Agenda Item 8A AGENDA ITEM # 8A
NOVEMBER 14, 2011
CITY OF ATLANTIC BEACH
CITY COMMISSION MEETING
STAFF REPORT
AGENDA ITEM: Town Center Agency Proposal for Holiday Decorations — 3 rd Year
SUBMITTED BY: Rick Carper, P.E., Public Works Director
DATE: October 20, 2011
BACKGROUND: In October 2009, the Commission approved the Town Center
Agency (TCA) proposal for a multi -year upgrade of holiday decorations in the
Town Center area. To meet the requirement that all work be done by the Cities
or contractors working for the Cities, TCA has agreed to reimburse AB for the
cost for purchase, set up and removal and storage of the new decorations.
The TCA and Event Planner PRI Productions have submitted the third year plan
for additional decorations. As briefed at the Budget workshop, they propose the
third and final year of additions to the decorations, with a current year cost of
$15,775. The proposal adds lights to more trees, more packages, with four new
lifeguard chairs (all to be located in Neptune Beach) and holiday bulbs. The PRI
proposal includes retrieving existing decorations from storage, providing new
decorations, setup, including decorating the Town Center tree provided and
installed by Atlantic Beach, testing, providing an Event crew to work the Tree
Lighting Ceremony and removal and storage after the holidays. PRI will work
under contract to AB, as agreed with NB, with cost to be reimbursed by the Town
Center Agency.
BUDGET: This proposal will be at no cost to the city, other than the minimal increase
in electrical demand required to operate the additional decorations. The
proposed new holiday decorations will be purchased and installed by PRI, under
contract with AB, with reimbursement from the TCA.
RECOMMENDATION: Authorize Staff to work with the TCA on holiday decoration
options and the City Manager to approve decorations to be purchased for
installation in the City Right of Way.
ATTACHMENTS: 1. Draft PRI Proposal for Year Three Installation
2. 2009 Agreement for Benches, Banners and other
Appurtenances
REVIEWED BY CITY MANAGER:
AGENDA ITEM # 8A
NOVEMBER 14, 2011
PRI Productions To'Rick Carper
1819 Kings Avenue
Jacksonville, FL 32207 City of Atlantic Beach
800 Seminole Rd
Voice: (904) 398 -8176
Fax: (904) 398 -1569 Atlantic Beach, FL 32233
P R 1 0 Phone: (904) 545 -3125 Ext:
S Fax:
pitODV�� Email: rcarper @coab.us
From: Robert Capers
Attached: Job for Holiday Decor for the Beaches Town Center
Status: Confirmed Order
Job Start: NOV 25 11 Job Total: $ 15,775.00
Job End: JAN 3 12 Terms: In Advance
Our Job #: 11116 -1 Pages:
Total $ 15,775.00
Payment 1 $ 15,775.00 Due by
Payment 2 $ 0.00 Due by
Balance $ 0.00 Due by
PAYMENT POLICY
The above mentioned function with the services requested in this agreement has been quoted and agreed upon
between PRI Productions and the above client. The charge of this program is as stated above Including any
applicable sales tax.
To confirm the arrangements in this agreement as binding please return the signed and dated contract with a
deposit/payment as stated in the terms of this agreement. Make check payable to PRI Productions.
Should the client make a request(s), either orally or in writing, that change the terms of this contract, such
request(s) shall be itemized on a PRI Productions change order form and will require the Contact's signature. Any
changes made within 72 hours of the event will incur a 15% surcharge which will be reflected on said change
order. Payment in full is due upon receipt of change order. Any balance due amount is payable upon receipt and
prior to event date. After event date, a 3.0% rate of interest will be applied to invoices every thirty (30) days until
payment is made in full.
CANCELLATION POLICY
In the event that this agreement is canceled by Contact following confirmation, PRI Productions has determined
an amount of 75% of the contract price as the cancellation fee. This amount reflects lost revenue suffered by the
cancellation of this agreement and is due upon notice of cancellation. Should the event be canceled and deposits
previously made exceed the cancellation fee, those excess monies will be returned to Contact within thirty (30)
days of cancellation. Should the amount of the deposit equal the amount of the cancellation fee, then those
monies will be considered as payment in full of the cancellation fee as listed in above paragraph.
PRI Productions shall not be held liable for the non - performance of services requested as a result of Acts of God,
war or terrorism.
RIGHTS & DAMAGED PROPERTIES POLICY
All decor supplied for any event is the property of PRI Productions and remains in PRI Productions' working
inventory, as such. Any specialty item(s) created for any event is the property of PRI Productions and remains in
PRI Productions' inventory. Clients requesting specialty props and decor do not hold any right to ownership of
said pieces upon completion of event. Special items (eg., logos, slogans, signs) may be created but will be
retained by PRI Productions and listed as PRI Productions' working inventory.
During any event(s) listed above, should owned or rented properties of PRI Productions be damaged or ruined, it
is the responsibility of the Contact listed above and the company represented to repair or to replace upon which
time said items will be returned to PRI Productions' working inventory. PRI Productions will determine the cost of
repair or replacement.
AUTHORIZED SIGNING POLICY
The undersigned agrees to all portions of this agreement and is authorized as a signer. If questions or concerns
regarding this document should arise, before signing please contact PRI Productions at (904) 398 -8179 and speak
to the undersigned.
Date: Date:
Page 1
AGENDA ITEM # 8A
NOVEMBER 14, 2011
PRI Productions City of Atlantic Beach
Signature: Signature:
Name & Title: Name & Title:
Page 2
AGENDA ITEM # 8A
NOVEMBER 14, 2011
r PRI Productions
0 1819 Kin Avenue JOB CONTRACT
0 Jacksonville, FL p R , Ph: (904) 398 -8179 T207
PRODV ONS Fax: (904) 398 -1569
www.priproductions.com O'
INVOICE TO: DELIVERY ADDRESS: Order Date: SEP 20 11 9:30AM
Order Status: Confirmed Order
City of Atlantic Beach Beaches Town Center Agency Sales Person
800 Seminole Rd 465 Beach Avenue Robert Capers
Atlantic Beach, FL 32233 Atlantic Beach, FL 32233
ATTENTION: Rick Carper JOB SITE: Beaches Town Center Agency PO: CUSTOMER #: CITYATLANTIC
PHONE: (904) 545 -3125 ROOM:
TERMS: In Advance
FAX: CONTACT: Lindley Tolbert
EMAIL:rcarper @coab.us PHONE: (904) 234 -7140
ORDER DATE & TIME: Deliver DATE & TIME: Setup DATE & TIME: DELIVERY VIA:
SEP 20 11 9:30AM NOV 25 11 10:OOAM
Event Time DATE & TIME: Strike DATE & TIME: Return DATE & TIME: RETURN VIA:
JAN 3 12 10:OOAM
JOB DESCRIPTION: Holiday Decor for the Beaches Town Center
EQUIPMENT
QTY DESCRIPTION
4 Life Guard Chairs
Chairs to be painted Orange,Pink Turquoise and Lime
4 Ornament Wreaths for Life Guard Chairs
5 Boxes to hold Christmas Blubs painted Black
40 Palm Trees in LED Lights in Amber, Blue
Green, Purple and Pink (total trees 111)
1 Event staff for the lighting event
1 Holiday Decor Install and Remove
Take everything out of storge and place in the area's
Decorate the 25' Christmas Tree place the LED
lights on to the Palm trees that Go down the
street in the Town Center. Place the Giant Gift
Boxes, Blubs and Giant Ornaments in the places .
1 Decor Replacement Lights and ornaments
1 Supplies for Lighting new Life Guard Chairs
1 Power Cords and Power strips for trees
EQUIPMENT TOTAL: 15,675.00
DEL & PICK -UP: $100.00
Customer Signature
GRAND TOTAL: $15,775.00
Customer Printed Name Date
Initial
11116 -1 Updated on OCT 19 11 at 5:57PM Pagel of 1