Staff Report
PREPARED BY: Jim Harbin
Facilities and Environmental Services Manager
Reviewed by: Town Manager, Assistant Town Manager, Town Attorney, Finance Director, and Parks and
Public Works Director
110 E. Main Street Los Gatos, CA 95030 ● 406-354-6832
www.losgatosca.gov
TOWN OF LOS GATOS
COUNCIL AGENDA REPORT
MEETING DATE: 06/04/2019
ITEM NO: 7
DATE: MAY 24, 2019
TO: MAYOR AND TOWN COUNCIL
FROM: LAUREL PREVETTI, TOWN MANAGER
SUBJECT: AUTHORIZE THE TOWN MANAGER TO EXECUTE A FIVE-YEAR AGREEMENT
FOR SERVICES WITH PACIFIC DISPLAY INCORPORATED TO PROVIDE
ORNAMENTAL TREE AND BRIDGE LIGHTING SERVICES AND REPAIRS IN AN
AMOUNT NOT TO EXCEED $46,521 ANNUALLY FOR A TOTAL AGREEMENT
AMOUNT NOT TO EXCEED $232,605
RECOMMENDATION:
Authorize the Town Manager to execute a five-year Agreement for Services (Attachment 1)
with Pacific Display Incorporated to provide ornamental tree and bridge lighting services and
repairs in an amount not to exceed $46,521 annually for a total agreement amount not to
exceed $232,605.
BACKGROUND:
Ornamental lights add to the charm of the Downtown and have become an established part of
the streetscape. Lighting decorates the bridge and trees along Main Street and Santa Cruz
Avenue, including the holiday tree at Town Plaza. The Town of Los Gatos utilizes contractual
lighting services to ensure downtown lights remain lit and safe.
DISCUSSION:
In order to ensure that the ornamental lights remain functional and attractive, the Parks and
Public Works Department contracts with a maintenance company to service the lights. The
lights require weekly services and repairs as they age and as they are subjected to moisture and
vandalism. This is a manual and labor-intensive process that requires inspection of the lights
and replacement of failed lights, including re-wrapping the lights around the trees.
PAGE 2 OF 2
SUBJECT: AUTHORIZE THE TOWN MANAGER TO EXECUTE A FIVE-YEAR AGREEMENT
FOR SERVICES WITH PACIFIC DISPLAY, INCORPORATED TO PROVIDE
ORNAMENTAL TREE AND BRIDGE LIGHTING SERVICES AND REPAIRS IN AN
AMOUNT NOT TO EXCEED $46,521 ANNUALLY FOR A TOTAL AGREEMENT
AMOUNT NOT TO EXCEED $232,605
DATE: MAY 24, 2019
S:\COUNCIL REPORTS\2019\06-04-19\Pacific Display Agreement\Staff Report.docx 5/30/2019 5:18 PM
DISCUSSION (continued):
Ornamental lighting services for exterior streetscapes is a specialized service and vendors who
provide the service are difficult to find in each region. Staff reached out to other potential
vendors, with no success. The current contractor, Pacific Display, provided good service and
staff recommends continuing with this service provider. Over the last several years, the Town
has spent between $30,000 and $37,000 on tree light maintenance. The increase in this
agreement is due to the highly competitive labor market in the bay area.
CONCLUSION:
Staff recommends that the Town Council authorize the Town Manager to execute a five-year
Agreement for Services with Pacific Display Incorporated, to provide ornamental tree and
bridge lighting services and repairs in an amount not to exceed $46,521 annually for a total
agreement amount not to exceed $232,605.
FISCAL IMPACT:
Funding of $40,000 is included in the proposed FY 2019/20 Parks and Public Works Operating
Budget and sufficient funds are appropriated in the operating budget to allow for proceeding
with this agreement. Since the contract is managed on a time and materials basis the total
costs are dependent on the amount of damage that occurs over the course of the year. Staff
will monitor service needs and request additional funds at the FY 2019/20 Mid-Year Budget
process should they be needed.
ENVIRONMENTAL ASSESSMENT:
This is not a project defined under CEQA, and no further action is required.
Attachment:
1. Draft Agreement for Services