PISMO BEACH CITY COUNCIL STAFF REPORT
Agenda Item #9.D
Meeting Date: August 6, 2024
TITLE:
Purchase of Holiday Lights and Decorations
RECOMMENDATION:
Adopt a Resolution authorizing the City Manager to execute a purchase order with St.
Nick’s Commercial Design & Décor for the purchase and installation of holiday decorations in the amount of $117,280.20.
DISCUSSION:
In 2018 the City Council adopted the Lodging Business Improvement District (LBID) 1% assessment on gross lodging revenues for physical improvements, effective January 1, 2019. This assessment is intended for physical improvements that benefit the lodging industry, including tourism beautification and infrastructure. Every year since its initial adoption, at the recommendation of the Conference and Visitors Bureau (CVB) / LBID Advisory Board, the City has approved continuing this assessment. In the spring of 2024, staff began working with the lodging community for approval of the use of the LBID 1% assessment for physical improvements, or LBID2, funds for increased holiday decorations in business districts.
Staff reached out to five suppliers, only one of which both sells and installs holiday decorations based on the City’s needs. The City's Purchasing Policy permits sole source procurements when the City Manager, after conducting a thorough review of available sources, determines that only one provider can supply the required item or service.
Following extensive outreach to five vendors, it was found that only St. Nick’s Commercial Design & Décor (St. Nick’s) can meet the City's needs. Therefore, staff recommends that the Council approve the purchase based on sole source procurement. Staff worked with St. Nick’s to provide options for enhancing the City’s holiday lighting and decorations. If the City Council approves the purchase, staff will move forward with the purchase of:
12’ walkthrough ornamental arch
Garland with lights for the street lights along Shell Beach Road 2 large wreaths for the Pier Plaza Restroom
Garland with lights for the Pier Plaza Restroom
Lit dinosaur monument decoration for Dinosaur Caves Park Street pole decorations with garland, lights, and bows for James Way, Oak Park and Shell Beach Road
8’ sleigh
6’ wreath with lights for City Hall
Metal mesh gift boxes for Price Street
Council Agenda 8-6-2024 9.D-1
Conclusion and Recommendation
Staff recommends that the City Council adopt a Resolution (Attachment 1) authorizing the City Manager to execute a purchase order with St. Nick’s for the purchase and installation of holiday decorations in the amount of $117,280.20.
FISCAL IMPACT:
The fiscal impact of approving the Resolution is an additional cost of $117,280.20, which includes $80,447.24 for the purchase of new holiday lighting and decorations, $29,793.83 for the installation and removal of the new holiday lighting and decorations, and $7,039.13 in sales tax. In future years the City can expect a 3 – 5% increase in the installation and removal price of the decorations and potential changes to the decorations.
There are sufficient funds and budget available from LBID2 to support this cost.
ATTACHMENTS:
1. Resolution
1.A. Exhibit A to Resolution: St. Nick’s Proposal
Submitted by: Benjamin A. Fine, P.E., Director of Public Works/City Engineer City Manager Approval:
Council Agenda 8-6-2024 9.D-2
RESOLUTION NO. R-2024-XXX
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PISMO BEACH,
CALIFORNIA AUTHORIZING THE CITY MANAGER TO EXECUTE A PURCHASE ORDER WITH ST. NICK’S COMMERCIAL DESIGN & DÉCOR FOR THE PURCHASE
AND INSTALLATION OF HOLIDAY DECORATIONS IN THE AMOUNT OF $117,280.20
WHEREAS, in the spring of 2024, the City’s Tourism and Events Director began working with the lodging community for approval of the use of the LBID 1% assessment for physical improvements, or LBID2, funds for increased holiday decorations in business districts; and
WHEREAS, staff reached out to five suppliers to supply and install holiday decorations, and only company, St. Nick’s Commercial Design & Décor (St. Nick’s), both sells and installs holiday decorations; and
WHEREAS, the City's Purchasing Policy permits sole source procurements when the City Manager, after conducting a thorough review of available sources, determines that only one provider can supply the required item or service. Following extensive outreach to five vendors, it was found that only St. Nick’s can meet the City's needs; and WHEREAS, staff worked with St. Nick’s to provide options for enhancing the City’s holiday lighting and decorations; and
WHEREAS, there are sufficient funds and budget available from LBID2 funds to support the cost of this purchase.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Pismo Beach hereby authorizes the City Manager to execute a purchase order with St. Nick’s (proposal provided as Exhibit A) for the purchase and installation of holiday decorations in the amount of $117,280.20.
UPON MOTION OF Council Member , seconded by Council Member , the foregoing resolution was adopted by the City Council of the City of Pismo Beach this 6th day of August 2024, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
RECUSED:
Council Agenda 8-6-2024 9.D-3
Attachment 1
Approved: Attest:
________________________ ________________________
Ed Waage, Mayor Erica Inderlied, City Clerk
IN WITNESS WHEREOF, I have hereunto set my hand and affixed the official seal of the City of Pismo Beach, California, on _______________________. ________________________
Erica Inderlied, City Clerk
Council Agenda 8-6-2024 9.D-4
Attachment 1
1 Estimate Date :12 Jul 2024
Expiry Date :12 Jul 2024
St. Nick's Christmas Lighting & Decor
6861 Walker Street
La Palma CA 90623
U.S.A
ESTIMATE
# EST-000338
Bill To
City of Pismo Beach
760 Mattie Rd CA
Pismo Beach
93449 CA
USA
# Item & Description Qty Rate Amount
1 12FT Walkthrough Ornament Arch 1 9,500.00 9,500.00
2 Labor Installation/Removal
12FT Walkthrough Ornament Arch- Boardwalk
1 2,479.70 2,479.70
3 18FT x 14IN Garland With Warm White Lights 68 170.00 11,560.00 4 Labor Installation/Removal
18FT x 14IN Garland With Warm White Lights- Pier13 - Shell Beach Rd 47 - Five City Dr 8 -
68 118.11 8,031.48
5 36IN Fully Decorated Wreaths with Warm White LED Mini Lights 2 427.86 855.72 6 Labor Installation/Removal
36IN Fully Decorated Wreaths with Warm White LED Mini Lights - Pier
2 179.70 359.40
7 Inline 19-9FT Sections of 14IN Garland With Warm White Lights And Décor
19 393.70 7,480.30
8 Labor Installation/Removal
Inline 19-9FT Sections of 14IN Garland With Warm White Lights And Décor - Pier
1 2,244.09 2,244.09
9 Monument Dinosaur with LED Neon Rope-light and Colored PVC Mesh
1 3,254.63 3,254.63
10 Labor Installation/Removal
Monument Dinosaur with LED Neon Rope-light and Colored PVC Mesh - Dinosaur Caves Park
1 1,040.01 1,040.01
11 Street Poles with 36IN Bow and Decorated Garland with Warm White LED Mini Lights
24 962.40 23,097.60
Council Agenda 8-6-2024 9.D-5
Attachment 1.A
2 Sub Total 110,241.07
Tax (8.75%)7,039.13
Service (0%)0.00
Total $117,280.20
# Item & Description Qty Rate Amount
12 Labor Installation/Removal
Street Poles with 36IN Bow and Decorated Garland with Warm White LED Mini Lights - Shell Beach Rd 4 - Price St 16 - James Way 3 - Oak Park 1
24 296.76 7,122.24
13 8FT SANTA SLEIGH LIGHTED GOLD W/ WARM WHITE
8FT SANTA SLEIGH LIGHTED GOLD W/ WARM WHITE
1 BOX
10,000.00 10,000.00
14 Labor Installation/Removal
8FT SANTA SLEIGH LIGHTED GOLD W/ WARM WHITE
1 3,357.39 3,357.39
15 6FT Green Wreaths with Warm White LED Mini Lights 1 549.99 549.99 16 Labor Installation/Removal
6FT Green Wreaths with Warm White LED Mini Lights - City Hall 1 441.48 441.48
17 4 Metal Mesh with Glitter Gift Box, (1-3ft, 1-2ft, 1-18" and 1-12") 2 sets red w/ gold
1 set teal w/ silver
1 set gold w/ red
4 3,537.25 14,149.00
18 Labor Installation/Removal
4 Metal Mesh with Glitter Gift Box, (1-3ft, 1-2ft, 1-18" and 1-12") 2 sets red w/ gold
1 set teal w/ silver
1 set gold w/ red
4 1,179.51 4,718.04
Notes
For any questions, please call the St Nick's office, (562)-438-0017.
Terms & Conditions
All estimates are valid for 30 days.
Council Agenda 8-6-2024 9.D-6
Attachment 1.A