HomeMy Public PortalAbout2006-31 Authorizing Services re_ Winterfest Celebration from Christmas Designers, IncRESOLUTION NO. 2006-31
A CAPITAL PROJECT AUTHORIZING RESOLUTION OF
THE VILLAGE COUNCIL OF THE VILLAGE OF KEY
BISCAYNE, FLORIDA, CONCERNING SERVICES,
SUPPLIES AND EQUIPMENT FOR THE ANNUAL VILLAGE
WINTERFEST CELEBRATION; AUTHORIZING THE
PURCHASE OF SUPPLIES, EQUIPMENT AND SERVICES
FROM CHRISTMAS DESIGNERS, INC. FOR ANNUAL
WINTERFEST CELEBRATIONS; PROVIDING FOR AN
EFFECTIVE DATE.
WHEREAS, pursuant to Section 3.07(b) of the Village Charter, the Village Council desires
to authorize the expenditure of Village funds for the purchase of supplies, equipment and services
(collectively referred to as the "Services") for the annual Village Winterfest celebrations, as
described in the Village Manager's Memorandum, marked as Exhibit "A" and attached hereto; and
WHEREAS, it is necessary to expeditiously proceed with the procurement of the Services;
and
WHEREAS, the Village Council finds, upon advice from the Village Attorney, that the
purchase of the Services, is, in part, exempt from competitive bidding, as being a contract for
professional services as related to the design of the supplies and the equipment and as to the
provision of related services, pursuant to Section 2-87(2) of the Village Code; and
WHEREAS, that, in any event, the competitive bidding procedures for the purchase of the
Services may be waived by the Village Council pursuant to Village Code Section 2-85 upon the
Council finding, as is hereby found, that it is impractical to apply such competitive bidding
procedures in light of the need to expeditiously complete the purchase of the Services; and
WHEREAS, the Village Council finds that it is in the best interest of the Village to proceed
as indicated in this resolution.
NOW, THEREFORE, IT IS HEREBY RESOLVED BY THE VILLAGE COUNCIL
OF THE VILLAGE OF KEY BISCAYNE, FLORIDA, AS FOLLOWS:
Section 1. Recitals Adopted. That each of the above stated recitals is hereby adopted
and confirmed.
Section 2. Purchase Authorized, Specification of Funds. That the purchase of the
Services, as described herein and in Exhibit "A" attached hereto, is hereby approved and authorized,
subject to the condition that the cost of the purchase of the Services shall not be more $ 32,470.45
Dollars for the 2006 Winterfest celebration, and that the acquisition and cost of the Services for
subsequent annual Winterfest celebrations shall be subject to the Village Manager's approval and
to Council budget authorization. That the fund amount and source for the purchase of the Services
for the 2006 Winterfest is hereby authorized and approved as described in Exhibit "A."
Section 3. Agreement Approved.
A. That the Village Manager is hereby authorized to enter into an Agreement with the
Services contractor, for the purchase of the Services, in a form and substance approved by the
Village Attorney, which is consistent with the standard format routinely used by the Village and is
consistent with the requirements of this resolution, and such agreement is hereby approved, subject
to approval of the Village Attorney as to form and legal sufficiency.
B. That the Village Manager is further authorized to act for the Village in processing any
right of termination, extension or modification as authorized by such Agreement, subject to the
provisions hereof.
Section 4. Implementation. That the Village Manager is hereby authorized to take
any and all action which is necessary to fully implement the purposes of this resolution, the
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Agreement, and the Services purchasing transaction.
Section 5. Effective Date. That this resolution shall be effective immediately upon
adoption hereof.
PASSED AND ADOPTED this 5th day of September , 2006.
4A, cd_a_ct
MAYOR ROBERT OLDAKOWSKI
AT
i 'Ze/ie
NCHITA H. ALVAREZ, CMC, VILLAGE CLERK
APPROVED AS T • FORM AND LEGAL SUFFICIENC
VILLAGE A OY
F:\100\ 103001\Resolutions\Resolution Authorizing Services Re Winterfest Celebration 8.17.06
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EXH I BIT "A"
VILLAGE OF KEY BISCAYNE
Village Council
Robert Oldakowski, Mayor
Robert L. Vernon, Vice Mayor
Enrique Garcia
Steve Liedman
Jorge E. Mendia
Thomas Thornton
Patricia Weinman
Village Manager
Jacqueline R. Menendez
RECOMMENDATION
TO: Ho
FR:
Office of the Village Manager
DT: August 22, 2006
•r. ale Mayor dyCC
cciueline R. nendez
cil Members
illage Manager
Christmas Designers Supplies Equipment
& Services
It is recommended that the Village Council approve the Resolution authorizing the
purchase of supplies, equipment and services from Christmas Designers, Inc.
BACKGROUND
The Winterfest Committee and Village staff have been pleased with the products and
services provided by this firm for the past eight years. This contract is highlighted by the
introduction of LED bulbs. The LED bulbs use one -tenth the power of an incandescent
bulb, last longer and are much more durable. The primary benefit is the reduced power.
This should permit of the lights to stay lit without the power outages we have
experienced in the past.
The contract total of $32,470.45 will be paid Parks & Recreation Winterfest line item and
the donations raised by the Winterfest Committee. The Winterfest line item is budgeted
at $35,000 in the proposed 2006 budget and the Winterfest Committee has raised over
$7,800 for the event.
88 West McIntyre Street • Suite 210 • Key Biscayne, Florida 33149 • (305) 365-5500 • Fax (305) 365-8936
MISSION STATEMENT: "TO PROVIDE A SAFE, QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT "
www.keybiscayne.fl.gov
EXHIBIT "A"
VILLAGE OF KEY BISCAYNE
Village Green 2006
Revised 8-15-06
1 34' Deluxe Double Lit Rocky Mountain Pine Tree - Customer Owned
Full bulb replacement with new LED bulbs
(colors: yellow, red, blue green, pink) 3,400 bulbs @ $2.25 each
2. Existing trim maintenance - cleaning of ornaments and bows,
reglittering snowflakes, wiring ornaments for installation
3. Installation and takedown of tree and trim
4. Bulb Replacement Charges For Silhouette Display
9.5' Silhouette Santa 254 bulbs @ 80¢ each
9.5' Silhouette Snowy 189 bulbs @ 80¢ each
5' Tree Peeker Left 131 bulbs @ 80¢ each
5' Tree Peeker Right 131 bulbs @ 80¢ each
9' Bush Peeker 166 bulbs @ 80¢ each
5.5' Gift Package 80 bulbs @ 80¢ each
4.5' Gift Package 80 bulbs @ 80¢ each
9' Kneeling Elf 144 bulbs @ 80¢ each
14' Carolina Pine Tree 219 bulbs @ 80¢ each
7' Working Elf 162 bulbs @ 80¢ each
14.5' Package Peeker 378 bulbs @ 80¢ each
Flamingo Scene 172 bulbs @ 80¢ each
Village Green:
Custom Arch Ribbon Archway - LED replacement on only the center
arch bow 288 LED bulbs @ $2.25 each
540 bulbs @ 80¢ each
Two Custom Ribbon Archways - LED replacement bulbs
562 LED bulbs @ $2.25 each $1,264.50
Two 8' Single Silhouette Candy Canes 276 bulbs @ 80¢ each $220.80
Twelve 18" Glitter Mesh Stars 240 bulbs @ 80¢ each $192.00
Twelve 24" Glitter Mesh Stars 250 bulbs @ 80¢ each $200.00
$7.650.00
$650.00
$4,000.00
$203.20
$151.20
$104.80
$104.80
$132.80
$64.00
$64.00
$115.20
$175.20
$129.60
$302.40
$137.60
Sub Total Display Bulb Replacement
$648.00
$432.00
$4,642.10
The material contained herein is the, property of CHRISTMAS DESIGNERS, INC.
Reproduction, copying, or use without prior consent is strictly prohibited.
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Pompano Beach, Florida
5. Installation and Takedown of all Sihouette Displays, Stars, Arches,
Perimeter Lighting $5,500.00
6. Storage, Insurance and Handling Charges for Tree, Stars, Silhouettes,
and Arches - Note: due to the tremendous increase of insurance
premiums, it is necessary to raise this fee from last year's $8,400.00
7 Extra Bulbs For Displays
200 Clear C-7 bulbs @ 35¢ each
200 Gold C-7 bulbs @ 35¢ each
200 Red C-7 bulbs @ 35¢ each
200 Blue C-7 bulbs @ 35¢ each
200 Pink C-7 bulbs @ 35¢ each
SUB TOTAL EXTRA BULBS
$70.00 •
$70.00
$70.00
$70.00
$70.00
$350.00
8. Repair and maintenance of arches, repairs necessary from arch being
hit by a truck $600.00
TREE TRIM INVENTORY 2006
22 6" Shiny Silver Balls
20 6" Shiny Green Balls
19 6" Shiny Gold Balls
18 6" Shiny Red Balls
8 8" Shiny Silver Balls
11 8" Shiny Green Balls
12 8" Shiny Gold Balls
16 8" Shiny Red Balls
19 10" Shiny Silver Balls
20 10" Shiny Green Balls
19 10" Shiny Gold Balls
19 10" Shiny Red Balls
40 14" White Snowflakes
25 11" White Snowflakes
18 24" Mica Lollipops
31 18" Red Velvet Bows with Gold Trim
18 Fair, 3 Bad Condition
Fair Condition
16 Fair, 3 Bad Condition
16 Fair, 2 Bad Condition
3 Good, 5 Fair Condition
10 Fair, 1 Bad Condition
Good Condition
5 Good, 4 Fair, 2 Bad, 5 Broken Condition
7 Good, 11 Fair, 1 Bad Condition
8 Good, 10 Fair, 2 Bad Condition
9 Good, 6 Fair, 4 Bad Condition
10 Good, 6 Fair, 3 Bad Condition
Reglitter
Reglitter
Bad Condition
30 Fair, 1 Bad Condition
The material contained herein is the, property of CHRISTMAS DESIGNERS, INC.
Reproduction, copying, or use without prior consent is strictly prohibited.
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Pompano Beach, Florida
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9. Replacement trim for 34' Rocky Mountain Pine Tree
7 6" Shiny Gold Balls @ $6.75 each
2 6" Shiny Green Balls @ $6.75 each
9 6" Shiny Red Balls @ $6.75 each
6 6" Shiny Silver Balls @ $6.75 each
2 8" Shiny Green Balls @ $13.25 each
3 8" Shiny Red Balls @ $13.25 each
4 8" Shiny Silver Balls @ $13.25 each
8 10" Shiny Gold Balls @ $20.90 each
4 10" Shiny Green Balls @ $20.90 each
6 10" Shiny Red Balls @ $20.90 each
1 10" Shiny Silver Balls @ $20.90 each
SUB TOTAL REPLACEMENT TRIM
$47.25
$13.50
$60.75
$40.50
$26.50
$39.75
$53.00
$167.20
$83.60
$125.40
$20.90
$678.35
The material contained herein is the, property of CHRISTMAS DESIGNERS, INC.
Reproduction, copying, or use without prior consent is strictly prohibited.
081506
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Page 3 of 4
V I L L A G E O F K E Y B I S C A Y N E
V i l l a g e G r e e n
C o s t R e c a p
1 ) L E D T r e e B u l b R e p l a c e m e n t $ 7 , 6 5 0 . 0 0
2 ) E x i s t i n g T r i m M a i n t e n a n c e $ 6 5 0 . 0 0
3 ) I n s t a l l a t i o n a n d R e m o v a l o f T r e e a n d T r i m $ 4 , 0 0 0 . 0 0
4 ) D i s p l a y B u l b R e p l a c e m e n t $ 4 , 6 4 2 . 1 0
5 ) I n s t a l l a t i o n a n d R e m o v a l o f D i s p l a y s , S t a r s , A r c h e s
a n d P e r i m e t e r L i g h t i n g $ 5 , 5 0 0 . 0 0
6 ) S t o r a g e , I n s u r a n c e a n d H a n d l i n g C h a r g e s f o r T r e e , S t a r s ,
S i l h o u e t t e A r c h e s $ 8 , 4 0 0 . 0 0
7 ) E x t r a B u l b s f o r D i s p l a y s $ 3 5 0 . 0 0
8 ) R e p a i r a n d M a i n t e n a n c e o f A r c h e s $ 6 0 0 . 0 0
9 ) R e p l a c e m e n t T r i m f o r T r e e $ 6 7 8 . 3 5
T O T A L $ 3 2 , 4 7 0 . 4 5
A c c e p t e d t h i s d a y o f
, 2 0 0 6 .
5 0 % d u e n o w , 5 0 % d u e u p o n c o m p l e t i o n o f i n s t a l l a t i o n .
B y :
S i g n a t u r e P r i n t e d N a m e
F o r : V i l l a g e o f K e y B i s c a y n e
P r o p e r t y N a m e
D e s i r e d I n s t a l l a t i o n D a t e :
T h e m a t e r i a l c o n t a i n e d h e r e i n i s t h e , p r o p e r t y o f C H R I S T M A S D E S I G N E R S , I N C .
R e p r o d u c t i o n , c o p y i n g , o r u s e w i t h o u t p r i o r c o n s e n t i s s t r i c t l y p r o h i b i t e d .
0 8 1 5 0 6
k l \ c l i e n t s \ k e y b i s c a y n e \ 0 6 \ p r o p r e v . w p d Q C b r i % t m a % . J : e . i g n e r t i , I n t .
P a g e 4 o f 4
P o m p a n o B e a c h , F l o r i d a
August 15, 2006
Todd Hofferberth, Director
Village of Key Biscayne
Recreation Department
88 W. McIntyre St. Suite 230
Key Biscayne, FL 33149
Dear Todd and Mary:
Enclosed please find QCtjri tma5 /113e5igittrs revised proposal for Village Green's Holiday
Event 2006 as well as the 50% deposit invoice. If everything meets with your approval,
please sign the acceptance sheet and fax it back to me at (954) 973-0914. (Either Todd
or Mary may sign). Please advise on your desired installation window for the tree and
displays.
Should you have any questions after you review the enclosed, please contact me at 800-
432-5139, extension 102. As always, we at Cijri tma5 43e5;igtter5 look forward to assisting
you and the Village of Key Biscayne for this fast approaching holiday season.
Sincerely,
Kevin Long
President
KL\ps
cc: Mary Tague
c/o Toy Town
260 Crandon Blvd. #43
Key Biscayne, FL 33149
3124 NW 16th Terrace, Pompano Beach, FL 33064 ♦ (954) 973-4225 • (800) 432-5139 ♦ www.christmasdesigners.com