Title
Village-Owned Holiday Decorations 2012
History
Bright Ideas has provided the installation, maintenance, takedown and storage of all village-owned holiday displays at the Village Hall, along Ravinia Avenue, and at Centennial Park since 2001. In addition, Bright Ideas provides the animated lights and music on the trees along Fun Drive at no cost to the village. In 2009, Bright Ideas replaced all of the lighted snowflakes along LaGrange Road at no cost to the village. Bright Ideas staff members are on-site for the Mayor’s Annual Tree Lighting to work with Village staff to make sure all displays are turned on and in working order. All of the decorations are stored at Bright Ideas.
The services that Bright Ideas provides are only for village-owned holiday displays, which include all of the ground displays that are located in Centennial Park and along Ravinia Drive. The street pole holiday banners and decorations (Toy Soldiers and Fantasy trees with pole trim garland) are rented from Folgers Flag.
Staff has been researching other companies in anticipation of a new bid for the installation, maintenance, storage, set up and removal services for the decorations the Village owns, but was unable to find any local companies that will take-on products that they did not sell to the customer. Several other companies that were contacted only sell products, but do not provide any other services. Such as maintenance or storage, which are currently provided by Bright Ideas.
Due to the lack of other local companies willing to offer the needed services, staff recommends waiving the bids and accepting a proposal from Bright Ideas for the 2012/13 holiday season. In the future, if the Village wishes to purchase new decorations, the expense would need to be planned for in the budget process.
Financial Impact
Bright Ideas’ is proposing a one year extension to the previous contract for the 2012 holiday season, keeping the price the same as last year. The cost for 2012 would be $22,941.00. There are sufficient funds budgeted in 010-9450-460290 for these services.
On October 15, 2012, this item was reviewed and approved by the Public Works and Engineering Committee and referred to the Board for approval.
Recommended Action/Motion
I move to approve to waive the bid process
And
To accept the proposal from Bright Ideas Inc. for the installation, maintenance, takedown and storage of holiday displays along Ravinia Avenue and at Centennial Park for the 2012/2013 holiday season at a cost not to exceed $22,941.00.