HomeMy WebLinkAboutItem 15 - Purchase of Holiday Trees for the Winter Village and Downtown Santa AnaParks, Recreation, and Community Services
www.santa-ana.org/parks-recreation
Item # 15
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
October 17, 2023
TOPIC: Purchase of Holiday Trees for the Winter Village and Downtown Santa Ana
AGENDA TITLE
Award Purchase Order for Jones Forest Products, LLC for Two Holiday Trees for the
Winter Village and Downtown Santa Ana (Specification No.23-163) (General Fund)
RECOMMENDED ACTION
Authorize a one-time purchase and payment of Purchase Order to Jones Forest
Products, LLC for the procurement, installation, decoration, and removal of two holiday
trees for Winter Village and Downtown Santa Ana in the amount of $59,500, plus a
contingency of $5,950, for a total amount not to exceed $65,450, subject to non -
substantive changes approved by the City Manager and City Attorney.
GOVERNMENT CODE §84308 APPLIES: Yes
DISCUSSION
The City of Santa Ana will host the third annual Winter Village, an outdoor, family -
friendly event located in the Civic Center for Santa Ana residents and the surrounding
communities. The event will feature an ice-skating rink, food, holiday decor, and
seasonal activities to be open to the public from December 2, 2023 through December
31, 2023. In addition, to celebrate the winter season, the City will install a 32-foot
holiday tree at Plaza of the Sun and Plaza Calle Cuarto for public enjoyment from
December 1, 2023, through the first week of January 2024.
Santa Ana City Ordinance No. NS-3041 authorizes the City to make non -bid purchases
of services, supplies, materials, and equipment whenever it shall appear that there is
only one reasonably available source. Staff researched available procurement options
and product offerings in the market, and it was determined that Jones Forest Products,
LLC's "turn key" service of growing, harvesting, shipping, installing, decorating, and
removing large holiday trees provides the City a complete product and service,
therefore meeting Parks, Recreation, and Community Services Agency specifications.
Purchase of Holiday Trees for the Winter Village and Downtown Santa Ana
October 17, 2023
Page 2
FISCAL IMPACT
Funds are available in the following account for the specific year:
Fiscal
Accounting Unit -Fund
Accounting Unit, Account
mount
Year
Account#
Description
Description
23-24
01113230-63001
General Fund
PRCSA-Recreation &
$65,450
Comm. Svc, Miscellaneous
Operating Expenses
EXHIBIT(S)
1. Quote
Submitted By: Francisco Arroyo, Principal Management Analyst
Approved By: Steven A. Mendoza, Assistant City Manager
Exhibit 1
]ones Forest Products, LLC
PO Box 368
Grants Pass, OR 97528
Phone 541-476-7999
jfpctrees@hotmail.com
TO:
Santa Ana Civic Center
Plaza Calle Cuatro
Contact: Monique Leon, 7( 14) 975-4514
COMMENTS OR SPECIAL INSTRUCTIONS:
Scheduled to complete by November 26, 2023
INVOICE
DATE: OCTOBER 2, 2023
INVOICE
Santa Ana-2023A
No.
DESCRIPTION
TOTAL
2
30' White Fir Christmas Trees — Delivered two locations as follows:
Plaza Call Cuatro — French St — Complete Project by: Nov. 16th
Plaza of the Sun — Civic Center — Complete Project by: Nov. 26th
Two Trees and Delivery: $18,000
Installation to include the stand, plume and secure tree with guy lines to
established anchor points. Includes crane and boom.
Two trees, two locations: $9,500
Decorate each tree with 2000 - C7 LED warm white lights and 400
ornaments of varying sizes and shapes.
Two trees, two locations: $25,000
Removal and site clean-up at season end, date TBD.
$59,500.00
Two Trees, two locations: $7,000
50% deposit and signed agreement due upon receipt
$29, 750 due upon acceptance of sales agreement
$23,800 due upon completion of the delivery, installation and decor
$5,950 due upon completion of removal and site clean-up
Make checks payable to ]ones Forest Products, LLC, PO Box 368, Grants Pass, OR 97528
If you have any questions concerning this invoice, contact Jill at (541)660-6997
Thank you!
Exhibit 1