Agenda Item # 11.B.
City Commission Regular Meeting - 5:05 PM
- Meeting Date:
- 10/06/2025
- Re
- Holiday Lighting for Marina Square 2025
- Submitted For:
- Jason Atkinson
SUBJECT:
Approval of expenditure for the installation of holiday lighting at Marina Square by Lighting by Design from West Palm Beach Florida, in the amount of $63,347.00.
SUMMARY:
The Public Works Department is seeking approval to begin the installation of holiday lights at Marina Square for the 2025 holiday season. The proposal includes the following:
1. **Develop a design plan** for the lighting, music, electrical system, and sound system to be used for the holiday display at Marina Square Plaza.
2. **Install lights** in multiple colors, including holiday colors (red, green, white) and patriotic colors (red, white, blue), as well as strobes. This includes the installation of the electrical and sound systems.
3. **Prepare a cost estimate** that covers the installation, maintenance, and programming of music (a minimum of five songs per event), as well as expenses for damage or theft, ongoing checks of equipment, troubleshooting and on-call support, as well as the takedown and storage of materials.
4. **Provide cost estimates** for purchasing the lights, electrical, and sound systems, along with spare parts, and assess the projected lifespan of the entire light display in an oceanfront environment.
5. **Identify any permit requirements** and obtain necessary permits for installation.
6. **Coordinate the installation** with the appropriate City Departments and Public Works, if necessary.
This service, Holiday Lighting for Marina Square, was successfully awarded to Lighting by Design, West Palm Beach, FL, through a competitive bidding process for a three-year term. Although the approved contract period has expired, we are presented with an opportunity to maintain the excellent service that has come to define our Holiday Season festivities at the Marina Square Plaza, which enhances our historic waterfront. Given the time constraints, it is not practical to issue a new solicitation at this juncture. Therefore, staff propose that we move forward with Lighting by Design, utilizing the previously established terms and pricing for the 2025 Holiday Season. This approach will ensure continuity and quality in our holiday celebrations.
1. **Develop a design plan** for the lighting, music, electrical system, and sound system to be used for the holiday display at Marina Square Plaza.
2. **Install lights** in multiple colors, including holiday colors (red, green, white) and patriotic colors (red, white, blue), as well as strobes. This includes the installation of the electrical and sound systems.
3. **Prepare a cost estimate** that covers the installation, maintenance, and programming of music (a minimum of five songs per event), as well as expenses for damage or theft, ongoing checks of equipment, troubleshooting and on-call support, as well as the takedown and storage of materials.
4. **Provide cost estimates** for purchasing the lights, electrical, and sound systems, along with spare parts, and assess the projected lifespan of the entire light display in an oceanfront environment.
5. **Identify any permit requirements** and obtain necessary permits for installation.
6. **Coordinate the installation** with the appropriate City Departments and Public Works, if necessary.
This service, Holiday Lighting for Marina Square, was successfully awarded to Lighting by Design, West Palm Beach, FL, through a competitive bidding process for a three-year term. Although the approved contract period has expired, we are presented with an opportunity to maintain the excellent service that has come to define our Holiday Season festivities at the Marina Square Plaza, which enhances our historic waterfront. Given the time constraints, it is not practical to issue a new solicitation at this juncture. Therefore, staff propose that we move forward with Lighting by Design, utilizing the previously established terms and pricing for the 2025 Holiday Season. This approach will ensure continuity and quality in our holiday celebrations.
RECOMMENDATION:
The Public Works Department recommends approving the expenditure for holiday lights at Marina Square for the 2025 holiday season, provided by Lighting by Design, West Palm Beach, FL, for the amount of $63,347.00.
ALTERNATIVES:
Staff will proceed as directed by the Commission.
RESPONSIBLE STAFF:
Public Works Department
COORDINATED WITH:
Finance Department
Purchasing Division
Purchasing Division
Fiscal Impact
- Budgeted Y/N:
- Y
- Fiscal Year:
- 2025/2026
- Account:
- 0016000583940
- Amount:
- 63347.00
OTHER INFORMATION:
This expenditure is funded through the General Fund Account 0016000-583940. A 50% deposit ($31,673.50) is required for installation, with the remaining balance ($31,673.50) due upon removal.
Attachments
Form Review
| Inbox | Reviewed By | Date |
|---|---|---|
| City Manager | Linda Cox | 09/12/2025 09:23 AM |
| Finance Department | Karen Logue | 09/15/2025 01:56 PM |
| Finance Department | Karen Logue | 09/22/2025 12:36 PM |
| Finance Department | Karen Logue | 09/22/2025 06:14 PM |
| Finance Department | Karen Logue | 09/22/2025 07:18 PM |
| City Manager | Richard Chess | 09/23/2025 11:47 AM |
- Form Started By:
- Tanya White
- Started On:
- 09/04/2025 04:21 PM
- Final Approval Date:
- 09/23/2025