C7H - Fund Holiday Decor Enhancement

Resolutions - C7 H

COMMISSION MEMORANDUM

RECOMMENDATION

The Administration recommends adopting the Resolution.

BACKGROUND/HISTORY

On February 26, 2025, the Mayor and City Commission approved the referral of item C4S, sponsored by Commissioner Laura Dominguez and co-sponsored by Commissioner Joseph Magazine, to the Public Safety and Neighborhood Quality of Life Committee (the “Committee”) to discuss upgrading the City’s holiday decor.

ANALYSIS

On July 26, 2017, the Mayor and City Commission adopted Resolution No. 2017-29956, approving the award of Request for Proposals (“RFP”) 2017-077-JC to design, furnish, install, maintain, remove, and store holiday lighting decorations citywide to Artistic Holiday Designs, LLC (“Consultant”). On November 7, 2017, the City and the Consultant executed a Professional Services Agreement (“Artistic Holiday Designs Agreement”), which incorporated the RFP and Consultant’s bid, for an initial term of three (3) years, with two (2), one (1) year renewal options. Per the Agreement, the City paid the Consultant for holiday décor on a 3-year lease-to-own basis. On the fourth year of the agreement, the City was offered $1.00 buyout, whereupon full ownership of the holiday décor was immediately transferred to the City. The Artistic Holiday Designs Agreement was subsequently amended five (5) times to include additional sites, holiday lighting, decorations, and some refurbishment. At the end of the term, the City had an inventory of holiday lighting and decor to store, maintain, and install in future years.

Thereafter, on September 17, 2021, the Mayor and City Commission approved Resolution No. 2021-31842, accepting the recommendation of the City Manager to approve the material terms as set forth in the Resolution, pursuant to Request for Qualifications (“RFQ”) 2021-083-WG, and authorizing an agreement with South Florida Lighting Team, LLC d/b/a Miami Christmas Lights (“MCL”) for a turn-key program to furnish, install, maintain and store the City’s holiday decoration inventory. Consequently, on November 19, 2021, the City executed a Professional Services Agreement (“the Agreement”) with the MCL, having an initial term of three (3) years, with two (2) one-year renewal terms. On April 27, 2023, the City executed Amendment No. 1, pursuant to Resolution No. 2023-3249, expanding the scope of the Agreement to include additional sites and decorations, including the purchase of eight (8) menorahs, a tree for 41st Street, additional holiday

decorations for the 71st Normandy Fountain, the addition of Collins Avenue, 65th to 75th Street, 71st Street from Collins Avenue to Rue Versailles Drive, the inclusion of emergency event removal and replacement, and refurbishment program with fixed fees for Contract Years 2-5. Additionally, on November 19, 2024, Amendment No. 2 to the Agreement was executed to further incorporate additional locations and services. The Agreement is set to expire on September 30, 2026.

Through the various agreements and amendments, the City has expanded its holiday display program with a combination of city-owned and rented inventory. As depicted in Exhibit A, the City- owned decoration is installed at major City corridors, and various high- profile locations. These are complemented with rented string lighting and other décor, detailed in Exhibit B. The expenses associated with this program are outlined below:

Once the holiday decorations are removed, MCL maintains these at an indoor, air-conditioned, secured storage facility. Repairs and refurbishments are also conducted at the storage facility ahead of any installations.

The holiday display program offers a festive, welcoming environment for the City’s residents and guests. On April 9, 2025, the Administration presented several options to enhance the holiday program to the PSNQLC. The Committee deliberated on this item and unanimously recommended in favor of enhancing the City’s holiday decor and adding decorations to the Lincoln Road corridor.

Based on increasing request to install and upgrade the holiday display, the Administration has submitted a budget enhancement in the amount $120,000 to be considered in the FY 2026 budget process.

FISCAL IMPACT STATEMENT

The Administration has submitted a budget enhancement in the amount $120,000 to be considered in the FY 2026 budget process.

Does this Ordinance require a Business Impact Estimate? (FOR ORDINANCES ONLY)

If applicable, the Business Impact Estimate (BIE) was published on: See BIE at: https://www.miamibeachfl.gov/city-hall/city-clerk/meeting-notices/

FINANCIAL INFORMATION

CONCLUSION

Based on the foregoing, the Administration recommends the Commission considers enhancing the City’s holiday decor with additional funding to be contemplated in the FY 2026 budget process.

Applicable Area

South Beach

Was this Agenda Item initially requested by a lobbyist which, as defined in Code Sec. 2-481, includes a principal engaged in lobbying? No

If so, specify the name of lobbyist(s) and principal(s):

Department

Facilities and Fleet Management

Sponsor(s)

Commissioner Laura Dominguez

Co-sponsor(s)

Commissioner Joseph Magazine

Condensed Title

Accept Recommendation, Upgrade City’s Holiday Decor. (Dominguez/Magazine) FF

Previous Action (For City Clerk Use Only)