Item 4F
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M E M O R A N D U M
October 13, 2015
To:
Shana Yelverton, City Manager
From:
Candice Edmondson, Deputy Director of Community Services
Subject:
Approve contract with Illumination Fireworks LLC for community
fireworks and special effect displays at City events in an amount
not to exceed $60,100
Action
Requested:
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.
Background
Information:
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
(proposed for 2015 event). 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.
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. 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.
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
City of Southlake Values:
Shana Yelverton, City Manager
Meeting Date October 20, 2015
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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 cost 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 (4) one
year renewal options. A copy of the proposed contract is attached
for your review.
Financial
Considerations:
Funding for the purchase of community fireworks and special effect
displays is available in the FY 2016 Hotel Occupancy Tax and
General Fund budgets for special events.
Strategic Link:
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.
Citizen Input/
Board Review:
City Council consideration October 20, 2015
Legal Review:
Not Applicable
Alternatives:
Alternatives include:
Approve contract with Illumination Fireworks LLC as
presented
City of Southlake Values:
Shana Yelverton, City Manager
Meeting Date October 20, 2015
4F - 3
Page 3 of 3
Approve contract with Illumination Fireworks LLC with input
as desired
Not approve contract with Illumination Fireworks LLC
Attachments:
Proposed Contract
Bib Tabulation
Recommendation:
Approve a contract with Illumination Fireworks LLC for fireworks
and special effect displays at community events in an amount no to
exceed $60,100.
City of Southlake Values:
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CITY OF SOUTHLAKE
DEPARTMENT:
Finance for CS
BID TABULATION FORM
PROPOSAL DUE:
9/25/2015
RFP #:
RFP1509B540AN150022
Form Prepared By: Tim Slifka for Community Services
Name of Vendor
EXTREME PYRO-TEX, INC. dba
Date Prepared: 9-30-2015
PYROTECHNICS, LLC ILLUMINATION FIREWORKS PRYOTEX NO HUBS FOUND
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Contact Name:
WILLIAM J CREWSBENJAMIN WEBERSRANDY BECKHAM
Contact Number:
817-819-0116 972-245-7976903-587-8000
4368 FM 1553 LEONARD,
1605 CRESENT CIRCLE, SUITE
7233 PECAN CT. TEXAS 75452
200 CARROLLTON, TEXAS
Physical Address:
MANSFIELD, TEXAS 7606375006
ITEM Description:
StarsandStripesCelebrationÏAllInclusivePricingperScopeof
Item 1.
Services$ 22,000.0018,000.00$ 26,000.00$
Item 2.
Reschedule S&S Event Fee
$ --$ 2,600.00$
Item 3.
Cancellation of S&S Event Fee$ 17,600.009,000.00$ 13,000.00$
Item 4.
Other Vendor Charges for Stars and Stripes Event.
$ 100.00-$ -$
2 @ $50 Each Permit Fees
HomefortheHolidaysEventÏAllInclusivePricingperScopeof
Item 5.
Services$ 4,000.00$ 5,000.00$ 5,200.00
Option A
Item 5a.
$ 8,000.00
Option B
Item 6.
Reschedule H for H Event Fee$ --$ 520.00$
Item 7.
Cancellation of H for H Event Fee
$ 2,000.00$ 5,000.00$ 2,600.00
Option A
Item 7a.
$ 6,400.00
Option B
UNKNOWN MAY CHARGE
PERMIT FEE
Item 8.
Other Vendor Charges for Home for the Holidays Event.
$ -$ -
Item 9.
Other Vendor Services:
$ --$
Show Design
Item 10.
Other Vendor Services:$ --$
Soundtrack Development
0%0%0%
Item 11.
FIRST ADDITIONAL YEAR (FY 2016-2017) ESCALATION
0%0%0%
Item 12.
SECOND ADDITIONAL YEAR (FY 2017-2018) ESCALATION
0%0%5%
Item 13.
THIRD ADDITIONAL YEAR (FY 2018-2019) ESCALATION
0%0%0%
Item 14.
FOURTH ADDITIONAL YEAR (FY 2019-2020) ESCALATION
Item 15.
TOTAL$ 33,000.00$ 54,100.00$ 49,920.00
OPTION *A* NOT TABULATED
IN TOTAL
Item 16.
FIRST ADDITIONAL YEAR
$ 60,100.0033,000.00$ 49,920.00$
Item 17.
SECOND ADDITIONAL YEAR$ 60,100.0033,000.00$ 49,920.00$
Item 18.
THIRD ADDITIONAL YEAR
$ 60,100.0033,000.00$ $ 52,416.00
Item 19.
FOURTH ADDITIONAL YEAR$ 60,100.0033,000.00$ 52,416.00$
Total:
$ 294,500.00165,000.00$ 254,592.00$
VENDOR LISTED OPTION
VENDOR LISTED 5%
A AND OPTION B FOR
FOR ESCALATION IN
EACH EVENT. OPTION A
THIRD YEAR. ONLY 4%
PRICING NOT INCLUDED
ALLOWED.
IN TABULATION PRICING
TABULATED AT 5%.
FOR EITHER EVENT.
50% DOWNPAYMENT
LISTED UNKNOWN FEE
DUE AT TIME OF
REQUIRED FOR PERMIT
SIGNING. 10 %
FEES FOR HOME FOR
INCREASE LISTED TO
HOLIDAYS EVENT.
COVER PRODUCTION
CANCELLATION FEE ON
COSTS FOR SHOW
A TIERED FEE SCHEDULE.
CANCELLATION. THIS
VARIES BY DATE
COST NOT INCLUDED
CANCELLED. TABULATED
IN TABULATION.
HIGHEST POSSIBLE COST.
NOTE TO PURCHASING MANAGER:
Request award to for the following reason(s):
________ Low Bid
________ Delivery Time____________ Other ____________________________