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Cibolo EDC authorizes holiday tree purchase after board narrows options
Summary
The EDC authorized a tree-only holiday décor purchase (DecorIQ) not to exceed $39,000 with staff directed to seek a secondary quote if possible; board discussed broader city-wide décor equity and timeline but opted to start small this year.
The Cibolo Economic Development Corporation authorized staff to pursue the purchase of a turnkey holiday tree for Old Town from DecorIQ at a not-to-exceed price discussed as $38,000–$39,000, with staff directed to attempt to obtain a second quote before the council procurement deadline.
Staff presented three options: a full downtown display, a scaled-back package and a tree-plus-sled photo feature. After discussing clearance and installation constraints for larger display elements and equity concerns about coverage across Cibolo's business areas, several board members favored starting small and budgeting expansion in subsequent years. One board member read the DecorIQ quote aloud: "So it's $37,383.53 for the tree." Staff noted DecorIQ is on BuyBoard (a cooperative procurement vehicle) and that submitting through BuyBoard eliminates the standard three-quote requirement; staff nonetheless offered to request a second quote if time permitted for council packet inclusion.
Board members also raised practical questions about installation and maintenance (public-works involvement, who powers or turns on privately installed lights), timing (installation late October/early November; takedown in mid-January) and payment (staff proposed two purchase orders split across fiscal years, with a deposit required). Clancy said staff set aside $80,000 in the proposed FY2027 budget for holiday décor to create a funding cycle for the program.
A motion to approve the tree-only option with a not-to-exceed figure (rounded in discussion to $39,000) and to seek a secondary quote if possible passed in open session; staff will prepare procurement documents for council consideration as required by the EDC's procurement threshold.
Next steps: staff will attempt to obtain a second vendor quote, complete required vet/HUB checks and submit the procurement to city council (anticipated July 28) because the purchase exceeds the EDC $15,000 threshold for staff-only procurement.
Costs and timeline
- DecorIQ quoted approximately $37,383.53 for the tree installation, decoration, maintenance and takedown for one season; board set a not-to-exceed budget figure. - Typical install windows described: late October/early November through mid-January.
The board emphasized this year's approach is a pilot to assess impact; any multi-site or full-city program would be considered for future budgets.
