Request for Proposals - Independence Day Celebration Display Request for Bids - Pickup Trucks Request for Proposals for the City of Paducah/McCracken County 911...

REQUEST FOR PROPOSALS Pyrotechnic or Drone Light or Laser Services Annual Independence Day Display Paducah, Kentucky Issue Date: January 28, 2023 Due Date: 2:00pm, February 14, 2023 Contact: Amie Clark, Parks and Recreation Director aclark@paducahky.gov mailto:aclark@paducahky.gov CITY OF PADUCAH, KENTUCKY REQUEST FOR PROPOSALS ANNUAL INDEPENDENCE DAY DISPLAY Invitation The City of Paducah, KY is requesting proposals from experienced, qualified vendors to provide the annual Independence Day Celebration display. This annual event will be held on Tuesday, July 4, 2023. The City of Paducah, KY is accepting proposals of land shoot fireworks, barge shoot fireworks (on the Ohio River), Drone Light Show or Laser Light Shows. The City of Paducah is accepting responses to this Request for Proposals (RFP) from entities that are: a) Licensed/certified to operate in the Commonwealth

of Kentucky; and b) Have licensed pyrotechnic operator or a Licensed FAA 107 pilot or a Licensed Laser Technician in charge of the show and crew and professional staff that is trained and knowledgeable for the safe discharge of show. c) Have a minimum of 5 years’ experience. Entities responding to this RFP must be prepared to undertake, in the most efficient manner, all aspects of planning, preparing, and conducting a patriotic display. Respondents to this RFP will be expected to meet or exceed the minimum qualifications set forth in this RFP. The intent of this RFP is to identify those entities that are qualified and capable of completing the specified services herein on behalf of the City of Paducah. Entities are invited to submit a qualification proposal as described herein by the submission deadline set for 2:00 pm, February 14, 2023. Background The City of Paducah Parks and Recreation Department oversees the annual Independence Day Celebration. Historically, the City hosted a celebration on Paducah’s Riverfront with as many as 10,000 people in attendance, that includes a 20-minute fireworks display using a barge located in the Ohio River. The City of Paducah desires to continue providing a magnificent event for our community and desires to explore options for this celebration to include a fireworks display, a drone light display, or a laser light display. The City of Paducah will not discriminate on the grounds of race, color, national origin, sex, age, or disability when issuing Requests for Proposals. QUALIFICATION PROCESS AND CRITERIA The Selection Committee, comprised of personnel from the City of Paducah Administration Department and Parks & Recreation Department, will review and evaluate the qualifications of the entities that respond to this RFP. This Selection Committee will review all responses to this RFP and will determine qualified entities according to the following evaluation criteria: Firework Proposals- Barge and Land Shoot • The entity must be legally capable of operating within the State of Kentucky. • The entity must have extensive and current experience in pyrotechnic firework displays. • The entity must provide examples of comparable firework displays that came within budget at the time of bid. • The entity must provide no fewer than five references from similar clients. • The entity must be able to provide insurance in accordance with the City’s requirements. • The entity will be required to obtain a Paducah Business License to perform the work and the business license will need to be kept current throughout the duration of the contract. Drone Light Show Proposals • The entity must be legally capable of operating within the State of Kentucky. • The entity must have extensive and current experience in Drone Light Show displays. • The entity must provide examples of comparable Drone Light Show displays at the time of bid. • The entity must provide no fewer than five references from similar clients. • The entity must be able to provide insurance in accordance with the City’s requirements. • The entity will be required to obtain a Paducah Business License to perform the work and the business license will need to be kept current throughout the duration of the contract. Laser Light Show Proposals • The entity must be legally capable of operating within the State of Kentucky. • The entity must have extensive and current experience in Laser Light Show displays. • The entity must provide examples of comparable Laser Light Show displays at the time of bid. • The entity must provide no fewer than five references from similar clients. • The entity must be able to provide insurance in accordance with the City’s requirements. • The entity will be required to obtain a Paducah Business License to perform the work and the business license will need to be kept current throughout the duration of the contract. The City of Paducah reserves the right to accept or reject any or all proposals. All proposals become the property of the City of Paducah. The City of Paducah has the right to waive any irregularities in the Request for Proposals process. The City of Paducah reserves the right, at its sole discretion, to terminate this process at any time or reject any or all proposals without penalty prior to the execution of an agreement with the selected entity. Any agreement resulting from this process shall be done so as deemed in the best interests of the City. The City has a variety of ordinances and policies which may or may not apply to a subsequent agreement including, but not limited to background checks of employees, licensing requirements, and others. Application of these requirements will be determined based on the structure of any subsequent agreement. Selection: The selection committee will determine the preferred entity based upon the criteria referred to herein. Contract Negotiation: Contract negotiations with the preferred entity will begin soon after the completion of the selection process. The finalists not selected will be placed on standby pending the successful completion of contract negotiations and ratification of the contract by all parties. Recommendation: The selection committee will recommend the selected entity to the Board of Commissioners after the completion of the contract negotiations. Approval: The City of Paducah Board of Commissioners will be required to approve the contract prior to ratification by the City. Scope of Services The 2023 Independence Day Celebration display will have a start time of approximately 9:15 pm (dark). The contract award will be for July 4, 2023, with a rain date of July 5, 2023, and will include one (1) two (2) year renewal option upon agreement from both parties. The location of the display is still to be determined due to construction projects along the City’s riverfront. Firework Display- Barge Shoot The City of Paducah’s Independence Day Celebration may have an Ohio River shoot, with the main viewing potential from the Riverfront Plaza and Wilson Stage. It is the responsibility of all bidders to check the launch site for safety concerns. The firework display shall be approximately twenty (20) minutes in duration without delays for approximately 10,000 spectators. The City of Paducah will provide a barge, buffer barge and tow boat for the shoot from the Ohio River. The proposal must include detailed costs, including soft costs, as well as specifics for the display to perform the following scope of services: 1. Pyrotechnic operator in charge of the show and crew and professional staff that is trained and knowledgeable for the safe discharge of show. 2. All required equipment, travel, lodging, and set-up/take down. 3. All required insurance, including what will be needed to operate on a barge. 4. All fees associated with the fire inspection fee including but not limited to the Permit Application for Supervised Public Display of Fireworks. 5. Twenty (20) minute firework display from opening barrage to final barrage, which consists of a variety of shell types and sizes. Proposal will include description and length of finale. 6. Firework Display shall be set to music, which the City of Paducah will approve prior to the show. 7. Rain out policy (cost to City) for show to be held on July 5 and policy (cost to City) if show cannot be performed on July 5 due to inclement weather. Determination of rain out to be made through joint decision by City and Shooter. 8. Description of show’s sequence (display content); including length of each sequence (typical size of shell pattern), mix of colors and breaking pattern of shells, etc., description of special effects or special shells to be used. Firework Display- Land Shoot The City of Paducah’s Independence Day Celebration may have a land shoot, with the main viewing potential from the public to be from a distance of 2500 feet or more. It is the responsibility of all bidders to inform the City of any safety concerns. The firework display shall be approximately twenty (20) minutes in duration without delays for 10,000 spectators. The location of the land shoot will be determined by the City of Paducah. Bidders should list any requirements of a land shoot. The proposal must include detailed costs, including soft costs, as well as specifics for the display to perform the following scope of services: 1. Pyrotechnic operator in charge of the show and crew and professional staff that is trained and knowledgeable for the safe discharge of show. 2. All required equipment, travel, lodging, and set-up/take down. 3. All required insurance costs. 4. All fees associated with the fire inspection fee including but not limited to the Permit Application for Supervised Public Display of Fireworks. 5. Twenty (20) minute firework display from opening barrage to final barrage, which consists of a variety of shell types and sizes. Proposal will include description and length of finale. 6. Firework Display shall be set to music, which the City of Paducah will approve prior to the show. 7. Rain out policy (cost to City) for show to be held on July 5 and policy (cost to City) if show cannot be performed on July 5 due to inclement weather. Determination of rain out to be made through joint decision by City and Shooter. 8. Description of show’s sequence (display content); including length of each sequence (typical size of shell pattern), mix of colors and breaking pattern of shells, etc., description of special effects or special shells to be used. Drone Light Show The City of Paducah’s Independence Day Celebration may have a drone light show. The Drone Light Show would be done outdoors. It is the responsibility of all bidders to inform the City of any safety concerns. The drone light display shall be approximately twenty (20) minutes in duration without delays for approximately 10,000 spectators. The location of the drone light show may be on the Paducah Riverfront, and will be determined by the City of Paducah. Bidders should list any requirements of a drone light show. The Contractor will comply with all Federal Aviation Administration regulations for all outdoor displays. The proposal must include detailed costs, including soft costs, as well as specifics for the display to perform the following scope of services: 1. Drone Light Technician in charge of the show and crew and professional staff that is trained and knowledgeable for the safe discharge of show. 2. All required equipment, travel, lodging, and set-up, test, operate and dismantle costs. 3. All required insurance costs. 4. Costs associated with a minimum of a twenty (20) minute family friendly patriotic themed drone light show. 5. Drone Light Show shall be set to music, which the City of Paducah will approve prior to the show. 6. Rain out policy (cost to City) for show to be held on July 5 and policy (cost to City) if show cannot be performed on July 5 due to inclement weather. Determination of rain out to be made through joint decision by City and Drone Light Show Technician. 7. Description of show’s sequence (display content); description of special effects to be used. Laser Light Show The City of Paducah’s Independence Day Celebration may have a laser light show. The Laser Light Show would be done outdoors. It is the responsibility of all bidders to inform the City of any safety concerns. The laser light display shall be approximately twenty (20) minutes in duration without delays for approximately 10,000 spectators. The location of the laser light show may be on Paducah’s riverfront, and will be determined by the City of Paducah. Bidders should list any requirements for a laser light show. The Contractor is required to and shall comply with all Center for Devices and Radiological Health safety regulations, as well as all federal, state, local and municipal radiological health safety regulations controlling the operation of laser light shows. The Contractor will also comply with all Federal Aviation Administration regulations for all outdoor displays. The proposal must include detailed costs, including soft costs, as well as specifics for the display to perform the following scope of services: 8. Laser Light Technician in charge of the show and crew and professional staff that is trained and knowledgeable for the safe discharge of show. 9. All required equipment, travel and set-up, test, operate and dismantle costs. 10. All required insurance costs. 11. Costs associated with a minimum of a twenty (20) minute family friendly patriotic themed laser light show. 12. Laser Light Show shall be set to music, which the City of Paducah will approve prior to the show. 13. Rain out policy (cost to City) for show to be held on July 5 and policy (cost to City) if show cannot be performed on July 5 due to inclement weather. Determination of rain out to be made through joint decision by City and Laser Light Technician. 14. Description of show’s sequence (display content); description of special effects to be used. 15. Specific AMP requirements. Time Line: 1. RFP Issued This RFP is officially issued on January 28, 2023 2. Qualification Proposals Due Proposals must be submitted by 2:00 pm, February 14, 2023. Late proposals will not be accepted. Please mail or hand deliver 3 hardcopies of your proposal to: City of Paducah Attn: Amie Clark, Parks and Recreation Department RFP: Independence Day Celebration 300 S. 5th Street Paducah, Kentucky 42003 3. Proposal Review and Selection Proposals will be reviewed and scored using Rubric attached. Lowest, most responsive, evaluated proposal will be recommended to Board of Commissioners for Project Award. 4. Board of Commissioners Project Award The Proposal will be considered for approval by the Board of Commissioners on Tuesday, February 28, 2023. Content of Proposal At a minimum, the following information should be included in the response to this RFP. This outline is not all- inclusive, and respondents can provide additional information as deemed appropriate. To insure a uniform review process and to obtain the maximum degree of comparability, the submissions in response to this RFP must be organized in the following manner: A. General Information 1) Provide a transmittal letter that specifically states the respondent’s understanding of the work to be accomplished and briefly outlines the respondent’s strengths in providing the required services. The letter should also state that the respondent meets or exceeds the minimum qualification criteria outlined previously. The letter should also clearly express any specific competitive advantage the responding entity brings to the project. This letter should be signed by an authorized corporate officer for each entity included as a team proposal. Provide confirmation that the respondent is authorized to make the proposal. 2) Include the name of respondent’s entity/entity, address, telephone number, name of contact person, and the title of the RFP. 3) Provide a description of the proposing entity’s current legal status (i.e. Corporation, Partnership, Sole Proprietor, Joint Venture, etc.) 4) Provide the proposing entity’s current Federal Identification Numbers. B. Entity Background and Qualifications 1) Provide a profile of the responding organization and describe its legal structure, principal officers, and organizational structure. The respondent must identify and distinguish between its own experience and qualifications and that of any parent entity, predecessor and/or wholly-owned or partially-owned subsidiary of the respondent. If the respondent is a newly formed entity comprised of multiple individuals or entities that is compiling projects from prior experience, respondent must state this clearly. 2) Provide a copy of any organization profile, sales brochure, or other documentary information pertaining to the organization. 3) Provide resumes of key personnel and principals of the organization. To include the name and contact information for the primary associate that will be tasked with the completion of the scope of services described herein. 4) Provide the year and month when the respondent’s entity was formed. 5) Provide the entity’s experience in designing, overseeing, and implementing fireworks displays from barge over water, and/or land shoots, drone light shows, or laser light shows of similar projects, stating the names, dates of completion and locations, a brief description of such projects, the cost of such projects, and whether there were any cost or completion date overruns for such projects. In addition to this, please provide a digital sample of previous displays (fireworks, drone light, and/or laser light shows) that are of a similar magnitude of the one proposed. 6) Provide the entity’s past experience with the City of Paducah or McCracken County (if applicable). C. Compensation Proposal The respondent shall provide a detailed proposed cost for the provision of the scope of services defined herein for the City’s consideration. Compliance with Laws The selected consultant agrees to be bound by all Federal, State, and Local laws, regulations, and directives as they pertain to the performance of the agreed upon contract. Duration of Proposals All proposals must be valid for a minimum of 90 days after proposal opening, Proposal Costs Proposers responding to this RFP do so solely at their own expense, and the City is not responsible for any Proposer’s expense associated with responding to this RFP. Return of Proposals All proposals become the property of the City and will not be returned to the entity. Once received and opened, the contents of the proposal will be placed in the public domain and be open to public disclosure pursuant to state law.