HomeMy WebLinkAboutItem 15 - Christmas LightingMEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: BRUNO RUMBELOW, CITY MANAGER
MEETING DATE: OCTOBER 17, 2023
SUBJECT: AWARD OF BEST VALUE BID FOR CHRISTMAS LIGHTING AND
DECOR WITH INSTALLATION AND MAINTENANCE
RECOMMENDATION: City Council to consider approval for the award of Best Value Bid 64-23
annual contract for Christmas lighting and decor to include installation and
maintenance with First Choice Christmas Lights for the Parks and
Recreation Department.
FUNDING SOURCE: Funds are available in the General Fund (Parks), Special Revenue Fund
(Parks), Capital Maintenance Fund (Parks) and Lake Parks Fund for an
annual estimated amount of $100,000.
BACKGROUND: The purpose of this contract is to establish fixed annual pricing for the
installation and removal of Christmas lighting and decor at various
locations throughout the City for the Christmas Capital of Texas season.
Professional services include lighting trees at uniform height and spacing,
windows, columns, props, and setting scenes per bid specifications to
assist staff and enhance overall Christmas lighting and decoration
presentation. Areas that are included as part of the pricing include, but are
not limited to: City Hall, Northwest Highway and Main Street, Torian
Cabin, Liberty Plaza, Town Square, Grapevine Vintage Railroad, Peace
Plaza, Dallas Road from William D. Tate Avenue to Dooley Street, the
Public Safety Building, Vine Street, The REC, and the Library. The
contract will also include assistance and support for other special event
needs such as Sunset Live!, PumpkinFest and other events.
The City of Grapevine solicited a "Best Value Bid" in accordance with
Local Government Code Chapter 252, Subchapter B, Section 252.021 (a)
and Section 252.041 (a). The bid was advertised in the Fort Worth Star
Telegram on September 7 and 14, 2023. There were 721 vendors
electronically notified of the bid through the eBid system. Eight vendors
viewed and downloaded the RFB, and three bids were received. The bid
was opened electronically and publicly on September 27 at 2 pm. The
contract will be for an initial one-year period with nine, one-year renewal
options available.
Based on the evaluations of the Best Value bids for Christmas Lighting
and Decor with Installation and Maintenance, the highest, best value
evaluation was First Choice Christmas Lights. First Choice Christmas
Lights received the overall highest score for the City meeting all of the
Best Value specifications and requirements.
Staff recommends approval
RS/LW