Authorize $150,000 contract for Pinecrest Gardens holiday lights

RESOLUTION NO. 2024- A RESOLUTION OF THE VILLAGE OF PINECREST, FLORIDA, AUTHORIZING THE VILLAGE MANAGER TO ENTER INTO AN AGREEMENT WITH PLANT PROFESSIONALS, INC. FOR PINECREST GARDENS HOLIDAY LIGHTS DECORATION SERVICES; PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, the Village issued a Request for Proposals for Pinecrest Gardens Holiday Lights Decoration Services; and WHEREAS, the Village Manager received proposals by the published deadline; and

NOW, THEREFORE,

BE IT RESOLVED BY THE VILLAGE COUNCIL OF THE VILLAGE OF PINECREST, FLORIDA, AS FOLLOWS: Section 1. That the Village Manager is hereby authorized to enter into an agreement with Plant Professionals, Inc. for Pinecrest Gardens Holiday Lights Decoration Services. Section 2. This resolution shall be effective immediately upon adoption. PASSED AND ADOPTED this 9th day of July, 2024. Joseph M. Corradino, Mayor Attest: ____________________________ Priscilla Torres, MMC Village Clerk Approved as to Form and Legal Sufficiency: ____________________________ Mitchell Bierman Village Attorney Consent Agenda DATE: June 28, 2024 TO: Yocelyn Galiano, ICMA-CM, LEED GA, Village Manager FROM: Cristina Blanco, Pinecrest Gardens Director RE: Pinecrest Holiday Light Festival “Nights of Lights” The Village placed a request for proposal in May for the procurement of a holiday light and décor vendor. Nine proposals were submitted and ranked to the top three followed by reference call that help narrow and rank the top vendor recommendation to council. I hereby respectfully request the approval of the attached resolution authorizing the Village Manager to enter in to an agreement with Plant Professionals, Inc., for the production of Pinecrest’s annual “Nights of Lights” holiday light festival in that takes place at Pinecrest Gardens, in the amount of $150,000. Plant Professionals, Inc. 145 SW 3rd Avenue Homestead, FL 33030 US +1 3052590503 info@plantprofessionals.com www.plantprofessionals.com Estimate ADDRESS Elis M Webb Pinecrest Gardens Holiday 11000 Red Rd Pinecrest, FL 33156 United States SHIP TO Elis M Webb Pinecrest Gardens Holiday 11000 Red Rd Pinecrest, FL 33156 United States ESTIMATE # 9653 DATE 04/11/2024 SALESPERSON/DESIGNER Edward Jimenez QTY ACTIVITY RATE AMOUNT Area A ****Main entrance monument**** 1 LED snow globe -4' Tall 3.5' Wide - various options for center piece available including candy cane single, candy cane double, snowmen etc. 907.00 907.00 Area B 1 Meteor lights to be 2' and 4' in length, will be hung and installed at various heights within the foliage of 14 Ficus trees along main entrance drive (15 meteors to be installed per tree) 6,300.00 6,300.00 5 Assorted ornaments to be hung above main entrance drive -5 cables to be installed across main entrance drive with 15 assorted ornaments per cable -Ornaments to be approximately 6"-24" in size 850.00 4,250.00 1 7 Assorted 3D globe's 16" -To be hung above main entrance 3,743.00 3,743.00 14 Large LED flood light -RGB capability (which is the ability to change the lighting to any color) 420.00 5,880.00 Area C ****Porte cochere*** 1 Light curtain 6' -Warm white with strobe x 24 6pack -Multi tap extension cord x 3 approximately 24' -To be installed on the left and right of entrance under Porte cochere 2,824.00 2,824.00 QTY ACTIVITY RATE AMOUNT 1 9 Bouquet light standing starburst -3 to be displayed to the right -5 to be displayed to the left 3,375.00 3,375.00 Area D ****Ticket stand**** Peace bird 1 LED Light Projector -To be used property wide projecting light onto surface to create an image or display. 1,150.00 1,150.00 1 Pixie pine Sequoia tree approximately 12 ft H -To be installed as a back drop behind peace bird 10,100.00 10,100.00 5 Small LED flood light -RGB capability (which is the ability to change the lighting to any color) 150.00 750.00 Area E ****First black gate along pathway*** 1 3D LED Elephant Cool White 3.9'H 9,850.00 9,850.00 1 9 Assorted Candy canes -To be displayed in a grouping -2 Candy Cane twists -3 Large candy cane with bow -4 small candy cane with bow 7,931.00 7,931.00 8 Small LED flood light -RGB capability (which is the ability to change the lighting to any color) 150.00 1,200.00 36 Meadowgrass light stakes -To be placed as a ground cover 6.6666667 240.00 Area F ***Pathway after backgate "Hidden Garden'*** 1 1 Coconut Palm to be spiral wrapped with LED Mini Lights Warm White Green Wire Co-Axial 6" spacing. From base of trunk to start of foliage. (13 lights per) 585.00 585.00 2 LED Foliage lasers -To be used to enhance foliage lighting for 1 coconut palm. 225.00 450.00 2 2 Fishtail Palms to be spiral wrapped with LED Mini Lights Warm White Green Wire Co-Axial 6" spacing. From base of trunk to start of foliage. (20 lights per) 900.00 1,800.00 1 Meteor lights to be 2' and 4' in length, will be hung and installed at various heights within the foliage of 1 Oak tree along the pathway. (15 meteors to be installed per tree) 450.00 450.00 36 36 LED Meadow grass light stakes -To be installed as a ground cover 6.6666667 240.00 Area G 1 ****Sink hole sign area**** Before point of interest 8 0.00 0.00 1 3 LED Moose grouping -To be displayed within the landscape 9,584.00 9,584.00 QTY ACTIVITY RATE AMOUNT 1 Large LED flood light -RGB capability (which is the ability to change the lighting to any color) 420.00 420.00 25 LED Intermitted twinkle lights -To be placed on ground within moose prop area 19.00 475.00 1 LED Meadow grass light stakes (24 to be installed in the area) 1,920.00 1,920.00 3 LED Foliage lasers -To produced dramatic lighting affect in area 225.00 675.00 2 Small LED flood light -RGB capability (which is the ability to change the lighting to any color) 150.00 300.00 5 Large LED flood light -RGB capability (which is the ability to change the lighting to any color) 420.00 2,100.00 12 LED Assorted flower light stake -Open area right of bamboo grouping 55.00 660.00 3 Small LED flood light -RGB capability (which is the ability to change the lighting to any color) 150.00 450.00 1 1 Tabebuia tree to be spiral wrapped with LED Mini Lights Warm White Green Wire Co-Axial 6" spacing. From base of trunk to start of foliage. (15 lights per) 675.00 675.00 1 1 Chinese fan palm to be spiral wrapped with LED Mini Lights Warm White Green Wire Co-Axial 6" spacing. From base of trunk to start of foliage. (18 lights per) 990.00 990.00 1 1 Royal Palm to be spiral wrapped with LED Mini Lights Warm White Green Wire Co-Axial 6" spacing. From base of trunk to start of foliage. (8 lights per) 360.00 360.00 Area H ****Historical entrance building**** 1 Lights C-7 White Wire, 6" Spacing Approximately 200 feet 2,000.00 2,000.00 1 3 3D Swan with wings up 'point of interest 7-9' -To be placed in pond across from bathrooms on a platform slightly elevated above water 12,747.00 12,747.00 1 1 Chinese fan palm to be spiral wrapped with LED Mini Lights Warm White Green Wire Co-Axial 6" spacing. From base of trunk to start of foliage. (9 lights per) -Across from the historical building 405.00 405.00 1 LED Intermitted twinkle lights -To be placed on assorted foliage (45 lights per this area) 855.00 855.00 6 Small LED flood light -RGB capability (which is the ability to change the lighting to any color) 150.00 900.00 2 LED Foliage lasers -To produced dramatic lighting affect in area 225.00 450.00 QTY ACTIVITY RATE AMOUNT 24 LED Tulips lights -To be displayed as a ground cover within the landscape 55.00 1,320.00 Area I ***Historical bird cage 'point of interest 9'*** 1 Gift tower elegant -To be placed as a prop on top of historical cage 3,100.00 3,100.00 5 Bouquet light Standing Starburst -To be displayed to the right in area passing the bathrooms 436.00 2,180.00 10 Intermitted twinkle lights -To be placed on assorted foliage (10 lights per this area) 45.00 450.00 2 Small LED flood light -RGB capability (which is the ability to change the lighting to any color) 150.00 300.00 ***Turtle island*** Point of interest 11 24 LED Meadow grass (dop) assorted colors -To be used as a ground cover 8.3333333 200.00 1 Candy cane twist -To be displayed on turtle island as a focal point 1,434.00 1,434.00 1 3 Cypress tree's to be spiral wrapped with LED Mini Lights Warm White Green Wire Co-Axial 6" spacing. From base of trunk to start of foliage. (9 lights per) 1,215.00 1,215.00 3 Small LED flood light -RGB capability (which is the ability to change the lighting to any color) 150.00 450.00 1 2 Tabebuis tree's to be spiral wrapped with LED Mini Lights Warm White Green Wire Co-Axial 6" spacing. From base of trunk to start of foliage. (15 lights per) 1,350.00 1,350.00 ***Historical bird cage 'point of interest 11'*** 1 Skating reindeer -Custome built slope to go on top of cage as a display 1,465.00 1,465.00 1 Skiing reindeer 61" H 1,465.00 1,465.00 2 LED Foliage lasers -To produced dramatic lighting affect in area 225.00 450.00 ***Sitting area*** Point of interest 11-12 3 Small LED flood light -RGB capability (which is the ability to change the lighting to any color) 150.00 450.00 1 1 Royal palm to be spiral wrapped with LED Mini Lights Warm White Green Wire Co-Axial 6" spacing. From base of trunk to start of foliage. (15 lights per) 675.00 675.00 1 1 Tabebuis tree to be spiral wrapped with LED Mini Lights Warm White Green Wire Co-Axial 6" spacing. From base of trunk to start of foliage. (20 lights per) 900.00 900.00 QTY ACTIVITY RATE AMOUNT 4 Small LED flood light -RGB capability (which is the ability to change the lighting to any color) 150.00 600.00 1 2 3D Flamingo 5.2' -To be placed within landscape across from sitting area 8,229.00 8,229.00 Area J 1 Crystal Arch -To be placed on the pathway to mark the transition of leaving the garden area and entering the bistro area 5,500.00 5,500.00 3 Small LED flood light -RGB capability (which is the ability to change the lighting to any color) 150.00 450.00 1 1 Travelers palm grouping to be spiral wrapped with LED Mini Lights Warm White Green Wire Co-Axial 6" spacing. From base of trunk to start of foliage. (9 trunks 9 lights per) 3,645.00 3,645.00 10 Meteor lights 2' in length will be hung and installed at various heights within the foliage of Coco plum 24.00 240.00 1 1 Travelers palm grouping to be spiral wrapped with LED Mini Lights Warm White Green Wire Co-Axial 6" spacing. From base of trunk to start of foliage. (3 trunks 9 lights per) 1,215.00 1,215.00 1 Snowmen grouping -Snowman with Violin -Snowman with Celo -Christmas light post -Baby Pinguin w/lights -Walrus 2,303.00 2,303.00 1 Grouping of 3 2D Gingerbread men -To be placed in a grouping 3,640.00 3,640.00 4 Small LED flood light -RGB capability (which is the ability to change the lighting to any color) 150.00 600.00 1 Large LED flood light -RGB capability (which is the ability to change the lighting to any color) 420.00 420.00 2 LED Foliage lasers -To produce a dramatic lighting affect in area 225.00 450.00 Area K 24 Rose reflector LED light stake 55.00 1,320.00 6 Small LED flood light -RGB capability (which is the ability to change the lighting to any color) 150.00 900.00 1 Intermitted twinkle lights -To be placed in possum prop area 19.00 19.00 Area L 1 ****Banyon tree*** 0.00 0.00 15 Small LED flood light -RGB capability (which is the ability to change the lighting to any color) 150.00 2,250.00 QTY ACTIVITY RATE AMOUNT 5 Large LED flood light -RGB capability (which is the ability to change the lighting to any color) 420.00 2,100.00 6 Foliage lasers -To produce a dramatic lighting affect in area 225.00 1,350.00 3 2D Butterfly 2.5' 718.75 1,006.00 3,018.00 2 2D Butterfly 4' 1054.69 1,476.00 2,952.00 2 2D Butterfly 5' 1434.38 2,008.00 4,016.00 1 2D Dragonfly 757.81 1,060.00 1,060.00 2 3D Globe 20" 514.06 719.00 1,438.00 1 Assorted LED Flowers -Tiger flower 3' -Geranium 3.5' -Wildflower 4' 4,198.00 4,198.00 Area M ****Bistro area**** 3 Geo giant 72'H 27"W -To be displayed as a grouping 2,765.00 8,295.00 1 Snowy fellas photo op -an opportunity for individuals or groups to pose for photographs -Designed to capture a moment 2,189.00 2,189.00 1 Lights C-7 White Wire, 15" Spacing Approximately 600 feet To be installed above food truck area and affixed to existing poles. (Qty of bulbs approximately 500) 3,500.00 3,500.00 1 3 Satakentia Palms to be spiral wrapped with LED Mini Lights Warm White Green Wire Co-Axial 6" spacing. From base of trunk to start of foliage. (8 lights per) 1,080.00 1,080.00 6 Small LED flood light -RGB capability (which is the ability to change the lighting to any color) 150.00 900.00 1 3D Standing Lion Warm White -To be placed in the cactus planter to your right as you walk up the stairs towards the lake 14,057.00 14,057.00 Area N 1 Christmas Tree 20' with LED lights, decor -To be placed strategically behind the lake to enhance the area 13,000.00 13,000.00 1 Menorah approximately 10' H -To be placed strategically behind the lake to enhance the area 1,800.00 1,800.00 1 Small LED spotlight 50.00 50.00 QTY ACTIVITY RATE AMOUNT -To be placed to enhance seasons greeting's sign 1 Season's greetings sign 4'H x 12'W 2,500.00 2,500.00 1 2 groupings of 3 Gold Cylinder Gift Boxes 3.4' with warm white LED lights -To be placed as a grouping to the left and right of season's greetings sign 3,000.00 3,000.00 Area O 3 LED Foliage lasers -To produce a dramatic lighting affect in area under oak tree 225.00 675.00 1 Lighted tunnel 8.9'H x 17.7'W 18,800.00 18,800.00 1 Light curtain -Assorted colored lights with corresponding color cords -To cover approximately 170 feet 3,060.00 3,060.00 1 LED Light Projector -To be used property wide projecting light onto surface to create an image or display. (Qty of 9) 2,150.00 2,150.00 1 3 Large commercial smoke machine -To be used among the foliage merging the smoke and lights, creating a dream like ambiance. 1,800.00 1,800.00 1 Commercial smoke machine + bubble machine -To be placed in the bistro area providing enhance the dramatic effect to the area 750.00 750.00 1 Music and digital contents package -One time cost will be taken off for second year 3,300.00 3,300.00 Power is the responsibility of the client. All outlets need to be in working condition upon installation of the lights. Plants Professionals will notify client of any power issues. All trees, shrubs and palms should be trimmed prior to the installation of the lights. Plant Professionals in not responsible for damage to lights and extension cords by the lawn maintenance crew. Any damage will be documented and billed accordingly. We suggest that you notify your maintenance company of the placement of lights and extension cords. Plant Professionals will supply all lights and extension cords. All exterior outlets should have a working GFI circuit breaker with a bubble cover. GFI circuit breakers are notoriously sensitive to water, be it rain or irrigation. There is a reset button on every GFI, which should be reset prior to a repair call. Please note that resetting a GFI breaker with a timer will not result in the lights going on until the timer has activated. We suggest resetting the irrigation timer to allow the irrigation to come on after the lights go off for the night to prevent unnecessary GFI tripping. Repair crews DO NOT work in the rain. Should a 'lights out' call result in the resetting of a GFI, there will be a service charge. Plant Professionals will repair all lighting issues, unless specified otherwise in the contract, within no more than a 72 hour window. However, we are usually able to resolve the issue the same day if the office receives notification early. Repair crews work late into the night, so we ask that you check your lights before you call for a repair. The crew may have completed the repair late at night. It is the client's QTY ACTIVITY RATE AMOUNT responsibility to notify the office of any outages, the crews will do a spot check if they are in the area, but we must be aware of a problem in order to fix it. All holiday lighting begins on October 1st. Lights will be left off until the week of Thanksgiving when a crew will plug in the lights and do any necessary repairs at that time. Should you choose to plug in your lights prior, we will attempt to repair lights, if repairs are needed, but can not guarantee any repairs until after Thanksgiving. All holiday lights will be turned off the second week of January and removed as soon as possible, unless notified otherwise in your contract. Should you have a multi-year contract and void that contract mid term, Plant Professionals will bill the discount afforded on the multi year contract. TO REPORT A LIGHTING ISSUE PLEASE EMAIL: INFO@PLANTPROFESSIONALS.COM. A representative will contact you with the repair information. Please provide as much detail as possible in the email, including pictures if you have any. 1 20% discount for a 3-year contract -Please note: Plant Professionals would be able to offer a 30% discount for a 4-year contract. - 49,642.00 -49,642.00 1 50% deposit is due upon execution of this agreement, balance due upon completion of the project. 0.00 0.00 TOTAL $198,572.00 Accepted By Accepted Date