Chris Casale, Assistant Director of Parks & Leisure Services

Brad Ostroff, Interim Director of Parks & Leisure Services

Issue Statement:  In June 2018, the City released a Request for Proposals (RFP) for holiday lighting and decorations, RFP #071018, for various locations including, Main Street, City Hall and Jaco Pastorius Park. On August 1, 2018, the City Commission awarded a contract to Brandano Displays, Inc., R-2018-112, for an initial term of two (2) years beginning August 1, 2018, and ending July 31, 2020, with the option to renew for two (2) additional 2-year periods at terms and conditions mutually acceptable to both parties.    

On July 22, 2020, the City Commission awarded the first 2-year renewal for the period beginning August 1, 2020, and ending July 31, 2022.  This renewal included the addition of lighting along Dixie Highway at an increased cost of $7,449.20.  One 2-year renewal option now remains. Brandano Displays has agreed to renew the contract for the final 2-year term and is requesting an increase of five (5) percent on the original locations only due to increases in labor, storage, transportation and insurance costs.  Brandano is not requesting an increase on the lighting and decorations installed in 2020 along Dixie Highway as they are newer and do not require the same level of maintenance as those installed in 2018.

Recommended Action:  Staff recommends the City Commission adopt a resolution approving an amended renewal of the contract with Brandano Displays, Inc. for the final two (2) year period beginning August 1, 2022, and ending July 31, 2024.

Parks & Leisure Services initially contracted with Brandano Displays, Inc. in 2018 to provide decorative holiday lighting and décor for Main Street, City Hall and Jaco Pastorius Park.  In 2020, additional decorations were installed along Dixie Highway as part of the first renewal.

The current agreement with Brandano Displays, Inc. was approved under Resolution No. R-2020-072 for the period beginning August 1, 2020, and ending July 31, 2022 (Exhibit A).  The contractor has requested a five (5) percent increase for the Main Street, City Hall and Jaco Pastorius Park decorations as part of this contract renewal.  There is no increase on the decorations along Dixie Highway. If approved, this will be the final renewal allowed under the contract.

The initial cost for the decorations along Main Street, at City Hall, and at Jaco Pastorius Park was $38,855 as shown in the cost breakdown in Exhibit B.  The renewal and request for a five (5) percent increase will increase these locations to  $40,798 (Exhibit C).  With the addition of $7,449 for decorations along Dixie Highway, the total not-to-exceed amended contract renewal will be $48,247.  

Funds for holiday lighting and decorations to be installed in 2022 are included in the FY23 Proposed Operating Budget of the Parks & Leisure Department and will be available upon budget adoption in September 2022.