22-1004_SO CAL LIGHTING PROS_Agenda Report_E6City of San Juan Capistrano
Agenda Report
TO: Honorable Mayor and Members of City Council
FROM: Benjamin Siegel, City Manager
SUBMITTED BY: Matisse Reischl, Assistant to the City Manager/Director of
Community Services
PREPARED BY: Ashley Melchor, Senior Management Analyst
DATE: October 4, 2022
SUBJECT: Maintenance Services Agreement with SoCal Lighting Pros for the
Installation, Removal, and Storage of Holiday Decorations
RECOMMENDATION:
1.Approve and authorize the City Manager to execute a three-year Maintenance
Services Agreement, with two optional one-year extensions, with SoCal Lighting
Pros for the installation, removal, and storage of holiday decorations, for a not to
exceed amount of $83,985.
2.Waive the competitive bidding process for retention of SoCal Lighting Pros for
installation, removal, and storage of holiday decorations pursuant to Municipal
Code Section 3-4.310(e).
DISCUSSION/ANALYSIS:
The City currently contracts with SoCal Lighting Pros to provide holiday decorating
services at an annual cost of $17,837. Staff is highly satisfied with the current vendor as
they have a proven track record and meet the City’s unique storage needs and is therefore
recommending that the Council approve a new agreement (Attachment 1) with SoCal
Lighting Pros for the installation, removal, and storage of holiday decorations.
The proposed three-year Agreement, with two optional one-year extensions, reflects an
average annual cost of $27,995. The increased annual cost in the proposed agreement
is due to an expanded scope of services in order to enhance the visitor experience in the
downtown over the holidays. The expanded scope of services includes:
10/4/2022
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City Council Agenda Report
October 4, 2022
Page 2 of 3
• Installation of 10 new pole mount decorations
• Expansion of light decorations along Ortega Highway and Camino Capistrano
• New decorative elements at Ortega Highway gateway walls
• New decorative elements including lights and garland along Verdugo Street
• Annual assessment of decorations and replacement recommendations
Annually, holiday decorations are installed no later than November 30 and removed by
January 14. SoCal Lighting Pros supplies all the equipment and materials necessary to
safely install, maintain and remove decorations. Services provided by SoCal Lighting Pros
meet the unique storage needs of the City by providing off-site space for all 132 city-
owned holiday decorations including pole mounts, skyline messages, bow kits, and pole
wraps.
Pursuant to Municipal Code Section 3-4.310(e), staff is recommending that the City
Council waive the competitive bidding process for this procurement. SoCal Lighting Pros
is the only regional vendor able to store all City decorations. This service is critical as City
facilities do not have capacity to store decorations without impacting operations or
community use of the facilities.
FISCAL IMPACT:
The proposed three-year agreement includes an average annual cost of $27,995. There
are sufficient funds in the Fiscal Year 2022-23 operating budget to cover the cost of the
proposed agreement.
ENVIRONMENTAL IMPACT:
The recommended action is exempt from CEQA per Section 15061 (b)(3), the general
rule that CEQA applies only to projects which have the potential for causing a significant
effect on the environment. Where it can be seen with certainty that there is no possibility
that the activity in question may have a significant effect on the environment, the activity
is not subject to CEQA. The recommended action is not an activity with potential to cause
significant effect on the environment and therefore exempt from CEQA.
PRIOR CITY COUNCIL REVIEW:
Not applicable.
COMMISSION/COMMITTEE/BOARD REVIEW AND RECOMMENDATIONS:
Not applicable.
NOTIFICATION:
Rahn Sidebotham, SoCal Lighting Pros., President
City Council Agenda Report
October 4, 2022
Page 3 of 3
ATTACHMENT:
Attachment 1-Maintenance Services Agreement with SoCal Lighting Pros
ATTACHMENT 1