenance and monitoring per Scope of Services Area
A&B
$inc.
99
Svc
Vendor Hourly Labor rate for Additional Services not
Included in Base Scope of Services.
$85.00
100
Discount
Vendor Discount Percentage Off Manufactureres List
Price for Addiitional Decorations
w'o
Item #
Quanity
Description of Products/ Services
Unit Cost
Extended
Price
Lease Agreement per Scope of Services
101
Area A Initial Thirty -Six (36) Month Agreement
$58,250.00
102
Area A First One (1) Year Renewal
$58,250.00
103
Area A Second One (1) Year Renewal
$58,250.00
104
Area B Initial Thirty -Six (36) Month Agreement
$78,600.00
105
Area B First One (1) Year Renewal
$78,600.00
106
Area B Second One (1) Year Renewal
$78,600.00
107
Area A & B Initial Thirty -Six (36) Month Agreement
$136,850.00
108
Area A & B First One (1) Year Renewal
$136,850.00
109
Area A & B Second One (1) Year Renewal
$136,850.00
110
Additional Vendor Charges. Please
Describe:
$0
111
Additional Vendor Charges. Please
Describe:
$0
3. Term of Contract and Option to Extend — Installation and Storage Services Oiviied Equipment
Any contract resulting from this RFP shall be effective for twelve months from date of aivard. The
City anticipates that contract shall be renewed pursuant to the availability of funds and at cite discretion
of the City. The following clauses shall be included in the contract:
A. Op -lion Clause: It is agreed that City will have the option to extend the contract for up to four (4)
additional years, in one-year intervals. To exercise this option, the City shall serve notice 30 days
prior to contract termination or to the end of any one-year extension. The Option to Extend will not
be considered if funding is unavailable or if the contractor's past performance is not within the
industry standard.
B. Escalation Clause: Should market conditions prevail which dictate an increase, the succcssflrl
contractor may submit documentation requesting pemuission to increase pricing no later than 30
days after receiving notice from the City of its intent to extend the agreement. Escalation may only
occur at the time of renewal and only upon securing the approval of the City in writing. Requests
for price adjustments must be solely for the purpose of accommodating an increase in the
contractor's cost, not profits.
Vendors shall show in this quote their anticipated percent of escalation iflwhen the option to
extend is exercised. The percent quoted will be a maximum. In addition, the percentage proposed
will be a factor in determining the best value to the City. It is the average price over the period of
the contract that will be the price factor considered in the evaluation of this quote. Quotes in which
negative or no escalation is shown will be considered as 0% escalation.
C. Price Increases Uuorr Extension: If approved by the City, the Contractor shall modify the rates
charged by the Contractor to reflect any changes shown in the comparative statement delivered to
the City. The maximum increase allowed under this provision shall be four percent (4°/6) per year.
The City shalt have authority, in its reasonable discretion, to determine the validity of any change
in Contractor's rates. City cannot exercise the Option to Extend with any price increases unless the
Vendor completes the section of the Quote requesting anticipated percentage of annual escalation.
First Additional Year (FY 2017-2018) Escalation ......................................... .
Second Additional Year (FY 2018-2019) Escalation ............................„........... t✓ °lo
Third Additional Year (FY 2019-2020) Escalation ......................................
Fourth Additional Yen (FY 2020-2021) Escalation ..................................... -_°lo
Terns of Contract and Option to Extend — Lease Agreement Only
Any lease contract resulting from this RFP shall be effective for thirty six months from date of
award. The City anticipates that contract shall be renewed pursuant to the availability of funds and at
the discretion of the City. The following clauses shall be included in the contract:
A. Option Clause: It is agreed (hot City will have the option to extend the contract for up to two (2)
additional years, in one-year intervals. To exercise this option, the City shall serve notice 30 days
prior to contract termination or to the end of any one-year extension. The Option to Extend will not
be considered if funding is unavailable or if the contractor's past performance is not within the
industry standard. Pricing for additional years shall be listed in Schedule of Pricing.
City ofSouthlake - Rl'P1701BS 0JL170003 - Page 27 of35
4. Cooperative Governmental Purchasing Notice
Other governmental entities maintaining interiocal agreements with the City, may desire, but are not
obligated, to purchase goods and services defined in this RFB from the successful Bidder. All
purchases by governmental entities, other than the City, will be billed directly to and paid by that
governmental entity. The City will not be responsible for another governmental entity's debts. Each
governmental entity will place their own orders %%ith the successful Bidder and be responsible for
ensuring full compliance with the RFB specifications. Prior to other governmental entities placing
orders, the City will notify the successful Bidder of their intent:
Please indicate below if you will permit other governmental entities to purchase from your agreement
with th ity.
[-7Yes, Others can purchase [ j No, Only the City can purchase
]l. CONTRACT TERMS AND CONDITIONS: EXCEPT WHERE PROPOSER MARES SPECIFIC
EXCEPTION IN THE SUBMITTED PROPOSAL, ANY CONTRACT RESULTING FROM THIS
REP WILL CONTAIN 7WE FOLLOJF7NG TERMS AND CONDITIONS, WHICH PROPOSER
HEREBY ACKNOWLEDGES, AND TO WHICH PROPOSER AGREES BY SUBMITTING A
PROPOSAL:
Delivery of Products and/or Services
A. Payment Terms: Unless otherwise specified in the Scope of Services or otherwise agreed to in
writing by the City, payment terms for the City are Net 30 days upon receipt of invoice.
B. Warranty of Products and Services: All products furnished under this contract shall be warranted to
be merchantable and good quality and fit for the purposes intended as described in this Proposal, to
the satisfaction of City and in accordance with the specifications, terms, and conditions of the
Scope of Services, and all services performed shall be warranted to be of a good and workmanlike
quality, in addition to, and not in lieu of any other express written warranties provided.
C. Late Delivery or Performance: If Proposer fails to deliver acceptable goods or services within the
timeframes established in the Project Schedule, the City shall be authorized to purchase the goods
or services from another source and assess any increase in costs to the defaulting Proposer, who
agrees to pay such costs within ten days of invoice.
D. Title to Goods and Risk of Loss: For goods to be provided by Proposers hereunder, if any, the title
and risk of loss of the goods shall not pass to City until City actually receives, takes possession,
and accepts the goods and the installation of such goods, has tested the system, and determined that
it is in good and acceptable working order.
2. Miscellaneous
A. Independent Contractor: Proposer agrees that Proposer and Proposer's employees and agents have
no employer -employee relationship with City. Proposer agrees that if Proposer is selected and
awarded a contract, City shall not be responsible for the Federal Insurance Contribution Act
(FICA) payments, Federal or State unemployment taxes, income tax withholding, Workers
Compensation Insurance payments, or any other insurance payments, nor will City furnish any
medical or retirement benefits or any paid vacation or sick leave.
B. Assignments: The rights and duties awarded the successful Proposer shall not be assigned to
another without the written consent of the Purchasing Manager. Such consent shalt not relieve the
assigner of liability in the event of default by the assignee.
4�,
City of Southlake - RF P170IB540JL170003 - Page 31 of 35
4. Proposer's Experience / Staff
A. Project Team: Identify all members of the Proposer's team (including both team members and
management) who will be providing any services proposed and include information which details
their experience.
B. Removal or Replacement of Staff: If an assigned staff person must be removed or replaced for any
reason, the replacement person must be approved by City prior to joining the project.
C. Business Establishment: State the number of years the Proposer's business has been established
and operating. If Proposer's business has changed names or if the principals operating the business
operate any similar businesses under different names, or have operated any other businesses or
changed the legal status or form of the business within the last live (5) years, all names, of
predecessor business names, affiliated entities, and previous business entities operated by the
principals, if different than present, must be provided;
Stat the number of years' experience the business has:; and the number of employees:
D. Project Related Experience: All Proposals must include detailed information that details the
Proposer's experiernce and expertise in providing the requested services that demonstrates the
Proposer's ability to logically plan and complete the requested project.
H&I
City of southinite - RFP1701B540JL170003 - Page 28 of 35
C. Liens: Proposer shall indemnify and save harniless the City against any and all liens and
encumbrances for all labor, goods, and services which may be provided to the City by Proposer or
Proposer's vendor(s), and if the City requests, a proper release of all liens or satisfactory evidence
of freedom from liens shall be delivered to the City.
D. Gratuities / Bribes: Proposer certifies that no bribes in the form of entertainment, gifts, or
otherwise, were offered or given by the successful Proposer, or its agent or representative, to any
City officer, employee or elected representative, with respect to this RFP or any contract with the
City, and that if any such bribe is found to have been made this shall be grounds for voiding of the
contract
E. Financial Participation: Proposer certifies that it has not received compensation from the City to
participate in preparing the specifications or RFP on which tine Proposal is based and
acknowledges that this contract may be terminated and/or payment withheld if this certification is
inaccurate.
F. Required Licenses: Proposer certif ies that he holds all licenses required by the State of Texas for a
provider of the goods and/or services described by the Scope of Services herein.
G. Authority to Butt -nit Pr000sal and Enter Contract: The person signing on behalf of Proposer
certifies that the signer has authority to submit the Proposal on behalf of the Proposer and to bind
the Proposer to any resulting contract.
H. Compliance with Applicable Law: Proposer agrees that the contract will be subject to, and
Proposer will strictly comply with, all applicable federal, state, and local laws, ordinances, rules,
and regulations.
3. Financial Responsibility Provisions
A. Insurance: The Proposer, consistent with its status as an independent contractor, shall carry, and
shall require any of its subcontractors to carry, at least the following insurance in such form, with
such companies, and in such amounts (unless otherwise specified) as City may require:
i. Worker's Compensation and Employer's Liability insurance, including All States
Endorsement, to the extent required by federal law and complying with the laws of the
State of Texas;
ii. Commercial General Liability insurance, including Blanket Contractual Liability, Broad
Form Property Damage, Personal Injury, Completed Operations/Products Liability,
Premises Liability, Medical Payments, Interest of Employees as additional insureds, and
Broad Fonn General Liability Endorsements, for at least One Million Dollars ($1,000,000)
Combined Single Limit Bodily Injury and Property Damage on an occurrence basis;
iii. Comprehensive Automobile Liability insurance covering all owned, non -owned or hired
automobiles to be used by the Contractor, with coverage for at least One Million Dollars
($1,000,000) Combined Single Limit Bodily Injury and Properly Damage.
B. Indemnification: Proposer agrees to defend, indemnify and bold harmless the City, all of Its
officers, Council members, agents and employees from and against all claims, actions, snits,
demands, proceedings, costs, damages and liabilities, including reasonable attorneys' fees,
court costs and related expenses, arising out of, connected with, or resulting from any acts or
omissions of Proposer or any agent, employee, subcontractor, or supplier of Proposer in the
execution or performance of this contract without regard to whether such persons are under
the direction of City agents or employees.
City of Soutirlake - RFP1701B540JL170003 - Page 32 of 35
Appendix C — Form CIQ
10004 N [S►: ,:r , ,rII 6i 3 UPI [ft 10) 01119111 DRORV01,10.1��►:
WHO: The following persons must file a Conflict of interest Qucstionnaire with the City if the person has an
employment or business relationship with an officer of the City that results in taxable income exceeding S2,500
during the preceding twelve — month period, or an officer or a member of the officer's family has accepted gigs
with an aggrega(e value of more than S250 during thhe previous twelve— month period and the person engages
in any of the following actions:
1. contracts or seeks to contract for the sale or purchase of property, goods or services urith the City,
including any of the following:
a_ written and implied contracts, utility purchases, purchase orders, credit card purchases and any
purchase of goods and services by the City;
b. contracts for the purchase or sale of real property, personal property including an auction of
property;
c. tax abatement and economic development agreements;
2. submits a bid to sell goods or services, or responds to a guest for proposal for services;
3. enters into negotiations with the City for a contract; or
4. applies for a tax abatement and/or economic development incentive that will result in a contract with
the City
TiLE FOLLOWING ARE CONSIDERED OFFICERS OF THE CITY:
1. Mayor and City Council Members;
2. City Manager,
3. Board and Commission members and appointed metnbers by thhe Mayor and City Council;
4. Directors of 4A and 4B development corporations;
5. The executive directors or managers of 4A and 4B development corporations; and
6. Directors of the City of Southhake who have authority to sign contracts on behalf of the City.
EXCLUSIONS: A questionnaire statement need riot be filed if the money paid to a local government official was
a political contribution, a gift to a member of the officer's family from a fan»ly member; a contract or purchase of
less than $2,500 or a transaction at a price and subject to terms available to the public; a payment for food, lodging,
transportation or entertainment; or a transaction subject to rate or fee regulation by a governmental entity or
agency.
WHAT: A person or business that contracts with the City or who seeks to contract with the City must file a
"Conflict of Interest Questionnaire" (FORM CIQ) which is available online at w%A w.ethics.state.tx us and a copy of
which is attached to this guideline. The form contains mandatory disclosures regarding "employment or business
relationships" with a municipal officer. Officials may be asked to clarify or interpret various portions of the
qucstiormaire.
WHEN: The person or business must file:
1. the questionnaire —no later than seven days after the date the person or business begins contract discussions
or negotiations with the municipality, or submits an application, responds to a request for proposals or
bids, correspondence, or other writing related to a potential contract or agreement with the City; and
2. an updated questionnaire — within seven days after the date of an event that would make a filed
questionnaire incomplete or inaccurate.
It does not matter if the submittal of a bid or proposal results in a contract. The statute requires a vendor to file
a FORM C1Q at llte time a proposal is submitted or negotiations commence.
WHERE: The vendor or potential vendor must mail or deliver a completed questionnaire to the Finance
Department. The Finance Department is required by [am- to post Ilse statements oil lite Ci{p's
websile.
ENFORCEMENT: Failure to file a questionnaire is a Class C misdemeanor punishable by a fine not to exceed
$500. It is an exception to prosecution that the person files a FORM CIQ not later than seven business
days after the person received notice of a violation.
NOTE: The City does not have a duty to ensure that a person files a Conflict of Interest Questionnaire. Z)L
City of Southlake - RFP170IB540JL170003 - Page 33 of 35
wig
CONFLICT OF INTEREST QUESTIONNAIRE FORM CIQ
For vendor or other person doing business with local governmental entity
This questionnaire reflects changes made to the law by H.B. 1491, Both Leg., Regular Session.
OFFICELISEONLY
This questionnaire Is being filed In accordance with Chapter 176. Local Government Code
Wt, Received
by a person who has a business relationship as defined by Section 176.001(1-a) with a local
governmental entity and the person meets requirements under Section 176.006(a).
By law this questionnaire must be filed with the records adminlsVatorof the local governmental
entity not later than the 7th business day after the date the person becomes aware of facts
that require the statement to be filed. See Section 176.006. Local Government Code.
A person commits an offense If the person knowingly violates Section 176.006, Local
Govemmenl Code. An offense under this section Is a Class C misdemeanor.
jj Name of person who has a business relationship with local governmental entity.
zoCheck this box if you are filing an update to a previously tiled questionnaire.
(The low requires that you file an updated completed questoonahe with the appropnnle filing authority not
later than the 71h business day after the data the originally filed questionnaire becomes incomplete or inaccurate.)
s
Name of local government officer with whom filer has employment or business relationship.
Name of Officer
This section (item 3 including subparts A, B. C b D) must be completed for each officer with whom the War has an
employment or other business relationship as defined by Section 176.001(1-a), Local Government Code. Attach additional
pages to this Form CIO as necessary
A. Is the local government officer named in this section receiving or likely to receive taxable income, other than invoslmernt
ii coin, from the filer of tiro questionnaire?
Yes F-1 No
B Is the filer of the questionnaire receiving or likely to receive taxable Intone, other than investinent income, from oral the
direction of the local government officer named in this section AND the taxable income is not received from the local
governmental entity?
Yes E]No
C. Is the filer of this questionnaire employed by n corporation or other business entity with respect to which Ilia local
government officer serves as an officer or director, or holds an ownership of 10 percent or more?
E]Yes F--] No
D Describe each employment or business relationship with the local government officer named in this section.
4
Signature of person doing business with the governmental entity Dale
Adopted 06/29/2007
City of Soutlilake - RM70111540JU70003 - Page 34 of 35 ok
ADDENDUM NUMBER# 1
To: All Proposers
Date: April 3, 2017
Request for Proposal: RFP1701B540JL170003 Holiday Lighting Services for City of Southlake
Town Square
Proposal Due Date: 3:00 p.m., April 13, 2017
1. Addendum No. 1, dated April 3. 2017, per Addendum #1, the City of Southlake is answering questions
from the Pre -Proposal meeting and correcting wording within the Schedule of Pricing line items 10 and 14.
Question: Is the City looking for two proposals, Lease and Non -Lease?
Answer: Yes.
Question: Can you bid only one option?
Answer: Yes.
Question: Would City prefer a lease agreement?
Answer: We will review both options and decide which option is in our best interest.
Question: Must items be stored in climate controlled storage?
Answer: The City would prefer climate controlled storage. The City will accept vendor supplied non -climate
controlled storage with the understanding the vendor will be responsible for any heat or cold
related damage to current lights and decorations. Please describe storage facilities in proposal
submission.
Question: Maintenance requirements — What if there is an electrical issue not vendor related? Does the 24
hour repair requirement still apply?
Answer: No. Vendor should notify City contact as soon as possible so electrical issue can be corrected.
Once electrical issue is corrected the 24 hour requirement applies.
Cgotk dkAe - Maze 08p"enl - 1400&D Sb'W, Sto 440 - Sov tie TexaS MW
811.74981311
Question: Is there electricity at each location?
Answer: Electricity is available to all locations. Some locations require extension cords to be run from
building to provide electricity. Known locations which require extension cords areas follow:
Extension Cord required to connect trees to rooftop receptacles
• Trees at B 10 - i required
• Trees at B 12 - I required
Trees along Prospect Street
• B9 - 3 required
• B 10 - l required
Trees along State Street
• B9 — 2 required
• B 13 — 2 required
Trees along Main Street
• B3 —1 required
• B4 — 2 required
• B5 —2 required
• B6 — 2 required
• B7 — 2 required
• B26 — 2 required
• B27 — 3 required
• B28 — 2 required
• B29 —1 required
Trees along Southlake Blvd
• Extension cords required between trees
• Extension cords required to rooftops
• From B l to B2 — 2 required
• From B30 to B32 — 2 required
• From B33 to B35 — 2 required
• From B36 to B38 — 2 required
Question: Is tree well electricity individually timed?
Answer: Yes with current owned lighting. If vendor is proposing lease agreement all timers should be
included in lease cost. Vendor is responsible to determine requirements.
Question: Item A3 # 3 - Is there power for these up -lights at this location.
Answer: No. This item is being removed from the proposal. Do not include this item in your location cost.
C#f ofSwftke • F X-e Ueparlment • l W UM S#ft Stile 44D • SaW"e, Texas 76M
OI Z7498312
Question: Item A5 # 7 - Are the lights on the Arch Windows mini lights?
Answer. No. Those light shall be C-7 lights.
Question: When can vendor provide installation? Can we install during the day?
Answer: Yes. We will work with awarded vendor to coordinate installation times. There are a couple items,
banners, large wreaths which will require early morning or late evening installation due to
pedestrian or vehicle traffic concerns.
Question: Is there separate roof access so vendor will not disturb tenants?
Answer: In most locations yes. Truluck's, Barnes and Noble, Cheesecake Factory, Container Store, Jared,
First National Bank, Del Frisco's and Trader Joe's do not have a separate access. Roof access must
be coordinated in advance for those locations.
Question: In Area B you did not specify number of lights? Should they follow the same requirements as Area
A?
Answer: Yes.
Question: Is initial payment provided at end of tree Iighting event?
Answer. No. Vendor may not submit invoice for initial payment until after tree lighting event. Standard
payment terms apply.
Question: Will lease be on separate contract?
Answer: This request for proposal will become the official contract. Vendor may provide additional
requirements for consideration.
Question: Can the lease be cancelled per the cancellation terms on page 5 of the original document?
Answer: Yes. If a lease agreement is awarded through this RFP the City is willing to consider removing the
Termination for Convenience language. This will be discussed with individual vendor during the
evaluation and contract award process as indicated on page 4 paragraph 6A.
Question: Is wording on line item # 10 correct in the Schedule of Pricing?
Answer: No. Wording should read — 12 Trees — Wrap to the tip with every branch tightly wrapped from top
to bottom and main arteries with a minimum of 1,600 white mini lights per tree. Please price
accordingly.
Question: Is wording correct for item # 14 in the Schedule of Pricing?
Answer: No. Wording should read — Fence surrounding Christmas Tree — Install estimated 48' white mini
light lighted garland swagged on fence panels. Price accordingly in Schedule of Pricing.
CryoJSwlhrake • FX&XeDepMft • 1400MMSOM SM440 Texas760M
817748.8312
Question: DPS HQ — The back of the building is hard to see. Can the vendors have access?
Answer: This is a secured Police area. Access at this time will not be provided. We have included photos of
the building with this addendum. Vendor may view back side of building from parking lot area
directly north of this location.
Question: Per Area B Item 4 on page 24 - Confirming these lights are required to be mini lights.
Answer: Yes.
Question: Is vendor responsible for storage of items for either option? Lease or Non -Lease?
Answer: Yes.
Question: For a lease agreement can the vendor propose different prices for each of the years? Example front
load year one of lease?
Answer: Yes. Pricing will be discussed with individual vendor during the evaluation and contract award
process as indicated on page 4 paragraph 6A.
Question: Will you provide information on what you paid last year for these services?
Answer: Bid tabulation from prior request for services for Area A is posted on the City website. Please copy
and paste this link for information. httpsJ/www.cityofsouthiake.com/bids.aspx?bidlD=7. Pricing
information on Area B is not available.
Question: Do you have a defined budget for these services?
Answer: No.
Question: Do all buildings and trees require timers?
Answer: Yes. All locations will be on timers. Area A locations have built-in timers except for DPS HQ. This
location will require external timers. Those will be provided by City as required. Area B locations
have built-in timers except for the following nine (9) locations. These locations require external
timers and shall be supplied by vendor.
• B13 — I timer
• B 14 — I timer
• B 18 — 1 timer
• B20-1 timer
• B31— 2 timers
• B32 — I timer
• B33 — I timer
• B35 —1 timer
• B36 — 1 timer
2. Photos of DPS HQ with anticipated lighting location requirements are included.
3. Additional sample lighting photos are included.
Ciryo75a ttAe • RwKe 00a ftwN • 1400AAak SUM SM 440 • SOUWAa 1•exas76092
811748.8312
4. There are no other changes.
Sharen Vackson
Chief Financial Officer
City of Southlake
In the submission of their proposal, Proposer must acknowledge receipt of this addendum. Proposer shall
acknowledge this addendum by signing and returning one copy of this notice with their proposal submission.
Signed:
Company Name:
Dated:
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CITY OF
SOUTHLAKE
19
City of Southlake
REQUEST FOR PROPOSALS
Proposal Reference Number: RFP1701B540JL170003
Project Title: Holiday Lighting Services for City of Southlake Town
Square
Proposal Closing Date: 3:00 P.M.(CST), Thursday April 13, 2017
TABLE OF CONTENTS
Tableof Contents................................................................................................................................ Page 1
Request for Proposals
(1) Introduction...................................................................................................... ........... Page 2
(2) Definitions................................................................................................................................ Page 3
(3) General Information................................................................................................................. Page 3
(4) RFP Withdrawals and/or Amendments.................................................................................... Page 3
(5) Proposal Submittal Requirements............................................................................................ Page 3
(6) Proposal Evaluation and Contract Award................................................................................ Page 4
Appendix A — Scope of Services
(1) Project Title..............................................................................................................................Page 6
(2) Scope of Services Contact........................................................................................................ Page 6
(3) Special Conditions....................................................................................................................Page 6
(4) Proposal Evaluation Factors..................................................................................................... Page 6
(5) Brand Manufacture Reference.................................................................................................. Page 6
(6) Key Events Schedule................................................................................................................ Page 6
(7) Scope of Services.......•••........................................................................................................... Page 6
Appendix B — Proposal
(-) Label Format for Submittal Packet's Sealed Envelope........................................................... Page 18
I Required Proposal Information
(1) Proposed Product.............................................................................................•..................... Page 19
(2) Cost of Proposed Product....................................................................................................... Page 19
(3) Term of Contract and Option to Extend................................................................................. Page 27
(4) Proposer's Experience / Staff................................................................................................. Page 28
(5) References.............................................................................................................................. Page 29
(6) Trade Secrets and/or Confidential Information...................................................................... Page 30
(7) Federal, State and/or Local Identification Information......................................................... Page 30
(8) Emergency Business Services Contact Notice....................................................................... Page 30
(9) Cooperative Governmental Purchasing Notice...................................................................... Page 31
II Contract Terms and Conditions
(1) Delivery of Products and/or Services.................................................................................... Page 31
(2) Miscellaneous........................................................................................................................ Page 31
(3) Financial Responsibility Provisions...................................................................................... Page 32
AppendixC — Form CIQ................................................................................................................ Page 34
Appendix D — No Intent to Submit Form...................................................................................... Page 35
Attachment A — Maps and Example Photos...............................................................................................
City of Southlake - RFP170IB540JL170003 - Page 1 of 35
Southlake, Texas
Request for Proposals
1. introduction
A. Proiect Overview: The City of Southlake is requesting Proposals with the intent of awarding a
contract for the purchase of goods and services contained in Appendix A — Scope of Services.
B. Questions: Following are contacts for questions as identified.
i. RFP Clarifications: All questions related to requirements or processes of this RFP should
be submitted in writing to the Purchasing Manager identified in section 2 below.
ii. Scope of Service Questions: All questions related to the scope of services should be
submitted in writing to the contact person(s) noted in Appendix A — Scope of Services.
iii. Replies: Responses to inquiries which directly affect an interpretation or effect a change to
this RFP will be issued in writing by addendum posted to City website. All such addenda
issued by City prior to the submittal deadline shall be considered part of the RFP. The City
shall not be bound by any reply to an inquiry unless such reply is made by such formal
written addendum.
iv. Acknowleftement of Addenda: The Proposer must acknowledge all addenda by signing
and returning such document(s) or by initialing appropriate area of the Proposal.
C. Notification of Errors or Omissions: Proposers shall promptly notify the City of any omissions,
ambiguity, inconsistency or error that they may discover upon examination of this RFP. The City
shall not be responsible or liable for any errors and/or misrepresentation that result from the
solicitations which are inadvertently incomplete, ambiguous, inconsistent or obviously erroneous.
D. Conflict of Interest Ouestionnaire (Form C1Q): A person or business, and their agents, who seek to
contract or enter into an agreement with the City, are required by Texas Local Government Code,
Chapter 176, to file a conflict of interest questionnaire (FORM CIQ) which is found in Appendix
C. The form must be filed with the City Secretary no later than seven (7) days after the date the
person or business begins contract discussions or negotiations with the City, or submits an
application, response to a request for proposals or bids, correspondence, or other writing related to
any potential agreement with the City.
E. Form 1295 Certificate of Interested Parties: In 2015, the Texas Legislature adopted House Bill
1295, which added section 2252.908 of the Government Code. The law states that a governmental
entity or state agency may not enter into certain contracts with a business entity unless the business
entity submits a disclosure of interested parties to the governmental entity or state agency at the
time the business entity submits the signed contract to the governmental entity or state agency. The
law applies only to a contract of a governmental entity or state agency that either (1) requires an
action or vote by the governing body of the entity or agency before the contract may be signed or
(2) has a value of at least $1 million. The disclosure requirement applies to a contract entered into
on or after January 1, 2016. Please go to the Texas Ethics Commission webpage
(www.ethics.state.tx.us) for full instructions and to complete the required steps for creation of
Form 1295. Once the form is completed online, printed and notarized please return the form with
your proposal submission.
City of Southlake - RFP170IB540JL170003 - Page 2 of 35
2. Definitions
Proposal: The signed and executed submittal of the entirety of Appendix B — Proposal.
Proposer: The Proposer and the Proposer's designated contact signing the first page of the Proposal.
City of Southlake ("City"): The City of Southlake, Texas.
City Secretary's Office: The office of the City Secretary of the City, located at 1400 Main Street, Suite
#270, Southlake, Texas 76092. PH: (817) 748-8016; Fax: (817) 748-8270.
Project: The name of this Request for Proposals as identified on the cover sheet and first page of
Appendix A — Scope of Services.
Purchasing Manager: The City of Southlake Purchasing Manager is Timothy Slifka CPPO, CPPB,
Phone: (817) 748-8312, E-Mail: tsljfica(a)ci.southlake.tx.us; Fax (817) 748-8048.
Request for Proposals (RFP): The entirety of this document, including all Appendices and Addenda.
Scope of Services: The entirety of Appendix A — Scope of Services.
3. General Information
A. Tax Exempt Status: City purchases are exempt from State Sales Tax and Federal Excise Tax. Do
not include tax in the Proposal. City will furnish Excise Tax Exemption Certificate upon request.
B. Public Inspection of Proposals: The City strictly adheres to the Texas Public Information Act
(Texas Government Code Chapter 552.001, et seq.) and all other governing statutes, regulations,
and laws regarding the disclosure of RFP information. Proposals are not available for public
inspection until after the contract award. If the Proposer has notified the City, in writing, that the
Proposal contains trade secrets or confidential information, the City will generally take reasonable
steps to prevent disclosure of such information, in accordance with the Public Information Act.
This is a statement of general policy only, and in no event shall the City be liable for disclosure of
such information by the City in response to a request, regardless of the City's failure to take any
such reasonable steps, even if the City is negligent in failing to do so.
4. RFP Withdrawals and/or Amendments
A. RFP Withdrawal: The City reserves the right to withdraw this RFP for any reason.
B. RFP Amendments: The City reserves the right to amend any aspect of this RFP by formal written
Addendum prior to the Proposal submittal deadline and will endeavor to notify all potential
Proposers that have registered with the City, but failure to notify shall impose no obligation or
liability on the City.
5. Proposal Submittal Requirements
A. Submittal Packet — Required Content: All proposals must be submitted electronically. The
Proposer must visit www.securebidusa.com and register. Once registered for this complimentary
service, the Proposer may submit Proposal Documents electronically by selecting the appropriate
Proposal identification.
B. Submittal Deadline: The deadline for submittal of Proposals shall be as identified on page 18
(eighteen) of Appendix B-Proposal. It is the Proposer's responsibility to have the Proposal
City of Southlake - RFP1701B540JL170003 - Page 3 of 35
Documents correctly electronically submitted by the submittal deadline. No extensions will be
granted and no late submissions will be accepted.
C. Proposals Received Late: Proposers are encouraged to submit their proposals as soon as possible.
The time and date of receipt as recorded within the SecureBid electronic system shall be the
official time of receipt. The City is not responsible for late submission regardless of the reason.
Late Proposals will not be considered under any circumstances.
D Alterations or Withdrawals of Proposal Document: Any submitted Proposal may be withdrawn or
a revised proposal substituted prior to the submittal deadline. Proposal Documents cannot be
altered, amended or withdrawn by the Proposer after the submittal deadline, unless such alteration,
amendment or withdrawal notice is approved in writing by the Purchasing Manager.
E. 1posal Document Format: All Proposal Documents must be prepared in single-space type, on
standard 8-1/2" x 11" vertically oriented pages, numbered at the bottom. The City only accepts
electronic submissions via www.securebidusa.com. Any other format (via telephone, fax, email,
etc.) may be rejected by the City at its discretion.
F. Validity Period: Once the submittal deadline has passed, any Proposal Document shall constitute
an irrevocable bid to provide the commodities and/or services set forth in the Scope of Services at
the price(s) shown in the Proposal Document. Such proposal shall be irrevocable until the earlier of
the expiration of ninety (90) days from the submittal deadline, or until a contract has been awarded
by the City.
6. Proposal Evaluation and Contract Award
A. Proposal Evaluation and Contract Award Process: An award of a contract to provide the goods or
services specified herein will be made using competitive sealed proposals, in accordance with
Chapter 252 of the Texas Local Government Code and with the City's purchasing policy. The
City will evaluate all proposals to determine which proposers are reasonably qualified for the
award of the contract, applying the anticipated evaluation factors and emphasis to be placed on
each factor as identified in the Scope of Services. The City may, at its option, conduct discussions
with or accept proposal revisions from any reasonably qualified proposer. The City reserves the
right to determine which proposal will be most advantageous to the City.
B. Completeness: If the Proposal is incomplete or otherwise fails to conform to the requirements of
the RFP, City alone will determine whether the variance is so significant as to render the Proposal
non -responsive, or whether the variance may be cured by the Proposer or waived by the City, such
that the Proposal may be considered for award.
C. Ambiguity: Any ambiguity in the Proposal as a result of omission, error, lack of clarity or non-
compliance by the Proposer with specifications, instructions and all conditions shall be construed
in the favor of the City. In the event of a conflict between these standard RFP requirements and
details provided in Appendix A — Scope of Services or Appendix B — Proposal, the Appendices
shall prevail.
D. Unit Prices and Extensions: If unit prices and their extensions do not coincide, the City may
accept the price most beneficial to the City, and the Proposer will be bound thereby.
E. Additional Information: City may request any other information necessary to determine Proposer's
ability to meet the minimum standards required by this RFP.
F. Partial Contract Award: City reserves the right to award one contract for some or all the
requirements proposed or award multiple contracts for various portions of the requirements to
City of Southlake - RFP170IB540JL170003 - Page 4 of 35
different Proposers based on the unit prices proposed in response to this request, or to reject any
and all Proposals and re -solicit for Proposals, as deemed to be in the best interest of City.
G. Terminate for Cause: The occurrence of any one or more of the following events will justify
termination of the contract by the City of Southlake for cause:
i) The successful proposer fails to perform in accordance with the provisions of these
specifications; or
ii) The successful proposer violates any of the provisions of these specifications; or
iii) The successful proposer disregards laws or regulations of any public body having
jurisdiction; or
iv) The successful proposer transfers, assigns, or conveys any or all of its obligations or duties
under the contract to another without written consent of the City.
v) If one or more of the events identified in Subparagraphs G i) through iv) occurs, the City
of Southlake may, terminate the contract by giving the successful proposer seven (7) days
written notice. In such case, the successful proposer shall only be entitled to receive
payment for goods and services provided before the effective date of termination. The
successful proposer shall not receive any payment on account of loss of anticipated profits
or revenue or other economic loss resulting from such termination.
vi) When the contract has been so terminated by the City of Southlake, such termination shall
not affect any rights or remedies of the City then existing or which may thereafter accrue.
H. Terminate for Convenience: This contract may be cancelled or terminated at any time by giving
vendor thirty (30) days written notice. Vendor may be entitled to payment for services actually
performed; to the extent said services are satisfactory.
City of Southlake - RFP170IB540JL170003 - Page 5 of 35
2.
4.
5.
6.
Appendix A — Scope of Services
Project Title: Holiday Lighting Services for City of Southlake Town Square
Scope of Services Contact
Questions about the technical nature of the Scope of Services, etc. may be directed to TIM SLIFKA,
Phone. 817.748.8312, e-mail: tslifka@ci.southlake.tx.us.
Special Conditions
The following special conditions shall prevail over areas of conflict in previous pages:
NONE
Proposal Evaluation Factors
Emphasis
Factor
30%
Vendor Overall Price for Services
35%
Vendor Experience Providing Required Services
30%
Vendor Ability to Provide Required Services
5%
Vendor Past Experience with City
Brand Manufacture Reference
The City has determined that any manufacturer's brand defined in the Scope of Services meets the
City's product and support need_ The manufacturer's reference is not intended to be restrictive, and is
only descriptive of the type and quality the City desires to purchase. Quotes for similar manufactured
products of like quality will be considered if the Proposal is fully noted with the manufacturer's brand
name and model. The City reserves the right to determine products and support of equal value, and
whether other brands or models meet the City's product and support needs.
Key Events Schedule
Proposal Release Date
Non -Mandatory Pre -Proposal Meeting*
Deadline for Submittal of Written Questions
Sealed Proposals Due to and Opened by City
Anticipated Committee Evaluation Review Date
Anticipated City Council Award Date
March 21, 2017
March 30, 2017 @ 9AM CST
April 6, 2017
Shown on First Page of this RFP
April 2017
June 2017
*Pre -Proposal Meeting will take place at: Southlake Town Hall, 1400 Main Street Town Hall
Conference Rooms 3C&3D Southlake, Texas 76092 on Thursday March 30, 2017 at 9:00 AM CST.
Attendance is not mandatory but is highly recommended. Potential proposers should familiarize
themselves with the locations and proposal requirements prior to the meeting.
Scope of Services
The City of Southlake is seeking a vendor(s) to provide installation and removal services for holiday
lighting and decorations within the public areas in Southlake Town Square, Central Park, and DPS
Headquarters. The City has partnered with Retail Properties of America, Inc. (RPAI) to release this
proposal for two (2) distinct areas within Southlake Town Square. Area `A', City designated property
City of Southlake - RFP170IB540JL170003 - Page 6 of 35
and Area `13% RPAI designated property. Please refer to Attachment `A' Map for locations. The City
may award Area `A' only or Area `B' only or Areas `A and B' together.
Currently the City owns all of the required lighting and decoration accessories for Area `A' and RPAI
owns all required lighting and decoration accessories for Area `B'. There is interest in exploring a lease
agreement for these items. Proposer should address both options within the Schedule of Pricing.
General Requirements Both Areas City or RPAI Owned or Leased Equipment
All lighting product shall be LED warm light type. This requirement applies to all lights and lighted
decorations.
All Project lighting and decoration installation must be completed no later than November 8 of any
contract year. Vendor shall have all items removed by January 15 of any contract year. Failure to meet
this timeline may result in Liquidated Damages being assessed. Vendor may start lighting installation
on or after October I of each contract year. Greenery and decoration installation may start on or after
October 23 of each contract year.
Vendor shall use proper equipment and safety procedures when installing lights in trees. Climbing of
trees to install lights is strictly prohibited. Violation of this requirement shall result in a fifty
($50.00) dollar fine for each documented incident and vendor shall be held responsible for any damage
caused to tree up to and including tree replacement if required.
A pre -decoration meeting with awarded vendor and the City of Southlake staff and/or RPAI staff shall
be held prior to installation services.
Vendor shall provide all equipment, labor and installation material necessary to perform the required
service. No equipment, installation material or personnel shall be provided by City or RPAI to
Vendor.
Vendor's proposal shall include all products and materials necessary to install the holiday decorations
to the stated specifications including, but not limited to, hardware, tools, supplies, equipment,
extension cords and timers.
All labor to customize, install, maintain, remove and store specified decorations shall be included.
Vendor shall coordinate required building access with City contact.
A supervisor/foreman, who understands and speaks the English language, shall be onsite supervising
any time vendor is performing services as part of this contract.
The vendor shall maintain all lights and decorations during the entire display period. Inspections shall
be made daily. Repairs, as required, shall be made daily.
Vendor must have staff on -site for Tree Lighting rehearsal, usually held the Friday before
Thanksgiving each year and Tree Lighting event, which is held on the Saturday before Thanksgiving
each year. A minimum of five (5) staff members plus Supervisor/Foreman must be on sight to respond
to lighting issues.
The vendor shall properly store all lights and decorations in a fully secured climate controlled
warehouse provided by vendor during the off-season. Items from Area A and Area B must not be
combined.
City of Southlake - RFP17018540JL170003 - Page 7 of 35
The vendor shall not transfer or assign the maintenance responsibilities to others without prior written
consent of the City.
The vendor shall exercise every necessary precaution for the safety of the work site and the protection
of any kind and all persons and/or property located adjacent to or making passage through the work
site.
The vendor shall not operate, nor cause to be operated, any piece of equipment which has the
appropriate safety switches or guards broken, removed or rendered inoperative on any City property.
The vendor must provide a valid telephone number and email address to the designated City
representative. The telephone number must be answered during normal working hours/days, or at a
minimum have the ability to take a message. Vendor shall reply to any message left during normal
business hours (M-F gam-5pm) within two (2) hours. Emergency contact information for any after-
hours need must also be provided. Emails shall be answered within twenty four (24) hours.
The vendor will be responsible for any damages to any City or RPAI property due to negligence on the
part of the vendor's representative. Any damage to the park and/or facilities shall be reported
immediately to the City department representative.
Vendor shall use precautions when adding any lighting or other decorations to trees and/or other
landscaping so not to damage landscaping. Decorations shall be wrapped on trees. Nailing or other
piercing of the tree trunk/limbs and climbing/standing in the tree is prohibited. Lighting shall be
installed with use of ladders or boom truck.
OUALITY ASSURANCE: All lighting and decorations shall be inspected by the City and RPAI
representative or his/her designee to ensure compliance with the specifications. Items which fail to
meet the specifications shall be replaced and cost of replacement borne by owner of same.
Maintenance, Monitoring and Repair Services
1. Perform routine checks of and repairs of lights and decorations from November 8 of each
contract year through January 15 of each contract year, Monday -Sunday (seven (7) days a
week) each week until lights are removed.
2. Report inoperative or damaged lights and decorations to City. City must authorize all non -lease
item repairs.
3. All repairs shall be completed within twenty four (24) hours. Delays to this repair requirement,
directly related to vendor delay, at the discretion of the City, shall result in a cost reduction of
1/75 (number of days lights are to be operational) of item cost for each day repairs are not
completed. Example — Location Al listed cost $100. Each day is equal to $1.33 (rounded
down). Three days of lights not functioning at this location will result in a vendor invoice
reduction of $3.99. (Lights not functioning is considered three (3) or more lights in a single
strand out or three (3) or more lights in a row out).
4. Vendor must have staff on -site for Tree Lighting rehearsal, normally held the Friday before
Thanksgiving each year and the Tree Lighting event, normally held the Saturday before
Thanksgiving each year. A minimum of five (5) staff members plus Supervisor/Foreman must
be on sight to respond to lighting issues.
5. For Tree Lighting Event, vendor shall have required staff present one (1) hour prior to
scheduled event time and vendor staff shall remain until released by City staff.
City of Southlake - RFP170IB540JL170003 - Page 8 of 35
Liquidated Damages
In the event of a delay to the Holiday Lighting and Decoration Installation and Removal Completion
Dates as per the Contract Schedule for which Proposer is solely responsible, Proposer shall pay
Liquidated Damages to the City at a rate of five hundred dollars ($500.00) per day of delay.
Such Liquidated Damages are an estimate of the foreseeable damages that will be incurred by the City
due to delay. The parties agree to this liquidated damages amount because they agree that quantifying
losses arising from Proposer's delay is inherently difficult because delay could have several negative
impacts on the City, including but not limited to damage to the City's reputation, a loss in tourist and
visitor traffic during the Holiday Season, which loss will result in lower sales and hotel tax revenue,
both this year and in the future. The parties stipulate that the agreed upon sum is not a penalty, but
rather an estimate of the City's actual damages, and is a reasonable measure of damages based upon
the parties' experience.
For the purpose of calculating such Liquidated Damages, any additional time or delays outside the sole
control of Proposer or delay not caused by Proposer, including but not limited to suspension of
contract by City in accordance with the Contract, weather downtime or delay due to Force Majeure
shall not be considered as a delay in regards to calculation of Liquidated Damages.
Installation General Specifications
Description of services to be provided for installation of lights on existing trees:
1. Lights must be installed from ground level to a minimum height of fifteen feet (15') in each
tree and must cover all of the branches. See example Photo A.
2. Lights must be wrapped around the branches and secured with tape around all electrical
connections.
3. Cable ties may be used to secure lights on the tips if necessary.
4. All vendor supplied extension cords used must be rated for outdoor use (Minimum
specification - 16/2 Gauge, Polarized, SJTW, UL Outdoor, 13Amp).
5. All exposed cords must be properly covered and secured.
6. Lights strings are not to exceed 15 AMPS per breaker. Normal electrical configuration is three
(3) tree wells per 15amp breaker.
Description of services to be provided for the installation of existing pavilion lighting and decorations:
1. Garland must be securely attached to railing(s) with cable ties or equivalent attachment to
ensure it will not come loose in high winds and cause any tripping hazard.
2. All exposed cords must be properly covered and secured.
3. Lights strings are not to exceed 15 amps per breaker. Normal electrical configuration is three
(3) tree wells per 15 amp breaker.
Description of services for the installation of Town Hall lighting and decorations:
1. Vendor must coordinate with City when accessing Town Hall roof for Town Hall light
installation.
2. Perimeter and the upper perimeter are to be done with white mini light icicle lights.
Description of services to be provided for the installation of outdoor bows
1. Attach structural bows to light poles within designated areas
City of Southlake - RFP1701B5403L170003 - Page 9 of 35
AREA `A' Specifications
Al: Central Park (1401 E. Southlake Blvd)
1. Wrap the main arteries on an estimated twenty (20) trees with white mini lights
2. Install 18" inch outdoor red bows on seven (7) light poles in the park
3. Install an estimated 16' R garland pre -lit with white mini lights around the base panel of fence.
A2: FM 1709 (Southlake Blvd.) Medians Located Directly in Front of Town Square (1400 Block
of E. Southlake Blvd.)
1. Wrap the main arteries on an estimated eighteen (18) trees with white mini lights
A3: Rustin Pavilion (1400 E. Southlake Blvd)
1. Install pre -lit garland with white mini lights swagged on railing of pavilion
2. Wrap the main arteries on an estimated fourteen (14) trees with on the perimeter of the
pavilion with white mini lights.
3. Install 120v LED red and green up -lights for two (2) trees in the Right -of -Way.
4. Install 18" inch outdoor red bows on twenty (20) light poles located around the pavilion
A4: Family Park (1400 E. Southlake Blvd)
1. Wrap to the tip with every single branch tightly wrapped from top to bottom on an estimated
twelve (12) large trees in the center of the park with white mini lights. Per example photos.
2. Wrap the main arteries of an estimated forty (40) trees in the center of Family Park and
around the perimeter with white mini lights.
3. Install 18" inch red outdoor bows on and estimated twenty (20) light poles
4. Install an estimated 16' ft garland pre -lit with white mini lights around the base panel of
fence.
A5: Town Hall (1400 Main Street)
1. No installation services are allowed on I" and Yd Tuesdays of the month for Southlake Town
Hall.
2. Install parapet light on Iower level on four sides of the building with C-9 lights
3. Install clear white mini lights icicle lights on upper metal roof on all four sides of the
building.
4. Install garland pre -lit with white mini lights swagged on four columns at south entrance
5. Install garland pre -lit with white mini lights swagged on upper balcony railing
6. Install wreaths and garland pre -lit with white mini lights swagged on four small balconies on
the front and rear of the building.
7. Install white mini lights on second floor arched windows and window detail on south side of
the building.
8. install 18" inch outdoor red bows on twenty (20) light poles surrounding Town Hall
City of Southlake - RFP17018540JL170003 - Page 10 of 35
A6: Designated Trees Wells in Town Hall Area
1. Wrap the main arteries on an estimated forty-four (44) trees on sidewalks with white mini
lights.
A7: Designated Trees Wells along Plaza/Grand Avenue Area
1. Wrap the main arteries on an estimated sixty-seven (67) trees on Sidewalks with white mini
lights.
A8: Frank Cornish, IV Park (399 Grand Avenue)
1. Wrap the main arteries on an estimated twelve (12) trees in center of the park with white mini
lights.
A9: Southlake DPS Headquarters (600 State Street)
1. Wrap the main arteries on an estimated twenty three (23) trees with white mini lights
2. Install C9 lights to the entire perimeter (360 degrees) of the DPS Headquarters building
including all levels of roof line. Vendor shall verify required footage.
Removal and Storage Services
1. Remove decorations and lights no later than January 15.
2. Vendor to store lighting and decorations in a vendor provided climate controlled off -site
facility.
AREA `B' Specifications
Bl: FM 1709 Trees
1200 to 1586 E. Southlake Blvd.
1. Wrap the main arteries on an estimated fifty five (55) trees with white mini lights
B2: Main Street Trees
North side 1200 — 1276 Main Street and 1402 — 1472 Main Street
South side 1239 Main Street — 190 State Street and 1403 - 1451 Main Street
1. Wrap the main arteries on an estimated forty two (42) trees with white mini lights
B3: Civic Place, Prospect, State Street, Misc Trees
West side of Grand Avenue - 252 Grand Avenue — 1440 Civic Place = 3 trees
North side of Civic Place - 1420 — 1440 Civic Place = 6 trees
East side of State Street - 1420 Civic Place — 321 State Street = 7 trees
West side of State Street — 270 State Street — 280 State Street = 4 trees
North side Prospect Street from 301 N. Carroll — 300 State Street = 12 trees
West side of State Street along 300 State Street = 5 trees
On the south side of Building l0A = 3 trees
City of Southlake - RFP1701B540JL170003 - Page 11 of 35
On the north and south sides of Building I OB = 4 trees
On the north side of Building 1 OC = 3 trees
1. Wrap the main arteries on an estimated forty seven (47) trees with white mini lights.
B1-38: Lights for Town Square Buildings
B I — 1200 E. Southlake Blvd.
B2 — 112 State Street
B3 —180 State Street
B4 — 1235 Main Street
BS — 1256 Main Street
B6 — 1220 Main Street
B7 — 1200 Main Street
B8 — 260 State Street
B9 — 1200 Prospect Street
B 10 — 301 N. Carroll Avenue
B I I — 330 N. Carroll Avenue
B 12 — 400 N. Carroll Avenue
B 13 — 301 State Street
B 14 —1400 Civic Place
B 15 — 286 Grand Avenue
B 16 — 310 Grand Avenue West
B 17 — 410 Grand Avenue West
B 18 — 1420 Plaza Place
B19 —1430 Plaza Place
B20 —1440 Plaza Place
B21 — 1431 Plaza Place
B22 — 316 Grand Avenue East
B23 — 429 Grand Avenue East
B24 — 327 Grand Avenue East
B25 — 285 Grand Avenue
B26 — 1422 Main Street
B27 — 1460 Main Street
B28 — 1429 Main Street
B29 — 181 Grand Avenue
B30 — 115 Grand Avenue
B31 — 1430 E. Southlake Blvd.
B32 —1492 E. Southlake Blvd.
B33 — 1500 E. Southlake Blvd.
B34 — 1510 E. Southlake Blvd.
B35 — 1540 E. Southlake Blvd.
B36 —1560 E. Southlake Blvd.
B37 — 1570 E. Southlake Blvd.
B38 — 1580 E. Southlake Blvd.
1. Install C9 colored lights to the entire perimeter (360 degrees) of approximately 38 buildings in
Southlake Town Square. Vendor shall verify required footage. Each building should be a
different color. Colors shall not be repeated within four (4) buildings.
City of Southlake - RFP17018540JL170003 - Page 12 of 35
2. Install C9 colored lights per the following:
135 — Along roofline ridges of turret above 1276 Main Street
139 — Along roofline ridges of turret above 300 State Street
B I I — Along ridgeline and front outline of dormers at 339 and 355 N. Carroll Avenue
B 14 — Triple row of lights to outline turret at 1420 Civic Place
B26 — Along vertical edges of turret above 233 Grand Avenue
B26 — Double row of lights to outline turret at 1402 Main Street
3. Install white mini lights icicle lights on Town Square building
B2 — At turret above 100 State Street
135 — At turret above 1276 Main Street
B 14 -- At turret above 1440 Civic Place
4. Install white mini lights (unless different size or color specified) on Town Square building
windows
132 — Second floor bay window facing south above 100 State Street
B3 — Second floor bay window facing east above 180 State Street
B3 — Second floor bay window facing North above 190 State Street
133 — Along and over arches of seven second story windows above 172 State Street, on brick
fagade
135 — Second floor bay window above 234 State Street
B 15 — Second floor bay window over 266 Grand Avenue, north side
B 15 — Second floor at northeast corner, north and east side, along and over arches of windows
B 16 -- On 6 columns at 330 and 334 Grand Avenue West
B 16 — Along and over seven arches at exterior fagade at 312 Grand Avenue West
B 17 —Along and over two arches at exterior facade at corner of 432 Grand Avenue West
B23 — On 3 columns at 421 Grand Avenue East
B25 — C7 lights - second floor over 279 Grand Avenue, over window eyebrows and extending
down the sides of each for 6-12", north and west sides
B26 — Second floor bay window over lobby entry
B26 — Second floor windows above 211 and 213 Grand Avenue, Green
B26 — Second story windows above 215 Grand Avenue
B29 — C7 lights - second floor over 1417 Main Street, over window eyebrows and extending
down the sides of each for 6-12", Blue
B30 — Third level windows over 101 Grand Avenue, south and west sides
Town Square Decorations
1. Install approximately 61 wreaths of various sizes on Town Square buildings.
BI — 6' on north side of building on the upper half in the larger bricked section between the
two smaller windows
132 — 48" above entry awnings to 101 State Street
133 — 6' centered on second floor windows above 190 State Street
133 — 2 x 24" above second floor windows at either end above 160 State Street
City of Southlake - RFP1701B540JL170003 - Page 13 of 35
B5 — 36" centered over breezeway entrance facing east, and centered between second story
window and roofline
B5 — 5 x 24" centered on second story balcony railings above 1276 Main Street, facing east
B5 — 5 x 24" centered on second story balcony railings above 1276 Main Street, facing south
B5 — 3 x 24" centered on second story balcony railings on turret above 1276 Main Street
B10 — 2 x 36" on west side at 301 N. Carroll Avenue, one centered on cast stone circular
architectural feature, another centered between the straight cast stone feature and the
parapet cap
B 11 — 2 x 36" at top of dormer architectural features above 339 and 355 N. Carroll Avenue
B 13 — 8' on second floor centered over front entrance of 321 State Street
B 14 — 2 x 48" centered at top of arch over each breezeway entrance at 1400 Civic Place
B 17 — 2 x 36" on exterior columns, outer two columns of four, 2x24" on exterior columns,
interior two columns of four
B 19 — 2 x 8' at large upper story windows, north and south, at 1430 Plaza Place
B 19 — 4 x 5' centered on railing of each second floor balcony, north and south, at 1430 Plaza
Place
B 19 — 8 x 36" centered on each side of 48" wreaths on the railing of each second floor
balcony, north and south, at 1430 Plaza Place
B22 — 4 x 48", one at each corner of the building, facing east and west, centered over circular
stone architectural features
B23 — 2 x 24" on exterior columns at 411 Grand Avenue East
B24 — 2 x 24" on exterior columns near top at 303 Grand Avenue East
B24 — 7 x 24" on exterior columns near top at 335, 331, and 323 Grand Avenue East
B27 — 6' above 1460 Main Street lobby entrance, centered on circular window
B28 — 2 x 48" above 1443 Main Street, even with and on either side of signage
B29 — 48" above second floor windows over entry to 1403 Main Street
B29 — 4 x 36" second floor centered between double windows of EIFS facade above 167
Grand Avenue
B30 — 101 Grand Avenue south side 3 wreaths 36" on columns
B30 — 2 x 48" on south side and west side of entry at 101 Grand Avenue
B33 — 48" centered above Tenant signage at 1500 E. Southlake Blvd.
B34 — 48" centered over Tenant signage at 1524 E. Southlake Blvd.
2_ Install garland pre -lit with white mini lights swagged on Town Square buildings
B2 — Second floor parapet above 120 State Street
B3 — Second floor parapet between columns and above arched window eyebrows above 160
State Street
B5 — Outlining breezeway entrance, top and both sides, at 1256 Main Street east side facing
State Street
B5 — Second floor parapet above 1260 Main Street
B 14 — Outlining breezeway entrance, top and both sides, at 1400 Civic Place south side
B 14 — On 4 second story balcony railings above 1424 and 1426 Civic Place
B 16 — Two exterior columns at 302 Grand Avenue West
B 17 — Six exterior columns at 422 and 432 Grand Avenue West
B23 — On five columns at exterior columns at 405 and 409 Grand Avenue East
B23 — At top parapet at front above 431 Grand Avenue East
City of Southlake - RFP1701B540JL170003 - Page 14 of 35
B24 - On four exterior columns at 311 and 319 Grand Avenue East
B25 - At top parapet at front above 267 Grand Avenue
B26 - Along entire south and west sides of second story parapet over 1403 Main Street
B26 - Outlining breezeway entrance, top and both sides, at 1422 Main Street west side
B27 - Second floor balcony railings above 1450 Main Street
B27 - Second floor parapet above 1472 Main Street south and east sides
B30 - 6 second floor railings above 129 Grand Avenue
B30 - One strand at the top of second story windows on brick facade
B35 - 2 front columns at 1540 E. Southlake Blvd.
3. Install Cable Garland on buildings
From installed building hooks near the roofline between 1276 Main Street and 190 State Street
(Across Main Street between B3 and 135)
From installed building hooks near the roofline between 1402 Main Street and 1403 Main
Street (Across Main Street between B26 and B29)
From installed building hooks near the roofline between 266 Grand Avenue and 279 Grand
Avenue (Across Grand Avenue between B15 and B25)
Payment Schedule for Installation Services
Vendor shall be paid for installation services in two (2) installments per standard City payment
terms.
This payment shall be split as follows:
Payment I - 50% of contract total after Tree Lighting Ceremony
Payment 2 - Remaining 50% after lights and decorations removed and stored by vendor
Liquidated Damages, repair or lights out deductions and fines for tree or building damages shall be
deducted from the payment timeframe they occur in. Example: Lighting is not installed and
operational for three days past required start date. $1,500 dollars in liquidated damages will be
assessed to the first payment (3 days @ $500 each).
Lease Specifications
The City may consider a lease agreement with vendor to provide all lighting and decorations as
requested. This scope includes providing all new commercial grade lighting and decorations per
the currently listed specifications, as well as installation, maintenance, removal and storage of all
lights and decorations. Storage of Area A and Area B items shall be stored separately. All
decorations shall be appropriate to the specific outdoor environment. Lease agreement shall be for
an initial thirty six (36) month period with the option for two (2) one (1) year renewals. This lease
may include Area `A', `13% and/or Area's `A&B'.
1. All lighting and decorations provided under this agreement the first contract year shall be new
commercial grade products and not previously used for any other display_ Subsequent lease
years shall utilize lighting and decorations as provided in original agreement. Any decorations
City of Southlake - RFP170IB540JL170003 - Page 15 of 35
which show wear and/or deterioration over time shall be replaced with new commercial grade
products at vendor expense. Additional decorations or lighting requested by the City shall be
charged to the City at listed discount rate.
2. All lighting, both indoor and outdoor, shall be LED warm light UL Listed commercial grade.
3. All bows shall be structural commercial grade materials.
4. All wreaths shall be structural commercial grade materials.
5. All greenery shall be two -toned and made for indoor and outdoor use.
6. All outdoor decorations shall be UV treated.
7. The proposal shall include all products and materials necessary to install holiday decorations to
the stated specifications including, but not limited to, hardware, tools, supplies, equipment,
extension cords and timers.
8. All labor to customize, install, maintain, remove and store specified decorations shall be
included. A supervisor/foreman, who understands and speaks the English language, shall be
onsite supervising the installation and removal at all times.
9. Unless otherwise instructed, all decorations shall be removed by January 15 of each year. The
vendor shall leave the area with a finished appearance including removing all packaging and
other debris from site.
10. Vendor must have staff on -site for Tree Lighting rehearsal, normally held the Friday before
Thanksgiving each year and the Tree Lighting event, normally held the Saturday before
Thanksgiving each year. A minimum of five (5) staff members plus Supervisor/Foreman must
be on sight to respond to lighting issues.
11. The vendor shall properly store all trees, lights and decorations in a fully secured, climate
controlled, warehouse provided by vendor during the off-season. Please fully describe storage
services in proposal submission. Items from Area A and Area B must not be combined.
12. The vendor shall not transfer or assign the maintenance responsibilities to others without prior
written consent of the City.
13. The vendor shall exercise every necessary precaution for the safety of the work site and the
protection of any kind and all persons and/or property located adjacent to or making passage
through the work site.
14. The vendor shall not operate, nor cause to be operated, any piece of equipment which has the
appropriate safety switches or guards broken, removed or rendered inoperative on any City
property.
15. The vendor must provide a valid telephone number and email address to the designated City
representative. The telephone number must be answered during normal working hours/days,
or at a minimum have the ability to take a message. Vendor shall reply to any message left
during normal business hours (M-F 8am-5pm) within two (2) hours. Emergency contact
information for any after-hours need must also be provided. Emails shall be answered within
twenty four (24) hours.
City of Southlske RFP170I B540JL170003 - Page 16 of 35
16. The vendor will be responsible for any damages due to negligence on the part of the vendor's
representative. Any damage to the park and/or facilities shall be reported immediately to the
City department representative.
17. Vendor shall use precautions when adding any lighting or other decorations to trees and/or
other landscaping so not to damage landscaping. Decorations shall be wrapped on trees.
Nailing or other piercing of the tree trunk/limbs and climbing/standing in the tree is prohibited.
Lighting shall be installed with ladders or boom truck.
18. Quality Assurance. All lighting and decorations shall be inspected by the City and RPAI
representative or his/her designee to ensure compliance with the specifications. Any
decorations which show wear and/or deterioration over time shall be replaced with new
commercial grade products at vendor expense.
Payment Schedule for Lease Agreement
Vendor shall be paid on a yearly basis per the following schedule for a lease agreement.
Initial thirty six (36) month lease paid in six (6) installments. Total payment required for thirty six
(36) month lease shall be split into three equal yearly payments split into two (2) installments.
Example - $3,000 total for thirty six (36) month lease agreement. Year one $1,000 Year 2 $1,000
Year 3 $1,000. Renewal years, if approved, will be paid per the same payment schedule.
The yearly lease payments shall be split into two (2) installments. 75% of yearly lease total paid
after Tree Lighting Ceremony per standard City payment terms. Remaining 25% payment paid
after all lighting and decorations are removed and stored by vendor per standard City payment
terms.
Liquidated Damages and fines for tree or building damages shall be deducted from the payment
timeframe they occur in. Example: Lighting is not installed and operational for three days past
required start date. $1,500 dollars in liquidated damages will be assessed to the scheduled payment
(3 days @ S500 each).
City of Southlake - RFP1701B540JL170003 - Page 17 of 35