Item 4F
Approve contract with Illumination Fireworks LLC for community fireworks and special effect displays
Item 4F
Honorable Mayor and members of the City Council, this is Item 4F which is a contract with Illumination Fireworks LLC for community fireworks and special effect displays.
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Requested Action
City Council approval of a contract with Illumination Fireworks LLC for fireworks and special effect displays for City events in an amount not to exceed $60,100
With this item, staff is seeking City Council approval of a contract with Illumination Fireworks LLC for fireworks and special effect displays at City events in an amount not to exceed
$60,100.
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Background
City contracts for fireworks and special effect displays
Illumination has provided services since 2011
Current contract set to expire this year
The City of Southlake contracts with a pyrotechnic display company to provide fireworks and special effect displays at community events such as Stars & Stripes and Home for the Holidays.
Since 2011, the City has contracted with Illumination Fireworks LLC to provide these services. The current contract with Illumination is expiring this year; therefore requiring staff
to rebid the contract for fireworks and special effect displays.
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Background
Request for Bid released in September
Three companies responded
Illumination Fireworks LLC recommended vendor based on:
ability to provide services
vendor experience
past history with
City
The City solicited bids in September and received three proposals from Extreme Pyrotechnics LLC, Illumination Fireworks LLC and Pyro-Tex Inc. After a formal review process, Illumination
was selected as the recommended vendor based on their ability to provide the services requested, vendor experience and past history with the City.
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Illumination Fireworks LLC
9th year of operation
Provides services throughout Texas and the U.S.
Clients include:
City of Houston
City of Frisco
City of Grapevine
Baylor University
Gaylord Texan Resort
Perot
Museum
Illumination has been in business for nine years and performs hundreds of pyrotechnic displays across Texas and the U.S. each year. In addition to providing services for the City of
Southlake, Illumination has also worked with the City of Houston, City of Frisco, City of Grapevine, Baylor University, Gaylord Texan Resort and the Perot Museum among other clients.
When
reviewing the bid tabulation form, you will see that Illumination had the highest proposed cost for fireworks and special effect display services. This is due to the fact that Illumination
has the highest cancellation fees of the three vendors. Though all costs must be factored into the bid tabulation, the City would not be required to pay the event service fee and the
cancellation fee both; therefore the actual costs for Illumination is less than the $60,100 shown on the tabulation. Illuminations cancellation fee is based on a tiered fee schedule
and varies by date. For purposes of the bid tabulation, the highest fees possible were tabulated.
Illumination also does not charge a rescheduling fee and allows the client to reschedule
services within the calendar year. Staff does not anticipate needing to cancel services with Illumination and would attempt to reschedule any fireworks and special effect displays that
had to be postponed.
As a reminder, bids are evaluated for best value overall, not just lowest price. Illumination had the highest scores on the evaluation criteria which represented
80% of the overall ranking for each vendor. The contract with Illumination will be for one year with four one-year renewal options.
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Bid Evaluation
Based on best value overall
Illumination Fireworks LLC ranked the highest on evaluation criteria
Illumination had highest cancellation fees but does not charge reschedule fee when
services rescheduled within a calendar year
Contract will be for one year with four (4) one year renewal options
As a reminder, bids are evaluated for best value overall, not just lowest price. Illumination had the highest scores on the evaluation criteria which represented 80% of the overall
ranking for each vendor. When reviewing the bid tabulation form, you will see that Illumination had the highest proposed cost for fireworks and special effect display services. This
is due to the fact that Illumination has the highest cancellation fees of the three vendors. Though all costs must be factored into the bid tabulation, the City would not be required
to pay the event service fee and the cancellation fee both; therefore the actual costs for Illumination is less than the $60,100 shown on the tabulation. Illuminations cancellation
fee is based on a tiered fee schedule and varies by date. For purposes of the bid tabulation, the highest fees possible were tabulated.
Illumination also does not charge a rescheduling
fee and allows the client to reschedule services within the calendar year. Staff does not anticipate needing to cancel services with Illumination and would attempt to reschedule any
fireworks and special effect displays that had to be postponed.
The contract with Illumination will be for one year with four one-year renewal options.
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Financial Considerations
Funding for the purchase of community fireworks and special effect displays is available in the FY16 HOT and General Fund budgets for special events.
Funding for the purchase of community fireworks and special effect displays is available in the FY16 HOT and General Fund budgets for special events.
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City of Southlake Strategy Map
Critical Business Outcomes
CBO1 - Continue to implement Southlake 2030 Plan by focusing on short-term initiatives.
CBO2 - Become an employer of choice by developing a plan to recruit,
develop and retain employees committed to excellence.
CBO3 - Develop long-term strategies to address future financial uncertainties and challenges.
CBO4 - Improve mobility by proactively
completing traffic analysis of key areas.
CBO5 -Optimize resources through collaboration and partnerships to reduce costs and add service value.
The City of Southlake provides municipal services that support the highest quality of life for our residents, businesses, and visitors. We do this by being an exemplary model of balancing
efficiency, fiscal responsibility, transparency, and sustainability.
Deliver on Our Focus Areas
Performance
Management &
Service Delivery
C1 Achieve the highest standards of safety & security
C2 Provide travel convenience within City & region
C3 Provide attractive & unique spaces for enjoyment of personal interests
C4 Attract & keep top-tier businesses to drive a dynamic & sustainable economic environment
C5 Promote opportunities for partnerships & volunteer involvement
Serve our Customers
Manage the Business
B1 Achieve best-in-class status in all City disciplines
B2 Collaborate with select partners to implement service solutions
B3 Enhance resident quality of life & business vitality through tourism
B4 Provide high quality services through sustainable business practices
B5 Enhance service delivery through continual process improvement
B6 Optimize use of technology
Provide Financial Stewardship
Promote Learning and Growth
F1 Adhere to financial management principles & budget
F2 Invest to provide & maintain high quality public assets
F3 Achieve fiscal wellness standards
F4 Establish & maintain effective internal controls
L1 Ensure our people understand the strategy & how they contribute to it
L2 Enhance leadership capabilities to deliver results
L3 Attract, develop & retain a skilled workforce
L4 Recognize & reward high performers
L5 Empower informed decision-making at all levels in the organization
C6 Enhance the sense of
community by providing excellent customer service and citizen engagement opportunities
L6 Foster positive employee engagement
This item is linked to the City’s Strategy Map related to the focus area of Performance Management and Service Delivery and meets the corporate objectives to enhance the sense of community
by providing excellent customer service and citizen engagement opportunities and enhance resident quality of life & business vitality through tourism.
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Questions: Candice Edmondson – (817)748-8311
I appreciate the opportunity to present this item to you. If you have any questions you may contact me at (817) 748-8311. Thank you.
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