TO: ADAM PIRRIE, CITY MANAGER
FROM: JEREMY SWAN, COMMUNITY SERVICES DIRECTOR
DATE: JULY 28, 2026
Reviewed by:
City Manager: AP
SUBJECT:
Title
AUTHORIZATION TO ENTER INTO AN AGREEMENT WITH SYSTEMS INTERNATIONAL, INC. FOR HOLIDAY DECORATION INSTALLATION AND REMOVAL SERVICES (FUNDING SOURCE: GENERAL FUND AND PROPOSITION C FUND)
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SUMMARY
The Community Services Department is responsible for the installation and removal of holiday decorations in the Claremont Village. The City contracts these services with an outside vendor. The outside vendor is responsible for the installation, removal, cleaning, and storage of holiday décor, including holiday lights around the Claremont Depot and City Hall, lighted garland on Village light poles, and the large wreath at the Depot entrance. Systems International, Inc. has been the City’s sole provider of these services for over fifteen years. Staff recommends entering into an agreement with Systems International, Inc., to secure rates for up to five years.
RECOMMENDATION
Recommended Action
Staff recommends the City Council authorize the City Manager to enter into an agreement with Systems International, Inc., for an amount not to exceed $26,900 annually, for an initial term of three years with two optional one-year extensions, for a total authorized agreement amount over five years of $134,500.
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ALTERNATIVE TO RECOMMENDATION
In addition to the recommendation, there is the following alternative:
• Request additional information from staff.
FINANCIAL REVIEW
Systems International, Inc. is the City’s current provider of holiday décor services. The total amount proposed for holiday décor installation and removal services is $26,900 annually. This amount was included in each of the following two years with the adoption of the City’s 2026-28 Budget. The total cost for five years shall not exceed $134,500.
This agreement is a sole-source maintenance agreement and complies with all City purchasing guidelines. Contract documents are available for review in the City Clerk’s Office.
The staff cost to prepare this report is estimated at $1,129 and is included in the operating budget of the Community Services Department.
ANALYSIS
The City contracts for installation, removal, cleaning, and storage of the holiday decorations in the Village, at City Hall, and at the Claremont Depot. Decorations included under this contract include garland on Village light poles, decorative lights at the Depot and City Hall, and a wreath at the entrance of the Depot. Each year in early fall the City’s contractor removes the decorations from storage and cleans and inspects the décor. The contractor makes minor repairs and replaces bulbs as necessary, then installs the décor for the holiday season. In early January, the contractor removes the décor and stores it until the next season.
Systems International, Inc. is the City’s current provider of holiday décor services and has provided these services for the City for over fifteen years. Systems International, Inc. has proposed a cost of $26,900 annually for holiday decoration services. Staff recommends entering into a multi-year agreement with Systems International, Inc. for installation, removal, and storage services for a total amount not to exceed $134,500 over five years.
RELATIONSHIP TO CITY PLANNING DOCUMENTS
Staff has evaluated the agenda item in relationship to the City’s strategic and visioning documents and finds that it applies to the following City Planning Documents: Council Priorities, Sustainable City Plan, Economic Sustainability Plan, General Plan, the 2026-28 Budget, and the Youth and Family Master Plan.
CEQA REVIEW
This item is not subject to environmental review under the California Environmental Quality Act (CEQA).
PUBLIC NOTICE PROCESS
The agenda and staff report for this item have been posted on the City website and distributed to interested parties. If you desire a copy, please contact the City Clerk’s Office.
Submitted by: Prepared by:
Jeremy Swan Cari Dillman
Community Services Director Community Services Manager