Title/Name/Summary
Holiday Lighting Services - Contract Extension
History
On April 4, 2022, the Village Board approved the proposal from Artistic Holiday Design, LLC via RFP 22-015 for Holiday Lighting Services (see 2022-0213). The project scope of work consists of the installation, removal and storage of existing Village-owned holiday decorations, the installation and removal of tree lighting, and the maintenance of holiday lighting and decorations for a period of three (3) years, with the option to extend the contract for an additional two (2) years.
Based on the quality of service that Artistic Holiday Design has demonstrated throughout the original contract period, Staff is requesting to proceed with the optional extension of the contract for an additional two (2) years (2025 and 2026) for a total additional cost of $286,375.68. A yearly cost summary per RFP 22-015 is provided below:
Artistic Holiday Designs, LLC.
2022: $140,226.31 ($155,807.02 without Early Renewal Discount)
2023: $140,226.31 ($155,807.02 without Early Renewal Discount)
2024: $142,136.98 ($157,929.98 without Early Renewal Discount)
2025: $142,136.98 ($157,929.98 without Early Renewal Discount)
2026: $144,238.70 ($160,265.23 without Early Renewal Discount)
This agenda item is being considered by the Committee of the Whole and the Village Board of Trustees on the same night
Financial Impact
Funding for this expense will be requested in FY2025 and FY2026 in GL 1008010-442990.
Recommended Action/Motion
I move to approve amending the current contract with Artistic Holiday Design, LLC to exercise the option to extend the contract for two (2) year additional years for 2025 and 2026;
AND
Increase the contract by $286,375.68 for holiday lighting services for two (2) year additional years for 2025 and 2026, for a new not to exceed contract total of $708,965.28;
AND
Authorize the Village Manager to execute all related documents subject to Village Attorney review.