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[Extraction: OCR (rendered-page OCR)]
CITY OF WEST CHICAGO
CITY COUNCIL
AGENDA ITEM SUMMARY
ITEM TITLE:
AGENDA ITEMNUMBER: _7?-N.
Downtown Holiday Pole Décor
FILE NUMBER:
COMMITTEE AGENDA DATE: N/A
COUNCIL AGENDA DATE: March 18, 2024
STAFF REVIEW: Tom Dabareiner SIGNATU
bn Srerrerh, Asstotant Difector, )
APPROVED BY CITY ADMINISTRATOR:
Michael Guttman SIGNATURE
ITEM SUMMARY:
The City Council has budgeted $75,000 for new holiday light pole décor and staff has sought out and
received three quotes. Two quotes are from Windy City Lights, a West Chicago wholesale distributor, and
one is from Creative Displays. Windy City Lights is a distributor for both S4 Lights and Carpenter
Decorating, wholesalers of decorative lights out of Virginia and North Carolina, respectively. One of the
quotes from Windy City Lights consists of décor made by S4 Lights, quote for $53,026.69, and the other
made by Carpenter Decorating, quote for $47,774.25. While Windy City Lights has worked with both
companies, they have not previously worked with Carpenter Decorating specifically for light pole décor.
Both quotes from Windy City Lights include a discount if an order is placed before the end of March, with a
50% down payment required to lock in the order. Prior to the entire order being completed, we will receive
samples to ensure fit, look, etc. Carpenter Decorating uses metal, which is what our previous light pole
décor is made of, while S4 uses aluminum, a slightly more expensive product but a lighter material.
Creative Displays, a wholesale distributor from New Jersey, came in much higher at $62,345.00.
Although the quotes received were over the $20,000 amount that requires public bidding, staff did not go
out for bid on this project because the City has an existing working relationship with Windy City Lights and
because they are a West Chicago based company.
ACTIONS PROPOSED:
Staff recommends acceptance of the Windy City Lights quote of $53,026.69 using S4 Lights. Although
this is slightly higher than the Windy City Lights quote using Carpenter Decorating, the aluminum material
is lightweight and Windy City has more experience with S4. Aluminum material will allow for less stress
on the poles, as well as easier and quicker installation for the Public Works Department. City Staff does
not recommend using Creative Displays because the bid is much higher, it is not a local company, and
the City has no previous experience working with them. Because of the tight timeline to receive a 10%
discount, staff has already submitted a requisition request for the 50% down payment to Windy City for
the S4 product, assuming this quote is approved.
COMMITTEE RECOMMENDATION:

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Windy City Lights Inc. Invoice
7427
333 Charles Court # 101 OFFICE: | Account# | rep | Date
West Chicago, IL 60185 630-293-3509 P| am | 3/13/2024
Bill To Ship To
CITY of West Chicago CITY of West Chicago
Nicolette Stefan Nicolette Stefan
475 Main Street 475 Main Street
West Chicago, IL 60185 West Chicago, IL 60185
TAX EXEMPT
Customer P.O. WCL-P.O. Ship Via Ship Date Terms DUE Date FOB
WCL-1099 Truck 8/1/2024 50% Down - 50% Delivery 3/31/2024 Oregon-USA
Item Description Qty Each Total
S4WC-SnowCluster | Custom: 44in (inside dia), Aluminum, Snowflake Lamp Cover, 120 Warm 30] 920.34 |27610.20
White C7 Bulbs with 6 Spare Bulbs, Powder Coated White,Collar and
Bands
S4WC-Snowflake | Custom: 44in (inside dia), Aluminum, Snowflake Lamp Cover, 74 x Warm 30} 813.02|24390.60
White C7 Bulbs with 4 Spare Bulbs, Powder Coated White,Collar and
Bands
S4WC-Snowman | Custom: 76in x 41in (not including arms), Aluminum, Snowman Silhouette, 7| 988.25] 6,917.75
120 C7 Bulbs with 9 Spare Bulbs (Purple Hat, Blue Eyes and Mouth, Red
Sash on Hat & Scarf, PURPLE (Arms & Body), Powder Coated White, Side
Pole Mount Includes Faceplate and Bands
SUBTOTAL 58918.55
Discount 10 Discount 10% +10.00% |-5,891.86
Arms will be changed to PURPLE
Check for 50% deposit should arrive before March 31.1 would prefer to
pick it up since we have had
several checks stolen and signature forged.
Remaining 50% will be due just before the product ships out
SHIPPING: Windy City will get 3 quotes for shipping. This will be invoiced
on a separate invoice.
We will need a signed PO from West Chicago before the product gets
ordered.
4
Total $53,026.69
A LATE PAYMENT fee of 1.5% of the unpaid balance will be charged per .
month on any invoice amounts due after 30 days. Payments/Cred its $0.00
Please send payment to: Balance Due $53,026.69
Windy City Lights Inc.
P.O. BOX 577
Thank You for your business
West Chicago, IL 60186-0577 Happy Holidays!
Attn: Anna Calderon / Accounting

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H , 1 100% Women Owned Business
Windy City Lights Inc. since 2006 QUOTE
333 Charles Court #101 _
West Chicago, IL 60185 | Date | Quote
Phone: [aver | |
Fax: 630-293-5303 .
Wénd ty Lights
Jane@windycitylights.com ae dy City LIg www.Windycitylights.com
Bill To: Bisicotetesteton
City of West Chicago City of West Chicago
475 Main Street
West Chicago, IL 60185
P.O. #- Need Date =——srTerms Rep DATE | Special Instructions ie
a
Qty Description — Item # Price Each Total
174 C-7 LED C-7
NEW Snowflake 740 LED
Snowflake 920 120 C-7 LED
$915.00 |
$740.00
$920.00
Less 15% $47,774.25
Subtota |
Shippin
L

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CREATIVE DISPLAYS, INC.
14150 SANTA FE TRAIL DRIVE
LENEXA, KS 66215
Estimate
3/6/2024 6264
Name / Address Ship To
Nicolette Stefan CITY OF WEST CHICAGO
City Of West Chicago NICOLETTE STEFAN
475 Main St 475 MAIN ST
West Chicago, IL 60185-2840 WEST CHICAGO, IL 60185
US
Project E-MAIL
29,400.00T
ALL SALES ARE SUBJECT TO OUR TERMS AND CONDITIONS, WHICH CAN BE
FOUND AT:WWW.CREATIVEDISPLAYS.COM
rs
913-402-9617 913-402-8487 CHRIS@CREATIVEDISPLAYS.COM
MISC. CUSTOM SNOWFLAKE DESIGN PHOTO 1
120 C-7 LIGHTS IN CHOICE OF COLOR
MISC. CUSTOM SNOWFLAKE DESIGN PHOTO 2
74 C-7 LIGHTS IN CHOICE OF COLOR
26,400.00T
MISC. CUSTOM SNOWMAN DESIGN PHOTO 3
105 C-7 LIGHTS IN CHOICE OF COLOR
6,545.00T
SHIPPING (FUT... | (ACTUAL SHIPPING CHARGES TO BE ADDED
WHEN SHIPPED)
0.00T
ESTIMATE NOTE | ALL SALES ORDERS REQUIRE A 50%
NON-REFUNDABLE DEPOSIT WITH THE
REMAINING BALANCE DUE AT THE TIME OF
SHIPPING.
0.00T
THE PURCHASER AGREES TO ALL TERMS AND
CONDITIONS. ALL SALES ARE SUBJECT TO OUR
TERMS AND CONDITIONS, WHICH CAN BE
FOUND AT WWW.CREATIVEDISPLAYS.COM.
Page 1

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[Extraction: OCR (rendered-page OCR)]
CREATIVE DISPLAYS, INC.
14150 SANTA FE TRAIL DRIVE
LENEXA, KS 66215
Estimate
3/6/2024 6264
Name / Address Ship To
Nicolette Stefan CITY OF WEST CHICAGO
City Of West Chicago NICOLETTE STEFAN
475 Main St 475 MAIN ST
West Chicago, IL 60185-2840 WEST CHICAGO, IL 60185
US
RQT NICOLETTE a ae nstefan@westchicago.org
TAX EXEMPT C... | PLEASE EMAIL YOUR TAX EXEMPT CERTIFICATE
FOR OUR RECORDS
ALL SALES ARE SUBJECT TO OUR TERMS AND CONDITIONS, WHICH CAN BE
FOUND AT:WWW.CREATIVEDISPLAYS.COM
913-402-9617 913-402-8487 CHRIS@CREATIVEDISPLAYS.COM
Page 2

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[Extraction: OCR (rendered-page OCR)]
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===== PDF PAGE 58 =====
[Extraction: OCR (rendered-page OCR)]
( 84 Decor
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$4D23032 )
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