Placement: Consent Agenda
Action Requested: Motion / Vote
title
Award Contract #20230065 for Rental & Installation of Holiday Decorations for the Public Works Department.
body
Submitted By: Nadia Tourjee, Procurement Management Department (PMD)
Strategic Plan Link: The City's Goal to enjoy culture, nature and fun activities.
Summary Brief (Agreements/Contracts only)
1. Prepared by: Nadia Tourjee, (PMD).
2. Parties: City of Port St. Lucie and Brandano Displays, Inc.
3. Purpose: To install, maintain, service, and remove commercial grade holiday decorations selected by the City.
4. New/Renewal/Modified: New.
5. Duration: 3 years with two (2) additional one-year options to renew.
6. Benefits to Port St. Lucie: The City’s Holiday Decorations program focuses on providing professional and exciting holiday decorations displayed throughout the City.
7. Cost to Port St. Lucie (Annual and Potential): Estimated annual expenditures are as follows: Year 1: $339,793.00, Years 2 & 3: $454,793.00, and Years 4 & 5 will be appropriated in each years budget.
Presentation Information: N/A.
Staff Recommendation: Move that the Council award Contract #20230065 to Brandano Displays. Inc. for Rental & Installation of Holiday Decorations.
Alternate Recommendations:
1. Move that the Council amend the recommendation and award Contract #20230065.
2. Move that the Council not approve Contract #20230065 and provide staff with direction.
Background: The City's Holiday Decorations program provides professional holiday decorations displayed throughout the City, including the City Hall Complex, Community Center, MidFlorida Event Center, Botanical Gardens, St. Lucie West, Crosstown Parkway, Gatlin Blvd., Becker Road, as well as other high traffic areas, main entryways, intersections, and welcome signs. These areas are decorated with LED lights, garland, pole mounted, and ground level decorations. Rental decorations are installed by the vendor in November and removed in early January.
An E-RFP for qualifications was issued on June 22, 2023, to 202 suppliers. There were 6 proposals received on July 24, 2023. All proposals were deemed responsive. PMD held an evaluation meeting on August 2, 2023, to review and discuss the proposal and individual scores to determine the top ranked firm. The Evaluation Committee selected and voted on the top firm. The final scores were announced as follows:
#1 Ranked Firm: Brandano Displays, Inc. - 953.30
#2 Ranked Firm: Artistic Holiday Display - 940.30
#3 Ranked: Shellard Lighting Designs LLC - 898.33
#4 Ranked: Miami Christmas Lights - 844.38
#5 Ranked: Christmas Designers Florida - 840.89
#6 Ranked: Elite Holiday Decor - 805.74
A recommendation was made to accept the Brandano Displays, Inc. proposal for a total of $339,793.00 for Year 1 and $454,793.00 for Years 2 & 3.
Issues/Analysis: Staff has reviewed the final proposal an finds the fees to be fair, reasonable, and within budget.
Financial Information: Funds are appropriated in the General Fund / General Government / Promotional Activities (#001-1900-548000-00000).
Special Consideration: N/A.
Location of Project: Various locations throughout Port St. Lucie.
Attachments:
1. Notice of Intent to Award.
2. Signed Contract.
3. Consolidated Score Sheet.
4. Recommended Proposal.
5. E-RFP Documents.
NOTE: All of the listed items in the “Attachment” section above are in the custody of the City Clerk. Any item(s) not provided in City Council packets are available upon request from the City Clerk.
Internal Reference Number: 23170-06
Legal Sufficiency Review:
Reviewed by Alyssa Lunin, Deputy City Attorney. Approved as to Legal form and sufficiency by James D. Stokes, City Attorney.