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FROM: OFFICE OF THE CITY MANAGER
BY: JASON CHACON, DIRECTOR OF PARKS & RECREATION
DATE: SEPTEMBER 12, 2023
SUBJECT: PURCHASE OF CHRISTMAS TREE FOR ANNUAL TREE LIGHTING EVENT
EXECUTIVE SUMMARY
The City Council will consider purchasing a new Christmas tree for the annual tree lighting event. The City hosts an annual Tree Lighting Ceremony in the Downey Civic Center each December to kick-off the holiday season. This year's event will be held on Monday, December 4, 2023 and will feature activities such as, pictures with Santa, a snow play area, light refreshments, crafts, and the lighting of the tree. The event will be held from 6:00 p.m. — 8:30 p.m.
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That the City Council:
Authorize the purchase of a 30-foot Christmas tree for the City's Tree Lighting Ceremony.
BACKGROUND
Each year the City of Downey offers a variety of seasonal special events for the community to enjoy. The Tree Lighting event has continued to celebrate the holiday season and brings holiday cheer to the community. The lighting of the Christmas tree has become the focal element of the event which draws people to attend the event. The event continues to grow in popularity and brings an average attendance of 2,000 participants each year to the Downtown Downey area.
At the June 27, 2023 City Council meeting, the City Council adopted the Fiscal Year (FY) 2023-2024 operating budget. As part of the budget adoption, the City Council approved the purchase of a new pre -lit LED fully decorated tree for the annual Tree Lighting Ceremony. For a number of years, the City used a pre -lit fully decorated artificial tree.
When the tree was beginning to deteriorate and show visible signs of wear and tear, staff began using the Deodar Cedar tree in the Civic Center between the Downey Library and Downey City Hall. After two years of using this tree, it was determined that the purchase
APPROVE PURCHASE OF CHRISTMAS TREE FOR ANNUAL TREE LIGHTING EVENT DATE: SEPTEMBER 12, 2023
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of a pre -lit LED fully decorated artificial tree was needed as the current tree is not conducive to holding decorations, is not aesthetically pleasing, is difficult to maneuver and required significate staff time to decorate. City staff is recommending to purchase a 30-foot pre -lit LED fully decorated tree and has obtained three proposals from qualified companies.
ANALYSIS
St. Nick's Christmas Lighting & Decor was the most suitable vendor for this project.
Proposal summaries
Company
Item
Cost
The Christmas Light Guy CO.
30' Tree
$66,972
St. Nick's Christmas Lighting & Decor
30' Tree
$78,246
Dekra Lite
30' Tree
$103,276
St. Nick's Christmas Lighting & Decor has 25 years of experience in professional holiday decorating and their list of clients include cities such as Long Beach, Commerce, Carson, Temecula, and Newport Beach. City staff believes St. Nick's Christmas Lighting & Decor offers the best quality products for this specific event and more efficient timeline for delivery.
St. Nick's Christmas Lighting & Decor will be responsible for installing a 30' pre -lit tree with 5mm LED mini -lights in warm white, fully decorated in commercial grade ornaments and florals. The tree has a total of 118 branches and measures 14, in diameter. Installation will take place in the Downey Civic Center roundabout. After the holiday season is over, St. Nick's Christmas Lighting & Decor will coordinate a date with the City to remove the City owned tree, along with decorations and store the tree at its facility to keep the items properly stored and ready for the following year. Installation and removal of the tree takes one day at approximately 8-9 hours of work.
St. Nick's Christmas Lighting & Decor - Summary of item/costs 1st Year (Tax, Shipping, and installation)
Item
Cast
30' Pre -lit Tree
$54,985
Tax 7.75%
$4,261
Annual Installation
$14,500
Annual Storage
$4,500
TOTAL
$78,246
APPROVE PURCHASE OF CHRISTMAS TREE FOR ANNUAL TREE LIGHTING EVENT DATE: SEPTEMBER 12, 2023
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St. Nick's Christmas Lighting & Decor - Annual Summary of item/costs beginning in Year 2
Item
Cost
Annual Installation
$14,500
Annual Storage
$4,500
TOTAL
$19,000
St. Nick's Christmas Lighting & D6cor was not the lowest proposal submitted; however, their estimated delivery meets the City's timeline needs for the delivery and decorating of the tree prior to the scheduled Tree Lighting event.
CITY COUNCIL PRIORITIES
Public Engagement
FISCAL IMPACT
Approval of the recommended action will result in an expenditure of approximately $78,246 from the General Fund, Downtown Events budget (10-4-4322) as previously approved in the FY 2023-2024 operating budget.
ATTACHMENTS
Attachment A — 30-Foot Tree Rendering
Attachment B — Decorations
30FT TREE: ORNAMENT PACKAGE CHRISMAS CROWN
30FT TREE: ORNAMENT PACKAGE CHRISMAS CROWN
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