TO: Mayor and Commissioners
FROM: Missie Barletto, Director Public Works
THROUGH: Terrence R. Moore, ICMA-CM
DATE: September 8, 2026
Title
APPROVAL OF RESOLUTION NO. 137-26 TO AWARD AN AGREEMENT TO SHELLARD LIGHTING DESIGNS, LLC FOR ASSEMBLY/DISASSEMBLY OF THE CHRISTMAS TREE AND NORTH POLE VILLAGES PURSUANT TO INVITATION TO BID (ITB) 2026-034 FOR A FIVE (5) YEAR AMOUNT OF $840,000.00
Body
Recommended Action:
Recommendation
Motion to Approve Resolution No. 137-26 to award an agreement to Shellard Lighting Designs, LLC for Assembly/Disassembly of the Christmas Tree and North Pole Villages pursuant to ITB No. 2026-034 for a five (5) amount of $840,000.00; authorizing the City Manager to execute any amendments and/or renewals thereto and take any and all actions necessary to effectuate the intent of this resolution; providing an effective date; and for other purposes.
Body
Background:
In March 2017, the City of Delray Beach (City) approved the purchase of a new, aluminum 100’ Christmas Tree to comply with the State of Florida 2014 Building Code.
In September 2020, the current agreement for Assembly/Disassembly of the Christmas Tree and North Pole Villages was awarded to FLORIDA CDI, LLC (now Christmas Designers Florida), the sole bidder, pursuant to ITB 2020-033. The initial term was for five (5) years, valid through September 2025, with one (1) five-year renewal term.
In August 2025, in anticipation of the upcoming term expiration, the City initiated a renewal of the agreement. Both parties agreed to renewal the agreement through 2030.
In April 2026, the City was notified by the Christmas Designers Florida of their need to increase costs related to the services outlined in the ITB, largely related to minimum wage increases. The estimated increase was $105,050 or approximately 56%.
After discussions with the Purchasing Department, it was decided that a Request For Information (RFI) would be appropriate to determine if there are other contractors in the market that are willing to perform these services
On May 15, 2026, RFI No. 2026-003 was advertised with six (6) responses received. Due to the potential of other contractors willing and capable of performing these services, it was determined that a new solicitation was the fair, equitable manner in which to proceed.
On July 8, 2026, ITB No. 2026-034 for Assembly/Disassembly of the Christmas Tree and North Pole Villages was issued.
On August 5, 2026, the City received three (3) submittals pursuant to ITB No. 2026-034. The bid submitted by Shellard Lighting Designs LLC was deemed the lowest, responsive, and responsible bidder per the solicitation requirements.
|
Name of Bidder |
Price |
|
Shellard Lighting Designs LLC |
$168,000.00 |
|
Mueller Construction and Management CO |
$309,634.00 |
|
Holiday Outdoor Décor |
$350,296.00 |
The term of the agreement shall be from the effective date through the completion of work and full acceptance by the City, unless terminated earlier in accordance with terms set forth in the solicitation.
The City, at its sole discretion, reserves the right to terminate this agreement with or without cause immediately upon providing written notice to the contractor. Upon receipt of such notice, the contractor shall not incur any additional costs under the agreement. The City shall be liable only for reasonable costs incurred by the contractor prior to the date of the notice of termination. The City shall be the sole judge of “reasonable costs.”
|
Contract Term |
|
|
|
Term 3-year |
Sept 8, 2026 - Sept 7, 2029 |
$504,000.00 |
|
Renewal 1 |
Sept 8, 2030 - Sept 7, 2031 |
$168,000.00 |
|
Renewal 2 |
Sept 8, 2031 - Sept 7, 2032 |
$168,000.00 |
|
|
Total |
$840,000.00 |
This motion is in accordance with Code of Ordinances Section 36.02, Commission Approval Required.
Attachments:
1. Legal Review Checklist
2. Resolution No. 137-26
3. Agreement
4. Solicitation No. ITB 2026-034
5. Submittal
City Attorney Review:
Approved as to form and legal sufficiency.
Funding Source:
Funding is available for these services in 001-42-000-519.34-90.
Timing of Request:
Timely approval is requested to ensure installation of the tree and villages during the holiday season.