17-0901_VICTOR'S CUSTOM CHRISTMAS TREES, INC._Staff Memo MEMORANDUM
DATE: August 21, 2017
TO: Ben Siegel,City Manager
Steve May, Public Works and Utilities Director
FROM: Rod Hamilton, Public Works Manager
VIA: Tom Toman,Asst. Public Works Director
SUBJECT: Request for agreement (MSA) approval and award for Christmas Tree Light, Ornament
Installation, Maintenance Services at HTC Park, with Victor's Custom Christmas Trees,
Inc.
Victor's Custom Christmas Trees, Inc. has provided Christmas tree decoration services for the tree in
HTC Park since 2014; Victor's current agreement (PSA) expires on August 31, 2017. Consequently,
Public Works solicited RFP's in an effort to continue this important and long standing tree decorating
service. As noted in the bid summary (Attachment 2), four companies were solicited, together with a
public notice posting for RFP/Bids, on the City Clerk's website.
After evaluating the three responses received, Public Works recommends award of a contract to the
lowest bidder, Victor's, for a total amount of$26,800.00 for a three year term (expires on June 30, 2020).
The new agreement amount also includes a one-time $2,500 for much needed refurbishment of the City's
LED tree lighting strands. By comparison, the amount in the new agreement (less $2,500 for LED
refurbish) increased by 35%, over the previous agreement amount of$18,000. Funding for the first year
amount of$8,100.00 + $2,500.00 = $10,600.00 is available in the current year's Public Works operating
budget. Funding for years two and three will be included in the budget proposal for FY 2018-20.
Staff will work with Victor's to obtain all required/current insurance, W-9 and prevailing wage
certification.
Attachments:
Attachment 1: New MSA, executed by Victor(2 copies)
Attachment 2: Bid summary(last page)
Cc: Jill Thomas, File