Item 10ACity of Southlake, Texas
M E M O R A N D U M
October 15, 2003
TO: Billy Campbell, City Manager
FROM: Malcolm Jackson, Director of Community Services (ext. 1527)
Award of bid to The Christmas Light Company for installation of holiday
SUBJECT:
lighting at Town Square, and purchase and installation of holiday lighting at
Town Hall
Action Requested:
Award of bid to the Christmas Light Company for reinstallation of holiday
lighting at Town Square, and purchase and installation of holiday lighting
at Town Hall in the amount of $24,673.
Background
Information:
On October 3, 2003 the City's contract with Christmas décor by Zenith will
expire. This is the final renewal period allowed per contract. In an effort to
continue the holiday lighting the appropriate specifications were developed
and advertised. The advertisement began on August 31, 2003 and ran
through October 14, 2003. Staff conducted the bid process in compliance
with applicable laws and procedures. Only one (1) vendor submitted a bid
on this project on September 16, 2003. The Christmas Light Company of
Dallas, Texas provided a bid in the amount of $24,673, which is well within
the budgeted amount of $40,000. No bid was received from Christmas
Décor by Zenith who has been the installer for the lights in Town Square
the past three (3) years. The Christmas Light Company has completed
projects for the City of Keller, The Shops at Legacy, Woodbridge
Community Entrances and Golf Club. All lighting and decorations are to be
installed by November 15, 2003 and removed within one week after
January 1, 2004.
The bid tabulation attached demonstrates that the bid is within the
budgeted amount. At the City’s option, all or portions of the agreement
may be renewed for four (4) additional twelve (12) month periods.
Financial
Consideration:
The fiscal year 2003/04 budget allocates $40,000 for holiday lighting and
decorations for public areas in Town Square and Town Hall.
Citizen Input/
Board Review:
None
Billy Campbell, City Manager
September 29, 2003
Page 2 of 4
Legal Review:
Standard form of agreement.
Alternatives:
Reject all bids for the purchase and installation of holiday lights and
decorations and proceed to reopen the bidding process.
Supporting
Documents:
Supporting documents include the following:
- Bid Tabulation
- Standard form of agreement
Staff
Recommendation:
Place as an item on October 21, 2003 City Council agenda award of bid to
The Christmas Light Company for reinstallation of holiday lighting at
Town Square, and purchase and installation of holiday lighting at Town
Hall in the amount of $24,673.
Billy Campbell, City Manager
September 29, 2003
Page 3 of 4
City of Southlake
COMMUNITY SERVICES DEPARTMENT
BID TABULATIONS
PROJECT NAME: Holiday Lighting and Decorations for public areas in Town Square and Town Hall
PROJECT NO: N/A
DATE: September 16, 2003
WORKING DAYS: sixty (60) days ENGR. EST.: $ N/A
BID AMOUNT
BIDDER
$24,673
The Christmas Light Company
9418 Heatherdale
Dallas, Texas 75243
No Bid
Christmas Décor by Zenith
1007 Enterprise Place
Arlington, Texas 76001
No Bid
Accent Graphics
523 E. Rock Island Rd.
Grand Prairie, Tx 75050
06-63-0003
Billy Campbell, City Manager
September 29, 2003
Page 4 of 4
STANDARD FORM OF AGREEMENT
STATE OF TEXAS
COUNTY OF TARRANT
THIS AGREEMENT, made and entered into this ____ day of October in the year 2003 by and
between City of Southlake of the County of Tarrant and State of Texas, Party of the First
Part, hereinafter termed OWNER, and The Christmas Light Company of the City of
Dallas , County of Dallas and State of Texas , Party of the Second Part, hereinafter termed
CONTRACTOR.
WITNESSETH: That for and in consideration of the payments and agreements hereinafter
mentioned, to be made and performed by the Party of the First Part (OWNER), the said Party of
the Second Part (CONTRACTOR), hereby agrees with the said Party of the First Part (OWNER)
Holiday
to commence and complete the construction of certain improvements described:
Lighting and Decorations for public areas in Town Square
and all extra work in connection
therewith, under the terms as stated in the General Conditions of the Agreement and at his (or
their) own proper cost and expense to furnish all the materials, supplies, machinery, equipment,
tools, superintendence, labor, insurance, and other accessories and services necessary to complete
the said construction, in accordance with the conditions and prices stated in the Proposal attached
hereto, and in accordance with the Invitation to Bid, Instructions to Bidders, the Bonds,
Insurance, and Indemnity Section, the Specifications and addenda, and the Substitutions and
Product Options Section therefore, as prepared by Steve Moore, Recreation Superintendent,
Department of Community Services, herein entitled the OWNER’S REPRESENTATIVE, each of
which has been identified by the CONTRACTOR and the OWNER, together with the
CONTRACTOR'S written Proposal, the Instructions to Bidders, and the Specifications hereto
attached; all of which are made a part hereof and collectively evidence and constitute the entire
contract.
The CONTRACTOR hereby agrees, following written notice to proceed, to complete the work
specified by November 15, 2003, subject to such extensions of time as are provided by the
Instructions to Bidders section of the Agreement.
The OWNER agrees to pay the CONTRACTOR in current funds the amount not to exceed $
24,673 as represented in the proposal, which forms a part of this contract, such payments to be
subject to the Instructions to Bidders section of the Agreement.
IN WITNESS WHEREOF, the parties to these presents have executed this Agreement in the year
and day first above written.
City of Southlake The Christmas Light Company__________
Party of the First Part (OWNER) Party of the Second Part (CONTRACTOR)
By: By:
Andy Wambsganss, Mayor
ATTEST: ATTEST: