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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 E6 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