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Council pauses $75,000 holiday-lighting contract, directs staff to seek lower-cost options
Summary
Council members questioned a $75,000-per-year quote to light five redwood trees at City Hall, voted to withhold award and asked staff to return with lower-cost alternatives and options to preserve holiday displays within a reduced budget.
Council members on Aug. 12 declined to award a proposed five-year, $375,000 contract to install holiday lighting at the City Hall campus and directed staff to seek lower-cost alternatives and return with options.
Councilmember Lam pulled Consent Calendar item C7 to ask questions about the scope and cost. Staff said the bid covered installation (two days) and removal (two days), equipment rental, traffic control and permitting for work that spans Caltrans right-of-way. Assistant City Manager Matt Kano told council the quote was for four total workdays and included storage of the lights; Public Works Director Christian Dorenzo told council the work requires specialized equipment the city does not own. Finance Director Luis Cofresia said the city issued an IFB that drew many expressions of interest but only one actual bid.
"I feel $75,000 is excessive for this job," Lam said, urging staff to explore alternatives such as decorating the building envelope or medians instead of hanging lights in the trees. Other council members agreed that the lights were popular with the public but asked staff to return with options at lower cost. The city manager said the holiday tree itself is separately funded and would proceed regardless of the outcome of this contract item.
Councilmembers voted 5-0 to withhold awarding the contract as proposed and to direct staff to negotiate a lower price or present alternatives (vote: Vice mayor Barbara Dio; Councilmembers Chua, Lam, Lianne; Mayor Montana). Council also directed staff to report back on lower-cost decorations and review whether the city could perform some of the work in-house or identify alternate placements that would reach more residents.
Staff noted the previous year's cost had been reported as about $80,000; the current bid resulted in a slightly lower number but only one responsive bidder. Staff said they would explore options including fewer trees, building decorations, decorations in medians (subject to Caltrans or property-owner agreements) and whether other cities' programs provide models to reduce cost.
