CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
title
Approve the award of RFP 25-127, Holiday Lighting and Decorations, to B&B Holiday Decorating, LLC for an amount not to exceed $550,000 and for a two-year term
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DEPARTMENT: Department of Public Works
SUBMITTED BY: Richard Dublinski, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
The Department of Public Works (DPW) is responsible for holiday lighting and decorations in the Central Business District (CBD). Historically, this has consisted of holiday lighting for approximately 175 trees, rooftop lighting, streetlight pole garland for Washington Street, and seasonal displays.
In May of 2025, DPW issued RFP 25-127, Holiday Lighting and Decorations, for the installation, maintenance and removal of high-quality holiday lighting and decorating services for parkway trees, street light poles, seasonal displays, and rooftops throughout the CBD.
DISCUSSION:
Advertisement Date: 05/09/25 Notices Sent: 57
Opening Date 05/30/25 Planholders: 15
RFP Responses: 6
Proposals were received from the following vendors:
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B&B Holiday Decorating, LLC |
Christmas Décor by Principal Lighting, Inc. |
|
Holiday Creations Pro, Inc. |
McFarlane Douglass & Companies |
|
St. Nicks Christmas Lighting and Decor |
Holiday Outdoor Decor |
A selection team consisting of staff from DPW, the Transportation, Engineering, and Development Group, and the Downtown Naperville Alliance reviewed the proposals. Proposals were scored with staff reviewing holiday lighting options for CBD trees, rooftops, street light poles, and seasonal displays during the holiday season and winter months.
Proposals were scored based on the following criteria set forth in the RFP:
• Capability, Capacity and Qualifications of the Proposer (25%)
• Quality of Products and Concepts (40%)
• Suitability and Quality of the Approach (35%)
After review and scoring of the proposals, the selection committee invited the top two firms, B&B Holiday Decorating and Holiday Outdoor Decor, for interviews. Following the completion of interviews, the selection team rescored the firms. The table below provides a summary of the final qualification scores:
|
Vendor |
Qualification Score |
|
B&B Holiday Decorating, LLC |
92.85 |
|
Holiday Outdoor Decor |
83.15 |
The top-scoring firm was given an opportunity to complete a cost proposal for holiday lighting and decorations. The total award amount is based on the budget and final seasonal display options negotiated with the recommended vendor for two years. Also included in the award amount is a multi-year program to replace the rooftop lighting and seasonal displays for the welcome sign on Washington Street.
The term of this contract is for two years from the date of the award through June 1, 2027, with six one-year optional extensions.
FISCAL IMPACT:
CIP #: N/A
Holiday lighting and decorations are expensed to the Operational Services accounts below, and are primarily funded through the Downtown Maintenance and Marketing Special Service Area (SSA #33). A total of $295,000 is budgeted in 2025 for holiday lighting. The requested award of $275,000 annually is within the budgeted amount for this expense.
|
Account Number |
Fund Description |
Total Budget Amount |
|
31254300-531308 |
Downtown Maint. Fund |
$838,695 |
|
31101100-531308 |
General Fund |
$1,341,500 |