13-A
TO:Honorable Mayor and Members of the City Council
ATTENTION:Ryan Smoot, City Manager
FROM:P.J. Mellana, Director of Parks and Recreation
Kristen Smith, Recreation Manager
SUBJECT:Consideration and possible action to authorize the City Manager to execute Agreement File No. 732.2, in a form approved by the City Attorney, with Johnsen Commercial Services, dba Pacific Decorating Company, for Holiday Decorations and Lights Design, Equipment, Installation, Maintenance and Removal Services.
DATE:October 13, 2025
EXECUTIVE SUMMARY
The Director of Parks and Recreation (“Director”) is seeking approval from the City Council to authorize the City Manager to execute Agreement File No. 732.2, in a form approved by the City Attorney, with Johnsen Commercial Services, dba Pacific Decorating Company (“PDC”), to provide Holiday Decorations and Lights Design, Equipment, Installation, Maintenance and Removal Services.
RECOMMENDATION TO CITY COUNCIL
1) Authorize the City Manager to execute Agreement File No. 732.2, in a form approved by the City Attorney; and
2) Amend the 2025-2027 Operating Budget as outlined in the fiscal impact section; or 3) Alternatively, discuss and take other action related to this item.
FISCAL IMPACT
The adopted 2025–2027 Operating Budget includes $50,000 annually for holiday décor contract services in Account No. 010-42054-1012 and $30,000 annually for equipment replacement and upgrades in the Equipment Replacement Fund for a total of $80,000.
The recommended agreement with PDC is structured at the Level 2 service option and requires a budget amendment to align available funds with the newly proposed agreement.
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Staff Report – Agreement File No. 732.2 with Johnsen Commercial Services, dba Pacific Decorating Company
October 13, 2025
FISCAL IMPACT – Continued
·FY 2025–26: Allocate an additional $75,000 to Account No. 010-42054-1012 (Contract Services), increasing the total to $125,000 to reflect the new agreement’s enhanced level of service.
·FY 2026–27: Allocate an additional $37,000 to Account No. 010-42054-1012 (Contract Services), increasing the total to $87,000 to reflect the new agreement’s enhanced level of service.(Note: the Year 2 agreement cost is reduced by ≈$38,000 year-over-year.)
·Offset (both years): Reduce $25,000 annually from Account No. 010-47400-1012, decreasing the total to $5,000, which will remain available to fund miscellaneous interior holiday décor programming and other needs managed by in-house staff.
Net new cost to the Operating Budget:
·FY 2025–26: $50,000 (=$75,000 increase − $25,000 offset) ·FY 2026–27: $12,000 (=$37,000 increase − $25,000 offset) The agreement provides long-term value by shifting initial funding toward the purchase of commercial grade decorations—assets that will remain City property—and reducing future expenses as funding primarily shifts to labor beginning in year two.
DISCUSSION
During the 2025–2027 Operating Budget discussions, the Director was directed to research cost estimates for enhancing the downtown Bellflower holiday décor program.
Preliminary estimates, prepared without a full RFP process, indicated costs could reach approximately $200,000 annually. Council ultimately approved continuing funding for the current level of service, while noting that the existing contract was set to expire and that a competitive RFP would be required. The Director was also instructed to seek proposals that included multiple levels of enhancements, beginning with a mandatory $50,000 base level. The adopted budget provides $50,000 for contract services and an additional $30,000 for equipment replacement and upgrades, for a total of $80,000 annually.
On August 4, 2025, the City issued a Request for Proposals (“RFP”) for Holiday Decorations and Lights Design, Equipment, Installation, Maintenance, and Removal Services, with submittals due August 27, 2025. A total of seven proposals were received, and a Selection Committee of City staff evaluated the proposals in accordance with the RFP criteria, including understanding of the scope of work, methodology, qualifications of personnel, relevant experience, and cost.
2 Staff Report – Agreement File No. 732.2 with Johnsen Commercial Services, dba Pacific Decorating Company
October 13, 2025
DISCUSSION – Continued
As required by the RFP, proposers submitted a base proposal not to exceed $50,000 annually, with optional expanded services at $100,000 and $150,000 levels. The recommended proposer submitted multiple levels of service, and the Director recommends awarding a contract primarily based on their Level 2 proposal. The agreement provides flexibility for staff to adjust the final design and to purchase additional new equipment during the first two years, ensuring the program can be refined and expanded as needed. A key distinction in this submission is that newly purchased décor will become City-owned, creating long-term value and cost savings. This ownership model set the proposal apart from others, most of which relied on leased or contractor- retained décor.
Following the evaluation process, the Director recommends awarding the contract to PDC. The firm was selected based on its extensive experience providing large-scale holiday decorating services for numerous municipalities, its long-standing history of successfully installing Bellflower’s holiday décor, and its demonstrated ability to deliver high-quality, turnkey services within the City’s required timeline.
PDC will provide turnkey services for the downtown and City Hall holiday displays, including design, procurement of new decorations and lighting, installation, ongoing maintenance, and removal in January. Their proposal offered multiple budget-level options, with the recommended agreement structured to maximize value by purchasing commercial grade decorations in the first year and reducing costs in subsequent years as funding primarily shifts to labor in year two.
Under this agreement, PDC will oversee the holiday decorating program and deliver a cohesive, visually striking theme across all key City locations, including Friendship Square, The Mayne Events Center and Parking Structure, the Sheriff Substation, City Hall, and designated areas along Bellflower Boulevard. The company will also provide on-call support for repairs and service needs throughout the display period.
Scope of Work Summary:PDC will design, install, maintain, and remove holiday décor for key City sites, including Friendship Square, The Mayne Events Center and Parking Structure, the Sheriff Substation, City Hall, and designated areas along Bellflower Boulevard. The scope includes procurement of new decorations that will become City-owned assets, integration of existing City décor, and creation of a cohesive theme across all locations.
Deliverables under the agreement include:
·Design & Procurement: Provide décor plans, purchase new decorations, and integrate City-owned elements
·Installation: Complete installation within the City’s specified seasonal window each year, ensuring all décor is operational for the annual Tree Lighting Ceremony ·Maintenance: Conduct regular inspections and provide on-call service with rapid response to outages or repairs during the display period ·Removal & Storage: Remove all decorations within the City’s required post-season window, ensuring safe handling of City-owned items and proper storage of reusable décor 3
Staff Report – Agreement File No. 732.2 with Johnsen Commercial Services, dba Pacific Decorating Company
October 13, 2025
DISCUSSION – Continued
The recommended agreement with PDC provides the City with an experienced partner, a cost-effective program structure, and durable décor assets that will remain City property. The proposal balances immediate program enhancements with long-term value, ensures reliable installation and maintenance across all key sites, and delivers a cohesive holiday display for the community that is both new and enhanced. 4