CONSENT CALENDAR
City of San Bernardino
Request for Council Action
Date: October 21, 2026
To: Honorable Mayor and City Council Members
From: Tanya Romo, Deputy City Manager
Department: Parks, Recreation & Community Services Department Subject: Approve the Professional Services Agreement with BrightLife Designs LLC, for Holiday Events Lighting
and Materials for a total two-year amount not to exceed $199,900. (All Wards)
Recommendation:
It is recommended that the Mayor and City Council of the City of San Bernardino, California:
1. Authorize the City Manager or designee to execute a Professional Service Agreement with BrightLife Designs LLC, for Holiday Events Lighting and Materials with a total amount not-to-exceed $199,900.
2. Authorize the Director of Finance and Management Services to issue a purchase order to BrightLife Designs LLC, in an amount not to exceed $199,900 for a term commencing FY 2026/27 and ending December 31, 2028.
Executive Summary
The proposed two-year Professional Services Agreement with BrightLife Designs LLC will provide for the rental, installation, maintenance, and removal of holiday trees, lighting, and decorations in support of the City’s annual Miracle on Court St. event. The agreement will be funded through General Fund and will enable the City to continue and enhance this successful community event by providing professionally designed holiday displays, multiple winter-themed lighting areas, festive decorations, and photo opportunities for residents and visitors. These enhancements are intended to create an engaging and welcoming holiday experience while supporting the continued growth and success of Miracle on Court St. as a signature community event.
Background
Since 2022, the Parks, Recreation, and Community Services Department has successfully transformed Court Street from a parking lot into a stunning winter holiday celebration. The Miracle on Court St. event has proven to be a highly successful annual a hallmark community event, running from 14 to 22 days each year. Initially budgeted at $90,000 in its first year, the event saw a modest increase in subsequent years as costs rise. As the event continued to grow, the need for securing a rental agreement for the Holiday tree and lighting and material became essential. Therefore, a Request for Proposals was issued.
Discussion
Staff recommends that the City Council authorize an agreement with BrightLife Designs LLC in an amount not to exceed $199,900.00 for Tree, Lighting, and Decorations for the Holiday Event through the 2028 holiday season, ending in December 31, 2028, with anticipated annual expenses of $99,950 for FY 26/27 and FY27/28.
The City issued a Request for Proposals (RFP) for Tree Lighting Décor for Holiday Events and was advertised for public bidding on June 17, 2026 on PlanetBids. Six sealed bids were received, and opened on July 29, 2026, as follows:
Bidder Base Bid
Décor IQ LLC $89,360.00
T & G Global LLC dba St. Nicks $95,188.00
Polar Bear Lighting, Inc. $95,700.00
Trovao and Associates, Inc. dba The Christmas Light Guy Co. $99,690.00 BrightLife Designs, LLC $99,950.00
Celebration Holiday Studio $100,000.00
The RFP identified the evaluation criteria of qualifications and experience, understanding of the project, proposed approach, project team, availability, and cost/fee. After a thorough review of the quotes submitted, the staff has decided to proceed with BrightLife Designs LLC. While it is noteworthy that Décor IQ LLC provided the lowest quote, their quote presented a limited selection of items, which did not fully align with the City’s requirements.
In contrast, BrightLife Designs LLC offered a more comprehensive range of options, allowing for greater flexibility and better alignment with our needs. Given the importance of variety and quality in our selection process, the staff determined that the broader offerings from BrightLife Designs LLC justified moving forward with their quote.
The recommendation is based on the evaluation factors and methodology established in the RFP and is not based solely on the proposed fee. The procurement file documents the qualifications evaluation, fee proposals, and the basis for the recommended selection.
2021-2025 Strategic Targets and Goals
This request aligns with Key Target 3b. Improved Quality of Life – Develop a customer service initiative by providing events that engage city with partners, businesses and residents.
Fiscal Impact
The General Fund has sufficient budget available to cover the cost of this agreement.
Anticipated Expenses
FY 2026-2027 $99,950.00
FY 2027-2028 $99,950.00
Conclusion
It is recommended that the Mayor and City Council of the City of San Bernardino, California:
1. Authorize the City Manager or designee to execute a Professional Service Agreement with BrightLife Designs LLC, for Holiday Events Lighting and Materials with a total amount not-to-exceed $199,900.
2. Authorize the Director of Finance and Management Services to issue a purchase order to BrightLife Designs LLC, in an amount not to exceed $199,900 for a term commencing FY 2026/27 and ending December 31, 2028.
Attachments
Attachment 1 PSA for Tree, Lighting, and Decoration for Holiday Events
Attachment 2 RFP-F-26-1059
Attachment 3 Vendor Quote
Ward:
All Wards
Synopsis of Previous Council Actions:
N/A