Agreement

City of El Mirage — Regular Meeting (2026-07-07)

Extracted text (via pymupdf) 53795 characters

HOLIDAY LIGHTING AND DECORATION SERVICES
EM26-HLDS01
City of El Mirage
10000 N El Mirage Rd
El Mirage, AZ 85335

Request For Proposal #EM26-HLDS01
Title: Holiday Lighting and Decoration Services
2
City of El Mirage
REQUEST FOR PROPOSAL
Holiday Lighting and Decoration Services
I.
PROFESSIONAL SERVICES CONTRACT ....................................................
II.
AGREEMENT .........................................................................................
III.
EXHIBIT A ..............................................................................................
Attachments:
A - Custom_Holiday_Creations_Lighting_Proposal_-_2026
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1.
PROFESSIONAL SERVICES CONTRACT
CITY OF EL MIRAGE
THIS PROFESSIONAL SERVICES CONTRACT, is made and entered into this ______ day of
_________, 20____, by and between the City of El Mirage, an Arizona municipal corporation
(“City”), and Custom Holiday Creations LLC a(n) Arizona Corporation (“Consultant”).
RECITALS
A. The City of El Mirage is authorized and empowered by provisions of the City Code to
execute contracts for professional services by and through its City Manager;
B. The City desires to contract for Consultant to provide Holiday Lighting and Decoration Services
(“Services”) as described in the attached scope of work (Exhibit “A”) in accordance with the
terms of this Contract;
C. Consultant is duly qualified to perform the requested Services.
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2.
AGREEMENT
NOW, THEREFORE, in consideration of the mutual promises and obligations set for herein, the parties
hereto agree as follows:
2.1. DESCRIPTION, ACCEPTANCE, DOCUMENTATION
Consultant shall act under the authority and approval of the Contract Administrator for the City to
provide the Services required by this Contract. The Contract Administrator for the City shall be Sean
VonRoenn, (Title) Parks and Recreation Director, or designee. The Contract Administrator shall oversee
the execution of this Contract, assist the Consultant in accessing the organization, audit billings, and
approve payments. The Consultant shall channel reports and special requests through the Contract
Administrator. City reserves the right to change the Contract Administrator for the City without prior
approval of the Consultant.
2.2. SERVICE DESCRIPTION
Consultant shall provide the Services described in Exhibit “A.” All work will be reviewed, evaluated,
approved, and monitored by the Contract Administrator to determine acceptable completion. Review
and approval by the Contract Administrator shall not relieve Consultant of any liability for improper,
negligent or inadequate services rendered pursuant to this Contract. Consultant shall provide all work
necessary to assure the Services are completed in a timely and efficient manner consistent with service
requirements, including, but not limited to, working in close interaction with, and interfacing with, City
and its designated employees, and working closely with others, including other consultants or
contractors retained by City.
2.3. DOCUMENTATION AND DATA
All documents, including but not limited to, data compilations, studies, and reports which are prepared
in the performance of this Contract are to be, and remain the property of, the City and are to be
delivered to the Contract Administrator before final payment is made to the Consultant.
2.4. FEE SCHEDULE, RECORDS, AUDIT RIGHTS
The fee Consultant shall be paid for all Services provided pursuant to the terms of this Contract,
inclusive of all expenses under this Contract, shall not exceed $39,850.00.
The Contract Administrator reserves the exclusive right to determine the amount of work performed
and payment due the Consultant on a monthly basis. Consultant shall maintain all books, paper
documents, accounting records and other evidence pertaining to such monthly billings and shall make
such materials available at all reasonable times to the Contract Administrator. Monthly billings shall be
accompanied by such documentation as the Contract Administrator may require to make a
determination of work performed and payment due.
Consultant’s records (hard copy, as well as computer readable data) and any other supporting evidence
deemed necessary by the City to substantiate charges and claims related to this Contract shall be open
to inspection and subject to audit and/or reproduction by City’s authorized representative to the extent
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necessary to adequately permit evaluation and verification of cost of the work, and any invoices, change
orders, payments or claims submitted by the Consultant or any of its payees pursuant to the execution
of the Contract. The City’s authorized representative shall be afforded access, at reasonable times and
places, to all of the Consultant’s records and personnel pursuant to the provisions of this article
throughout the term of this contract and for a period of three years after last or final payment.
Consultant shall require all subconsultants, insurance agents, and material suppliers (payees) to comply
with the provisions of this article by insertion of the requirements hereof in a written contract
agreement between Consultant and payee. Such requirements will also apply to any and all
subconsultants.
If any audit in accordance with this article discloses overcharges of any nature by the Consultant to the
City in excess of one percent (1%) of the total contract billings, the actual cost of the City’s audit shall be
reimbursed to the City by the Consultant. Any adjustments and/or payments which must be made as a
result of any such audit or inspection of the Consultant’s invoices and/or records shall be made within a
reasonable amount of time (not to exceed 90 days) from presentation of City’s findings to Consultant.
2.5. ADDITIONAL SERVICES; PRICE ADJUSTMENT
The total Scope of Work to be performed by Consultant in accordance with this Contract is set forth
herein and in Exhibit “A.” Services not included in this Contract, including Exhibit “A,” will be considered
Additional Services. Consultant shall not perform any Additional Services without written authorization
from the City. It shall be presumed that all Services performed/provided by Consultant were included in
the Contract and contemplated by Consultant as being part of the original Scope of Work and the fees
set forth herein, unless such Services have been separately approved by the City, in writing, as
Additional Services. Consultant shall not be paid for any Additional Services that are not authorized by
the City in writing.
2.6. OWNERSHIP
Upon receipt of payment for Services, Consultant grants to City, and shall cause its subconsultants to
grant to City, the exclusive ownership of any and all copyrights, if any, to evaluations, reports, drawings,
specifications, project manuals, surveys, estimates, reviews, minutes, and other intellectual work
product as may be applicable ("Work Product"). This grant is effective whether the Work Product is on
paper (e.g., a "hard copy"), in electronic format, or in some other form. Consultant warrants, and agrees
to indemnify, hold harmless and defend City for, from and against any claim that any Work Product
infringes on third-party proprietary interests. City may reuse the Work Product at its sole discretion. In
the event the Work Product is used for another project without further consultations with Consultant,
the City agrees to indemnify and hold Consultant harmless from any claim arising out of the Work
Product. In such case, City will also remove any title block from the Work Product.
2.7. TERM AND EXTENSION
This Contract shall be in full force and effect only when approved and signed by City’s City Manager as
attested by the City Clerk. This Contract begins on the Effective Date and continues for one (1) year to
07/10/2028.
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2.8. TERMINATION
1. Termination for Cause
The City has the right to terminate this Contract for cause in the event Consultant materially breaches
any provision of this Contract or portion of the Services and fails to remedy the breach within five (5)
business days of notification of the breach, if the breach is remedial. If Consultant fails to remedy the
breach or if the breach is not remedial, City may terminate this Contract for cause immediately upon
written notice to Consultant. In the event the City terminates this Contract or any part of the Services as
herein provided pursuant to this Section 1, the City shall notify the Consultant in writing, and
immediately upon receipt of such notice, the Consultant shall discontinue all work under this Contract.
Upon termination for cause, Consultant shall immediately deliver to the City all drawings, research,
data, studies, reports, estimates and any and all other documents or work product generated by the
Consultant under the Contract, together with all unused material supplied by the City. Consultant shall
be responsible only for such portion of the work which has been completed and accepted by the City.
Use of incomplete data by the City shall be the City’s sole responsibility.
In the event of termination for cause, Consultant shall only be compensated a portion of the agreed
upon fee for such portion of the work that City agrees, in its sole discretion to accept. City shall have no
obligation to accept any portion of Consultant’s work if the contract is terminated for cause, and shall
have no obligation to pay Consultant for any portion of the work, if any, not accepted by City.
If the Consultant materially fails to fulfill in a timely and proper manner its obligations under this
Contract, of if the Consultant violates any of the covenants, agreements, or stipulations of this Contract,
the City may withhold from payment due to the Consultant such amounts as are necessary to protect
the City’s position for the purpose of set-off until such time as the exact amount of damages can be
determined.
2. Termination for Convenience
The City has the right to terminate this Contract for convenience or to abandon any portion of the work
for which Services have not been performed by the Consultant. In the event the City terminates this
Contract or any part of the Services as herein provided pursuant to this Section 3.2.2, the City shall
notify the Consultant in writing, and immediately upon receipt of such notice, the Consultant shall
discontinue all work under this Contract.
Upon such termination for convenience or abandonment, the Consultant shall immediately deliver to
the City all drawings, research, data, studies, reports, estimates and any and all other documents or
work product generated by the Consultant under the Contract, together with all unused material
supplied by the City. Consultant shall be responsible only for such portion of the work which has been
completed and accepted by the City. Use of incomplete data by the City shall be the City’s sole
responsibility.
The Consultant shall receive as compensation in full for Services performed to the date of such
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termination or abandonment, a fee for the percentage of Services actually completed and accepted by
the City. This fee shall be in an amount to be mutually agreed upon by the Consultant and the City,
based upon the scope of work set forth in Exhibit “A’ and the payment schedule set forth in Article 2,
hereof. If mutual agreement cannot be reached after reasonable negotiation, the Contract
Administrator shall determine the percentage of satisfactory completion of each task set forth in the
scope of work contained in Exhibit “A” and the amount of compensation Consultant is entitled to for
such work and the Contract Administrator’s determination in this regard shall be final. The City shall
make such final payment within sixty (60) days after the Consultant has delivered the last of the partially
completed items.
2.9. ENTIRE AGREEMENT
This Contract constitutes the entire understanding of the parties and supersedes all previous
representations, written or oral, with respect to the Services specified herein. This Contract may not be
modified or amended except by a written document, signed by authorized representatives of each
party.
2.10. ARIZONA LAW
This Contract shall be governed and interpreted according to the laws of the State of Arizona. Any action
brought to interpret or enforce any provision of this Contract that cannot be administratively resolved,
or otherwise related to or arising from this Contract, shall be commenced and maintained in the state or
federal courts of the State of Arizona, Maricopa County, and each of the parties, to the extent permitted
by law, consents to jurisdiction and venue in such courts for such purposes.
2.11. COMPLIANCE WITH LAWS
Consultant shall comply with all existing and subsequently enacted federal, state and local laws,
ordinances, codes, and regulations that are, or become applicable to this Contract. If a subsequently
enacted law imposes substantial additional costs on Consultant, a request for an amendment may be
submitted pursuant to this Contract.
2.12. MODIFICATIONS
Any amendment, modification or variation from the terms of this Contract shall be in writing and shall
be effective only after approval of all parties signing the original Contract.
2.13. ASSIGNMENT
Services covered under this Contract shall not be assigned or sublet in whole or in part without the prior
written consent of the Finance Director and Contract Administrator.
2.14. SUCCESSORS AND ASSIGNS
This Contract shall extend to and be binding upon Consultant, its successors and assigns, including any
individual, company, partnership or other entity with or into which Consultant shall merge, consolidate
or be liquidated, or any person, corporation, partnership or other entity to which Consultant shall sell its
assets.
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2.15. ATTORNEY’S FEES
In the event either party brings any action for any relief, declaratory or otherwise, arising out of this
Contract, or on account of any breach or default hereof, the prevailing party may be entitled to receive
from the other party reasonable attorneys’ fees and reasonable costs and expenses determined by the
court sitting without a jury or arbitration board, which shall be deemed to have accrued on the
commencement of such action and shall be enforceable whether or not such action is prosecuted to
judgment or by arbitration award.
2.16. INDEPENDENT CONTRACTOR
The Services Consultant provides under the terms of this Contract to the City are that of an Independent
Contractor, not an employee or agent of the City. The City will report the value paid for these Services
each year to the Internal Revenue Service (I.R.S.) using Form 1099.
City shall not withhold income tax as a deduction from contractual payments. As a result of this,
Consultant may be subject to I.R.S. provisions for payment of estimated income tax. Consultant is
responsible for consulting the local I.R.S. office for current information on estimated tax requirements.
Consultant will not be entitled to any benefits provided by City to its employees, including, but not
limited to, health benefits, workers’ compensation, unemployment coverage, deferred compensation,
and all other typical employee benefits.
2.17. CONFLICT OF INTEREST
The City may cancel any contract or agreement, without penalty or obligation, if any person significantly
involved in initiating, negotiating, securing, drafting or creating the contract on behalf of the City’s
departments or agencies is, at any time while the contract or any extension of the contract is in effect,
an employee of any other party to the contract in any capacity or a consultant to any other party to the
Contract with respect to the subject matter of the Contract. The cancellation will be effective when
written notice from the City is received by all other parties to the Contract, unless the notice specifies a
later time (A.R.S. §38-511).
2.18. NOTICES
All notices or demands required to be given pursuant to the terms of this Contract shall be given to the
other party in writing, delivered by hand or registered or certified mail, at the addresses set forth below,
or to such other address as the parties may substitute by written notice given in the manner prescribed
in this paragraph.
In the case of Consultant:
Custom Holiday Creations LLC
Attn: Brent Moore
12502 W Sunnyside Dr
El Mirage, AZ 85335
In the case of City
City of El Mirage
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Attn: City Manager
10000 North El Mirage Road
El Mirage, Arizona 85335
With a copy to:
City of El Mirage
Attn: City Attorney
10000 North El Mirage Road
El Mirage, Arizona 85335
Notices shall be deemed received on date delivered, if delivered by hand, and on the delivery date
indicated on receipt if delivered by certified or registered mail.
2.19. FORCE MAJEURE
Neither party shall be responsible for delays or failures in performance resulting from acts beyond their
control. Such acts shall include, but not be limited to, acts of God, riots, acts of war, epidemics,
governmental regulations imposed after the fact, fire, communication line failures, power failures, or
earthquakes.
2.20. TAXES
Consultant shall be solely responsible for any and all tax obligations which may result out of the
Consultant’s performance of this Contract. The City shall have no obligation to pay any amounts for
taxes of any type incurred by the Consultant.
2.21. ADVERTISING AND PROMOTION
Consultant shall not publish, release, disclose or announce to any member of the public, press, official
body, or any other third party: (1) any information concerning this Contract, the Services, or any part
thereof; or (2) any documentation or the contents thereof, without the prior written consent of the City,
except as required by law or judicial or regulatory process. The name of any site on which Services are
performed shall not be used in any advertising or other promotional context by Consultant without the
prior written consent of the City.
2.22. COUNTERPARTS
This Contract may be executed in one or more counterparts, and each originally executed duplicate
counterpart of this Contract shall be deemed to possess the full force and effect of the original.
2.23. CAPTIONS
The captions used in this Contract are solely for the convenience of the parties, do not constitute a part
of this Contract and are not to be used to construe or interpret this Contract.
2.24. SUBCONSULTANTS
During the performance of the Contract, the Consultant may engage such additional subconsultants as
may be required for the timely completion of this Contract. The addition of any subconsultants shall be
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subject to the prior approval of the City.
In the event of subcontracting, the sole responsibility for fulfillment of all terms and conditions of this
Contract rests with the Consultant.
2.25. INDEMNIFICATION
The Consultant agrees, to the fullest extent permitted by law, to indemnify and hold harmless the City,
its officers, directors and employees (collectively, City) against all damages, liabilities or costs, including
reasonable attorneys’ fees and defense costs, to the extent caused by the Consultant’s negligent
performance of professional services under this Contract and that of its subcontractors or anyone for
whom the Consultant is legally liable.
The City agrees, to the fullest extent permitted by law, to indemnify and hold harmless the Consultant,
its officers, directors, employees and subcontractors (collectively, Consultant) against all damages,
liabilities or costs, including reasonable attorney’s fees and defense costs, to the extent caused by the
City’s negligent acts in connection with the Services and the acts of its contractors, subcontractors or
consultants or anyone for whom the City is legally liable.
Neither the City nor the Consultant shall be obligated to indemnify the other party in any manner
whatsoever for the other party’s own negligence or for the negligence of others.
2.26. INSURANCE
The Consultant shall secure and maintain at all times that this Contract is in effect, insurance coverage
which shall include statutory workers’ compensation, comprehensive general and automobile liability,
owner’s and Consultant’s protective liability insurance and errors and omissions professional liability.
The comprehensive general and automobile liability limits shall be no less than one million dollars
($1,000,000) combined single limit. The owner’s and Consultant’s protective liability limits shall be no
less than one million dollars ($1,000,000) for each occurrence and one million dollars ($1,000,000) policy
aggregate naming the City as an additional insured. The minimum amounts of coverage for Consultant’s
professional liability shall be one million dollars ($1,000,000). In other than errors and omissions
professional liability, City’s and Consultant’s protective liability and worker’s compensation, the City of El
Mirage shall be named as an additional insured.
All insurance coverage shall be written through a carrier licensed in Arizona, or an approved non-
admitted list of carriers published by the Arizona Department of Insurance, and possessing an A.M. Best
rating of at least A- or above with policies and forms satisfactory to the City.
The Consultant shall submit to the City a certificate of insurance evidencing the coverage and limits
stated in the foregoing paragraph within ten (10) days of award of this Contract. City shall not issue a
“Notice to Proceed” until after Consultant has submitted the certificate of insurance to City. Insurance
evidenced by the certificate shall not expire or be canceled or materially changed without thirty (30)
days prior written notice to the City, and a statement to that effect must appear on the face of the
certificate and the certificate shall be signed by a person authorized to bind the insurer.
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The insurance policies, except Workers’ Compensation required by this Contract, shall name the City, its
agents, representatives, officers, directors, officials and employees as Additional Insureds.
2.27. COOPERATIVE PURCHASING
While this Contract is for the City of El Mirage, other public agencies and political subdivisions may
express interest in utilizing the Contract. In addition to the City of El Mirage, and with approval of the
Contractor, this Contract may be extended for use by other eligible public agencies (i.e. municipalities,
school districts, nonprofit educational institutions, public health institutions, community facilities
districts, and government agencies of the State). Eligible public agencies may elect to utilize the contract
through cooperative purchasing (or piggybacking) on the contract and do so at their discretion. No
volume is implied or guaranteed, and the Contractor must be in agreement with the cooperative
transaction. The Strategic Alliance for Volume Expenditures (SAVE), a group of school districts and other
public agencies, have signed an intergovernmental cooperative purchase agreement to obtain
economies of scale. As a member of SAVE, the City of El Mirage will act as the lead agency. Any such
usage by other participating public agencies must be in accordance with the ordinance, charter and/or
procurement rules and regulations of the respective public agency. Potential participating public
agencies (i.e. municipalities, school districts, nonprofit educational institutions, public health
institutions, community facilities districts, and government agencies of the State) recognize potential
equipment, logistical and capacity limitations by the Contractor may limit the Contractor's ability to
extend use of this Contract. Any orders placed to the Contractor will be placed by the specific public
agency participating in this purchase, and payment for purchases made under this Contract will be the
sole responsibility of each participating public agency. The City of El Mirage shall not be responsible for
any disputes arising out of transactions made by others.
2.28. FEDERAL AND STATE EMPLOYMENT IMMIGRATION LAWS
To the extent applicable under A.R.S. § 41-4401, Consultant warrants its and its subconsultants’
compliance with all federal immigration laws and regulations that relate to their compliance with the E-
verify requirements under A.R.S. § 23-214(A). Consultant’s or its subconsultants’ breach of the above-
mentioned warranty shall be deemed a material breach of the Contract and may result in the
termination of the Contract by the City. The City retains the legal right to randomly inspect the papers
and records of Consultant and its subconsultants to ensure that the Consultant and its subconsultants
are complying with the above-mentioned warranty.
The Consultant warrants to keep the papers and records open for random inspection during normal
business hours by the City. The Consultant shall cooperate with the City’s random inspections including
granting the City entry rights to Consultant’s property to perform the random inspections and waiving
its right to keep such papers and records confidential. The failure of Consultant to comply with this
warranty regarding the keeping of papers and records and cooperating with City’s random inspections
shall constitute a material breach of the Contract and the City will have the right to immediately
terminate the Contract.
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2.29. SEVERABILITY
If any term or provision of this Contract shall be found to be illegal or unenforceable, then
notwithstanding such illegality or unenforceability, this Contract shall remain in full force and effect and
such term or provision shall be deemed to be deleted.
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3.
EXHIBIT A
3.1. Scope of Work
The Contractor shall be responsible for providing all labor, materials, equipment, and supervision
necessary to supply, deliver, install, maintain, and remove all holiday lighting, statues, and decorative
elements for designated City locations.
The Contractor’s pricing shall be fully inclusive of all costs associated with the project, including but not
limited to labor, materials, supplies, equipment, transportation, installation, maintenance, and removal
required to properly illuminate and decorate the specified areas.
3.2. Budget and Compensation
The City has budgeted a maximum amount of $40,000 for holiday decorations for Fiscal Year 2027
(FY27), subject to appropriation. The selected Contractor shall provide all design services, labor,
materials, products, equipment, and maintenance as outlined in this RFP.
The City intends to maximize its holiday lighting displays each year within the approved budget and
encourages proposals that include new and innovative features across all designated locations. Any
additional enhancements or recommended upgrades beyond the base proposal shall be clearly
identified, including justification and associated costs, for City consideration.
All proposed pricing shall be fully inclusive of lighting, decorations, labor, installation, electrical
components, maintenance, and removal.
3.3. Design Plan
Respondents shall submit a comprehensive design plan detailing proposed holiday lighting and
decorative elements for each designated area. The design plan shall include, at a minimum:
•
A cohesive holiday theme, including coordinated colors for lighting, statues, and decorations.
•
Site-specific design concepts for Gateway Park/City Hall and Bill Gentry Park/Courtyard.
•
Description of interactive and experiential elements, such as lighting displays, walkthrough
structures, photo areas, or statues.
•
Detailed quantities of proposed decorations, including but not limited to:
o
Number of trees and light poles to be decorated
o
Number of light strands per tree or pole
o
Types and quantities of decorations, statues, and photo installations
Based on the approved concept, the selected Contractor shall prepare detailed design documents for
implementation at Gateway Park/City Hall and Bill Gentry Park/Courtyard.
The City will celebrate its 75th Anniversary in 2026, and respondents are encouraged to incorporate
creative elements or features that enhance and commemorate this milestone.
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3.4. Installation and Removal
The Contractor shall be responsible for the installation, maintenance, and removal of all holiday lighting
and decorations.
•
All displays shall be installed, tested, and fully operational by November 30, maintained through
January 5, and removed no later than January 25.
•
Installation and removal schedules shall be coordinated with the City Representative.
•
All work shall be performed during park operating hours unless otherwise approved.
The Contractor shall provide all necessary equipment and materials, including but not limited to timers,
lifts, ladders, electrical components, fasteners, anchors, and safety materials required to properly install
and secure all decorations.
Additional requirements include:
•
All electrical connections shall be properly protected from moisture.
•
Cords shall be secured, covered, or trenched to prevent tripping hazards.
•
Decorations, lighting, and statues shall be securely fastened to withstand weather and minimize
risk of theft or damage.
•
Trees and light poles shall be fully wrapped (trunks and branches), and all lighting shall be LED.
•
Upon completion of installation and removal, the Contractor shall remove all tools, equipment,
debris, and materials and restore all areas to their original condition, including removal of
staples or fasteners.
3.5. Maintenance
The Contractor shall provide full maintenance services for all installed decorations and lighting
throughout the display period.
•
The Contractor shall ensure all displays remain fully operational and visually appealing.
•
The Contractor shall respond to maintenance requests within 24 hours and provide on-site
service within two (2) days, including weekends.
•
Maintenance shall include repair or replacement for any reason, including, but not limited to,
vandalism, weather damage, acts of God,or other unforeseen events, from installation through
January 5.
•
All labor, materials, and equipment required for maintenance shall be included in the base
proposal.
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3.6. Contractor Representative
The selected Contractor shall designate a Project Manager who will serve as the primary point of
contact. The Project Manager shall coordinate all scheduling, communicate progress, and report any
issues or resolutions to the City Representative.
3.7. City Representative
The Parks and Recreation Director, or designee, shall serve as the City’s Representative and primary
liaison. All communications regarding installation, maintenance, repairs, or modifications shall be
directed through the City Representative.
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SEVERABILITY
If any term or provision of this Contract shall be found to be illegal or unenforceable, then
notwithstanding such illegality or unenforceability, this Contract shall remain in full force and effect and
such term or provision shall be deemed to be deleted.
**signature_149572**
SIGNATURE
J. Crystal Dyches
FULL NAME
**date_signed_149572**
DATE SIGNED
City Manager
TITLE
**signature_149573**
SIGNATURE
FULL NAME
**date_signed_149573**
DATE SIGNED
Contractor
TITLE
**signature_149571**
SIGNATURE
FULL NAME
**date_signed_149571**
DATE SIGNED
City Attorney
TITLE
**signature_149574**
SIGNATURE
Jill A. Boltz
FULL NAME
**date_signed_149574**
DATE SIGNED
City Clerk
TITLE
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Exhibits List
A - Custom_Holiday_Creations_Lighting_Proposal_-_2026
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Exhibit A
Custom_Holiday_Creations_Lighting_Proposal_-
_2026
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Project ID: EM26-HLDS01
1
Custom Holiday
Creations LLC
602-400-4700
E-Mail: Customholidaycreations@gmail.com
Client Name: City of El Mirage
Attn: Sean VonRoenn
Address: 10355 N 121st Ave El Mirage, AZ 85335
Phone: 623-876-4271
E-Mail: svonroenn@elmirageaz.gov
Holiday Lighting and Decoration Services
Project ID: EM26-HLDS01
Introductory Statement
As an El Mirage based business, Custom Holiday Creations LLC, was formed in 2016 and is committed to transforming
public spaces, commercial properties, and residential homes into memorable holiday experiences through creative,
high-quality lighting and décor solutions. Our experience in holiday design, installation, maintenance, and removal,
delivers turnkey services with a commitment on quality and safety.
We understand that holiday displays are more than decorations—they create a sense of place, inspire community
engagement, and enhance the visitor experience. Our approach is collaborative and customized, ensuring that each
display reflects the unique character, branding, and objectives of our clients. From elegant tree lighting to elaborate
multi-color palm tree LED installation, we provide innovative solutions designed to maximize visual impact while
remaining mindful of budget and operational requirements.
We have appreciated working with the City of El Mirage every year since 2018. During that time, we have increased
the number of lights and décor throughout the city facilities and parks.
We appreciate the opportunity to submit our proposal and look forward to partnering with you to create a festive,
welcoming environment that will delight residents, visitors, and stakeholders throughout the holiday season.
Qualifications and Experience
Custom Holiday Creations LLC has demonstrated successful execution of holiday lighting displays around Arizona.
Since our projects are customer-facing, we strive to build experiences that are safe and well designed. With some of
our projects having thousands of visitors we routinely run power lines near the tops of large trees so there are no
electrical cords on the ground. While challenging and time consuming, we feel this type of installation is important.
We utilize aerial lift machines to assist with some of this work utilizing all OSHA requirements to enforce workplace
safety.
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The following Custom Holiday Creations LLC representatives will be responsible for the installation for the City of El
Mirage.
Brent Moore
Owner/Lead Designer
Customholidaycreations@gmail.com
602-400-4700
Brent has over 35 years of experience in holiday decorating. He started at 18 years old as being selected as a
contestant for a holiday lighting contest in Sedona, AZ and continued for over 20 years. The event was called Red
Rock Fantasy and was regarded as one of the best commercial light displays in Arizona. Each year thousands of
visitors attended the event and voted for their favorite. We were fortunate to have won many awards including
grand prize winners. When the event concluded after 22 years, I formed Custom Holiday Creations LLC to continue
bringing joy to the community.
Education: Bachelor of Science in Business Operations.
Sandra Moore
Owner/Human Resources and Designer
125smoore@gmail.com
602-573-8885
Sandra always enjoyed Christmas lights and when she met her husband and future co-owner of Custom Holiday
Creations LLC, she knew holiday lighting would be a part of their future. After being an essential part of Red Rock
Fantasy she then became co-owner of Custom Holiday Creations LLC. She has excelled in artistic design; creating
ornamentation packages, wreath decorating, and garland construction. She also helps behind the scenes by doing
payroll, billing and many other human resources needs.
Education: Master’s in Human Resource Management
The following projects have been completed by Custom Holiday Creations LLC. In addition to the below projects, we
also installed holiday lighting and Décor in other HOA communities, commercial buildings, and over 60 residential
properties each year.
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In addition to working with El Mirage, Custom Holiday Creations LLC portfolio includes the following:
Pueblo Mirage RV Park
11201 N El Mirage Road
El Mirage, AZ 85335
Contact: Christine Finocchiaro
cfinocchiaro@robertsrc.com
623-302-0918
We have been working with Pueblo Mirage for the last 4 years. Each year we have added additional holiday lighting
to enhance the look of the property. We have installed LED C9 lighting across the main building, offices, front
entrance gate and golf club. We have installed mini lights on over 15 palm trees using a drivable boom lift. This
project involved creating custom electrical cords which were properly secured. We also created a décor package that
includes commercial grade garland and 11 various sized wreaths on entrance areas.
Arrowhead Highlands HOA
Planned Development Services
17235 N 75th Ave Ste H100
Glendale, AZ 85308
Contact: Liz Briggs
lbriggs@pdsaz.com
602-557-0392
We were contracted with Planned Development Services to take over an HOA contract. The project included 8 palm
trees and large 48-inch commercial grade wreaths. The project was unique as we need to use a towable 50-foot
boom lift to reach 45-foot palm trees. Safety was the utmost importance not only for our team but also for the
community as we had to be aware of busy traffic next to the work site. The unique part of the display was an area
that did not have any available power. We created a custom 12Volt power system that utilized Lithium batteries,
power invertor, and solar charging system. After a successful season, we are contracted to decorate the same palm
trees in a red, white, and blue pattern for the 4th of July.
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Crown Point HOA
Planned Development Services
17235 N 75th Ave Ste H100
Glendale, AZ 85308
Contact: Shannon Plessl
splessel@pdsaz.com
602-557-0345
We have installed holiday lighting and décor at Crown Point for 3 years. The homeowners wanted to highlight their
entrance with lights and garland. We installed commercial grade garland with ornamentation on entrance
managements and streetlights. The entire project had over 15,000 lights and included trees, large palm tree, and
many landscape areas. We also outlined the monuments using LED C9 Lights.
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Design Plan, Quantity of Decoration Per Area, and Creative Submittal
The following descriptions outline our proposed holiday lighting ideas for the City of El Mirage. All prices listed
below include the cost of lighting, labor, installation, electrical cords, removal, and maintenance.
CITY HALL PROPERTY
Courtyard Area:
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Install large 22- 24ft tall (8-foot round base) artificial tree with warm white LED mini lights at City Hall. The
tree will be fully decorated with a holiday ornament package.
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Cactus Area near entryway doors: We would place approximately 500 – 600 lights total on the cactus near
the front entry way. We propose White, Red, and Green colors.
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We propose to place lights on the top of the metal grate and cascading down the front about 10 – 12 inches
above the grass facing El Mirage Road – Multi Color. Approximately 1300 – 1400 lights
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Propose approximately 1500 LED Cool White lights on shrubs on north side of building next to grass
courtyard.
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Propose approximately 1000 cool white LED lights on shrubs on east side on patio area.
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Propose LED lights on three trees around monument using red, cool white and green colors with wrap
around upper foliage areas. Approximately 1200 lights per tree.
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Propose LED C9 warm white bulbs with 15-inch spacing courtyard area utilizing pre-installed steel wires.
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We propose installing commercial grade C9 Faceted LED bulbs along the ledge of the building North and East
Side. We suggest warm white lights with 12” spacing.
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GATEWAY PARK
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Install LED lights on 6 Palm Trees that are located at the entrance of Gateway Park right off El Mirage Road.
Each palm tree is approximately 35 feet tall and will require 1500 - 1800 lights per tree. Our plan would be to
wrap the tree in LED Cool White alternating with LED Red lights. The top of the palms will include two green
spotlights to illuminate the palm leaves.
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We propose installing 500 - 600 multi-colored LED lights in each of the 5 shrubs that are located on the North
side entrance of Gateway Park and El Mirage Road.
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We propose installing approximately 300 – 400 LED Cool White lights for each tree (3) nearest skate park.
Near the front entrance, we would add cool white LED lighting to the following areas:
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7 trees in median area using Cool White with up to 2500 lights.
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Various small palm trees (1750 lights) wrapped in cool white LED on bottom with Green, red, or multi on the
tops of palms.
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Adding 12 – 15 various shrubs with 200 - 300 lights each (up to 3600 Total) using Multi, Red and Green lights.
The following 6 Palm Trees are located near the entrance plaza and the large outdoor gazebo area.
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Each palm tree is approximately 30 – 35 feet tall and will require 1000 – 1200 lights per tree. Our plan would
be to wrap the tree in LED Cool White with the last 18 – 24 inches LED Green/Red.
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We would further enhance the area by placing white and green/red lights in the small palm trees in the
center of park area. Approximately 1200 total lights
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We propose placing LED cool white in the four trees on the west side of the Windy City snack building. We
recommend about 600 lights per tree.
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We would also include the small palm trees in this area with cool white, red, green, and multi.
Approximately 800 lights
-
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We propose placing cool white in the seven trees shown below which are directly north of the Windy City
Building. These would be wrapped on the branches up to the canopy levels. Approximately 500 – 1500 per
tree.
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We propose placing green, red, and cool white lights in the 6 trees on the northside of the Gazebo area.
These trees are in various sizes and would include 500 – 1000 lights per tree.
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Project ID: EM26-HLDS01

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The following area is between the ball fields and the children’s play area and consists of 7 trees. We suggest
cool white lights for this area Approximately 400 – 1000 per tree.

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There are 7 total trees that face the parking lot. 3 of the trees are next to the kid’s play structure while the
other 4 are located in front of the entrance plaza area. The 4 center trees we call hallmark trees and place a
larger amount of lights to enhance their character. Approximately 1200 – 1500 per tree. We suggest cool
white LED.

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In the Children’s play are we would attach LED C9 bulbs across kids play area shade structure with matching
green and blue bulbs. Bulbs are spaced at 12 inches.

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- We propose installing LED C9 multi-colored bulbs across the entire lower roofline on all sides of gazebo.
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We propose wrapping the fence line (East and West Fence) in multi color LED . The wrap would include the
top bar and every third vertical bar. Approximately 850 – 1000 lights per section.
The center median pictured below is across the street from the police station. The following outlines the various
areas that may be decorated.
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Proposal includes 3 large trees that would be wrapped up to canopy level in cool white LED. Approximately
500 per tree.
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Wrap 12 – 15 various shrubs in median with alternating green and red LED pattern. Approximately 200 – 300
per shrub.
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Wrap Small palm tree clusters with cool white LED bottom areas and red, greed, and multi-LED’s for top
wrap. Approximately 100 – 250 per palm.
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Project ID: EM26-HLDS01

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We propose to place additional lighting in the trees and palms next to the children’s play structure and the
splash pad area. This includes the trees and small palms in cool white LED, red, green and multi. Up to 500
lights per tree.

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We propose creating an interactive music and dancing lights area for the children’s Splash Pad area. The
lights would be synchronized to the music utilizing LED Multi, red, Cool White, green, and blue. We propose
placing lights along all steel railing areas, small palm trees near sitting area, wrapping the poles in the splash
pad area and placing blue icicle style lighting near the water bucket drop. The new canopy area will include
lights under the overhang area. Approximately 3500 – 4000 lights in this area.

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We propose placing lights in the following median area right off the parking lot on the way to the children’s
splash pad area. We would place 500 cool white lights or solid colored in the large tree and decorate the
various palms.

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We propose placing 300 – 500 LED cool white lights for the four trees located to the east side of the splash
pad area and next to gazebo.
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Project ID: EM26-HLDS01

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Install C9 LED - warm white lighting across all accessible parts of the West, East and South parts of the Windy
City leased buildings. This would also include the small bushes in front of the restaurant.
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Install small projection lights (Snowflakes and/or other holiday themes at Windy City(4) and ramada area
display(4).

Police Station

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Propose installing Large C9 colored bulbs across the top of concrete areas of the buildings (blue)

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We propose to add blue LED lighting in the 3 trees in front of the police station. We estimate about 450 -
600 lights per tree.

GENTRY PARK
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We propose installing a minimum of 250 multi-color LED C9 style lighting on upper and lower rails and
vertical sections as shown in the photo below.

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Project ID: EM26-HLDS01

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Install large C9 style bulbs around the 4 sides of the snack and bathroom building – Approximately 150 - 200
with 12 inch spacing.

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Propose installing LED cool white mini lights in 10 trees totaling about 7500 lights in front of courthouse and
senior center areas.

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Install LED C9 Lighting across the 4 poles at Gentry Park courtyard. The patio at the courthouse consists of
approximately 140 feet of holiday lighting(Square Shape plus diagonal). We suggest using LED warm white to
help illuminate the area.
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Install an ornament package for city owned commercial tree – Consisting of various size ornamentation with
installation and removal.
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Place multi color lighting on upper, lower and vertical sections of chain link fencing facing Thunderbird Rd
(230ft). Approximately 1800 – 2000 lights
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Place Cool white lights in 5 trees up to canopy level facing Thunderbird Rd. These trees would average 350 –
800 lights per tree.
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Install C9 LED lights (Warm White) across front facing roofline of court building and senior center.
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Install LED cool white in approximately 12 – 15 trees on El Mirage Road with approximately 350 – 600
lights per tree. This would be new for 2026 versus prior years installation.

Water Tank Area on Waddell Rd.
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Propose placing red and green large LED spotlights to illuminate the water towers.
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Create a “Happy Holiday’s” sign by gluing lights to the brick wall. The sign would be approximately 30 feet
long with 30 inch letters.

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Library Building:
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Propose installing LED C9 across front facia on West and South side of the building. The lights would be 12
inch spaced using plastic clips on the roof tiles.
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We propose including 8 small bushes with 100 - 150 lights each in warm white.
Fire Station:
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Install large LED C9 colored (red and warm white) bulbs across the brick roof area. This includes the left side
of main roof arch and above large commercial doors.
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Install warm white and red LED lights at two trees near El Mirage Road. Approximately 500 per tree.
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Install Red and white LED lights on various shrubs nearest building and the roadway. Approximately 200 –
300 each.
YMCA Building:
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Place LED C9 warm white across lower roof section of the building.
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Place approximately 10 spotlights on the ground illuminating the building in alternating red and green
patterns.
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Project ID: EM26-HLDS01

Large Walk-Through areas and additional Props
We propose the newest highlight feature for El Mirage in 2026 will be a large walk-through Christmas present. We
suggest placing this in the courtyard at Gentry Park between the courthouse and senior center area. The box will be
10 – 12 feet on each side. The opening archway will be between 6 and 7 feet. The box will be illuminated in white
lights and red accents.

To enhance city activities, we suggest the following picture spot featuring a large Santa hat on top of a picture frame.
This will be a great area where families can take memorable pictures.
. We suggest using this in several ways including the following:
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Place near holiday tree at City Hall during the tree lighting event.
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After the tree lighting event move structure to Gentry Park next to large walk-through present box.
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At client option this item can be moved closer to event areas during Winterfest.
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The display is approximately 8 feet in height and 5 feet wide.

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Project ID: EM26-HLDS01

The following is an example of a 42-inch ornament that would be provided for city events. The city’s 75th anniversary
logo will be on the front of the ornament. We suggest using this in several ways including the following:
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Place near holiday tree at City Hall during the tree lighting event.
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During Winterfest we can move the ornament near vendor or city tables.
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After Winterfest place ornament next to large walk-through present box.

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We also plan on placing a lighted “75” behind the large walk-through present box. This will complement the city
provided “El Mirage” letters. The El Mirage letters are approximately 5 feet tall and we suggest 6 - 7 foot tall
numbers. With the larger letters it will enhance the area and make the “75” stand out. We plan on wrapping the
numbers with mini lights in warm or cool white.
The following is an example of a shooting star display that would be approximately 10 – 12 feet tall. We are
proposing to include two shooting stars that would be placed near the sidewalk area and just before entering the
large present box nearest the concrete sidewalk.
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Install, Service, and Repairs
As an El Mirage based business, we have the unique ability to drive by the area frequently and notice items in most
cases before we are notified. We typically install electrical cords and high building items in late October with final
installations the week of Thanksgiving. This gives us time to troubleshoot any items many days before the lighting
ceremony. We also start removing items from commercial properties very quickly in early January to reduce the risk
of theft and weather.
Pricing Form
Pricing Form Holiday Lighting and Decoration Services
Respondents may submit this form or a separate form with their proposed
cost for holiday lighting and decoration services.
Description:
Price:
Add on Price:
City Hall:
$
5,300.00
Gateway Park:
$
10,400.00
Police Station:
$
700.00
Gentry Park:
$
10,200.00
Water Tower:
$
750.00
Library:
$
450.00
Fire Station:
$
800.00
YMCA:
$
500.00
Other: Prop Displays:
$
10,750.00
Total Price Breakdown:
$
39,850.00
Purchase terms: Seasonal Christmas Installations – 50% due upon approval, 50% due upon completion of work or
December 1st, whichever comes first.
The following LED light colors are available. The first two listed below would be for the trees, rock ledge, palm trees,
and small cactus. The larger bulbs would be on the building edges, playground area, and ramadas.
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