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File #: 25-637    Version: 1 Name: Approve Contract Extension: Mobile Illuminations
Type: Minute Order Status: Consent Agenda
File created: 1/6/2025 In control: City Council Meeting Agenda
On agenda: 1/27/2025 Final action:
Title: CC - CONSENT ITEM: 1) Ratification of the Existing Amendment to the Agreement with Mobile Illuminations, Inc.; 2) Approval to Further Amend the Existing Agreement with Mobile Illuminations Inc. to Extend the Term to February 28, 2025 and Increase the Compensation for an Aggregate Not-To-Exceed of $63,996; and 3) Approval of a General Services Agreement with Mobile Illuminations, Inc., to Maintain the Double-Sided Rectangle in RGB Programmable Lights on Veterans Memorial Building's Tower Until June 30, 2030 in an Amount Not-To-Exceed $15,000 Annually.
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CC - CONSENT ITEM:  1) Ratification of the Existing Amendment to the Agreement with Mobile Illuminations, Inc.; 2) Approval to Further Amend the Existing Agreement with Mobile Illuminations Inc. to Extend the Term to February 28, 2025 and Increase the Compensation for an Aggregate Not-To-Exceed of $63,996; and 3) Approval of a General Services Agreement with Mobile Illuminations, Inc., to Maintain the Double-Sided Rectangle in RGB Programmable Lights on Veterans Memorial Building’s Tower Until June 30, 2030 in an Amount Not-To-Exceed $15,000 Annually.

 

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Meeting Date:  January 27, 2025

 

Contact Person/Dept.:  Ted Stevens/PRCS

Phone Number:  (310) 253-6471

 

Fiscal Impact:  Yes [X]    No []                                          General Fund:  Yes [X]     No []

 

Attachments:   Yes []     No [X]

 

Public Notification:   (E-Mail) Meetings and Agendas - City Council (01/22/2025)

 

Department Approval:  Ted Stevens, Parks, Recreation and Community Services Director (01/06/2025)

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RECOMMENDATION

 

Staff recommends the City Council 1) ratify the existing amendment to the agreement with Mobile Illuminations, Inc; 2) approve an amendment to the existing amended agreement with Mobile Illuminations Inc. to extend the term to February 28, 2025 and increase the compensation for an aggregate not-to-exceed of $63,996; and 3) approve a general services agreement with Mobile Illuminations, Inc., to maintain the double-sided rectangle in RGB programmable lights on Veterans Memorial Building’s Tower until June 30, 2030 in an amount not-to-exceed $15,000 annually.

 

 

BACKGROUND/DISCUSSION

 

On October 25, 2023, the City entered an agreement with Mobile Illuminations Inc., on to install a double-sided RGBW pixel string lights tree on Veterans Memorial Building’s Tower.  The intent of this installation was to bring back something similar to the tree of lights that at one time would drape the tower each holiday season.  At that time, the string lights were extremely popular with the public and the Parks, Recreation and Community Services Department received positive feedback. 

 

Unfortunately, the string lights were damaged by strong winds.  In summer 2024, the City entered into a new agreement with Mobile Illuminations Inc., to remove the existing triangle design, repair the string lights, reconfigure the design, and hang the lights flat against the tower in order to be more protected from wind.  The company also worked on the program that controls the lights to give the PRCS Department more options for images on the tower. 

 

In Fall 2024, the lights sustained additional wind-damage and needed further repairs. The agreement was amended to increase the compensation by $7,000 for an aggregate amount of $56,996 to conduct the needed repairs and to ensure that the system was functioning in time for the holiday season. This amendment inadvertently exceeded the City’s administrative purchasing authority of $50,000 per vendor per fiscal year established by Council Resolution No. 2018-R024. Therefore, staff is seeking Council ratification of this amendment. In addition, staff is recommending the agreement be amended by an additional $7,000 for an aggregate amount not to exceed $63,995 and extended until February 28, 2025 in order to complete the remaining repair work.

 

At this time, in recognition of local wind conditions and other factors that may cause on-going maintenance concerns, staff is recommending that the City enter into a new five-year general services agreement with Mobile Illumination Inc. for on-call maintenance and repair work for the City’s in an amount not to exceed $15,000 annually to maintain the City’s RGB Programmable Lights on Veterans Memorial Building’s Tower  

 

Per Culver City Municipal Code Section 3.07.065 general services agreements for repair and maintenance for equipment, machinery or other City-owned person property may be awarded based on competitive quotations whenever practical as determined by the City Manager. Mobile Illumination Inc. installed the lights and developed the programming for the City. Soliciting quotes from other vendors is not practical. Soliciting quotes will require additional time and delay maintenance work risking further damage to the system. Quotes from other vendors who are not familiar with the project and its unique programming will likely result in higher costs for the City as new vendors would need time to assess and study the system.

 

 

FISCAL ANALYSIS

 

The Adopted Budget for Fiscal Year 2024-2025 includes sufficient funding for this amendment and the maintenance agreement in Account No. 10130110.619800 (Veterans Memorial Complex Division / Other Contractual Services) which can be found in the Veteran’s Memorial Complex Division Budget on page 255 of the budget book. Funding for future years of the maintenance agreement will be included in future fiscal year budgets.

 

 

ATTACHMENTS

 

None.

 

 

MOTIONS

 

That the City Council:

 

1.                     Ratify the existing amendment to the agreement with Mobile Illuminations, Inc; and,

 

2.                     Approve an amendment to the existing amended agreement with Mobile Illuminations Inc. to extend the term to February 28, 2025 and increase the compensation for an aggregate not-to-exceed of $63,996; and,

 

3.                     Approve a general services agreement with Mobile Illuminations, Inc., to maintain the double-sided rectangle in RGB programmable lights on Veterans Memorial Building’s Tower until June 30, 2030 in an amount not-to-exceed $15,000 annually; and,

 

4.                     Authorize the City Attorney to review/prepare the necessary documents; and,

 

5.                     Authorize the City Manager to execute such documents on behalf of the City.