Consideration and Approval of Contract:  Flaglights LLC, dba Holiday Cheer for the City's Holiday Lights and Decoration Program in the amount of $59,440.00.

1. Approve the annual service agreement with Flaglights LLC, dba Holiday Cheer and execute a $59,440.00 contract.
2. Authorize the City Manager to execute the necessary documents.

Holiday lights and decor have been a reoccurring program with popular demand by City Council and community members.  In tandem, the City of Flagstaff has been distinguished and designated by Arizona’s governor as Arizona’s Winter Wonderland.  This coveted designation, supported with holiday lights and decor, does provide inspiration for locals and visitors alike to engage with the community, attractions and businesses.  Lights and decorations are generally installed on or around November 15th and are removed on or around January 11th. As an ongoing measure, the Dark Skies Coalition has provided special considerations for the holiday lights and have approved dates.
 
The lighting and decor program provides: 

• Wheeler Park, 212 W. Aspen Ave – at least six (6) trees
• Perimeters of structures are lighted:
  • City Hall, 211 W. Aspen Ave. 
  • Library, 300 W. Aspen Ave
  • Two Spot train, corner of Route 66 and San Francisco
  • Visitor Center, 1 E. Route 66 
• Downtown street trees, north side of Route 66 on both sides of the streets on: Aspen Avenue, San Francisco Street, Leroux Street and Birch Avenue - 68 trees 
• 36 60” wreaths are installed on decorative green lampposts in downtown Flagstaff

Previous years, the holiday lighting and decor program was budgeted and managed by three sections:  Discover Flagstaff, Beautification and Parks and Recreation. Procurement posted a formal Invitation for Bids (IFB) on August 25, 2021. The IFB closed on September 16, 2021 receiving two bid submissions. The lowest cost responsible and responsive bidder was chosen for this project. The bidder selected has years of experience with the Holiday Light and Decor install at the City of Flagstaff locations.
 
Effective FY2021-2022, funds are budgeted in two sections, and the two sections have collaborated for one bidding process:

                 Discover Flagstaff:
                                ONG:                     $35,000
                                One time:               $30,000
                Beautification:                  
                                ONG:                     $15,000
                TOTAL:                                  $80,000
                                                         -    $10,000 (applied to marketing programming)                                                                                                                                    $70,000 for holiday lighting and decor

Priority Based Budget Key Community Priorities and Objectives

Has There Been Previous Council Decision on This:  No.  Previously, the holiday light program was managed by three different sections, individually managed and individually procured by each section since the total dollar amount was under the formal threshold needed for Council approval.  In FY2021-2022, there are only two sections involved, both under the Economic Vitality Division. With this formal solicitation efforts were combined to accomplish a more centralized and economical procurement together. Therefore, we are seeking Council approval to continue to offer this program for our community and businesses. 

1. Approve the agreement with Holiday Cheer; or
2. Not approve the agreement with Holiday Cheer and direct Staff how to proceed. 

On August 25, 2021 the Purchasing Section posted a formal IFB solicitation for Holiday Lights and Decor on the PlanetBids website, and advertised the IFB in the Arizona Daily Sun on August 29, 2021 and September 5, 2021 . There were two (2) bids received by the IFB closing date of September 16, 2021. Based on the bids received in response to the project criteria laid out in the bid documents, it was determined Holiday Cheer was the lowest cost responsible and responsive bidder.

The selected vendor has been instrumental in past City of Flagstaff holiday lighting programs and has an established working relationship with the Downtown Business Alliance.  The vendor has demonstrated an understanding of the holiday light and decoration program's needs in past years which has included timeliness, execution, ability to coordinate with businesses, beautifully aligned lights and timely repair of lights, etc.  These details outlined are important in order to have a successful holiday season. 

The summary of the two bids received are listed below:

Flaglights LLC, dba Holiday Cheer     $59,440.00 
Holiday Lighting Company                  $67,930.00

The selection of Holiday Cheer as the lowest cost responsive and responsible bidder in response to this formal solicitation process (IFB) allows the City to implement this year's Holiday Light and Decor program as well as giving the City the option to potentially continue this contract in the future for up to another four additional years

The City’s winter months can generally be defined as a shoulder or slower economic season.  Holidays are generally a time when businesses need extra help and when locals need a place to fondly call home and celebrate with friends and family.  The Holiday Light and Decor program creates a “sense of place.”  A place where people want to visit, discover and grow.  Consideration should be given to the idea that other nearby cities such as Prescott (Arizona’s Christmas City) and Payson market their city as a place for winter visitors – Flagstaff has to continue planting the flag as “Arizona's Winter Wonderland” so that we remain competitive in the market, continue to drive economic impact for our businesses, and offer a visibly appealing landscape to our residents, visitors, and partners. 

This is a collaboration with local businesses and the Downtown Business Alliance, in addition to a collaboration with Parks and Recreation.