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Bid Title: REQUEST FOR PROPOSALS: PYROTECHNIC DESIGN & PRODUCTION SERVICES
Category: Professional Services
Status: Closed

Description:
REQUEST FOR PROPOSALS
PYROTECHNIC DESIGN & PRODUCTION SERVICES

INTRODUCTION:
The Town of Avon, Colorado, invites all qualified businesses to submit a proposal to design and produce the Town’s pyrotechnic display as the key feature of the 34th annual “Salute to the USA” special event, taking place on the evening of Friday, July 3, 2020.

DEADLINE & QUESTIONS:
Proposals are due no later than February 10, 2020, at 5:00 p.m. MST. Late submittals will not be accepted. Please submit one (1) hard copy and one digital copy in PDF format to:
Danita Dempsey, CASE Manager
Town of Avon
P.O. Box 975
One Lake Street
Avon, Colorado 81620
970-748-4065

Questions must be submitted at least three (3) business days prior to the submission deadline. Responses to questions submitted before the deadline will be posted on the Town’s website. Interested parties should register for updates to receive proper notification.

GENERAL BACKGROUND:
The pyrotechnic “fireworks” show during the Town of Avon’s signature event, Salute to the USA (Salute), is the pinnacle of the 33-year event. The display is touted as one of the best in the State of Colorado. The event is held at 48-acre Harry A. Nottingham Park & Lake and hosts over 22,000 people, 30+ food vendors, alcohol sales and performance artists between the hours of 5:00 p.m. and approximately 10:30 p.m. The 22-23 minute fireworks display starts at 9:45 p.m. and is shot over 15-acre Nottingham Lake located on the west end of the event venue. (See attached Exhibit A)

THE PRODUCTION: SCOPE, TIMING & SITE
1. The pyrotechnic production (hereinafter referred to as the Production), shall include a combination aerial shells and low-level multi-shot barrages/cakes effects, featuring an ending Avon Grand Finale. The shells shall provide firings with simultaneous and varying heights of explosion. The Production shall be 22 to 23 minutes in length.
2. A special “one-of-a-kind” music arrangement produced by proposer, which accompanies the Production, is expected. The music will be designed and choreographed to match the Production, in beat and style. The CASE Manager will approve the music and Production once designed. A majority of the music must have a patriotic theme, but a variety of artists is expected.
3. The Production’s music will be simulcast by local radio sponsor, KZYR 97.7, allowing spectators to see the explosions from outside of the venue, and still listen to the accompanying music. The proposer will arrange for and coordinate the necessary equipment, software, hardware, staff and expertise to facilitate, test and execute the music in the venue and through the simulcast.
4. The fireworks launch of the Production will begin sharply at 9:45 p.m. MST.
5. The fireworks set-up and launch site is Nottingham Park on the west shore/dam of Nottingham Lake.

PRODUCER REQUIREMENTS:
1. Attend the site visit scheduled for Monday, February 17, 2020 at 2:00 p.m. at the Town of Avon offices located at One Mikaela Way, Avon, CO. An initial introduction will be held in Town offices after which we will walk to the discharge site followed by an opportunity for questions. Please prepare appropriately for potentially snowy weather. If all proposers are unable to attend the scheduled site visit on February 17th, a phone conference will be arranged for the same date and time.
2. Procure all permits, clearances and other documentation regarding the pyrotechnics, whether federal, state or municipal and all associated fees.
3. Certified pyrotechnic operators with photo credentials.
4. Collaborate with the Eagle River Fire Protection District regarding safe delivery and storage of fireworks product pre- and post-event and venue and set-up inspection.
5. Provide explanation of method used to secure fireworks racks, bundles or other forms of fireworks tube containment to ensure to the maximum extent possible a predictable trajectory; and, supporting imagery.
6. Provide a $5,000,000 fireworks liability insurance coverage, naming all necessary additional insureds on the insurance certificate.
7. Provide proof of Worker’s Compensation coverage on their technicians and/or crew.
8. Copies of current permit/licenses to conduct business in the State of Colorado.
9. Business License to conduct business in the Town of Avon.
10. All air-travel, hotel, food, ground transportation is provided by proposer.
11. In person attendance a minimum of one (1) pre-event planning meeting between the month(s) of May and June 2020.

PROPOSAL CONTENT:
An interested business shall submit a proposal that clearly demonstrates the ability to provide the services as outlined in this Request for Proposals. The following information shall be organized in the order listed below to facilitate fair and equal evaluation of the responses.

1. COVER LETTER
a. A cover letter explaining the business’s interest in the project, including the name, address and phone number of the person who will serve as the principal contact with the Town.
b. Included in the cover letter, a statement that the proposer has reviewed the Professional Services Agreement, attached as Exhibit B, which is expected to serve as the contract for the Production; and that the proposer has reviewed this RFP in its entirety and can meet and adhere to all elements contained within, including the Producer Requirements stated above.

2. DISPLAY NARRATIVE
a. A descriptive narrative explaining proposed Production and the uniqueness of the pyrotechnic products must be included.
b. Proposers are encouraged to include photos, videos or other visual elements to support the uniqueness of display being proposed.

3. PRODUCT INFORMATION
a. Detailed information regarding the quantity, types, size(s), explosives classification and product names of pyrotechnic products proposed for the Production, including the manufacturer’s name of products and/or country of origin of each product(s).

4. PRODUCTION DETAILS
a. All equipment, software, hardware, staff and expertise to facilitate, test and execute the electronically fired Production.
b. All equipment, software, hardware, staff and expertise to test and simulcast the pre-programmed music and choreographed fireworks display in the event venue, over the local radio sponsor station and without any time delays.
c. Description of how Production is set up to reduce to the greatest extent possible a misfire of any type.
d. Operations plan to include security and logistical requirements, timetable and crew of certified pyrotechnic operators to handle equipment and product during load-in, firing, load-out and post-event sweep of the fireworks.
e. Operations response plan should a misfire occur.

5. COMPANY HISTORY, EXPERIENCE & LICENSE
a. Company history and experience with a minimum of three (3) similar types of fireworks shows of the same caliber of the proposed show
b. Provide at least two (2) references for above referenced shows including the name of the organization, and name and telephone number of the responsible contact person
c. Summarized resumes of key personnel involved in production
d. Provide a detailed explanation of company’s safety/incident record and insurance claims, if any. Include any incidents in the past five year that have had any property or personal damage (regardless of insurance claim).

6. COST FOR PRODUCTION
a. Provide proposed budget to meet the requirements and scope of this RFP. This should be presented as a fixed cost, not to exceed, contract amount.

TOWN OF AVON RESPONSIBILITIES
1. Provide the necessary security personnel needed to secure display and discharge site during set-up, display and tear-down to include the following and subject to change:
a. One (1) roaming security personnel on July 2nd between the hours of 8:00 a.m. and 6:00 p.m.; primary focus is parking lot entrance, check pyrotechnic crew credentials and roam between lower field and launch site
b. One (1) roaming security personnel between the hours of 6:00 p.m. on July 2nd and 7:30 a.m. on July 3rd; primary focus is overnight security of pyrotechnic product
c. Two (2) additional security personnel on July 3rd between the hours of 4:00 p.m. and 11:-00 p.m.; primary focus is south-western edge of display site
d. Four (2) additional security personnel on July 3rd between the hours of 4:00 and 11:00p.m.; primary focus is south-eastern edge of display site
2. Incident Command operations and communications plan, to include creation of Incident Action Plan and multi-agency Unified Command
3. Six foot chain link fencing to secure display perimeter (see Exhibit A)
4. Four foot snow fencing to secure discharge perimeter (see Exhibit A)
5. Closing of public pathways to discharge and display site as needed with stadium barricade fencing and signage
6. Coordination of multi-agency planning meetings as needed
7. Town personnel to act as the main point of contact for proposer

QUESTIONS & SELECTION PROCESS
Should a proposer ask a question that is relevant to all potential vendors, that question and answer will be share with all proposers. An ad hoc committee will review all proposals, select the most qualified proposers for interviews and conduct phone interviews for the final selection of the successful proposer. The ad hoc committee shall evaluate each submittal based upon what is deemed best for the Avon community and the additional following factors:
1. Responsiveness and clarity
2. Experience with similar projects
3. Uniqueness of the proposal and creativity
4. Incident Record
5. Cost of Services
6. References
The final selection will be made by not later than February 28, 2020.

The Town of Avon reserves the right to reject any and all proposals and to waive any irregularities or informalities. This RFP does not commit the Town of Avon to award or contract, nor pay any costs incurred, in the preparation and submission of proposals in the anticipation of a contract. The Town intends to select a business that is the most highly qualified business to provide the Scope of Work described in this Request for Proposals, based upon its demonstrated competence and qualifications and that provides the best value and fit to the Town. With the most highly qualified business, the Town will negotiate an agreement for the provision of those services at a fair and reasonable price. If a negotiated agreement cannot be reached, the Town may terminate negotiations with the most highly qualified business and open negotiations with the business which demonstrates the next highest degree of qualification and so on until an agreement is achieved. The Town retains all rights to solicit and enter into agreements with businesses for additional services or projects deemed necessary by the Town.
ATTACHED:
Exhibit A – 2019 Event Venue Map
Exhibit B – Professional Service Agreement
Publication Date/Time:
12/31/2019 8:00 AM
Closing Date/Time:
2/20/2020 5:00 PM
Related Documents:

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