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Item 4G - MemoSOUTHLAI<E MEMORANDUM June 21, 2022 To: Shana Yelverton, City Manager From: Daniel Cortez, Director of Economic Development & Tourism Subject: Item 4G - Approve contract extension with Christmas By Zenith for Holiday Lighting for City of Southlake Town Square Item 4G Action Requested: Approve contract extension with Christmas By Zenith for Holiday Lighting for Southlake Town Square in an amount not to exceed $165,000. Background Information: Since the 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 Kite Realty (formerly 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 City areas ($58,250) and Kite Realty areas ($78,600). The City of Southlake will pay the full contract amount of $136,850 and enter into a Reimbursement Agreement with Kite. Kite Realty will reimburse the City $78,600 for their portion of the contract and any other expenses that may occur in their areas. Since the original contract date, The City has agreed upon three other amendments. Amendment #1 was to add garland and holiday lighting to Southlake DPS HQ in the amount of $5,192.00. 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 $163,372. 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 2023 Hotel Occupancy Tax budget and $25,000 in the FY 2023 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 the enjoyment of personal interests, enhance resident quality of life and business vitality through tourism, collaborate with select partners to implement service solutions and providing and maintaining 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 contract extension with modifications • Deny the contract extension Staff Recommendation: Approve the contract extension agreement for holiday decorations and installation services with Christmas By Zenith for an amount not to exceed $165,000. Attachments: Contract with Christmas By Zenith Staff Contacts: Daniel Cortez (817) 748-8039 (:nv« SOLMHLAKE May 23, 2022 Christmas By Zenith 3200 W. Bolt Street Fort Worth, Texas 76110 Attn: Mr. Allan Rodger Subject: Notification of Contract Extension for Holiday Lighting Services for City of Southlake Town Square P-FP170IB540JL170003 Dear: Mr. Rodger: The City of Southlake is providing notification of contract extension, pending City Council approval, for "Holiday Lighting Services for City of Southlake Town Square RFP1701B540JL170003". This extension shall become effective June 20, 2022 and after City Council approval (CC Award date ) and shall continue in full force based on the terms and conditions of the contract extension letter dated May 23, 2022, Your company has indicated no increase in contract rates is requested. The terms and conditions proposed and accepted in this extension 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 until June 20, 2023 per contract extension letter. City Contact: Hillary Cromer 817-748-8652 Send all billing to: City of Southlake accountsrayable(o.ci.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, ✓v Tim Slila Purchasing Manager CPPO, CPPB City of Southlake 1400 Main Street, Suite 420 Southlake, Texas 76092 tsliIka(rdci.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 LIIY (1, SOUTHLAKE Q1 May 23, 2022 Christmas By Zenith 3200 W. Bolt Street Fort Worth, Texas 76110 Attn: Mr. Allan Rodger Subject: Contract Extension for Holiday Lighting Services for City of Southlake Town Square RFP1701B540JL170003 Dear Mr. Rodger: The City of Southlake wishes to extend the current Holiday Lighting Services for City of Southlake Town Square for an additional year. This contract is set to expire on June 20, 2022, and the City of Southlake wishes to extend this contract for an additional year. We are requesting this extension of services per the terms and conditions of the current contract dated and approved June 15, 2021. You have indicated no increase in contract rates will be requested with this extension. This extension will expire on June 20, 2023. All specifications, terms and conditions shall be as provided in the original procurement documents. No other attachments to or in response to this extension agreement will be accepted unless approved in writing by the Purchasing Manager or an authorized representative of the City of Southlake. Sincerely, Tim Slifka, CP CPPB Purchasing Manager City of Southlake Extension of Contract Accepted: Signed: Printed: 6 Date: 1400 Main Street. Suite 420 Southlake. texas 76092 CITY OF SOUTHLAKE 19 May 20, 2022 ORIGINAL DOCL1MIiN`P CITY OF SOUTI IL AKF Council Action; Y/lig Ord./Res. No. Date Approved_$ Z Christmas By Zenith 3200 W. Bolt Street Fort Worth, Texas 76110 Subject: Contract Amendment # 4 for Lease Agreement for Holiday Lighting Services for City of Southlake Town Square RFP170IB540JL170003 Mr. Allan Rodger: The City of Southlake's contract for Lease Agreement for Holiday Lighting Services for City of Southlake Town Square RFP17018540JL170003 requests the addition of and removal of items per the following: 1. Addition of Town Hall Interior installation services at a cost of ($0.00) per the following specifications: a. Provide installation services for these City owned items. The City owns a pre -lit Dekra-Lite Residential Tower Tree, Part # TRGK100517982, fifteen (15') feet tail x ninety-six (96") inches wide, an estimated 50-75 large ornaments, additional interior decorations, and garland to decorate the interior of Town Hall. b. Assemble and erect tree in Town Hall lobby. c. Install an estimated one hundred sixty (160') feet garland and bows around third floor interior railing. d. Install a total of ten (10) decorated sprays on wall lights on all Floors (1-4). e. Wrap six to ten (6-10) interior lobby columns with garland. f. Disassemble tree and remove all decorations and return to City supplied storage boxes. City is responsible for storage of these items. 2. Addition of two (2) Town Square Buildings at a cost of ($0.00) per the following specifications: a. Install C9 colored lights to the entire perimeter (360 degrees). Vendor shall verify required footage. Each building should be a different color and color shall not be repeated within four (4) buildings. b. Building # 39 — 125 Central Avenue c. Building # 40 — 1465 Main Street RFP1701 B540JL170003 Miondmcm 4 4 3. Removal of the following items at a cost reduction of ($0.00) per the following specifications: a. B5 — Remove C9 colored lights along roofline ridges of turret above 1276 Main Street. b. B9 — Remove C9 colored lights along roofline ridges of turret above 300 State Street. 4. Removal of mini lights on the following Town Square building windows at a cost reduction of ($0.00) per the following specifications: a. B2 — Second floor bay window facing south above 100 State Street b. B3 — Second floor bay window facing east above 180 State Street c. B3 — Second floor bay window facing North above 190 State Street d. B3 — Along and over arches of seven second story windows above 172 State Street, on brick fagade e. B5 — Second floor bay window above 234 State Street f. B15 — Second floor bay window over 266 Grand Avenue, north side g. B15 — Second floor at northeast corner, north and east side, along and over arches of windows h. B16 — On 6 columns at 330 and 334 Grand Avenue West i. B16 — Along and over seven arches at exterior faWde at 312 Grand Avenue West j. B17 — Along and over two arches at exterior fagade at comer of 432 Grand Avenue West k. B23 — On 3 columns at 421 Grand Avenue East I. 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 m. B26 — Second floor bay window over lobby entry n. B26 — Second floor windows above 211 and 213 Grand Avenue, Green o. B26 — Second story windows above 215 Grand Avenue p. 829 — C7 lights - second floor over 1417 Main Street, over window eyebrows and extending down the sides of each for 6-12", Blue q. B30 —Third level windows over 101 Grand Avenue, south and west sides 2 UP 1701 B540JL170001 Amendment 4 4 5. Removal of wreaths of various sizes on the following Town Square buildings at a cost reduction of ($0,00) per the following specifications: a. 1317 - 2 x 36' on exterior columns, outer two columns of four, 2x24" on exterior columns, interior two columns of four b. B23 - 2 x 24" on exterior columns at 411 Grand Avenue East c. B24 - 2 x 24" on exterior columns near top at 303 Grand Avenue East d. B24 - 7 x 24" on exterior columns near top at 335, 331, and 323 Grand Avenue East 6. Remove pre -lit garland from the following Town Square buildings at a cost reduction of ($0.00) per the following specifications: a. B2 - Second floor parapet above 120 State Street b. B3 - Second floor parapet between columns and above arched window eyebrows above 160 State Street c. B5 - Second floor parapet above 1260 Main Street d. B16 -Two exterior columns at 302 Grand Avenue West e. B17 - Six exterior columns at 422 and 432 Grand Avenue West f. B23 - On five columns at exterior columns at 405 and 409 Grand Avenue East g. B23 -At top parapet at front above 431 Grand Avenue East h. B24 - On four exterior columns at 311 and 319 Grand Avenue East i. 825 - At top parapet at front above 267 Grand Avenue j. B26 - Along entire south and west sides of second story parapet over 1403 Main Street k. B27 - Second floor parapet above 1472 Main Street south and east sides I. B30 - One strand at the top of second story windows on brick fagade m. B35 - 2 front columns at 1540 E. Southlake Blvd.BS - Outlining breezeway entrance, top and both sides, at 1256 Main Street east side facing State Street 7. No other changes are requested Sharen Jackson Chief Financial Offi r By signing this amendment, vendor is acknowledging and agreeing to the additions made to the terms and conditions as stated in the existing contract. Vendor must acknowledge receipt of this amendment by signing and returning signed amendment to: City of Southlake Finance Department RFP170IB540JLI 7C003 Amendment H 4 1400 Main Street Suite 420 Southlake, Texas 76092 Attention Tim Slifka. Vendor may also email a signed copy to tslifka@ci.southlake.tx. 1 Signed: Printed Name:'RrAer Title: Company Name: Dated:` Please call 817-748-8312 with any questions. Sincerely, Tim Slifka Purchasing Manager CPPO, CPPB tslifka@ci.southlake.tx.us Fax:817-748-8010 5/20/2022 *** CBZ accepts these changes at no additional cost or decrease to The City of Southlake; any and all additions and redactions of services to this contract amendment # 4 for lease RFP1701B540JL170003 will be honored for the 2022 Christmas season. The price will remain the same as previous years. My signature above is authorization of the scope of work requested by the City of Southlake. RI 13170IB540JL 170003 Amcndmcnln 4 CITY Of SOUTHLAKE ORIGINAL DOCUMENT © CITY OF SOUTULAKE Council ActiondyN Ord./Res. No. May 20. 2021 Date Approved o I 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 B540JL 170003". 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- andior 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 accountspavable(a),ci.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, CPP City of Southlake 1400 Main Street, Suite 420 Southlake, Texas 76092 tslitka(a),ci.southlake.tx. us Fax:817-748-8010 Contract a ted: r Signed._. _ Date: f) Z OWr John Huffman City of Southlake Attest: co iC to =0; City Secretary Approved to Form d Legality: I .City Attye SOMIC-AKE ORIGINAL DOCUMENT CITY OF SOUTI (LAKE Cotmci(Action(YYN 19 Ord./Rec. No. June 20. 2020 DateAppmed 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 RFP 170 1 B 5401L 170003 Dear Mr, Rodger: Fhe City of Southlake is providing notification of contract renewal, pending City Council approval, for "Holiday Lighting Services For City of Southlake Town Square RFP I701 B540JL I70003". This renewal is effective June 20. 20'_0 pending Cit% Council approval (CC .Award date 1 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 i I ) year annual renewal. Citv Contact: Ashley Newhart 817-748-8918 Send all billing to: Citv of Southlake 1400 Main Street. Suite 420..Accounts Payable Southlake. TX 76091_ or Email: accountsoavable d ci. south lake. 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 817-748-8 312 with any questions. Sincerek. -- _� Tim Slifk-a Purchasing Manager CPPO. CPPB Cit% of Southlake 1400 Main Street. Suite 420 Southlake. Texas 76092 tslitkaact . outhlake.tx.us Ane*Fax yr,LAI(F 4�� : 8 L7-748-8010 ( •,c; , y Contract Ren al Accepted.tP �/����" `/ Sighed Date: ( T Z°LO Aproved [ F Mayor Laura HillCiN of Southlake Atiome /pUntNttx� ` ORIGINAL DOCUMENT CITY OF SOUTHLAKE CITY or Council Action: Y, +t�1 SOUTHLAKE Or&/Res. No. 19 Date Approved Z3 20 July 14, 2020 Chrstmas By Zenith 3200 W Bolt Street Fort Worth, Texas 76110 Subject Contract Amendment # 3 for Lease Agreement for Holiday Lighting Services for City ofSouthlake Town Square RFP1701B540JL170003 Mr. Allan Rodger The City of Scuthlake's contract for Lease Agreement for Holiday Lighting Services for City of Southlake Town Square RFP1701BWJL470003 requests the addition of Cohlb t elements from the contract for Lease Agreement for Holiday Decorations and Installa0on Services for City of Southlaka RFP15098540DK150023 and an additional item per the following: 1. Addison of Item # 13 from RFP1509B540DK 150023 Legends Hall Lobby Chnstrnas Tree at a cost of two thousand nine hundred twenty-five dollars ($2.925) 2. Addition of Item # 14 from RFP1509BS40DK 150023 Legends Hal Lobby Column Sprays at a cost of eighty dollars ($80) each 3. Addition of hem # 15 from RFP15C9B540DK750023 Legends Hall Traditions Ballroom Christmas Tree at a cost of four hundred eighty dollars ($480) 4 Addition of Item # 16 from RFP15091354OCK150023 Senior Activity Center Lounge Christmas Tree at a cost of two hundred dollars ($200) 5 Addition of hem # 17 from RFP150985400K750023 Senior Activity Center Lounge Column Sprays at a cost of eighty dollars ($801 each 6 Addition of Amendment # 2 from RFP1509B540DK150023 Senior Activity Center Lounge Garland at a cost of six hundred seventy-five dollars ($675) 7 Add additional item for Champions Club Lobby Add Christmas Tree at a cost of three thousand three hundred dollars ($3.300) per the following specifications: Install a new fourteen -foot f,14) tower branch Christmas tree. Parel trees will not be accepted. Tree shall be pre4it 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" omamens 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 �haren Jack on Chief Finanoa Officer By signing this amendment vendor is acknowledging and agreeing to the additions made to the -terms and cordltions as stated in the existing contract. Vendor must acknowledge receipt of this arnendnnant by signing and returning signed amendment to: City of Southlake F.nance Department 1400 Main Street Suite 420 Southake, Texas 76092 Attention Tim Slifka. Vendor may also email a signed copy to tsGfka(g`d.southlake.tx.us. Paned Name: Company Name: Please call 817-748-8312 with any questions. Sircerety Tim Slifl a PUT' =rg Manager PPO. CPPB is hfka Qci. south lake. tic. us Fax: 817-74MO10 GPJGINAL DOC[7ME W CTIY} KE MY OF Cl71ma7 gale Approved'E i May 31. 2017 chris rns M Zsrvrh 3200 W. Bolt St Fat Worth, Texas 76110 Attn: Erica Hainan Subject Award Notification for Holiday Lighting Services for City of Southiake Town Square RFP1701B540JL170003 Dear Ms. Hobnan: The City of Soul iske is plaseed to I ft n you that Cbrehnia by Zenith of Fart Worth. Tam is the awarded vendor for 'Holiday Dghbng Services for City cf Sout ialm Town Square RFP77o1B"MI70003• The award widths agrsanheri are based on your prgasal to the City, copy arnrdoas I Ths is a r award conboa Your comparry's award is atmded. This award was approved by the City of Sodias City Council on ZDI . The Ishs and condiors papased and accepted n this agrawnerd are as follows: Payment Terns: Na 30 days (Linkm othavwse noled -audr as pro- ardlor partial payment) Esrinaled Qua ties: The City does not grara ibin to padrpe any rr nnaan or maunsn quawty t%A does coram0ft purrlrsarhg the awarded Mina e=keivdy dung the term of the contract frorrh l e suomssful vendors. Method of Payment Shall be made by City praarerent wad or purchase order Defnary Term: FOB Destination Delivery Location. Verdo Delivery or City arnployee pick-up. Term of Contract The lamb of awarded cu ib she town in efleo for thirty aix moats from dale of award and e ekP71le for up to two (2) One (1) yea areal renewals. City Contact Jami Lanwr 817-748-8186 Send all bi6g to: CNy of SouUllaln 1440 Win Street, SUM 440, Aeeou nts Payable Souddalw, TX 74M or vh ana8 to acomrtwevabiegla.sagilake.oc us Other Charges: The City of So flake a a tax exempt murictpal corporation and a exempt from al federal, abate. and local sales faxes. All other spadicabas, Gams and coo dibix shall be as provided in Is original procurement domoverrw. No other anadmiff" to a in response to 1Hs agreement wil be unless approved in wring by the Purdiwig Meager or an aAer®d tpesendeve of the City of SaiMals. Thank you for palidpa ng in our pmarrenrent process. Please call 817-748-8312 with arty queahow. S,ncarely, TM 56lw, CPPO, CPPB Purciwsng Manager city of SoLdrom 1400 Man Street, Seiler 440 Sotsssice, Tam 760V dift".souWake.tx.us Contract anoward Acted: Signed: Mayor Laura Hit City of Southske Attest Lod Payne, TRMC City Seamy Approved am }egality. C Anomey *** TYf'1M.)"JL�Q JAN.'^f � J 8%'!t1;fTU023GY$ljST AND FINAL OFFER 5-31-2017 WY moijuA li:I-u:03 =19TXAS BY ZEnTK Appendix B —Proposal SEaldnicree0W1:.(Todeteteeioe raWky fpq,,* _Anodic 8 (pqm jS tatagk 3eJ eteet he bciaded is am prgenl se6mYbl Aryod(c C Conlsef eflelcread Fetee (Page 34J meet be beleded In the proposal s.beekbL _Feeee IM Corilob efL*wn ed Party wash k beloded In 1M I I I sebaltld see pye L BF1'hs�c_-T. RFP1701B540JL170003 Holiday Lighting Services for City of Southlake rroject Title: Town Square Sabppal pp ,e: 3:00 P.M. (CST), THURSDAY APRIL 13, 2017 subnui eletrS►tucally* tq: www sectineb�lua com . * RfermirPQ P.11 Ail afrrnmt lnfiin afirl nacewritll I learned of" Regoeat for Propouls by the fbflmrine means; ❑ lbaspapee Adveel'erncot La Cary Email Notifintion ❑ Sowd&o W*,ik ❑ Cold Call b city ❑ Mailed MaaCopy ❑ Odwr ❑ Swore id atyofSomkYke RFP1701BS40JL170M Pape 18435 - - mmewslawmaml 99. Svc Mabdanawee and Monitoring Area A A B per Scope of Services. S 99. Per Hour Vendor Hourly labor Rafe for Additional Servxms not Included in Base Scope of Services $ 80.00 100. Discount Vendor Discouw Percentage OH Meou6ctums List Price for Additional L' or Decorations. % 10 Lease Agreement per Scope of Services 101. Area A Initial Thirty Six Month Agreement S 171.7soao 102 Area A First One 1 Year Renewal S as foam 109. Area A Second Owe 1 Year Rawwal 104. Ana B Initial Tbitly Six Month Agreernent f ztsemm 105. Area B First One 1 Year Renewal S �e Boom 106. Ana B Second Ore 1 Yes Renewal -_ - f mx m 107. Arta A&B initial -bitty Six (36) Month S ar 108. Area A&B First One l Year Renewal S INAMOD 109. Am A&B Second Om 1 Yes Ramwal S ise.eeom 110. Additional Vendor Cberges. Plow Desm1ba S I11. Additlonal Vendor Charges. Please Ihaeribe S City ofSoathbke - RFP1701B54*dL170003 - Page 26 of 35 Appendix B — Proposal S.boitul CbuUM: frodetertednt"pdYyofpropoW) —Appe.' x a (Pater _U_ through _N-J m mat be iododed in the prpod MNltel _APpemdtr C Gnf d of IMM C Farm (pope 30) amp be laetaded In the Proposal ambodual. _Forms 1375 CortWmsa of aatergM hrty mstnt be WAIN" is the pepeW taMnkpL See pope L RFPNnmber: RFP170lB54OJL17O003 Project Title: Holiday Lighting Services for City of Southlake Town S uare Submittal Deadline: _ 3:00 P.M. (CST), THURSDAY APRIL 13, 2017 Submit electronically* to: www.securebidusa.com * Requires email account login and password. Propetwes I Nave Si `1-- Address: W. Zd t- 54- Stmte4 H ,--rx J Fede.al imspbyers Ide+tlietla.Hmbap a 3 Pbomftmbe: 1 FAM Address: Proposes Anthortzedm 1, tke u thissi aed, bete tie sodwity to eaecate this Proposal in fls onfirety o submitted mad enter into a contract m kdmslf of the Proposes- , L- Printed Nameend PositioeofAmwized 'm SignslureofAmthaiaed Representative: Strad -Re Sad this of (rmrth). 41-1 (fear) I leaned of this Request for Proposals by the folbning resents: ❑ Newspaper Advdtisemcat X City E-mail NolifieMion ❑ Southlake Websee ❑ Cold Call to City ❑ Mailed Me a Copy ❑ Other ❑ S=rrBid City of Seethdke - RFP17018540JL170003 - Page 18 of 35 C H R I$ -jr M A B S Y Z E N I T Z; Holiday Proposal Presented To: The City of Southlake 1400 Main Street Ste.270 Southlake TX, 76092 C H x! x a w as A 6 6 V Z E15TXT8 Why Christmas By Zenith Christmas by Zenith has designed premiere holiday lighting display themes for businesses, residences, and munkipalities. 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 Commerdal h*erior ®6oerior 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 commerdal 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 Inowvadve'property-friendly' fasteners and adhesives to protect your property from damage. Christmas by Zenith has a RAI 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 kooks 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 Hofday 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 wig 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." Cody Mayberry Ramie Washington Michael Davenport Z 3E3 N Z T :*x References Dir. of Operations Parts /Recreation Community Activity Manager Timothy Hamilton Dir. of Parks Recreation Crystal Gray Senior Property Maaaga Chris Grba General Manager Lisa McKiel Senior Property Managor Jonathan Teat Vim President City of Keller City of Cedar Hill City of Flows Mound City of Dunnville Cassidy Turky Arlington Highlands CBRF4 UCR Dallas Baptist University Jim Windler Senior Property Manager Two Trees Management President of Alumni Southaestem Assemblies of Devin Ferguson Relations God University Gift of Lights @ Texas Motor Dave Pekebuseh Special Events Manager Speedway 3200 W. Bolt St. Fort Worth, TX. 761 W 817A67-3620 Office 1214-754-W Fax 214-236-0953 469-853-3575 972-874-6279 972-7W5072 214-452-7180 817-466-7474 469-232-3482 214.333.5128 972-450-8101 972-82S 4700 817-215-9593 E cu AC ROe CERTIFICATE OF LIABILITY INSURANCE 3/15/2017 THIS CERTIFICATE IS ISSUED AS A MAT MR OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. TISS CERTIFICATE DOES NOT AFFNMATNELY OR NMATNEI.Y AMEND, E)(TEND OR ALTER THE MANAGE AFFORDED BY THE POLICIES 013.OW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTRUTE A CONTRACT BETWEEN THE MSNMD MMMERM AUTHOISPFD REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. VINKMAIM. I ens srlMeeb hour IN s ADDITIONAL MINIFIED, do polgH ) mask ee andarved V SIMBROOATDN IS WYVE06 allaHsrt b Oo enla mad xarmIlMas ofMs PoIeT. rartsa poEds RNy eNNfa s aa0cwsamt A staeaRNMII ow thb cwsssale des not cadmr 0" b 0s carBBeme homer in INN of a" dadmummogsI. 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NOS Appllas to Wreas aONpraatir po11:y as long as there is a written erarted ooatraot with naNad Ineuxed regalring the c age. SHOULD ANY OF THE ABOVE DESCRIBED PCLlCE1 E CaNCFilEO BEFORE DE WINATIN DATE THEREOF, NONCE MLL E 00.11ERED M ACCORDANCE VMN TfE!ONLY PRONNUN6. .TOrdan/LI �e ACORD 25 )2016101) The ACORD Inca and logo am reglstMd Mart oN ACORD INS626m.. YV-O Request for Taxpayer abb F"to"W "bGQb bra" Identification Number and Certification re*wsw'es not rarW to fhs ms. f 1bNFMwwr/N b.lr abgfwdrtllrc drrnfl.atlblbri. CHRISTMAS BY ZEWM, LLC ai frd.r•r�rlrplal•'4 rw.,r�ard4onbw a aa.•pbrer trra.r lydrG.+ShcrtayrM�rbYrYr✓aar.� ❑r ❑ Cpgralw ❑ tPVV.tr+ ❑ rar.ry ❑ T� / G.V. O4 �/yryr diwl 01WYir►'srPa-firrrrawdWbtlr�CNpNrSfYsa+r+alrTa.wMd. I.M�rwa�rF* faaparparprd_ b a,�Ir�+!► y. uc�r���arwawucm.a B.+ww�+.e..rrw.r�.r a"+�"a rnfa�..ti br.s rrNwl tlGdwtayf. F,WwF.ldrp.ratrrJ Wq�ry...M.Yw Tale WEST BOLT ST T gebiarara dw FORT WORT!(. TR 7611e I W rvarlrla!l.arrpry NOW I.drabr. 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References Propose shall provide lour (4) mfercaces where Proposer has performed similar to or the sanx types of services as described herein. Reference it I: Client / Company Namc�rab ` O.P F�(O W C C hIOWr-14 Conta Name: I GW POLHAOd4 Comael Title: Cor""dt P'10Oe:IU-8�4- W' rne�,�•t..�w�por�a Dale and Senpe of walk P5 } (pf �- ire' P-%' fGe �•- I l Eb µfry ° rr� uJ I t nU eP B' wa4i, -IV bu� MIMIR 09 Clem / Company Name: - C� o�tl� Contact Name: I-+bn Coma Ti knaa. f {�btAU } t45 t PU fYt -760 5b1� l�kµIHUQ Gi Dak and Scope of Work Provided: M will to<< (ya e_ • Ins (I e.wr Sa 14 A .'V . ` � k" -r-o Z�- �nSt..-ra t9b As %" Ill"-t-s 4a Z Jr5 i" Le,. -se o «.t )�si...ot 30' Cr�ts+r.+v� Trey w, t Reference 03: Client / Company Name: Owxy t) Correct Name: boulact Title: Phone: o- 85-18 Bmail:C tbbu,.� Co fit, Pj Date and Scope of Work Provided: Mv. -Fi eAf t few C Insj,&" ow ao rf- t,c ik.rA1 56*5 ' Cs )7ic- •flees. Ir�u oju wild LE7foo{ 1 iJL Z.D l 0.. r C.41 A,,dI p.,,tt4i� Z.O' -ffLC. /Company Name: 5 Pbone: B (-I -14 �) - 4t o ?, I Email:C bzrM a 1' Uf- �f�. d Date and Scope of Work Provided: q,,jc4 JC tea( r nJ o V•t! qo IC LET) 1t5F-t-s• I r\ f iwt i 5 O i- C ,,jr, jru-a4 c7r(n 4SD4 of- �u.(" , City ofSoethlake - RFP1761BS40JL170003 - Page 29 of 35 K,u-J 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 H R I es M w ea S Y Z E N I T H Item / 4uanity Description of Products/ SeMces Unit Cost Ended Price Area A Al: Central Park 1. 10 Trees 10 Gape Myrtles - Wrap main arteries with a minimum of 400 white mid is per tree 196.56 $1,9%.56 2. 10 Trees 10 Trees Wrap main arteries with a minimum of 800 white main lights per tree $393.12 $3,93110 3. 7 Poles 7 tight Poles -Instal outdoor red bows 59.15 $414.05 4. 1 Fence 1 Fence - Instal 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 $6,556.5s A2:1709 Medians 5 18 Trees 18 Trees along the median -Wrap main arteries with a minhnum of 800 white mid lights per tree. $393.12 $7,076.16 Sub -Total 1709 Medlarts $7,076.16 4 A3: Rustin Pavilion 6 1 Svc. Install white mini lights lighted garland swagged on railing all around $137 7 14 Trees 14 Trees Wrap main arteries with a minimum of 800 mid lights per tree 393.12 $S,503.68 8 2 Trees Install Red and Green Up Lights for trees n/a n/a 9 20 Poles 20 tight Poles surrounding pavilion -Install outdoor red 18" bows. 59.1 s $1,183.00 otal Rtlstin Pavilion $6,/23 la ETr"s- : Family Park 10 11 Trees a tip everyt wrapped from top to bottom main arteries with 1600 minirmrm while mini I' his M tree. 768.24 $9,434.88 11 16 Trees 16 Holy 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 "rar"m of 800 white rnid lights per tree. 393.12 $9,434.88 13 20 Poks 20 UgM Polo within park -Instal 18' outdoor red bows 59.15 $1,193.00 14 1 Fence Fence surrounding Christmas Tree-krsta116' white mini 0gfils lighted garland around base panel and fence. $655.20 Sub -Total Family Park $ZSXSAO AS: Town Hall Building i5 l Svc Instal parapet lighting on lower level on four sides of the building with LED C-9 lights $2,66856 16 1 Svc. lon Install white mini lights kide lights on upper metal roof all four sides of $2,70715 17 1 Svc. In" white mini lights garland swagged on four columns at entrance $273.00 ]a 1 Svc. Install white mini lights lighted garland swagged on the upper IM raiing. $8190 19 1 S Svc. Wb n a gar pre- i m lights swagged on four snag balconies on the front and rear of the building. Install wreaths on 4 small balconies on the front and back of bu"ddung. 1 $3,45&00 20 1 Svc. Install white mini lights on second floor arched windows and window detail on southside of building. $245.70 21 20 Poles 20 Light poles surrounding building -Install 18' outdoor red bows $1,103.00 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 Iminimumofl6OOwWdemirgightspertrm. 796-241 $34,S94.56 Sub -Total Tree Wells in Town Hall Area $34,594.56 A7.- Tree Wells along Plaza Grand Ave. Area 23 67 Trees 67 trees on sidewalks- Wrap main arteries with a minimum of SM white mini fights per tree. $393.12 $26,339A4 Sub -Total Tree Wells along Plaza/Grand Ave. Area $26,339.04 A& 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 tree. 76824 $9,21&88 Sub -Total Frank Cornish IV Park $9,n&u A9: Southlake DPS Headquarters 25 23 Trees Wrap the main arteries an 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 fire. $9,8118S Sub -Total Sotrthlake DPS Headquarters $13,202.51 Total Cost Area A $139,853.69 Item f Qua itvrDe7suodonf Products/ Services Unit Cost Exftnded rea B FM 1709 Tree Lkghtim Per Scope of Services 27 55 Trees FM 1709 Trees $393.00 $21,615.00 Main street Tree LlghtLtg Per Scope of Services 28 42Trees IMain Street Trees $393.00 $16,506.00 Civic Place Tree Lighting per Scope of Services 29 9 Trees Civic Place Trees $295.00 52,655.00 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 $246.001 $3,936.00 Miscellaneous Tree Lighting per Scope of Services 32 10 Trees Miscellaneous Trees $246.00 $2,460.00 Item 1 Install Roofline C9 Lighting per Scope of Services 33 Each gi $2,184.91 34 Each 82 $2,595.09 35 Each 93 $2,47520 36 Each 84 $2,417.18 37 Each B5 $4,060.87 Item 8 Qwniq Description of Products/ Services Unit Coat Extended Price 38 Each B6 $1,93175 Each 87 $2JO0.62 V4140Each 88 $1,799.05 Each B9 $3,90617 42 Each 810 $1,585.67 43 Each Bll $2,436.S2 44 Each B12 $1,663.02 45 Each B13 $3,055.3212 46 Each B14 $4,2.75 47 Each B15 $3,558.10 48 Each B16 $2,SS2.S5 49 Each B17 $2,475.20 50 Each 818 $1y17.00 51 Each 819 $2,591.22 52 Each 820 $2,358.72 53 Each B21 $2,01L10 S4 Each B22 $1,956.40 55 Each 023 $2.436.07 56 Each 824 $2,552.55 S7 Each B75 $3,751.47 S8 Each 826 $4,041.53 59 Each B27 53,24&70 60 Each 628 $2,145.78 Item IF Quanity Description of Products/ services Unit Cost Extended Price 61 Each 829 $2,55255 62 Each B30 $2,359.17 63 Each 1033 B31 $1,895,07 64 Each 832 $2,41718 65 Each $1,353.62 66 Each B34 I $2,82327 67 Each B35 $1,62435 68 Each 036 $1,740.37 69 Each 937 $2,237.60 70 Each B38 $1,314.95 Item 2 Install C9 Colored Ughts per Scope of Services 71 Each 85 $4,060.97 72 Each 09 $3,906.17 73 Each 811 $2,91&47 74 Each B14 $4,122.75 75 Each 826 $4,04L53 Item 3 Install Idde Lights on Town Square Bulldhrgs per Scope of Services 76 Each B2 $2,59S.09 77 Each 1135 $4,060.87 78 Each B14 $4,09955 RM f CluarlitY DescAption of Products/ Services Unit Cost Ddended Price em 4 huW WrJ Ughts on Tom Square ri Wurdows per Scope of Services 79 Each 92 $98.28 8o Each 63 $122.85 81 Each BS - $14Z42 82 Each B3S $147.42 93 Each IB16 $194.27 84 Each B17 $98.28 65 Each 823 $98.28 88 Each 125 $73.71 87 Each B26 $73.71 88 Each 829 $98.28 89 Each B30 $99.28 Town Square Decorations Item 1 wreaths Per Scope of Services Ad Buildup as Required 90 61 All Wreaths per Scope of Services $10,669.75 Item 2 hutall lighted garland per Scope of Services 91 Per Svc All lit Garland per Scope of Services $2,675.40 tten 3 Install Cable Garland per Scope of Services 92 Per Svc JAM Cable Garland per Scope of Services $509.60 TOTAL COST AREA B $199,193.47 Item quanity Description of Products/ Services Unit Cost Extended Price Removal and Storage Services 93 Svc Removal and Storage Services Area A Please describe storage services; 90 Svc Removal and Storage Services Arm 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 $tic 97 Svc Maintenance and monitoring per Scope of Services Area B $bW- 98 Svc Maintenance and monitoring per Scope of Services Area AAB $Inc• 99 Svc Vendor Hourly Labor rate for Additional Services not Included in Base Scope of Services. $85.00 too Discount Vendor Discount Percentage Off Manufactureres List Price for Additional Decorations 0% Item t Q�y 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 $S8,250.00 103 Area A Second One (1) Year Renewal $58,250.00 104 Area B Initial Thrty-Six (36) Month Agreement $78,600.00 105 lArea B First One (1) Year Renewal $78,600.00 106 Area B Second One (1) Year Renewal $79,600.00 107 Area A & B Initial Thirty -Sac (36) Month Agreement $136,850.00 108 Area A & B Rrst One (1) Year Renewal $136,850A0 109 Area A & B Second One (1) Year Renewal $136,950.00 110 Additional Vendor Charges. Please Describe: $0 111 Additional Vendor Charges. Please Describe: $0 J. Term of Contract and Option to Extend - IestaYallon and Storage Services Ornred Equipment Any contract resulting from this RFP shag be clfcctive far twelve montha from date of Arturo.Tbc City nticipates that contract shall be rrsewed puramnt to the availability of Ends and at the discretion of 0o City. The following clause shall be included in the contract: A. Option Clause: It is agreed that City will have the option to eciemd the contract for up to four (4) additional years, in ore -yore imavals. To exercise the option, the City shall seen notice 30 days prior to contract Wininatien or to the and of any one-year extension. The Option to Extend will not be considered if fending is unavailable or if the cmtacter s past perfomuncc it mat within do in&" standard. Should manket conditions prevail which dictate no increase. the sixxx ahil contactor may submit tbcumenlatim requesting pemnislom to incnenae pricing no later then 30 days after receiving notice form the City of its impN to extend the ageement. Escalation may only occur at the time of renewal and only upon securing the approval of the City in writing. Requests for price &*Wnwrh must be solely for the purpose of accormrrodatmg an increase in the cmfnctor's cost, not prefers. Vendors shag show in this quote their an icipakd percant of escalation ihfwhm the option to tatend is exereised. The portent gaoled will be a masiolnm In di itieo, the paemuge proposed will be a factor in determining the bat valve in the City. It is the avenge price over the period of rho cortbact that will be the price factor considered in the evaluation of this quota. Quotes in which negative in on escalation is shown will be considered as 0%a®lation. C. Ed - hicMIM rr..._. Extension: If approved by the City, the Contractor Will modify the rates charged by the Contractor to reflect my changes shows ur the corn aralive stalemeo delivered to the City. The manumum increase allowed under this provision shall be four percent (4%) per year. The City shag have aa0mrity, in its reasonable dixaainm, to determine the validity of any change in Coanador's rates. City carrot exercise the Option to Extend with my price irraeates miss the Vendor conpleta the section of the Quote requesting anticipated percentage of anent escalation. First Additional Year (F'Y 2017-2019) Escalation ....................................... -E% Second Additional Year (FY 2018-2019) Escalation .......................... O % Third Additional Year (FY 2019-2020) Escalation ......................... ............. Fourth Additioaal Year (FY 2020-2021) Escalation ..................................... _% Term of Contract and Option to Extend - Lease Agreement Only Any lease contact resulting from the RFP shall be effective for thi ly six months from date of award. The City anticipates that conract shall be renewed pmurnt to the availability of funds and at the disc etion of the City. The following clauses shall be included in the contract: A. Option Clause: II is agreed that 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 hnlim 30 days prior to contract lamination or to the end of my one-year extension. The Option to Extend will not be considered if funding is unavailable or if the costractor's pest performance is not within tha industry standard. Pricing for additional yews shall be listed in Schedule of Pricing. IN C'ky ofSootbhke - RFP1741BS40JL17010.7 - Page 27 of15 Caopenthe Governmental Purchasing Notice Other governmental entities maiseaining ioteriocal agreements with the City, may desire, but are not obligated, o Ptxchase goods and service defined no this RFB from the s ccesful Bidder. All Porcpases by govanmental estWM other than the City, will be billed directly to and paid by that govermsntai entity. The City will not be responsible for mother governmental entity's deW Each govemonnmW entity will place their own Ogden with the ucccessPol Bidder and be responsible for centring full oorr;rlinrce with the RFB speei6nliars Prior to other gov,mm tall entities placing order, the City will notify the succesfid Bidder of their intent Please indicate below if you min permit other govawnental entities to purchase from your agrmrcnt with th ily. IVT,es, Others can purchase [ j No, Only the City can purchase 11. CONTRACT TERMS Arm CMITIOAM EXCEPT WHERE PROPOSER MARES SPECIFIC EXCEPTION w THE SUBM/TTED PROPOSAL, AM CONMCT RWUL17NG FROM THIS RFP WILL COMAIN THE FOLLOIYING TERMS AND CONDITION$ I YMM PROPOSER REMY ACZMWLEDGU AND TO FFMCH PROPOSER AGREES BY SURAU77LW A PROPOSAL: 1. Deavery of Products and/or Services A. Pa1®ml Tram: Unless othnwise specified ill the Scope of Service er otherwise agreed to in writing by the City, PgrruehI temps for tk Cityre Net 30 days upon receipt of invoice. B. Warnnly of Products mod AR products gtmishod under this contract shall be wortyled to be merdmumble and good quality and fit for the purposes intended as described in this Proposal, to the satisfaction of City and in accordance with the specilicatiaas, lams. and eondilwas of the Scope of Services, and oil services perthim ed shall be warao[ed o be of a good and worLmmalhias quality, in mWon to, and not in lieu of any other empress written wamastws provided. C. Late Delivery or Perfnrmrce: IfProposer fails to deliver acceptable goods or services within the thrudh me establkdrd is the Project Schedule, the City sha0 be authorized to purchase the goods or saviors Dom ar otlhv source and assess any increase in costs to the dcfatli g Proposer, who agrees to pay such mots within tm days of invoice. D. Task to Goods and Risk of Lar. For goods to be provided by Proposes hereunder, if soy, the title and risk of loss of the goods shall not Pass o City until City actually receives, takes Possessi m, AM accepts the goods and the installation ofsuch goods, has tested the system, and determined that it is in good and acceptable working order. 2 Miscellameous A. hhdM=lcm Contractor•. Proposer agrees that Proposer and Proposer's employees and agars have our eaployeranployee 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 Stoic unernpoymest taxes, income lax withholding, WOgkes Compensation Insusat:ce payments, or may other insurance payments, nor will City furnish any medical or retirement benefits or may 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 Pnachasing Manager. Such consent shall not relieve the assigner of Iimbilky in the event of default by the assignee. City•ofSowhlake - RFP1701B540JL17000 Page 31 01`35 4. Proposer's Experience / Staff A. Proust Tam: Identify all members of the Proposer's tesm (including both teem members and marssganmt) who will be providing any services proposed and inchde information which details their experience. B. Removal or Rcdxertrat of Staff If an assigned staff person must be removed or replaced for any reason, the rcplaoanent person muss be approved by City prior to joining the projeet. C. Business; Establishment: State the member of yeas the Proposer's business has been established and operating. If Prop nct's business has changed ernes or if the principals operating the business operate my similar businesses under different ramcs, or have operated any other businesses or changed the legal status or form of the busies within the but five (5) years, all names, of predecessor business names, affiliated entities, and previous business entities operated by the priacipsIs. ifdiffenna than prc=4 nines be provided: SL rubes of years' experience the bavas has: ; and the number of employees: D. Pmject Related Enmerierce: All Proposals mar include detasld information that details the Proposer's experience and expertise in providing the mp>rsted services that demonstrates the Proposer's ability to logically plan and complete the requested project. Cky ofSoutWake - RFP170IB9407I)ION7 - Pagc 28 of 35 C. Lir : Proposer shall indemnify and save harmless the City agate any and all liens and encomtbanas for all labor, goods, and services which may be provided to the City by Proposer or I'mimser's verdor(s), and if the City requests, a proper release of all Bev or satisfactory evidence of fmcdan from liens shall be delivered to the City. D. Gratuities / Briber: Proposer certifies that no bribes in the from of entertainment, gifts, or olhuwiee, was offered or given by the mccessful Proposer, o its agent a A%4W madve, to any City offices, employee or elected rei esentative, with respect to this RFP w any contract with the City, and that if arty such babe is food to have been mde this shall be grounds for voiding of the contract E. Financial Parlimation: Proposer- certifies that it has not received compensation from the City to Participate in preparing the specifiatiom; or RFP on which the Proposal is based and admowiedges that this contract may be terminated and/or payment withheld if this certification is inaccurate. F. Remuised Licansu: Proposer certifies that be holds all Benner sequved by the State of Texas for a provider of the goods and/or somas described by the Scope of Services herein. G. Authority to Submit kallgl al and Fick 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 rewhiog contact. H. CoMpliaocc wilh Appliablc Law: Proposer agrees that the contract will be subject to, and Proposes will strictly comply with, all applicable federal, sate, and local laws, ordinances, mks, and seguhlions. 3. Financial Respansiblifty Provisions A. Insraanco: The Proposer, coosissett with its status as an indepeadew contractor, shall carry, and shall require any of its subcontractors to carry, at last the following issuance in such form, with such companies, and in such amounts (un)ss otherwise specified) as City any require: i- Worker's Compensation and Employer's Liability insurance, inchding All States Endorsement, to the attest required by federal law and complying with the laws of the State of Texas; ii. Commercial General Liability innaanee, including Blanket Cotthaatsl Liability, Broad Form Property Damage, Personal Injury, Completed OpenationsAhmel cast Liability, Premises Liability, Medial Payments, Interest of Employees as additional insureds, and Broad Form General Liability Endorsements, for at last One Millu m Dollars (S 1,000,000) Combined Single Limit Bodily Injury and Property Damage on an occrarence basis; iii- Cmmpsdtensive Automobile Liability insurance covering all owned, non -owned or hued mtomobilet to be used by the Contractor, with covmge for at least One Million Dollar (SI,000,000) Combined Single Limit Bodily Injury and Property Dansge. B. Indemnification: Proposer agrees to defend, Indemnify and hold harmless the City, all of its officers, Council members, agents and employees from sad against all Balms, actions, suits, demaads, promedhsgs, cost; damages and Wblll lea, n c adi■g reasonable attorneys' fees, court coats and related expenses, arising out of, connected with, or resulting from my acts or ondssbu 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 arc under the direction of City agents or employees. 11 City of Soathl ake - RFP176lB51YJL17W03 - Page 32 of 35 Appendix C — Form CIQ \YHO: The following persons nano file a conflict of Interest Questionnaire with the City if [be person has an employment or business relationship with an of m of the City dot reacts in taxable income exceeding S2,500 during the preceding twelve - month period, m an officer err a member of the officer's family has accepted gifts with an aggregate value of more than S250 during the previous twelve- month period and the person engages in any of the following actions: 1. contracts or seeks to contract for the We a purchase of property, goods or services with the City, budding any of the following: a written and implied conhams, utility pu relaxes, purchase orders, credit cad ptuchases and any purchase of goods and services by the City; b. contracts for the purchase m- We of real property, personal property including as auction of proponY c. tax abatement and economic rlevebpmeatagrmrrxro: 2. submits a bid to sell goods or services, or rcgm& to a request for proposal for services; 3. enters into negotiations with the City for a contract; or 4. applies for a tax absmoent an tar eceromle development incentive that will rah in a coaracs with lbecity TILE FOLLO3YINC ARE CONSIDERED OFFICERS OF THE CITY: 1. Maya and City Council Member; 2. City Manager, 3. noted and Commission members and appointed trmdmesby the Mayor and City Council: 4. Directors of 4A and 4B timloproent corporations; 5. The eaeaxive dirccon err namgex of 4A amid 4B d evdopuesat cmpomtimrr, ad 6. Directors of the City of Southlake who lave antler rity [o sign contracls on behalf of the City. EXCLUSIONS: A questionnaire statement seed not be filed if the money paid to a local government Official was a political contribution, a gill to a member of the oRfcces family from a family member, a contract Or purchase of lets than f2,5W or a banadion at a price and subjcA to [arms available to the public; a payment for food, bulging. tnmspaWiaa or emtorahmmcat; or a transaction subject to tale Or fee regulation by a goverommtat catty or agency - WHAT: A pawn or business that contracts with the City or who seeks to contract with the City numl rile a "Conflict ofbttesest Qmmiormim" (FORM CIQ) which is available online at MonKgh!azt, ..rs� and a copy of which is attached to [his guideline. The form contains mandatory disclosures regarding "ornployme t " business relationships' with a municipal officer. Officials my be asked to clarify or interpret vaious portiere of the questionnaire. WHEN: The person or business oast rib: 1. the tursboraaue-un Iota than seven days after the dale the person or business begins contract discussions or negotiations with the municipality, or submits am application, responds to a request for Proposals or bids, enxsespmdence, a other writing reamed to a potential contract or agreement with the City; and 2. an updated pestio maire - within seven days after the dale of as event that vvonld make a filed questionnaire incomplete or inacauatc. II dorm rot matscr if the subnital of a bid of proposal results in a contract The stamtc requires a vendor to file a FORM CIQ at the fine a proposal is suhotined or negotiations cormmence. WHERE: The vendor or potential vendor nano mail or deliver a completed qucstienaire to the Finance Department. 77te Finauee Deponmaent is required by fear to past the statements or she CUy•s wehsite ENFORCEMENT: Failure ono file a quesinnnaire is a Cass C misdo senor punishable by a fine not to exceed SM. It is an exceplinn to prosecution that the person files a FORM CIQ not later than seven batness days after the person received nice of a violation. NOTE: The City rocs not Itave a duty to censure that a person film a Conflict of interest Questiormairc. City of Southlake - RFP170IB54WL170003 - Page 33 of 35 t)j R CONFLICT OF INTEREST QUESTIONNAIRE FORM CIQ For vendor or other person doing business with local governmental entity Inds garsllamA,,, mlircis chaaxs aired. w aw bw by KW 101. aarh Lee, aaanar Sasdea. OFFICEUSE ONLY This quesdonrabe is being OW In eccordsnce with Chapter 176. Local GoysmmelM Code o»as.naa bya personwhia has a business relationship as dafkted by Section 176.001(1+)with a local goVafnlMnYl witty and the person rituals rprarailnanhi under Seaft 176D06(o). Bylwv this questionnaire must be Ned with the records a rishistabroftie facet govmmwenbl erWly not Islas than the 71h busters day after the data the parson becomes ware of (acts that regtdm the stabnuenl to be Nod. Sw, Section 176.006. Local GovernrrorN Code. A person comrMs an offense N the person knoWngly violets Section 176.006. Local Gdyarinnard Code. An offinni l under this section Is a Class C mhdanwanor. 1 Name of poison who has a butlrtasa ieMfonship with local eovwnnmlal entity. a ❑ Check this box eyou mftiw/an update toaprevloaNY ltiod rryeatlarmaln. (The taw ngrwes that you file an updabd camplebd quos boat fte with lho appropriate filing oullu ri ft real loser dust The 7th business day else the deb ate odgrWy filed gtesltarnuora becomes incomplete or inaccurate.) 3 Nam of load povnamnt onkoruNth when titer has ornpbyraanl or buebpo nblbMhlp. Norse at Oscar This sorties, leas, 0 itdutlrng subparts A. B. C 6 D) musl Do compleed for each officer with wMrn the Nee ties an eepbyroM or otter denass releliwtshp os defined by Section 176 00 14 1 a), Local Gamnina writ Code. Minch edtlb,el roues to this Form CIO as rtecassmy A_ IS she local govemmord oticer nerved in this smi on taceiving w it" b imam taxable mains. oeter dean iVostirioll income. team M tear of the quoslbmose? FlYos O No B Is the filer of the q,wslbnenxe recdvirig or kkely to receive taxable atcoae. own tdn i rmulownt aconw. front or of the direction of the local goremmselt officer rained a this secton AND the taxable income is not received tram she local gomrmuadal entity/ Yes f--j No C. Is eto tier of ears quwsbortnaie employed by a cespotabon a other business an" seals respact 10 r+hrth the local go-roianen oFcar serves as an aRcor or direct", or holes an wmershp of 10 percem or rnore? Yes [�:] No D Descrbe each eneptaymenl or basewss rota at"Ittip with this local game anent office, narned in this section, e Sgrialue of person dohq Weis icon the gorerrrnreat entity Dan Adopted DBMfMT City or Soetblake - RPPT701D5d6,11,17WO - Patti: 34 of 35 ADDENDUM NUMBER111 To: AB Proposers Date Apr0 3, 2017 Request for Proposal: RFP1701BS40JL170003 HoiWay Llghtia l Servim for City of Suutbiske TownSgeare Proposal Due Date: 3:00 pm., April 13, 2017 1. Addeudam No. 1. dated April 3, 2017, per Addendum /1, the City of Southlake is answering questions from the Pm Proposal meeting and correcting wording within the Schedule of Pricing tine items 10 and 14. Question: Is the Ciry looking for two proposals, Lease and Norr-Lease? Answer. Yes. Qaeslioa: Can you bid only one option? Answer. Yes. Questico: Would City prefer a lease agreemeal? Answer. We will review both options and decide which option is in our best interest Qeesdars: Most items be scored in climate controlled storage? Answer. The City would prefer climate controlled storage. The City will accept vendor supplied nonclimste controlled storage with the understanding the vendor will he 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 boor requirement applies. CrydAnMrb • rune Msaaw' laptau Ann SrirlO • Urt"A rew1092 al7J"F2 Question: Is there electricity at each location? Answer: Electricity is available to all locations- Some locadoes require extension cords to be nm farm building to provide electricity. Known locations which require a ierrsion cords areas follow: Extension Cord required to connect trees to rooftop receptacles • Trees at B 10 - 1 required • Trees at BI2 - I required Tars along Prospect Street • B9 - 3 required • 810 - 1 required Tres along State Street • 39 - 2 required • B 13 - 2 required Trees along Man Sheet • B3 - I required • Ba - 2 required • B5 - 2 required • B6-2 required • 87 - 2 required • B26-2 requited • B27-3 required • B28-2 required • 829 - I required Trees along Souddake Blvd • Extension cords required between trees • Extension cords required to rooftops • From B I to B2 - 2 required • From B30 to B32 - 2 required • From 833 to B35 - 2 required • From B36 to B38 - 2 required Qmestimn: Is tree well elecniclty individually tinned? Auwer. Yes with current owned lighting. If vendor is proposing lease agreement all timers should be included in lease cost. Vendor is responsible to detmnine tequimnents. Question: Item A3 0 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. cgasaaoa • feaeeaaalawt • raa.urresrx smr M • Sa•tare Taos XW arzraeu Question: Item A5 k 7 - Are the lights on the Arch Windows mini lights? Aonwer: No. Those light shall be C-7 lights. Question: When an 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 intro, banners, large, wreaths which will require early morning or late evening instaMion due to pedestrian or vehicle traffic concerns. Question: Is there separate roof access so vendor will not disturb tenants? Asasrer. In most locations yes. Truluck's, Barnes and Noble, Cheesecake Factory, Container Store, tared, First National Bank, Del Frisco's and Trader Joe's do not have a separate acom Roof access rust be coordinated in advance for those locations- Qaestioa: In Area B you did not specify number of lights? Should they follow the same requirements as Ares A? Answer: Yes. Question: Is initial payment Provided at end of tree lighting 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. Questitm: Can the lease be canceled 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 dismissed with individual vendor during the evaluation and contract award process as indicated on page 4 paragraph 6A. Question: Is wording on line item N 10 correct in the Schedule of Pricing? Answer: No. Wording should read - 12 Trees - Wrap to the lip with every branch tightly wrapped hom top to bottom and main arteries with a minfarrm of 1.600 white mini lights per tree. Please Price accordingly. Question: Is wording comet for item 114 in the Schedule of Pricing? Answer. No. Wording should read - Fence surrounding Christmas Tree - Install estimated 48' white mini light lighted garlaod swagged on fence panels. Price accordingly in Schedule of Pric!ng. Gydsmna& • FmneefLyarrma • 14MMMSM Si Not • Samara ream AM all latatll Question: DPS HQ — The back of the building is hard to see. Can the vendors have access? Aesw .. This is a secured "ice 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 hem 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? Lean or Non -[.ease? Answer: Yes. Question: For a lease agreement can the vendor propose different prices for each of the years? Example from load year one of lease? Answer. Yes. Pricing will be disassed with individual vendor during the evaluation and contract award process as indicated on page 4 paragraph 6A. Qaestioa: 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 websile. Please copy and poste this link for information. hnpO/wv .cityofsouthlake.conAidsmpx?bi ID=7. Pricing information on Am B is not available. Question: Do you have a defined budget for these services? Answer. No. Question: Do all buildings and Sees require timers? Answer: Yes. All locations will be on timers. Anew A locations have built-in timers except for DPS HQ. This location will require external tuners. Those will be provided by City as required. Area B locations have built-in timers except Inc the following nine (9) locations. These locations require external timers and shall be supplied by vendor. • B 13 — I tither • B14-1 timer • B18—Itimer • B20 — 1 time • 831 — 2 timers • B32 — I timer • 833 — I timer • B35 — I timer • B36— I tuner 2. Photos of DPS HQ with anticipated lighting location requirements are included. 3. Additional sample lighting photos are included. aydsaertr • Frrrogxa&M • naor.Rsisu.sr.a • Sununu re$aaar rrl)raall 1. There are to other chances. S Shrren geltson Chief Financial Officer City of Sowhlake 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: �qof l • rare tkplWr • rM AW SM SSa Ira • wMrnre rrns /afr2 W Mvtz CITY OF SOUTHLAKE 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 If I Required Proposal Information (1) Proposed Product ................................................................................................................... Page 19 (2) Cost of Proposed Ptoduct._.---- ..------------------------------------ ....................................................... Page 19 (3) Tam of Contract and Option to Extend ..................................................... ................. _......... Page 27 (4) Proposer's Experience / Staff................................................................................................. Page 29 (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 11 Contract Terrtn 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 Soothlake - W170IB540JL171003 - Page Iof 35 Southlake, Texas Request for Proposals latnhdmati in A. Project 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. Scone of Service Questions: All questions related to the scope of services should be submitted in writing to the contact person(,) noted in Appendix A — Scope of Savices. iii. $: 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 ismYd 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. Aditiowledramciat of Addenda: The Proposer must aclmowledge all addenda by signirg and returning such docmnent(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 ertor 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. CMBict of Interest (l`a� dormai (Form CIO): A person or bus®ess, and their agents, who seek to contract or inter 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 htetested Parties, In 2015, the Texas Legislature adopted Hose 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 drat 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 lens[ $l million. The disclosure requirement applies to a contract entered into on or after Tanury 1, 2016. Please go to the Texas Ethics Commission webpage (www.ethics.staie.tx.ust 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 ofSouthlake - RFPt701B5401L17000J - Page 2of 35 2. Definitions Proposal: The signed and executed submittal of the entirety of Appendix B — Proposal. Pn2sgr. 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. ftpkg: The name of this Request for Proposals as identified on the cover sheet and first page of Appendix A - Scope of Services. Purchasing Manages: The City of Southlake Purchasing Manager is Timothy Slifka CPPO, CPPB, Phone: (817) 74"312, E-Mail: islifkaAci.southlake.tc.us; Fax (817) 748-8048. &tn= for Proposals (RFP): The entirety of this daeumem, including all Appendices and Addenda- .c = of Services: The entirety of Appendix A — Scope of Services. 3. Generallnfbnmtatton A. Tax Exempt Status: City purchases ate 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. RPP 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.cam and mister. Once registered for this complimentary smite, 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 Sommlake - RFP170165407L174003 - 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. UMsas Received far.: Proposers are encouraged to submit their proposals as soon as possible. The time and dab: of receipt as recorded within the SenaeBid electronic system shall be the official time of receipt The City is not responsible for late submission regardless of the reason. Law Proposals will not be considered under any crcii nsances. 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- EMpQ al Document Format: All Proposal Documents must be prepared in single-space type, on standard 8-12" x I I" vertically oriented pages, numbered at the bottom. The City only accepts electronic submissions via www.securebidusa.com. Any other formal (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 hum the submittal deadline, or mml a contract has been awarded by the City. 6. Proposal Evahtatiw 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 tender the Proposal non-respormve, or whether the variance may be cued 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 otrtission, error, lack of clarity or non- compliance by the Proposer with specifications, instructions and all eadition s 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 bond 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 Soathiske - R"1701B540JL1700O - 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 SoutWake for rouse: 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 arty 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 ofSaotkWte - RFPI701B540JL17"W - Page 5 of 35 Appendix A — Scope of Services I. Project Title: Holiday Lighting Services for City of Southlake Town Square 2. Scope of Services Contact Questions about the technical nature of the Scope of Services, etc. may be directed to TIM SLIFKA. Phone. 817.748-9312, e-mail! tslifka@ci.southlake.tx.us. 3. Special Conditions The following special conditions shall prevail over areas of conflict in previous pages: NONE 4. Proposal Evaluation Factors Emphasis Factor 306A Vendor Overall Price for Services 35% Vendor Experience Providmiz Required Services 30% Vendor Ability to Provide Required Services 5% Vendor Past Excenence with City 5. Brand Maaallacture 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 rated 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. 6. Key Events Sckedule 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 3Ct3D Southlake, Texas 76092 on Thursday March 30, 2017 at 9:00 AM CST. Atterdance 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 Souddake is seeking a vendor(s) to provide installation and removal services for holiday lighting and decorations within the public areas in Sadhlake 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 Sonthlake - RFP1701B540JLI70003 - Page 6 of 35 and Area 'B', 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'. The¢ 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 RPAJ 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 l5 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. j3WddK of trees to install [Wits is sb*dv orobKOUd- Violation of this requirement shall result in a fifty (550.00) dollar fine for each documented incident and vendor shall be held responsible for any damage caused to tree rap 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 instal 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 zoardinate required building access with City contact. A supervisoriforeman, who understands and speaks the English language, shall be onsite supervistng any time vendor is performing services as pan of this cataract. 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 SupervisorlForeman must be on sight to respond to lighting issues. The vendor shall property 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 Southhke - RFP1701B-"UL17000d - Page 7 of 35 The vendor shall not transfer or assign the maintenance responsibilities to others without prim 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 ardor property located adjacent to or making passage through the work site. The vendor shall not operaoe, 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-Spm) within two (2) hours. Emergency contact information for any after- hours need must also be provided. Entails shall be answered within twenty four (24) Mors. 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 hWW 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 9 of each contract yen duough January 15 of each coon 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 most 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 $133 (rounded down). Three days of lights not ftmaioning 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 minimmn 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 - RFT17016540JL174003 - Page 9 of 35 Liquidated Damages In the event of a delay to the Holiday Lighting and Decoration Installation and Removal Completion Danes 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 reverie, 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 darWes baud 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 Out caused by Proposer, including but riot limited to suspension of contract by City in acoordance with the Contract, weather downtime or delay due to Force Majeure shall not be considered m 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: I. 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 mast be wrapped around the btanchm 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, SnV, Ili. Outdoor, i Mori). 5. All exposed cords must be property 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 IS 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. Desorption of services to be provided for the installation of outdoor bows 1. Attach structural bows to light poles within designated areas City of Sordilake - RFP1701BULF1,176003 Page 9of 35 AREA `A' Specifications At: 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' ft garland pre -lit with white mini lights amurid the base panel of fence. A2: FM 1709 (Southlake Blvd.) Medina Located Directly in Froat of Town Square (1409 Block of E. Southlake Blvd.) 1. Wrap the main arteriws man estimated eighteen (IS) trees with white mini lights A3: Raada Pavilion (1400 E. Southlake Blvd) I. Install pre -lit garland with white mini lights swagged on railing of pavilion 2. Wrap the main arteries on an estimated fourteen (14) heft with on the perimeter of the pavilion with white mini lights. 3. Install 120v LED red and green up -lights for two (2) hews in the Right -of -Way. 4. Install 18" inch outdoor red bows on twenty (20) light poles located around the pavilion AC Finally Park (1400 E. Southlake Blvd) t- Wrap to the tip with every single branch tightly wrapped from top to bottom on an estimated twelve (12) large hoes 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 mbti 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 Hag (1480 Main Street) I. No installation services are allowed on I' and 3itl Tuesdays of the month for Southlake Town Hall. 2. Install parapet light on lower level on four sides of the building with C-9 lights 3. Install clear white mini lights icicle lights on upper metal mof 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 -It with white mini lights swagged on four small balconies on the front ad 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 swthlake - RFP17016540JL17M3 - Page 10 of 35 A6: Designated Trees Wells in Towa Ha! Area I. Wrap the main arteries on an estimated forty-four (44) trees on sidewalks with white mini lights. A7: Desiguted Trees Wells along Pha/Grtmd Avenue Area I. Wrap the main arteries on an estimated sixty-seven (67) trees on Sidewalks with white mini lights. AS: Frank Cornish, tV Park (399 Grand Avenue) 1. Wrap the train 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 I. 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 T' Specifications Bl: FM 1709 Trees 1200 to 1586 E. Sotuhlake Blvd. I. 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 Maio Street - 190 Sate Street and 1403 - 1451 Main Street 1. Wrap the stain arteries on an estimated forty two (42) trees with white mini lights B3: Civic Place, Prospect, State Street, Mise Trees West side of Grand Avenue - 252 Grand Avenue - 1"0 Civic Place = 3 trees North side of Civic Place - 1420 - 1440 Civic Place = 6 trees East side of Sate Street - 1420 Civic Place - 321 Sate Street = 7 trees West side of State Street - 270 Sate Street - 290 State Street = 4 trees North side Prospect Street from 301 N. Carroll - 300 State Stint = 12 trees West side of Sate Street along 300 Sate Street = 5 trees On the south side of Building 10A = 3 trees Ckyu(Southyke - RFP170IB54WL171M Page 11 of 35 On the north and south sides of Building IOB - 4 trees On the north side of Building I OC = 3 trees 1. Wrap the main arteries on an estimated forty seven (47) trees with white mini lights. BI-38: Lights ter Towa Square Buddiags B I - 1200 E. Southlake Blvd. B2 - 112 State Street B3 -180 State Street B4 - 1235 Main Street B5 - 1256 Main Street B6 - 1220 Main Strut B7 - 1200 Main Street B8 - 260 State Street B9 - 1200 Prospect Street B 10 - 301 N. Carroll Avenue B 1 I - 330 N. Caroll 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 B17 -410 Grand Avenue West B IS - 1420 Plan Place B 19 - 1430 Plaza Place B20 - 1440 Plan Place B21 - 1431 Plaza Place B22 - 316 Grand Avenue East B23 - 429 Grand Avenue East B24 - 327 Grand Avenue East B25 - 295 Grand Avenue B26 - 1422 Main Street B27 - 1460 Main Street B28 - 1429 Main Street B29 - 181 Grand Avenue B30 - 115 Grand Avenue 1331 - 1430 E. Soenhlake Blvd. B32 - 1492 E. Southlake Blvd. B33 - 1500 E. Souddake Blvd. B34 - I510 E. Somhlake Blvd. B35 - 1540 E. Souddake Blvd- B36 - 1560 E. Southlake Blvd B37 - 1570 E. Souddake Blvd. 338 - 1580 E. Southlake Blvd. I. 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 Saertaloke - RFPI7016540JL171003 - Page 12 of 35 2. Install C9 colored lights per the following: B5 - Along mofline ridges of turret above 1276 Main Street B9 - Along noofline 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 umet 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 B5 -.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 B2 - Second floor bay window facing south above 100 State Street B3 - Second floor bay window facing east above I80 State Street B3 - Second floor bay window facing North above 190 State Street B3 - Along and over arches of seven second story windows above 172 State Street, on brick kade B5 - Second floor bay window above 234 State Stint 315 - Second floor fray window over 266 Grand Avenue, north side B 15 - Second floor at northeast comer, north and east side, along and over arches of windows B 16 - On 6 columns at 330 and 334 Grand Avenue West 1116 - Along and over seven arches at exterior fa*e at 312 Grand Avenue West B 17 - Along and over two arches at exterior fayade at comer of 432 Grand Avenue West B23 - On 3 columns at 42I Grand Avenue East B25 - C7 fig►ts - 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 Iigkts - 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 Towo Sgoam Decorations I. 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 B3 - 6' centered on second floor windows above 190 State Street B3 - 2 x 24" above second floor windows at either end above 160 State Street City of Soathlake - BFPl701B54WL17M03 - 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 BIO - 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 I 1 - 2 x 36" at top of dormer architectural features above 339 and 355 N. Carroll Avenue B 13 - 8' on second floor centered over from 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, interim two columns of four B 19 - 2 x 8' at large upper story windows, north and south, at 1430 Plaza Place B19 - 4 x 5' centered on railing of each second floor balcony, north and south, at 1430 Plaza Place B19 - 8 x 36" centered on each side of 49" wreaths on the railing of each second floor balcony, north and south, at 1430 Plaza Place B22 - 4 x 48", one at each comer 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 enhance, centered on circular window B28 - 2 x 48" above 1443 Main Street, even with and on either side of signage 329 - 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. Sarhlake Blvd. B34 - 48" centered over Tenant signage at 1524 E. Sorrhlake 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 column at exterior columns at 405 and 409 Grand Avenue East B23 - At top parapet at from above 431 Grand Avenue East City of Setthlake - RFP1701B540JL17WW - Page 14 of 35 B24 -On four exterior culumns 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 827 - Second floor balcony railings above 1450 Main Street B27 - Second floor parapet above 1472 Main Street south and east sides B30 - 6 second floor tailings above 129 Grand Avenue B30 - One strand at the top of second stay 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 BS) From installed building hooks near the rooflme between 1402 Main Street and 1403 Main Street (Across Main Street between B26 and B29) From installed building hooks rear the roofline between 266 Grand Avenue and 279 Grand Avenue (Across Grand Avenue between B IS and B25) Payment Sehedude for Installation Services Venda shall be paid for installation services in two (2) installments per standard City payment terms. This payment shall be split as follows: Payment t - 50% of contract total afar 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 timefiame they occur m. 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 Specificatiew 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 sac (36) month period with the option for two (2) one (1) year renewals. This lease may include Area 'A','B', ardor Area's'A&B'. I. 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 Cry of Sou &lake - RFPIIGIBUWL17003 - 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 stall be strucnnal commercial grade materials. 4. All wreaths shall be saucnrral 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 dram. 8. All labor to customize, install, maintain, remove and store specified decorations shall be included. A supervisorffaeman, who understands and speaks die English language, shell be ortsite supervising the installation and removal at all times. 9. Unless otherwise instucted, 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 mutt 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 rive (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 seamed, 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 most not be combined. 12. The vendor shall not transfer or assign the maintenance responsibilities to others without prior written cortsennt 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 c se 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 hou stdays, or at a minimum have the ability to take a message. Vendor shall reply to any message left during normal business hoots (M-F gam-5pm) within two (2) hours. Emergency contact information for any after-hours need must also be provided. Entails shall be answered within twenty four (24) hours. City of Southlabe - RM741B540JL17YW3 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 bunk/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 Ws/her designee to mum compliance with the specifications. Any decorations which show wear ad/or deterioration over time shall be replaced with new commercial grade products at vendor expense. Payment Schedale for Lease Agreemat 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 sic (36) math lease shall be split into three equal yearly payments split into two (2) installments Example - S3,000 total for thirty six (36) month lease agreement_ Year one $1,000 Year 2 $1,000 Year 3 S 1,000. Renewal years, if approved, will be paid per the rune payment sdmxhdc. The yearly lease payments stall 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 am removed and stored by vendor per standard City payment terms. Liquidated Damages and fines for tree of building damages shall be deducted from the payment timefiame they occur is Example: Lighting is not installed and operational for three days past required start date. S1,500 dollars in liquidated damages will be assessed to the scheduled payment (3 days @ S500 each). City of Saathiake - RFP1711BSML170003 - Page 17 of 35