Bid Title: Spark!Fishers Fireworks
Category: Parks
Status: Closed

Description:

1.  STATEMENT OF INTENT

The City of Fishers, Hamilton County, Indiana solicits proposals from qualified firms to produce the City’s annual fireworks display on Saturday, June 30, 2018 at a to be determined, mutually agreed upon location as part of Spark!Fishers. Proposals shall include multiple recommendations where the fireworks launch may take place. Based on the responses to the RFP, it is the intent of the City of Fishers to enter into a professional services agreement with the selected Vendor.

The selected Entity shall have an Agreement with the City of Fishers to design and furnish an aerial firework display. The aerial show and production shall include all labor, equipment, materials, and other miscellaneous items necessary to provide a first-class aerial firework display for a city of approximately 89,000 people. The selected Entity agrees all services to be performed shall follow all local and state laws and regulations, including using licensed pyrotechnics for the aerial display, providing sufficient personnel at fireworks discharge site to ensure a display that is safe to the public, and obtaining all necessary licenses and permits.

All proposals should be delivered to the City of Fishers Parks & Recreation Department at 11565 Brooks School Road, Fishers IN 46037 and emailed to . Proposal must be delivered no later than 10:00 AM EST on February 12, 2018. The City of Fishers Parks & Recreation Department will consider all proposals submitted which meet or exceed the specifications set forth herein. Further, it is the intent of the City of Fishers to not preclude any contractor the opportunity to proposal by reason of these specifications. If the City receives a satisfactory proposal, it shall award a contract to the lowest, most responsive and responsible offeror. The City may reject all proposals.

2.  SOLICITATION

Proposals for the goods and/or services described in the Statement of Intent must be submitted with one hard copy and one electronic copy to the following contact no later than the indicated time and date:

CONTACT NAME: Jordan Patterson, Special Events Manager

ADDRESS: 11565 Brooks School Road, Fishers IN, 46037

TIME: 10:00 AM

DATE: February 12, 2018

EMAIL:

The City reserves the right to reject any and all proposals at its absolute discretion. All Offers are subject to the laws of the State of Indiana.

3.  PROJECT DESCRIPTION


Over the course of June 30 – July 1, 2018 the City of Fishers will be hosting a weekend-long festival, Spark!Fishers, celebrating Independence Day with the best of Fishers food, entertainment, and community. Spark!Fishers is an all-ages friendly event intended to celebrate the history and future of Fishers in a fun, interactive way. In addition to music and family activities, the City of Fishers will be sponsoring an aerial firework display to take place the evening of Saturday June 30th, 2018 at a to be determined, mutually agreed upon location in Fishers.

The City of Fishers formally solicits proposals from qualified firms to produce the City’s annual fireworks display as part of Spark!Fishers.


4.  SCOPE OF PROPOSAL

  • Location, Duration and Timing of Display: 
    • Proposals shall include recommendations on multiple launch locations.
    • The selected Entity shall provide, at a minimum, a twenty-five (25) minute continuous aerial firework display at the designated location with no delays between firing. In the event of inclement weather, the City, in consultation with the Entity and City of Fishers Fire Department personnel shall have the final decision on whether the display will be postponed, halted or altered due to unsafe conditions that could endanger the life, property and the safety of the spectators, operators and/or crew members provided by the Entity.
  • Shell Count:
    • Entity shall include in its proposal a complete list describing all of the shell types offered and include quantity, item/description, and size of the shell or effect. Entity shall offer a variety of shell types.
  • Fees:
    • All proposals shall contain an itemized listing of fees associated with the firework display. The fee schedule shall also include a credit calculation describing how the Entity shall handle a credit to the contract price for unexploded, unused or misfired shells, as well as a cancelation policy indicating fixed fees in the event of a cancelation.
  • Sponsorships:
    • The City of Fishers may, at its sole discretion, solicit sponsorships and donations for the event.
    • Proposer understands it shall have no right to any monies collected by the City of Fishers via sponsorships and donations.
  • Firing Systems:
    • The proposal shall describe the firing system and equipment to be used during the aerial firework display.
  • Rain Make-Up Date:
    • In case of inclement weather, the firework display shall be rescheduled to Sunday, July 1, 2018.
  • Public Safety:
    • The City of Fishers, as a sponsor of the event, will provide in-kind services for required City of Fishers Police and Fire Services related to the fire work display.
  • Music:
    • The Entity shall provide music to entertain the large number of spectators at the launching site. The fireworks display is to be coordinated and synchronized with the music soundtrack. Any public broadcast of music must be pursuant to the proper permission and licensing.
  • Firework Testing & Viewing Spot Development
    • Proposer and City of Fishers representatives shall meet to determine a mutually agreed upon date to hold a firework display test. The purpose of this test is to launch a sample of fireworks to establish a list of viewing spots along 116th Street and in the surrounding Nickel Plate District area where the fireworks will be visible to spectators during the full firework launch on June 30, 2018.
  • Provision of Labor and Equipment by Contractor:
    • The Entity shall furnish all labor, equipment, supplies, personnel and supervision to provide the fireworks display. The Entity shall provide a crew of experienced licensed pyrotechnic operators to deliver, set up and execute the display, and remove all equipment after the display is finished. The Entity shall not allow any employee to perform work who is intoxicated or under the influence of alcohol or controlled substance(s).
  • Cleanup of Demonstration Area:
    • The Entity must clean up the demonstration area after the fireworks display to the satisfaction of the City of Fishers. Specifically, and without limitation of the foregoing, the Entity must remove and properly dispose of all unfired and/or unexploded material. A representative(s) of the Entity, along with representatives from the City of Fishers, will be required to visually inspect the shooting area at the conclusion of the fireworks display to determine that the Entity has satisfactorily cleaned the area. The Entity will be required to arrange for the inspection of and clean-up of the display area, general admission viewing area, and parking lots on February 12, 2018 during daylight hours.
  • Compliance with National Standards:
    • The Entity shall conduct the fireworks display in accordance with National Fire Protection Association standards and guidelines for safety.
  • Compliance with Laws:
    • The Entity shall be required to obtain, at the Entity’s expense, all permits, give all necessary notices, pay all license fees, and comply with all local, state, and federal rules and regulations, ordinances and statutes that shall apply.
  • References:
    • Proposer must provide a minimum of five (5) references of current or recently completed projects containing the name and telephone numbers of contact persons, including at least one customer similar in size and complexity as the City of Fishers.

5.  TERMS OF AGREEMENT

The City of Fishers solicits proposals to produce the aerial firework display at the 2018 Spark!Fishers on June 30, 2018. Proposals are due by February 12, 2018 at 10:00 AM at the Fishers Parks & Recreation Department Offices located at 11565 Brooks School Road, Fishers, IN 46037. Proposals will be publicly opened and read aloud at the proposal due date and time, and a contract shall be awarded to the lowest, most responsive and responsible bidder. Awarding of the contract is subject to approval by the City’s Board of Public Works and Safety. Upon approval, the City and Contractor shall enter into a mutually agreed upon services agreement.

6.  PROPOSAL SUBMITTAL INSTRUCTIONS

All proposals should be delivered to the City of Fishers Parks & Recreation Department at 11565 Brooks School Road, Fishers IN 46037 and emailed to . Proposal must be delivered no later than 10:00 AM EST on February 12, 2018. Interested Proposers must submit both a hard copy and electronic copy before the deadline.

7.  SELECTION CRITERIA

The selection, negotiation and award of an agreement for the Spark!Fishers Firework Display shall be based upon information and data provided by the Proposers in response to the formal RFP. The Owner shall award a contract to the Proposer that presents the best proposal incorporating all elements outlined by the Scope of Proposal requirements.

8.  AWARD NOTIFICATION

All proposals will be evaluated on the basis of many factors including, but not limited to, price, features, and options as equipped or proposed, productivity, service availability, past performance, customer relations, and other factors deemed pertinent by the City of Fishers.  The successful vendor will be notified no later than 2 days following the February 12 proposal opening and reading.  The vendor understands that this notification is only a conditional approval, subject to final determination of the City’s Board of Public Works and Safety.

Timeline:

January 29, 2018 – RFP Issued

February 12, 2018 – Proposals Due by 10:00AM; City Reviews Proposals and Selects Winner

February 14, 2018 – Winning Proposal Owner Notified (pending Board of Public Works Approval)

February 26, 2018 – Board of Works Proposal Approval

February 17, 2018 -  City Enters Professional Services Agreement with Selected Vendor


9.
 CONTACT INFORMATION

Please forward questions and/or completed proposals to:

Jordan Patterson, Special Events Manager
Fishers Parks & Recreation Department

317-595-3449

Publication Date/Time:
1/31/2017 12:00 a.m.
Closing Date/Time:
2/12/2018 10:00 a.m.
Related Documents:

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