City of Coatesville - 1 City Hall Place - Coatesville, Pennsylvania 19320 Phone: 610.384.0300 Fax: 610.384.3612 City of Coatesville Request for Proposals (RFP) FIREWORKS DISPLAY SERVICES The City of Coatesville is seeking proposals from qualified firms for the provision of the City s annual fireworks display on Saturday, July 9, 2016. Based on the responses to the RFP, it is the intent of the City of Coatesville to enter into a general services contract agreement with the selected Vendor. Proposals must be submitted in written format. Proposers must submit two written (2) copies of proposal including attachments to: Mike Trio, City Manager City of Coatesville 1 City Hall Place Coatesville, PA 19320 Proposals must be received no later than 12:00 p.m. EDT Tuesday, April 18, 2016. RFP responses received after the above date and time, or in any location other than specified, will not be considered. The City of Coatesville reserves the right to reject any or all proposals and to waive technicalities and informalities. Page 1 of 8
City of Coatesville Request for Proposals (RFP) FIREWORKS DISPLAY SERVICES The City of Coatesville ( City ) is seeking proposals from qualified firms for the provision of the City s annual fireworks display on Saturday, July 9, 2016. Section I: Fireworks Displays Specifications A. General Event Information 1. Date and Time: Saturday, July 9, 2016 at 9:00 p.m. 2. Inclement Weather Date: To be determined by mutual agreement of the City of Coatesville and Contractor, as necessary. 3. Location: Coatesville, Pennsylvania 19320 B. Specifications for Fireworks Displays 1. Duration and Timing of Display: The Contractor shall provide, at a minimum, a 20 minute, continuous aerial fireworks display at the designated location with no delays between firing (or noticeable black sky ). The display shall commence promptly at 9:00 p.m. In the event of inclement weather, the City, in consultation with the Contractor and City of Coatesville Fire Chief shall have the final decision on whether the display will be postponed, halted or altered due to unsafe conditions that could endanger the safety of the spectators, operators and/or crew members provided by Contractor. In the event the City postpones the display and provided a minimum of 48 hour written notice, no financial penalty shall be incurred to reschedule the date. 2. Budget: The show shall be based on a budget not to exceed $16,000. 3. Aerial Displays Only: Due to the nature of the discharge location, and to accommodate multiple viewing locations, the fireworks display must be entirely aerial; ground displays are not to be provided. The size of aerial shells should be such that the display reaches an altitude that can be easily seen above the tree canopy and nearby building obstructions. The fireworks shall be electronically fired. Page 2 of 8
4. Music: To entertain the large number of spectators at the launching site, the City will play music via loudspeaker at the viewing site. The fireworks display is to be coordinated and synchronized with the music soundtrack. 5. Provision of Labor and Equipment by Contractor: The Contractor shall furnish all labor, equipment, supplies, personnel and supervision to provide the fireworks display. The Contractor shall provide a crew of experienced pyrotechnic operators to deliver, set up and execute the display, and remove all equipment after the display is finished. The Contractor shall not allow any employee to perform work who is intoxicated or under the influence of a controlled substance. 6. Cleanup of Shooting Area: The Contractor must clean up the shooting area after the fireworks display to the satisfaction of the City. Specifically, and without limitation of the foregoing, the Contractor must remove and properly dispose of all unfired and/or unexploded material. A Contractor representative, along with representatives from the City, will be required to visually inspect the shooting area at the conclusion of the fireworks display to determine that the Contractor has satisfactorily cleaned the area. 7. Compliance with National Standards: The Contractor shall conduct the fireworks display in accordance with National Fire Protection Association standards and guidelines for safety. 8. Compliance with Laws: The Contractor shall be required to obtain, at the Contractor s expense, all permits, give all necessary notices, pay all license fees, and comply with all local, state, and federal rules and regulations, ordinance and statutes that apply, including without limitation, Code of the City of Coatesville, Chapter 112. The Contractor assumes complete and sole liability for all federal, state and local taxes that are applicable. Section II: Qualifications A. Pyrotechnic Operator s License The Contractor shall present to the City evidence that all persons involved in the provision of fireworks display are properly licensed pursuant to Pennsylvania Statute and any other applicable laws. B. Insurance The Contractor shall provide proper insurance protection for the benefit of spectators, which shall take effect upon arrival of Contractor s personnel at the site of the displays, and is to remain in effect during and after the display, or until the residuals from the Page 3 of 8
fireworks program are removed from the site. The limit of liability shall cover bodily injury and property damage and shall be in minimum amounts of $1,000,000 for personal injury and $1,000,000 for property damage. The City of Coatesville shall be named as additional insured party on all required policies of insurance. The Contractor shall provide a certificate of insurance evidencing compliance with this Subsection not less than 30 days prior to performance of fireworks display. C. Indemnification The Contractor, at its own expense and without exception, shall indemnify, defend and pay all damages, costs, expenses, including attorney fees, and otherwise hold harmless the City of Coatesville and its officials, administrators, employees, agents, representatives, volunteers and sponsors, from any liability of any nature or kind in regard to the delivery of services. The Contractor shall secure and maintain general liability insurance to protect from claims under Workers Compensation Acts and from claims for bodily injury, death, or property damage which may arise from the performance of services under the contract. Section III: Content of Proposals Each proposal submitted to the City shall include, without limitation, the following information: A. Description of the Firm Describe your firm s structure, areas of expertise, time in business, number of employees and provide any other information that would help characterize your firm. B. Content of Proposed Displays 1. Provide a written and pictorial description, as appropriate, of the proposed fireworks display to be provided to the City. 2. Provide number, type and size of proposed shells for each show segment (Opening Barrage, Main Body, Pre-Finale, and Grand Finale). Note: Shells must have different functions, patterns of break, colors and sizes; and must not be larger than 5 inches. 3. Provide the length of the proposed show. Page 4 of 8
C. Timeline Proposals must include a timeline for preparing the pre-event staging area. D. Identification of Operators and Crew Members Proposals must include a complete list of the on-site manager(s), display operators and crew members and a listing of licenses, other credentials and years of experience. Proposals must also indicate compliance with the licensing obligation set forth in Section 11.A of this RFP. E. Proposed Fees State the proposed fees for the provision of the fireworks display, along with payment terms. Include details of any discounts or incentives for advance or early deposit. BE ADVISED that the City does not intend to pay more than $16,000, which is the maximum budgeted amount. Proposers may show a total value that exceeds this amount, but the total amount paid by the City shall not exceed the budgeted amount. The City is exempt from all Federal and State tax; proposals must quote prices which do not include such tax. F. References All Proposals must include a completed copy of the enclosed reference sheet. Section IV: Evaluation of Proposals and Selection Process A review of committee will review and rank (based on a total of 100 points) in order all responses to the RFP based primarily, but not exclusively, on the following factors: 1. Responsiveness to the RFP and compliance with RFP requirements (15 points) 2. Evaluation of the list of personnel specifically assigned to the proposed project, including their qualifications, overall experience and recent experience on projects of similar scope to the proposed project (15 points) 3. Experience and Performance Review of past performance on projects of similar scope and complexity as the proposed project; evaluation of references (50 points) Page 5 of 8
3. Experience and Performance Review of past performance on projects of similar scope and complexity as the proposed project; evaluation of references (50 points) 4. Availability of the firm, and the staffing to be assigned to undertake the project (10 points) 5. Proposed fees (10 points) The City reserves the right to make clarifications, corrections, or changes in this Request for Proposals at any time prior to the time proposals are reviewed. All proposers or prospective proposers who notify mtrio@coatesville.org prior to the due date for proposals will be informed of said clarifications, corrections, or changes. Proposals submitted are offers only, and the decision to accept or reject is a function of quality, reliability, capability, reputation, and expertise of the firms submitting proposals. Issuance of this RFP does not obligate the City to pay any costs incurred by a respondent in its submission of a proposal or making any necessary studies of designs for the preparation of that proposal, or for procuring or contracting for the services to be furnished under this RFP. A proposer may withdraw its proposal, either personally or by written request, at any time prior to the scheduled deadline for submittals. No proposal shall be withdrawn for 30 days after the date set for reviewing proposals. Proposals shall be subject to acceptance during this period. The City reserves the right to accept the proposal that is, in its judgment, the best and most favorable to the interests of the City and to the public; to reject the low price proposal; to accept any item of any proposal; and to waive irregularities and informalities in any proposal submitted or in the request for proposal process; provided, however, that the waiver of any prior defect or informality shall not be considered a waiver of any future or similar defect or informality. Firms should not rely upon, or anticipate, such waivers in submitting their proposal. This RFP will serve as an addendum to any contract issued by the Contractor selected and will serve as City specifications, expectations and a quality control for delivery of services. Section V: Submittal Procedures A. Questions and Clarifications All questions regarding this proposal must be directed in writing to Mike Trio, City Manager. Questions will be accepted until 12:00 p.m. EDT on Friday, April 1, 2016. All questions and responses will be compiled and submitted to all known potential respondents electronically in one general response memorandum by Friday, April 8, 2018. Page 6 of 8
B. RFP Submittals Proposals must be submitted in written format. Proposers must submit two written (2) copies of proposal including any attachments to: Mike Trio, City Manager City of Coatesville 1 City Hall Place Coatesville, PA 19320 All proposals must be signed by a representative who is authorized to contractually bind the Proposer. Proposal must be received by U.S. mail, other carrier, or hand delivery not later than 12:00 p.m. EDT, Monday, April 18, 2016. RFP responses received after the above date and time, or in any location other than specified, will not be considered. Section VI: Anticipated Project Timeline* RFP Released March 18, 2016 Due date for RFP Questions April 1, 2016 @ 12:00 p.m. Responses Provided to RFP Questions April 8, 2016 RFP Due Date April 18, 2016 @ 12:00 p.m. Selection of Proposal April 25, 2016 *All times are Eastern Daylight Time (EDT) Section VII: Addendum to Contract This RFP document will serve as an addendum to any contract issued to the selected Contractor and will serve as City specifications, expectations and a quality control for delivery of services. Page 7 of 8
City of Coatesville - 1 City Hall Place - Coatesville, Pennsylvania 19320 Phone: 610.384.0300 Fax: 610.384.3612 Request for Proposals Reference Sheet July 9, 2016, Fireworks Display Services Fireworks Company Name: Contact Person: Mailing Address: City, State, Zip: Telephone Number: ( ) Fax Number: ( ) REFERENCES Organization #1: Contact Person: Mailing Address: City, State, Zip: Telephone Number: ( ) Fax Number: ( ) Length of Association: Organization #2: Contact Person: Mailing Address: City, State, Zip: Telephone Number: ( ) Fax Number: ( ) Length of Association: Organization #3: Contact Person: Mailing Address: City, State, Zip: Telephone Number: ( ) Fax Number: ( ) Length of Association: Page 8 of 8