Submitted By: Amy Casaletto
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Presentation By: Amy Casaletto
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Department: Recreation and Parks
STAFF RECOMMENDATION (Motion Ready):
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Approve a one-year contract renewal for holiday lighting services to Rileigh’s Outdoor in an amount not to exceed $170,000
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OCALA’S RELEVANT STRATEGIC GOALS:
Quality of Place, Economic Hub
PROOF OF PUBLICATION:
Bid Released to Public: 7/13/2021
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BACKGROUND:
The City of Ocala has a rich tradition of providing a festive holiday lighting atmosphere in Downtown Ocala. This 39-year lighting celebration tradition begins with the City’s Light Up Ocala event and continues for eight weeks through the holiday season. People from within the City and community, along with many from other communities come to enjoy the spectacular display of lights and decorations. These visitors provide a direct, and positive, economic impact to local retail stores and restaurants.
On July 13, 2021, the City issued Invitation to Bid (ITB) No.: REC/210577 for holiday lighting lease and installation services. One bid was received from Rileigh’s Outdoor LLC, D/B/A Clark Sales Display, Inc. (“Rileigh’s Outdoor”). Based on prior years' pricing, the pricing offered by Rileigh’s was found to be competitive. The contract was awarded to Rileigh’s Outdoor for an initial term of three years, commencing October 7, 2021, and ending October 6, 2024, and offered a one-year renewal period. The initial three-year term contract amount was for $451,801.50.
The contract labor part of this agreement was implemented approximately 15 years ago to lessen the strain on the Ocala Electric Utility Department’s (OEU) labor resources. Additionally, it is not practical for OEU to install all holiday decorations.
FINDINGS AND CONCLUSIONS:
The initial term for holiday lighting lease and installation services expires on October 6, 2024. The Recreation and Parks Department and Rileigh’s Outdoor now desire to extend the original agreement for a one-year renewal term.
The contract includes a large, decorated tree with synchronized lighting; pole wraps, bows and lighting; wreaths; stationary holiday décor items (giant ornament bulbs); illuminated standalone features; palm tree spiral lighting; and drip lights throughout the downtown and midtown areas including the Downtown Square, Citizens’ Circle, Tuscawilla Park and Art Park, Union Station, the Heritage Trail and the North Magnolia Business District.
The holiday decorations and lighting supplied and installed by the contractor augment the lighting installed by OEU. OEU will continue providing draped lighting and installation on the Downtown Square.
Staff recommends approving the agreement for one additional one-year term beginning October 7, 2024, and terminating October 6, 2025.
FISCAL IMPACT:
The one-year contract renewal for holiday lighting services is not to exceed $170,000. Funds are budgeted annually in the Recreation and Parks Department 001-021-121-572-57-31010.
PROCUREMENT REVIEW:
These services were procured in compliance with the City’s Procurement Policy.
LEGAL REVIEW:
This Amendment will be reviewed and approved for form and legality by City Attorney, William E. Sexton.
ALTERNATIVE:
• Approve with changes
• Table
• Deny
SUPPORT MATERIALS:
Renewal Contract (PDF)
Original Contract - Holiday Lighting - Clark Sales Display - REC 210577 (PDF)
First Amendment Executed Contract - REC210577 (PDF)