City of Blue Springs. Parks and Recreation Department. Request for Proposals Fireworks Display for July 4 th

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1 City of Blue Springs, MO Parks and Recreation Department Request for Proposals Fireworks Display for July 4 th SUBMISSION DATE: Wednesday, January 30, 2019 SUBMISSION TIME: SUBMISSION PLACE: 1:00 PM (Central Daylight Time) City of Blue Springs Attn: Parks and Recreation Fireworks RFP 425 NE Mock Ave. Blue Springs, MO Requests for information regarding this Request should be directed to: Nichole Cogbill City of Blue Springs Parks and Recreation ncogbill@bluespringsgov.com PROPOSALS SHALL BE RECEIVED ON OR BEFORE THE TIME AND DATE SPECIFIED ABOVE. PROPOSALS RECEIVED AFTER SAID TIME AND DATE MAY NOT BE CONSIDERED

2 1. Scope of Work The City of Blue Springs, MO seeks a professional firework display company experienced with performing professional fireworks displays. The selected bidder will provide a firework display on July 4 th, 2019 in Blue Springs, Missouri for a cost not to exceed $17,000. The fireworks display length shall be a minimum of 15 minutes with a preferred length of 20 minutes. The fireworks display shall be a pre-loaded, electronically fired, continuous presentation with no gaps longer than 10 seconds. Any low-level fireworks shall not exceed 5% of the total duration of the display. The finale shall be a minimum of 45 seconds. The successful bidder and shooter must perform the fireworks display safely and in accordance with applicable, Federal, State and Local laws and NFPA 1123 Code of Fireworks Display. The Vendor shall provide necessary safety equipment, and all tools and materials which may be required for the firing of the display. Fire extinguishers of appropriate classification and approved as operational shall be accessible and in plain view from the time the fireworks arrive on site until all fireworks are completely removed from the site. The Vendor will not have access to the City launch site prior to 7:00 A.M. the day before the fireworks display. Contractor will store, contain, remove all debris, materials, tools, equipment and vehicles at the end of each day so that no hazardous or dangerous situations are created within the work location and surrounding area. The shoot location is behind the Blue Springs Freshman Center located at 2103 NW Vesper St., Blue Springs, MO The main viewing area is located to north of the shoot field in the football stadium of Blue Springs High School. A map is below for you to become familiar with the area the display is fired in

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4 If for any reason the weather prohibits the display/show being held on July 4 th, the alternate rain delay show shall be held on July 5 th. While the responses to this RFP must provide the information requested for the July 4 th, 2019 show, a Respondent shall submit with its response an option which may be exercised at the discretion of the City, for up to two additional years (July 4, 2020 and July 4, 2021) to provide the annual July 4 th show. Vendor shall submit a list of the type and number of fireworks proposed to be used as well as all other relevant information concerning the nature and timing of the display to allow the City to evaluate the show/display being proposed and the cost of each such Proposal/show/display. This includes videos if available. The type of information the City is requesting to assist in determining the best proposals is: A) List the number, size and type of firework the vendor will use, for example: i. # of Multi-Shell Barrage Units ii. # of Three-inch (3 ) Color Shells iii. # of Four-inch (4 ) Color Shells iv. # of Six-inch (6 ) Color Shells v. Etc. Note: This is only meant as an example of the type of fireworks and is not meant to be mandatory items. The inclusion or exclusion of any particular firework does not preclude the vendor from making their own proposal. B) Provide a per unit cost of the specified firework. C) The characteristics of each such firework, for example: i. The rising effect ii. Height of firework iii. Colors of fireworks iv. Flight time D) The chronological order of the proposed show. E) Number of shots and types of shells used for finale. F) Video of similar proposed show is preferred but not required

5 2. Proposal requirements Respondents should provide complete and current information for all categories. The response to RFP shall include the following information on the attached forms: a) A fee schedule for the entire show. This fee schedule shall include the number of total shells included in the show as well as a breakdown by the type and size of shell proposed. Additionally, the number, size and types of shells proposed for the finale. A proposed rate for the July 4, 2019 should be included as well as rates for July 4, 2020 and July 4, The City will have the right to extend the contract for two additional years based on the proposed rates provided. 3. Administrative issues a) Firms mailing their responses should allow mail delivery time to ensure timely receipt of their submittal. Post marks will not qualify as evidence of a timely submittal. Faxed copies will not be accepted. Responses received after the deadline will be considered as untimely and non-responsive. All RFP submittals shall become property of the City, will not be returned, and are considered a matter of public record after the contract is awarded. b) This RFP does not and shall not commit the City or any of its agents to enter into any agreement, to pay any costs incurred in the preparation of any response to this RFP, or to procure or contract for any services or supplies. c) The City reserves the right to accept or reject any or all responses to this RFP, to enter into a contractual agreement with any contractor submitting a response to this RFP, to delay and/or cancel in part or in its entirety this RFP if it is in the best interest of the City, in their sole opinion, to do so. d) The City reserves the right to waive any inconsistencies or discrepancies in the RFP if the City determines it is their best interest to do so. The City may reject responses that do not meet the requirements of the RFP in any respect. e) Response to the RFP is entirely voluntary and made with this knowledge. f) Proposer certifies that this proposal had been arrived at independently and has been submitted without collusion designed to limit independent bidding or competition

6 4. General Requirements a) All work shall comply in every respect with the Federal, State and Local Laws, City Regulations, Code Requirements (City, State, or International). b) The selected contractor shall have and keep in effect during the term of this contract, Commercial General Liability Insurance limit of $2,000,000, Business Automobile Liability Insurance limit of $2,000,000 and Workers Compensation Insurance limit as statutory requirements. A copy of insurance certifications shall be submitted to the City naming the City of Blue Springs, MO as additionally insured. c) If there are any questions regarding the work that is to be done, it will be the responsibility of the contractor to contact the designated City representative and request clarifications before proceeding. d) The City reserves the right to terminate the contract with a 30-day written notice. e) By executing a contract with the City, the contractor represents that he has familiarized himself with the local conditions under which the show is to be performed. f) In the event of accidental site damage, it will be the responsibility of the contractor to return the site to its original condition at no cost to the City. g) It will be the responsibility of the contractor to leave the area in a clean state. Contractor must remove all debris generated during the time they are on site to complete the show. h) Contractor is an independent contractor. The contractor is not to be deemed an employee or agent of the City and has no authority to make any binding commitments or obligations on behalf of the City except as expressly provided herein

7 5. Evaluation criteria a) Evaluation criteria to be applied in reviewing the proposals may include but is not limited to: Proposed fee Length of Show Number of Shells / size of shells Length of Finale and number of shots Quality of references 6. Sole Point of contact Contractor questions regarding this RFP should be directed to Nichole Cogbill at ncogbill@bluespringsgov.com or RFP Schedule EVENT / ACTIVITY DATE Distribution of RFP December 19, 2018 Proposals Due January 30, 2019 Evaluation & Review January 30 February 7, 2019 Notify Successful Contractor & Contract Sent for Review February 8, 2019 Recommendation of Award to City Administrator February 11, 2019 Contract Approval February 15, Submittal of RFP All RFP s are to be submitted by January 30, 2019 by 1:00PM to: Blue Springs Parks and Recreation Attn: Nichole Cogbill / RFP Fireworks Display July 4 th 425 NE Mock Ave Blue Springs, MO

8 RFP Fireworks Display July 4 th Vendor Information & Signature Page Vendor Name: Vendor Owner: Years in Business: Vendor Address: Vendor Phone Number: Vendor Number of Employees: Management person is responsible for direct contact with the City of Blue Springs and the services required for this Request for Proposal (RFP) Name: Title: Phone Number: Address: Signature of Authorized Representative Date Print Officer s Name: - 8 -

9 RFP Fireworks Display July 4 th Show Proposal Type of Firework / Description / Show Length / Cost Display Proposed Cost 2019: Lump Sum Date: Company Name: Print Name: Signature: Shell Size Description of Shell Effect If additional space is needed or an attachment of description is provided, please note below. Shell Quantity TOTAL SHELL COUNT - 9 -

10 FINALE INFORMATION Finale Length: Shell Size Description of Shell Effect If additional space is needed or an attachment of description is provided, please note below. Shell Quantity TOTAL SHELL COUNT Additional Years Proposed Rates for Fireworks Show: Display Proposed Cost 2019: Lump Sum Display Proposed Cost 2019: Lump Sum Company Name: Print Name: Signature:

11 RFP Fireworks Display July 4 th References REFERENCES Please list a minimum of two prefer three corporate or municipal customers for whom you have performed shows in the past for. Reference #1 Name of Company: Contact Name: Phone Number: Reference #2 Name of Company: Contact Name: Phone Number: Reference #3 Name of Company: Contact Name: Phone Number:

12 Attachment A SAMPLE CONTRACT