HomeMy WebLinkAboutR-2020-110 City, Authorizing the Administration to Execute an Agreement with Christmas Designers, Inc., for Providing and Installing Holiday Decorations, and to Accept Christmas Designers� Proposal RESOLUTION NO. 2020-110
A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF DANIA
BEACH, FLORIDA, AUTHORIZING THE ADMINISTRATION TO EXECUTE
AN AGREEMENT WITH CHRISTMAS DESIGNERS INC., FOR PROVIDING
AND INSTALLING HOLIDAY DECORATIONS, AND TO ACCEPT
CHRISTMAS DESIGNERS' PROPOSAL FOR PROVIDING HOLIDAY
DECORATIONS FOR THE 2020 HOLIDAY SEASON, WHICH PROPOSAL
EXCEEDS THE ANNUAL VENDOR TOTAL AMOUNT OF TWENTY FIVE
THOUSAND DOLLARS ($25,000.00); AUTHORIZING THE WAIVER OF
COMPETITIVE PROCUREMENT; PROVIDING FOR CONFLICTS;
FURTHER, PROVIDING FOR AN EFFECTIVE DATE.
WHEREAS, the Charter of the City of Dania Beach, Part III, Article 3, Section 4,
Subsection 0), authorizes the City Manager to purchase supplies, services, equipment and
materials for the City government in amounts in excess of the established monetary threshold
without competitive bidding and without advertisement for bids if she is authorized to do so in
advance by a resolution adopted by the City Commission; and
WHEREAS, the Dania Beach Code of Ordinances, Chapter 2, Article 1, Section 2-10,
"Monetary thresholds for certain purchases and payment disbursement authorizations",
Subsection (a), sets the monetary threshold at Twenty Five Thousand Dollars ($25,000.00) for a
vendor each fiscal year; and
WHEREAS, in July 2019 the City of Dania Beach Community Redevelopment Agency
(CRA) completed a Request for Proposal (RFP) process that resulted in the award for providing
and installing holiday decorations to Christmas Designers, Inc. ("CDI"); and
WHEREAS, subsequent to the RFP process the CRA and CDI entered into a contract for
holiday decoration services, which includes annual renewal options; and
WHEREAS, now, the City wishes to utilize the contract provisions and to also accept a
proposal provided by CDI, based on the contract scope, for decorations of various areas of the
City for the upcoming holiday season (and not just the limited scope from the CRA proposal);
and
WHEREAS, the expanded scope of the decorations to be provided shall exceed the
$25,000.00 annual authorization provided under the Charter to the City Manager, and due to the
timing (three months from the holidays) Administration seeks City Commission permission to
waive the competitive procurement requirements relating to the additional proposal services;
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE
CITY OF DANIA BEACH, FLORIDA:
Section 1. That the above "Whereas" clauses are ratified and confirmed, and they are
made a part of and incorporated into this Resolution by this reference.
Section 2. That the City Commission authorizes staff to immediately move forward
with the purchase of holiday decorations services from Christmas Designers, Inc. with funds in
the estimated amount of Seventy Nine Thousand Three Hundred Seventy One Dollars and Fifty
Cents ($79,371.50) from the Construction Maintenance Contractual Services General Account
001-39-02-539-34-10.
Section 3. That all resolutions or parts of resolutions in conflict with this Resolution
are repealed to the extent of such conflict.
Section 4. That this Resolution shall become effective immediately upon its passage
and adoption.
PASSED AND ADOPTED on September 24, 2020.
ATTEST:
o ti
THOMAS SCHNEIDER, CMC E116Aj LEVY' LLEN
CITY CLERK �� MAYOR
ISH�1
APPROVED AyS TO FORM AND CORRECTNESS:
THOMAS J. ANSBRO
CITY ATTORNAY
2 RESOLUTION#2020-110
•
ef(s
September 17, 2020
City of Dania Beach
Fernando J. Rodriguez Phone: 954-924-6808 ext. 3740
1201 Stirling Road Fax: 954-923-1 109
Dania Beach, FL 33004 Email:frodri uez(@daniabeachfl.ciov
Reference: Holiday Program— City of Dania Beach
1201 Stirling Road
Dania Beach, FL 33004
Dear Fernando:
Please find enclosed Christmas Designers revised proposal for the holiday program at City of Dania
Beach's 2020 Holiday Season.
Contents
PROPOSAL...............................................................................................................................................................................................3
GENERALTERMS.................................................................................................................................................................................13
COSTRECAP.........................................................................................................................................................................................14
ELECTRICALSPECIFICATIONS..........................................................................................................................................................15
Should you have any questions after you review the enclosed, please contact us at (800) 432-5139.
If everything meets with your approval, please sign the Cost Recap sheet and e-mail or fax this back to us.
A 50% deposit invoice will be generated and once receiving payment, City of Dania Beach will be added
to our installation schedule.
We look forward to being of service to you this upcoming Holiday Season.
Sincerely,
OG J�yTti 2_�
Joe Campbell
Together with the team of elves at Christmas Designers
www.ChristmasDesi g ners-FL.com
Villo
The material contained herein is the property of Christmas Designers.
Reproduction,copying,or use without prior consent is strictly prohibited.
2020 20200129R3 JC/SK 09.17.2020
Proposal Dania Beach,City of Christmas Designers Pompano Beach,FL
Page 1 of 15
LEGEND
Explanation of symbols
on General Terms page
HOLIDAY
PROGRAM
2020
ti
CITY OF
www.ChristmasDesi g ners-FL.com
0. . 0•
The material contained herein is the property of Christmas Designers.
Reproduction,copying,or use without prior consent is strictly prohibited.
2020 20200129R3 JC/SK 09.17.2020
Proposal Dania Beach,City of Christmas Designers Pompano Beach, FL
Page 2 of 15
PROPOSAL
CITY OF DANIA BEACH
REVS Holiday Program 2020
AREA 1 — FEDERAL HIGHWAY
x
=a
Picture is an Example
For each of the fifty-one (51) FDOT Light Poles, located on Federal Highway going
South from Old Griffin Road to Sheridan Street, we will wrap one (1) 50' Green PVC
Garland lit with C9 LED Green Bulbs with 12" spacing green cord with a 24" Red Glitter
Bow.
51 50' LED lit Green PVC Garland w/24" Red Glitter Bow $ 11,475.00
TOTAL AREA 1 $ 11,475.00
The material contained herein is the property of Christmas Designers.
Reproduction,copying,or use without prior consent is strictly prohibited.
2020 20200129R3 JC/SK 09.17.2020
Proposal Dania Beach,City of Christmas Designers Pompano Beach,FL
Page 3 of 15
AREA 2 - DANIA BEACH BOULEVARD
For twelve (12) of the twenty-five Light Poles, located on Dania Beach Boulevard from
US1 going East to the last building, Motel 6, on the North Side, we will wrap one (1) 50'
Green PVC Garland lit with C9 LED Green Bulbs with 12" spacing green cord with a 24"
Red Glitter Bow.
12 50' LED lit Green PVC Garland w/24" Red Glitter Bow $ 2,700.00
TOTAL AREA 2 $ 2,700.00
The material contained herein is the property of Christmas Designers.
Reproduction,copying,or use without prior consent is strictly prohibited.
2020 20200129R3 JC/SK 09.17.2020
Proposal Dania Beach,City of Christmas Designers Pompano Beach,FL
Page 4 of 15
AREA 3 - GRIFFIN ROAD
For twenty-five (25) out of the total of sixty-seven Light Poles, located from Griffin Road
West of 195 to State Road 7, we will wrap one (1) 75' Green PVC Garland lit with C9
LED Green Bulbs with 12" spacing green cord with a 24" Red Glitter Bow.
25 75' LED lit Green PVC Garland w/24" Red Glitter Bow $ 8,375.00
For twenty-nine (29) Light Poles, located from Griffin Road and Federal Highway to 195,
we will install one (1) 75' Green PVC Garland lit with C9 LED Green Bulbs with 12"
spacing green cord with a 24" Red Glitter Bow.
29 75' LED lit Green PVC Garland w/24" Red Glitter Bow $ 9,715.00
For ten (10) Light Poles, located East and West of 195 on Griffin Road —with exact
location to be determined, one (1) LED lit Pole Decoration with 25' PVC Garland lit with
C9 LED Bulbs with 12" spacing green cord with a 24" Red Glitter Bow
10 LED Pole Decoration w/25' LED PVC Garland $ 4,000.00
TOTAL AREA 3 $ 22,090.00
AREA 4 - STIRLING ROAD
For nineteen (19) out of the total thirty-eight Light Poles, located on Stirling Road East
and Federal Highway/US1 going West to North Park Road, we will wrap one (1) 50'
Green PVC Garland lit with C9 LED Green Bulbs with 12" spacing green cord with a 24"
Red Glitter Bow.
19 50' LED lit Green PVC Garland w/24" Red Glitter Bow $ 4,275.00
TOTAL AREA 4 $ 4,275.00
The material contained herein is the property of Christmas Designers.
Reproduction,copying,or use without prior consent is strictly prohibited.
2020 20200129R3 JC/SK 09.17.2020
Proposal Dania Beach,City of Christmas Designers Pompano Beach,FL
Page 5 of 15
AREA 5 - US1 & GRIFFIN RD
For each of the six (6) Foxtail Palms, we will wrap up the trunks with eight (8) Blue
Commercial connect LED 70 light 4" spacing light sets and light up the fronds with six
(6) Pink LED Frond Sets.
48 LED 70 light 4" spacing light sets CC Blue $ 1,440.00
36 LED Frond Sets Pink $ 972.00
Equipment charge $ 288.00
For each of the nine (9) Bottle Palms, we will wrap up the trunks with six (6) Yellow
Commercial connect LED 70 light 4" spacing light sets.
54 LED 70 light 4" spacing light sets CC Yellow $ 1,620.00
For each of the five (5) Medjool Palms, we will wrap up the trunks with ten (10) Blue
Commercial connect LED 70 light 4" spacing light sets and light up the fronds with
fifteen (15) Pink LED Frond Sets.
50 LED 70 light 4" spacing light sets CC Blue $ 1,500.00
75 LED Frond Sets Pink $ 2,025.00
Equipment Charge $ 600.00
TOTAL AREA 5 $ 8,445.00
The material contained herein is the property of Christmas Designers.
Reproduction,copying,or use without prior consent is strictly prohibited.
2020 20200129R3 JC/SK 09.17.2020
Proposal Dania Beach,City of Christmas Designers Pompano Beach,FL
Page 6 of 15
AREA 6 - CITY HALL/CITY CENTER
Rendering is an Example of Proposed Tree and Fountain D6cor
Above the Fountain in the cul-de-sac area of City Hall, we will install one (1) 30'
Christmas Tree lit with LED C7 Retrofit Bulb and decorated in our Colors of the Holiday
Ornament Package with a 4' 3D Snowburst Tree Topper.
1 30' Tree LED C7 decorated in COTH w/4' 3D Snowburst Topper $ 18,160.00
We will also outline the tiers of the Fountain with a total 140' of C7 12" spacing white
cord light line with Warm White LED bulbs, as shown in rendering above.
140' C7 12" spacing white cord w/Warm White LED bulbs $ 630.00
Pictures are Examples and do not represent exact desgin.
We will install one (1) 6'x8' LED Silhouette Kinara and one (1) 6'x8' LED Silhouette
Menorah.
1 6' x 8' LED Silhouette Kinara $ 500.00
1 6' x 8' LED Silhouette Menorah $ 500.00
The material contained herein is the property of Christmas Designers.
Reproduction,copying,or use without prior consent is strictly prohibited.
2020 20200129R3 JC/SK 09.17.2020
Proposal Dania Beach,City of Christmas Designers Pompano Beach,FL
Page 7 of 15
i.. • R
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For each of the eight (8) Medjool Palms, located in the Main Entrance, we will wrap up
the trunks with ten (10) Warm White Commercial connect LED 70 light 4" spacing light
sets and at the top do a 12" Color Band using two (2) Red Commercial connect LED 70
light 4" spacing light sets.
80 LED 70 light 4" spacing light sets CC Warm White $ 2,400.00
16 LED 70 light 4" spacing light sets CC Red $ 480.00
Equipment Charge $ 320.00
For each of the twelve (12) Light Poles, located around the Entrance roundabout, we
will install one (1) 18' x 14" LED lit Garland decorated in Colors of the Holiday with an
18" Red Velvet with Gold Trim Bow on top.
12 18' x 14" LED Garland, COTH w/18" Red Velvet Bow $ 3,960.00
For the one (1) Clocktower, located in the middle of the entrance roundabout, we will
install one (1) 18' x 14" LED lit Garland decorated in Colors of the Holiday with two 18"
Red Velvet with Gold Trim Bows on top.
1 18' x 14" LED Garland, COTH w/2-18" Red Velvet Bows $ 370.00
The material contained herein is the property of Christmas Designers.
Reproduction,copying,or use without prior consent is strictly prohibited.
2020 20200129R3 JC/SK 09.17.2020
Proposal Dania Beach,City of Christmas Designers Pompano Beach, FL
Page 8 of 15
For the Main Wall, located as you enter the building entrance, we will install one (1) 60"
LED lit Wreath decorated in Colors of the Holiday with a 24" Red Velvet with Gold Trim
Bow.
1 60" LED Wreath, decorated in COTH w/24" Red Velvet Bow $ 260.00
TOTAL AREA 6 $ 28,684.00
The material contained herein is the property of Christmas Designers.
Reproduction,copying,or use without prior consent is strictly prohibited.
2020 20200129R3 JC/SK 09.17.2020
Proposal Dania Beach,City of Christmas Designers Pompano Beach,FL
Page 9 of 15
AREA 7 - PARKS
� .-RE
For the CW Thomas Park Entrance, we will outline the front lower fascia including the
peak with a total 100' of C7 12" spacing green cord light line with Warm White LED
bulbs.
100' C7 12" spacing green cord w/Warm White LED bulbs $ 550.00
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k
For the PJ Meli Park Entrance, we will outline the front of the building with a total 80' of
C7 12" spacing green cord light line with Warm White LED bulbs.
80' C7 12" spacing green cord w/Warm White LED bulbs $ 440.00
The material contained herein is the property of Christmas Designers.
Reproduction,copying,or use without prior consent is strictly prohibited.
2020 20200129R3 JC/SK 09.17.2020
Proposal Dania Beach,City of Christmas Designers Pompano Beach,FL
Page 10 of 15
KI
For the Frost Park Entrance, we will outline the front lower fascia including the peak with
a total 100' of C7 12" spacing green cord light line with Warm White LED bulbs.
100' C7 12" spacing green cord w/Warm White LED bulbs $ 550.00
TOTAL AREA 7 $ 1,540.00
The material contained herein is the property of Christmas Designers.
Reproduction,copying,or use without prior consent is strictly prohibited.
2020 20200129R3 JC1SK 09.17.2020
Proposal Dania Beach,City of Christmas Designers Pompano Beach,FL
Page 11 of 15
AREA 8 — PIER ENTRANCE
For the Pier Entrance, we will outline the Arch with a total 25' C7 6" spacing green cord
light line with Warm White LED bulbs.
25' C7 6" spacing green cord light line with Warm White LED bulbs $ 162.50
TOTAL AREA 8 $ 162.50
The material contained herein is the property of Christmas Designers.
Reproduction,copying,or use without prior consent is strictly prohibited.
2020 20200129R3 JC/SK 09.17.2020
Proposal Dania Beach,City of Christmas Designers Pompano Beach, FL
Page 12 of 15
GENERAL TERMS
DANIA BEACH COMMUNITY REDEVELOPMENT AGENCY
Holiday Program 2020
No power cords will be run on the ground where there is pedestrian access, Customer is
responsible for providing outlets within twenty-five (25') of areas to be lit.
All tree trimming to be completed by the 151 week in September and hedges by
November 151. If not completed at time of installation, additional charge may incur.
If your proposal includes an exterior artificial Tree, Christmas Designers always
recommends the usage of a fence around the tree to avoid unauthorized access. If your
proposal does not include a fence, please talk to our sales team.
Lighting installation may begin the 2nd week of September with other jobs in the area.
All visual decorations will be installed when lighting is turned on or no later than
December 1 st of each season under contract unless other arrangements have been made.
0 All lighting will be serviced throughout the season from "turn on" through December 31 St.
All lighting will be disconnected the 151 week of January of each season under contract
(not actual removal of the lights). To keep the lights lit for an extended period, please talk
to our sales team as it may incur additional charges.
T Removal of holiday lighting will begin the 1 st week of January and be completed by the
2nd week of February.
0 All visual decorations will be removed no later than January 15th of each season.
LEGEND
Explanation of symbols
/r\ = Lighting 0
= Greenery
E4:�= Perimeter = Visual Decor
= Tree = Pole Decor
- Arrow, together with one of the
symbols above, are used to point
out a described location not
shown on picture
The material contained herein is the property of Christmas Designers.
Reproduction,copying,or use without prior consent is strictly prohibited.
2020 20200129R3 JC/SK 09.17.2020
Proposal Dania Beach,City of Christmas Designers Pompano Beach,FL
Page 13 of 15
COST RECAP
CITY OF DANIA BEACH
REV3 Holiday Program 2020
Area 1 — Federal Highway $ 11,475.00
Area 2 — Dania Beach Boulevard $ 2,700.00
Area 3 —Griffin Road $ 22,090.00
Area 4 —Stirling Road $ 4,275.00
Area 5 — US1 & Griffin Rd $ 8,445.00
Area 6 —City Hall/City Center $ 28,684.00
Area 7— Parks $ 1,540.00
Area 8 — Pier Entrance $ 162.50
Service of Lights—Light up through December 315t per season NO CHARGE
TOTAL CITY OF DANIA BEACH PER SEASON $ 79,371.50
LEASE TERM: Contract Term is one (1) season commencing August 15, 2020 to December 31, 2020.
PAYMENTS: One-year agreement payments to be made as follows: 50% payment due with acceptance
of contract,to be placed on installation schedule. Final 50% payment due upon completion of installation.
Balances over 30 days will incur a 1.5%finance charge per month.
Use of Payment Services will incur related surcharges. Use of any Credit Card will incur 3.5% surcharge.
Sales Tax is calculated to the best of proposer's knowledge.Accurate Sales Tax and County Tax will be applied on
Final Invoice,unless a Tax-Exempt Certificate is provided beforehand.
ACCEPTANCE: All material is guaranteed to be as specified.All work to be completed in a workman like
manner according to standard practices. Any alteration or deviation from the above specifications
involving extra costs will be executed only upon written orders and will become an extra charge over and
above this contract.All agreements contingent upon strikes, accidents,any acts of God or delays beyond
our control. Property Owner will carry fire,tornado,hurricane (wind) and other necessary insurance.
Our workers are fully covered by Worker's Compensation.
The above prices, specifications,terms and conditions are satisfactory and hereby accepted.
You are authorized to do the work as specified. Payment will be made as outlined above.
Once this Agreement is signed by both parties it becomes a contract.
This proposal may be withdrawn if not accepted in 20 days.
CUSTOMER:
By signing this agreement customer is acknowledging receipt of
General Terms
Customer Awareness Information Sheet
Electrical Specifications—GFCI Responsibility Requested Light-Up Date*
*CDI will work to accommodate Requested Light-Up Date;however it is not guaranteed.Installation schedule will need to be
determined by CDI in order to reach the date,and deposit invoiced must be paid in full.
Authorized Signature Printed Name-Title Date
BILLING INFORMATION/E-MAIL:
CHRISTMAS DESIGNERS/FLORIDA CDI LLC:
Authorized Signature Printed Name-Title Date
The material contained herein is the property of Christmas Designers.
Reproduction,copying,or use without prior consent is strictly prohibited.
2020 20200129R3 JC/SK 09.17.2020
Proposal Dania Beach,City of Christmas Designers Pompano Beach,FL
Page 14 of 15
ELECTRICAL SPECIFICATIONS
CITY OF DANIA BEACH
REV3 Holiday Program 2020
Q 1 10-120 Constant voltage under load REQUIRED.
Q All Amperage quoted at actual draw.
CUSTOMER is responsible for providing 115 VAC power outlets within twenty-
five (25') of lighting area and/or lighted decor.
Q Reasonable hardware and power cords up to twenty-five (25') are included.
Q Christmas Designers is NOT RESPONSIBLE for outages due to ground fault
interrupters (GFCI) or INSUFFICIENT ELECTRICAL REQUIREMENTS.
AREA 1 —FEDERAL HIGHWAY
TOTAL AMPS AREA 1 9.69 amps
AREA 2—DANIA BEACH BOULEVARD
TOTAL AMPS AREA 2 2.28 amps
AREA 3—GRIFFIN ROAD
TOTAL AMPS AREA 3 12.26 amps
AREA 4—STIRLING ROAD
TOTAL AMPS AREA 4 3.61 amps
AREA 5—US1 &GRIFFIN RD
TOTAL AMPS AREA 5 10.98 amps
AREA 6—CITY HALL/CITY CENTER
TOTAL AMPS AREA 6 91.80 amps
AREA 7—PARKS
TOTAL AMPS AREA 7 4.87 amps
AREA 8—PIER ENTRANCE
TOTAL AMPS AREA 8 0.87 amps
The material contained herein is the property of Christmas Designers.
Reproduction,copying,or use without prior consent is strictly prohibited.
2020 20200129R3 JC/SK 09.17.2020
Proposal Dania Beach,City of Christmas Designers Pompano Beach,FL
Page 15 of 15