Report to Mayor and City Council
Tuesday, September 06, 2022
Consent
SUBJECT:
Title
CONSIDER APPROVING AMENDMENT NO. 2 TO CONTRACT NO. 20-125 WITH T & G GLOBAL, LLC, DBA ST. NICK'S CHRISTMAS LIGHTING & DÉCOR TO PROVIDE HOLIDAY DECORATING SERVICES FOR THE 2022 HOLIDAY SEASON
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I. SUMMARY
On October 20, 2020, City Council approved a contract with T & G Global, LLC, dba St. Nick’s Christmas Lighting & Décor to provide holiday decorating services at City Hall, the Carson Event Center, and select City streets. The original contract term was for one year with two (2) one-year extensions for a total of three contract years. The total cost for the first contract year was $74,750. On July 20, 2021, City Council approved Amendment No. 1 authorizing the first extension at a final cost of $135,875. Staff recommends that City Council approves Amendment No. 2 that authorizes the second extension for the 2022 holiday season in a not-to-exceed amount of $147,594 (Exhibit No. 2).
II. RECOMMENDATION
Recommendation
TAKE the following actions:
1. APPROVE Amendment No. 2 to Contract Services Agreement No. 20-125 between the City of Carson and T & G Global, LLC, dba St. Nick’s Christmas Lighting & Décor to provide holiday decorating services for the 2022 holiday season in a not-to-exceed amount of $147,594 (Exhibit No. 2; “Amendment”).
2. AUTHORIZE the Mayor to execute the Amendment, following approval as to form by the City Attorney.
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III. ALTERNATIVES
TAKE any other action City Council deems appropriate.
IV. BACKGROUND
On February 20, 2020, the City posted a Request for Proposal (RFP) to find qualified vendors to provide holiday decoration services at City Hall, the Carson Event Center (previously, the Carson Community Center), and select light pole banners along Carson Street and Avalon Boulevard. These services included complete installation and removal of all holiday décor. Once the formal bidding process was completed, T & G Global, LLC, dba St. Nick’s Christmas Lighting & Décor (St. Nick’s) was selected as the most qualified vendor based on cost and experience performing similar services.
On October 20, 2020, City Council approved a contract with St. Nick’s. The term of the agreement was for one year with two (2) one-year extensions at the City’s discretion. The initial cost for the first year (2020 holiday season) was $68,150. On December 16, 2020, an additional $6,660 was authorized via Contract Officer approval (Section 1.8 of the contract), increasing the total to $74,750.
On July 20, 2021, City Council approved Amendment No. 1, the first one-year extension to Contract No. 20-125, for 2021 holiday season decorating services. The initial total cost authorized was $125,275, but was later increased by $10,600 via Contract Officer approval. Therefore, the total cost for the 2021 holiday season was $135,875.
For the 2022 holiday season, City staff is recommending that the City Council exercise the City’s second and last one-year contract extension via approval of the proposed Amendment No. 2 (Exhibit No. 2). Amendment No. 2 would require St. Nick’s to provide the same holiday decoration services for 2022 as was done for 2021, and authorize City funding for such services in a not-to-exceed amount of $147,594, per St. Nick’s cost proposal (Exhibit No. 1). Specifically, St. Nick’s will install and remove holiday decorations at City Hall, the Carson Event Center, and select City street light pole banners, as listed in Amendment No. 2. Amendment No. 2 also names Bobby Grove, Community Services Superintendent, as the agreement’s Contract Officer. The $11,719 increase from the 2021 holiday season is due to the vendor handling the full decoration installation without the use of City staff and equipment, as requested by the Public Works Department. With the exception of decorating the City-provided tree on the interior of City Hall (lobby), no other enhancements to last year’s decorations have been added to the scope of work, as all budgeted funding would be exhausted pursuant to approval of the proposed Amendment No. 2.
V. FISCAL IMPACT
Funds for this service were included in the adopted FY 2022-2023 budget in account number 101-90-930-101-6004.
VI. EXHIBITS
1. Cost Proposal for 2022 Holiday Decorating Services. (pgs. 3-4)
2. Proposed Amendment No. 2 to Contract No. 20-125. (pgs. 5-14)
3. Decorations Photos (pgs. 15-31)
Prepared by: Michael Whittiker, Community Services/Parks and Recreation Director and Toni Costanzo, Administrative Specialist