COUNCIL REPORT Report No. ENG 018-2018 Regular Council Date: April 01, 2018 File No: 5430-01 To: From: Subect: Mayor and Council Daniel Fo, Manager, SCADA and Electrical Award of Request for Proposal 1220-2017-2097 - Seasonal Street Light Decorations RECOMMENDATION 1. THAT Request for Proposal 1220-2017-2097 - Seasonal Street Light Decorations be awarded to Star Illuminations, for a three-year term, with two one-year options to renew, in the annual amount of $58,120 for 2018-2019 and $61,025 for 2020-2022, excluding special services and GST; 2. THAT staff be authorized to expand the program for Marshall - McCallum and U-District neighborhoods in 2019 for the additional annual cost of $15,500 for 2019-2021 and $16,275 for 2022, excluding special services and GST; and 3. THAT the Mayor and Corporate Officer be authorized to execute all documents related to this matter. REPORT CONCURRENCE General Manager The General Manager concurs with the recommendation of this report. City Manager The City Manager concurs with the recommendation of this report. SUMMARY OF THE ISSUE This report sees Council s approval to award a contract for Seasonal Street Light Decorations for a three-year term with two, one-year options to renew, for the defined services, in the total amount of $58,120 for 2018-2019 and $61,025 for 2020-2022. The report also sees approval for staff to add additional street light decorations for Marshall - McCallum and U-District neighborhoods in 2019 for the additional annual cost of $15,500 for 2019-2021 and $16,275 for 2022. Any additional wor and taxes (GST) are extra. BACKGROUND The City of Abbotsford decorates one hundred street light poles in the City Center neighborhood
Report No. ENG 018-2018 Page 2 of 3 annually during the holiday season. The City also loos after the storage and installation wor for Abbotsford Downtown Business Association (ABDA) who own 37 street light mounted decorations and one 80 foot Christmas tree decorations. All decoration wor (supply, rental, installation and removal) is carried out by a private contractor. The contract ended on January 31, 2018 and a Request for Proposal (RFP) No. 1220-2017-2097 for a new contract was issued for the following services: 1. The expansion of City pole mounted decorations, including supply, rental, installation and removal, from 100 to 145 to align with Council approved neighborhoods. The new decorations will include 91 blue and white snowflaes for City Center neighborhood and 54 red poinsettias and green bells for the Clearbroo neighborhood (Attachment A). 2. The installation, removal, maintenance and storage of 37 ADBA owned snowflaes for the downtown poles and LED strings and tree top fixture for the 80 foot Christmas tree. (Attachment A). 3. From 2019-2022, design, supply, rental, installation and removal of seasonal decorations in the Marshall - McCallum and U-District areas to uniquely identify individual neighborhoods. For the Marshall - McCallum area, the decorations will go along McCallum Road, from Highway 1 to Marshall Road. For the U-District area, the decorations will go along King Road, from McCallum Road to McKenzie Road. This section of the contract is optional and will be awarded separately in 2019 depending on the budget availability. DISCUSSION On July 14, 2017, the City of Abbotsford posted an RFP on the BC Bid website to receive proposals for Seasonal Street Light Decorations. This posting closed on January 25, 2018. One Proposal was received and reviewed by three evaluators from Engineering and Purchasing staff. The evaluation was based on the answers provided in Schedule C Response. As stated in the request for proposals the evaluation criteria was weighted as follows: a) Experience, Reputation, and Resources 40% b) Approach and Methodology 60% c) Pricing Proposal Budget Disclosed Proponent Total Price (Excl. Taxes) Raning Star Illuminations 2018 2019 2020 2021 2022 1 (HolidayLights.com Inc.) $58,120 $73,620 $76,525 $76,525 $77,300 The prices submitted from Star Illuminations are in line with what the City paid for this service in the past. Furthermore, Star Illuminations has done an excellent ob over the last five years and wors well with both City and ADBA staff. FINANCIAL PLAN IMPLICATION The budget for the Seasonal Street Light Decorations contract is included in the 2018-2022 Financial Plan approved by Council. The total cost for the 5 year contract is $362,090 plus GST.
Report No. ENG 018-2018 Page 3 of 3 Approved Budget 2018 2019 2020 2021 2022 Order #101107 $74,774 $100,990 $101,010 $101,010 $101,010 Proposed Contract Cost 2018 2019 2020 2021 2022 $58,120 $73,620 $76,525 $76,525 $77,300 Raat Sharma General Manager, Finance and Corporate Services Signed 3/28/2018 2:58 PM IMPACTS ON COUNCIL POLICIES, STRATEGIC PLAN AND/OR COUNCIL DIRECTION The award of this contract aligns with all four cornerstones of Council s Strategic Plan: Vibrant Economy: by modifying the program to uniquely highlight neighborhoods to mae Council s vision happen. Complete Community: by embracing our cultural diversity. Fiscal Discipline: by maing financial decisions by looing at the long term costs and the value to our community. Organizational Alignment: by supporting the updated Official Community Plan and vision for the City. SUBSTANTIATION OF RECOMMENDATION Staff issued an RFP for the Seasonal Street Light Decorations contract. One proposal was received by the closing date and the proponent was selected. The costs are in line with what the City paid for these services in the past. It is recommended that the contract for Seasonal Street Light Decorations for a three year term with two one-year options to renew, in the annual amount of $58,120 for 2018-2019 and $61,025 for 2020-2022, be awarded to Star Illuminations. It is also recommended that the staff be authorized to add additional street light decorations for Marshall - McCallum and U-District neighborhoods in 2019 for the additional annual cost of $15,500 for 2019-2021 and $16,275 for 2022. Any additional wor and taxes (GST) are extra. Daniel Fo Manager, SCADA and Electrical Signed 3/19/2018 9:12 AM Pardeep Agnihotri Director, Roads and Facilities Operations Signed 3/22/2018 9:07 AM ATTACHMENTS: Appendix A - Seasonal Decorations Maps
L:ArcMapProectsChristmas Streetlight Decoration Maps2018_XmasDecorationStreetlightMap.mxd 1:22,500
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GLADWIN RD H OLLYWOOD AVE L R KE D RIDGEWAY ST BROADWAY ST Blue & White Snowflae (44) ASH LE BEVAN AVE City Centre Lights GLAD WIN RD MURRAY AVE EMERSON ST A MI L L CASCADE ST BEDFORD PL BEVAN CR OTTER ST BEAVER ST LYNDEN ST EMERSON ST GARDEN ST TULIP CR MAGNOLIA CR SUGARPINE ST ADELAIDE ST ADELAIDE ST JA MES ST JAMES ST LANGDON ST BAKERVIEW ST MEADOWS ST DOLPHIN CR UIN CR WILLINGDON VENTURA AVE VENTUR A L ANE BO U R Q Blue Snowflae (24) S PL Y WAY ALPINE AVE I CU ROSSLAND PL PEARDONVILLE RD SEAL WAY L CR AUTUMN AVE HILLCREST AVE LILAC CR PINEVIEW AVE JASPER CT PARKVIEW ST LAND E AU P AM TRETHEWEY ST MINTER ST AY FE RGU SON W SO UT H FRAS ER WAY HILLCREST LANE RD JUSTICE WAY TI M S ST L:ArcMapProectsChristmas Streetlight Decoration Maps2018_XmasDecorationStreetlightMap_CityCentre.mxd G EO R G E OLD YALE RD IN GLADW TIMS ST ALLWOOD ST White Snowflae (23) 1:25,
TRINITY ST PAULINE ST PAULINE LANE SE R W AY ESSENDENE AVE ð ñ ò CYRIL ST ST AY LW RAI LANE GOSLING WAY MONTROSE AVE ST WE L:ArcMapProectsChristmas Streetlight Decoration Maps2018_XmasDecorationStreetlightMap_HistoricDT.mxd LANE PAULINE ST FR A E GLA DYS AV UT H GEORGE FERGUSON WAY SO MONTVUE AVE Snowflae (37) Historic Downtown Lights 1:25,