Agenda Packet - Laserfiche WebLink

Home Browse Search

Item No. 12 Memorandum TO: Mayor, Mayor Pro -Tem & City Council Grayson Path City Manager FROM: Robert G. Vine, Deputy City Manager SUBJECT: Maintenance Agreement with Moonlighting Inc. for Downtown Plaza Tree Lights DATE: June 24, 2024 BACKGROUND: In the Spring of 2022, Staff, and then Mayor Paula Portugal, began meeting with members of the Paris Downtown Association along with Suzy Harper, with Light Up Paris TX, to discuss a plan to install lights in the trees on and around the downtown plaza. As this project was not budgeted by the City, the decision was made that the majority of the expenses associated with this particular project would be paid by Light Up Paris, TX, with donated funds. City Administration saw this as an opportunity for a partnership to improve the downtown district and the City's expected contribution was to fund a maintenance agreement with Moonlighting Inc. [the installer of the lights] for the lights placed in and around the trees on the plaza after they were installed for a period of one year in the amount of $10,000. The expectation was this agreement could be renewed annually with a moderate increase in cost associated with materials to be considered. The cost of installing these lights on and around the trees on the plaza totaled $210,000. STATUS OF ISSUE: The City Council approved the FY 23-24 budget which included a $10,000 line item specifically designated for a maintenance agreement with Moonlighting Inc. for the maintenance of the tree lights on the plaza. Once the budget was approved, Staff worked with Light Up Paris, TX and Moonlighting Inc. to draft a maintenance agreement, which was intended to begin October 1, 2023, and end September 31, 2024. This process took much longer than expected and/or desired. During this time, approximately $13,000 worth of maintenance, which Moonlighting has not been compensated for due to the maintenance agreement not being in place. Staff believe that a $10,000 price tag for such a maintenance agreement is a fair price when the number of hours, cost of the lighting, use of a lift, expertise and frequency are considered. Light Up Paris, TX, have transferred ownership of these lights to the City of Paris and they have been listed as an insured item. On June 18, 2024, the City and Moonlighting Inc. agreed on the terms of an agreement for the maintenance of the tree lights on and around the plaza. Staff believe that even though no written agreement was in place, the original plan was for the City to fund this maintenance agreement to protect the large investment in our downtown area and recommends the agreement be approved