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Item 4F 4F - 1 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 4F - 2 Page 2 of 3 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 $60,100. City of Southlake Values: 4F - 4 4F - 5 4F - 6 4F - 7 4F - 8 4F - 9 4F - 10 4F - 11 4F - 12 4F - 13 4F - 14 4F - 15 4F - 16 4F - 17 4F - 18 4F - 19 4F - 20 4F - 21 4F - 22 4F - 23 4F - 24 4F - 25 4F - 26 4F - 27 4F - 28 4F - 29 4F - 30 4F - 31 CITY OF SOUTHLAKE DEPARTMENT: Finance for CS BID TABULATION FORM PROPOSAL DUE: 9/25/2015 RFP #: RFP1509B540AN150022 Form Prepared By: Tim Slifka for Community Services Name of Vendor EXTREME PYRO-TEX, INC. dba Date Prepared: 9-30-2015 PYROTECHNICS, LLC ILLUMINATION FIREWORKS PRYOTEX NO HUBS FOUND 4F - 32 Contact Name: WILLIAM J CREWSBENJAMIN WEBERSRANDY BECKHAM Contact Number: 817-819-0116 972-245-7976903-587-8000 4368 FM 1553 LEONARD, 1605 CRESENT CIRCLE, SUITE 7233 PECAN CT. TEXAS 75452 200 CARROLLTON, TEXAS Physical Address: MANSFIELD, TEXAS 7606375006 ITEM Description: StarsandStripesCelebrationÏAllInclusivePricingperScopeof Item 1. Services$ 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 ____________________________