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7.3 HRSR 04-06-2015Request for Action iver To Item Number Housing and Redevelopment Authority 7.3 Agenda Section Meeting Date Prepared by General Business Aril 6, 2015 Amanda Othoudt, Director, ED Item Description Reviewed by Downtown Lighting Project Suzanne Fischer, Director, COD Reviewed by Cal Portner, City Administrator Action Requested Authorize by motion to accept an outside bid for the installation and removal of the downtown lights. Background /Discussion At the November 4, 2013 HRA meeting, the Commission approved the purchase of decorative LED lights as one of the Core Downtown strategies in the Mississippi Connections Plan. The lights were purchased and installed shortly thereafter. Due to recent requests and concerns about the overall aesthetics and maintenance of the lights, the HRA is considering assuming this responsibility. Parks Maintenance or use of a contractor is under consideration for this service. Parks has indicated difficulty in filling vacant Seasonal positions required summer help. Parks would consider taking over maintenance of the downtown lights possibly later this fall. Staff obtained estimates from two companies that install and maintain holiday lighting: Each company conducted a site visit and both found many nonfunctional lights due to exposure to the elements. Rainbow Holiday Design Company (Minnetonka) submitted an estimate of $5,600. They propose 2 strands per light pole and the trees varied from 2 -5 strands with a few trees that might need more. They propose wrapping the tree base draping lights in the canopy to reach the tree top. Estimate includes removal and disposal of the current lights and replacing all with new C6 LED Warm White lights. Emerald Companies (Waite Park) submitted an estimate of $4,760. Estimate includes removal and storage of the lights currently in working order, replacement of damaged lights (purchased by the HRA from a local vendor -Home Depot), and installation. Service calls are included, and product warranty would be from the light manufacturer. Financial Impact The funding source for this project is located in the 2015 line item `Other Professional Services' Current Balance is $32,450. Attachments p I V I R E I I NATURE ■ Rainbow Holiday Design Estimate ■ Emerald Companies Estimate N: \Departments \Community Development \Economic Develop ment \H RA\ Administrative \Agenda \2015 \4 -6- 2015 \7.3 sr Downtown Lighting Project.docxC:\ Users \aothoudt \AppData \Local \Microsoft \Windows \Temporary Internet Files \Content.Outlook \GKQOP203\ b 8.1 sr Downtown Projects Update.docx Name Wrap Light Poles (45) 2 strands per pole = 90 Strands C6 LED Warm White 25 trees = 100 strands C6 LED Warm White Wrap base and drape in canopy Any strands that need to be replaced = $15/ strand Removal of current lights Installation/ Removal/ Storage $ 1,350.00 City of Elk River Amanda Othoudt) Address 13065 Orono Parkway City Elk River, MN Phone $ 5,600.00 All material is guaranteed to be as specified. Any alteration or deviation from the above specifications may result in a change in price. All agreements are contingent upon circumstances beyond control of Rainbow Holiday Design including but not limited to weather emergencies, animal damage, vandalism, theft, and changes in trade legislation. Owner remains responsible for any damage to materials other than by gross negligence by Rainbow Holiday Design. LED products carry a 1 year warranty and all other products carry a 1 year warranty. Labor prices are subject to change seasonally. All service calls will be billed at $75 per hour, product replacement or repair will be additional. Products effected by power outages /surges are not covered under ,warranty. 763 635 -1042 Email aothoudt@elkrivermn.gov Rainbow HolidayDesign JOB DESCRIPTION 11571 K -Tel Dr, Minnetonka, MN 952- 922 -3810 www.RainbowHolidavDesign.com R141A SIH111161TA We can use some of your existing lights, but I included the price to start over with all new lights because I'm not sure how many existing lights still work. It looked some of the lights would still work, but a lot of the lights looked like they needed to be replaced. AMOUNT Wrap Light Poles (45) 2 strands per pole = 90 Strands C6 LED Warm White 25 trees = 100 strands C6 LED Warm White Wrap base and drape in canopy Any strands that need to be replaced = $15/ strand Removal of current lights Installation/ Removal/ Storage $ 1,350.00 $ 1,500.00 $ 750.00 $ 2,000.00 TOTAL ESTIMATED JOB COST Tax not Included $ 5,600.00 All material is guaranteed to be as specified. Any alteration or deviation from the above specifications may result in a change in price. All agreements are contingent upon circumstances beyond control of Rainbow Holiday Design including but not limited to weather emergencies, animal damage, vandalism, theft, and changes in trade legislation. Owner remains responsible for any damage to materials other than by gross negligence by Rainbow Holiday Design. LED products carry a 1 year warranty and all other products carry a 1 year warranty. Labor prices are subject to change seasonally. All service calls will be billed at $75 per hour, product replacement or repair will be additional. Products effected by power outages /surges are not covered under ,warranty. Customer Signature March 30, 2015 DATE EMERALD COMPANIES INC. PO Box 621 Waite Park, MN 56387 Office: 320 - 251 -LAWN (5296) Cell: 320 - 309 -6875 Quotation Project: City Of Elk River Main Street (downtown area) Elk River, MN 55330 (Holiday Decorating of downtown Line No. Description Quantity Unit Unit Price Amount 1.00 Installation 1.00 hours $2,460 2.00 Replacements for damaged lights* 60.00 Strand 10.00 600.00 3.00 Removal 1.00 hours 1,250.00 4.00 Storage 1.00 season 450.00 5.00 1.00 - 6.00 1.00 7.00 1.00 - 8.00 1.00 - 9.00 1.00 - 10.00 1.00 - 11.00 1.00 - - 12.00 1.00 - - 13.00 *more lights may have to be 1.00 - - 14.00 purchased depending on how many 1.00 - - 15.00 existing lights are in working order. 1.00 - - 16.00 This is, however, a pass- through 1.00 - - 17.00 expense to the city as the city is 1.00 - - 18.00 suppying the materils to vendor. 1.00 - - 19.00 1.00 - - 20.00 1.00 - - TOTAL >>> $4,760.00 22 trees and 46 light poles in the downtown area to be decorated with approximately 300 strands of LED lights (owned by the city of Elk River). Service calls are included and product warranty will be from the light manufacturer. THANK YOU, David Brix General Manager