1b. 2911 Fourth of July Fireworks Contract CITY OF MEMORANDUM
CHANHASSEN Jerry Ruegemer, Recreation Supenntendent
7700 Market Boulevard FROM: John W. Stutzman, Recreation Supervisor 1,0-S (,ez_
PO Box 147
Chanhassen, MN 55317
DATE: March 28, 2011 6
Administration SUBJ: 2011 Fourth of July Fireworks Contract
Phone: 952.2271100
Fax: 952.2271110
Building Inspections PROPOSED MOTION:
Phone: 952.2271180
Fax: 952.2271190 "The City Council awards a three -year contract (2011 -2013) to Pyrotechnics
Display, Inc. for the provision of Fourth of July fireworks in the amount of $23,000
Engineering per year, including the addendum prepared by the city attorney."
Phone: 952.2271160
Fax: 952.2271170 Approval requires a simple majority vote of the City Council.
Finance
Phone: 952.2271140
Fax: 952.2271110
In preparing for the upcoming Fourth of July Celebration, quotes were solicited for the
Park & Recreation 2011 fireworks show. Based on the city's $23,000 annual budget, companies were
Phone: 952.2271120
Fax: 9522271110 asked to submit three -year proposals that best meets the expectations of the community.
The attached RFP specified the length of the show, use of an electronic computer firing
Recreation Center system, inclement weather back -up procedures, safety zone requirements, equipment
2310 Coulter Boulevard and product secunty, etc.
Phone: 952.2271400
Fax: 952.2271404 Quotes were received from Precocious Pyrotechnics, Inc.; Premier Pyrotechnics; and
Planning & Pyrotechnics Display, Inc. After reviewing the quotes, all companies met the
Natural Resources specifications and are offering quality shows with an opening body, main body, and
Phone: 952 2271130 grand finale. Two companies, Premier Pyrotechnics and Pyrotechnics Display, Inc.,
Fax: 952.2271110 offered a pre - finale teaser, which is a unique feature that truly adds to the show.
Additionally, Pyrotechnics Display, Inc. offers significantly more 6, 8 and 10 -inch
Public Works shells and a bonus of 15% more product (valued at $3,450) that will be added to the
7901 Park Place show in the third year of the contract.
Phone: 952.2271300
Fax: 952.2271310
Pyrotechnics Display, Inc., has been the primary provider of 4th of July fireworks shows
Senior Center in Chanhassen for more than 25 years. Staff has confidence in the safety and quality of
Phone: 952.2271125 their products, their lead technician, and their event staff.
Fax: 952.2271110
Web Site
www.ci.chanhassen.mn.us
Chanhassen is a Community for Life - Providing for Today and Planning for Tomorrow
Mr. Jerry Ruegemer
March 28, 2011
Page 2
PARK & RECREATION COMMISSION UPATE (3- 23 -11)
Due to the lack of a quorum, the Park and Recreation Commission meeting for
March 22, 2011 was cancelled. Since this is a time sensitive contract, this item has
been moved forward to the City Council.
RECOMMENDATION
Staff recommends that the City Council approve the three -year Fourth of July Fireworks
contract (2011 — 2013) with Pyrotechnics Display, Inc., including the addendum
prepared by the city attorney, in the amount of $23,000 per year. This amount is
included in Fund 1600 of the budget. The 2011 fireworks display will take place on
Monday, July 4 at 10 p.m. at Lake Ann Park.
ATTACHMENT
1. Request For Proposals
2. Quotes
3. Contract with Pyrotechnics Display, Inc.
4. Addendum Prepared by City Attorney.
g: \park \4th\2011 \fireworks memo cc 3- 28- 11.doc
CITY OF CHANHASSEN
REQUEST FOR PROPOSAL AND QUOTE
The City of Chanhassen is seeking a licensed Pyrotechnical Professional for the fireworks display at the
July 4 2011 -13 celebrations at Lake Ann Park. Quotes are due by Monday, March 14, 2011, by 12:00
p.m. The City of Chanhassen reserves the right to accept or reject any bid as is deemed to be in the best
interest of the City.
ISSUING OFFICE
The RFP is issued by the City of Chanhassen Parks & Recreation Department. All
correspondence regarding the RFP should be addressed to: John W. Stutzman, City of
Chanhassen, 7700 Market Blvd., P.O. Box 147, Chanhassen, MN 55317. Any repairs or
restorations required on or outside the property limits due to the Contractor's carelessness shall be
repaired by the Contractor at their expense. Property, as determined by the City of Chanhassen.
Scope of Work and Specifications
A. Display must be a minimum of 20 minutes in length and not exceed 21 minutes.
B. Display should consist of a broad spectrum of product providing a balanced assortment of shells.
C. Display presentation must be staffed and executed by trained and licensed personnel in
pyrotechnics.
D. Shells selected should be of the best quality from a variety of foreign and domestic producers.
Display should include a spectrum of styles, patterns and sound effects.
E. Display should include an opening segment, a main show body with good themes and style, a mid -
show barrage, a pre- teaser finale, and close with a distinct grand finale.
F. All shells must be fired with an electronic computer firing system. There should be no gaps of
time between shells, good display pacing, multiple firing, tailed affect and a choreographed
control of the display execution.
G. Shells shall not exceed 10" in diameter as the safety zone is 750' from spectators.
H. Contractor must agree to be available for display on back -up date generally on July 5, of each
contracted year. The specific date will be identified in the Contract for Services.
I. In the event the display is canceled for any reason, contractor is responsible for securing product
and equipment in the staging area. Contractor is also responsible for providing security needed for
equipment, product and staging area until the display is executed on the back -up date.
J. City will barricade "Drop zone" area and determine staging location.
K. Staging area for firing display will be ready for set -up at 8:00 a.m. on the date of the event.
L. Contractor is required to provide security at staging area for equipment and product during pre -
event set -up and up through display.
M. Contractor must be licensed by the state of Minnesota for pyrotechnic displays and obtain all
necessary permits and shall comply with all applicable ordinances, statues and Rules.
N. Contractor must provide at a minimum a $2,000,000.00 general commercial liability insurance
policy with the City of Chanhassen listed as additional insured.
O. Contractor shall indemnify and hold harmless the City of Chanhassen and its agents, officers, and
employees from and against all claims, damages, losses, judgments, and expenses, including but
not limited to attorney's fees, arising out of or resulting from the contractor's performance or
failure to perform this Agreement.
P. All subcontractors must be identified and are subject to the City's approval.
Q. Contractor will be required to attend one pre -event organizational meeting with Public Safety,
Public Works and Parks and Recreation staff to plan event and logistical details.
R. Contractor must submit an invoice for fireworks display payment for the amount agreed to in the
Service Agreement Contract.
S. City will provide Public Safety and Parks and Recreation staff support at the event.
T. Contractor must help identify and locate any unexploded shells.
U. Contractor must participate with a sweep of the grounds for debris at the conclusion of the event.
V. Contractor is expected to remove all equipment, product debris, and packaging and return the
staging area to its original condition at the conclusion of the event and area sweep.
W. The selected agreement shall automatically renew for the fourth of July celebrations in 2012 and
2013 unless terminated by either party giving the other party at least 120 days written notice, prior
to the next fourth of July celebration, of its decision to terminate this agreement.
X. In the event the display is cancelled on both the original display date and the back —up date, City
agrees to compensate Contractor in the amount of $5,000.00 or agree on a date mutually to
reschedule the entire event before the end of the year.
Y. The goal for the contractor selected is to excite the audience with a display full of dynamic energy
and enthusiasm.
PROPOSAL
A. FEE QUOTATIONS
The city will be looking for the most competitive quote which best meets the needs and desires of
the display. The fee proposal of $23,000 per year for the display will include all costs associated
with the event, including all equipment, product, staffing, delivery, insurance installation,
breakdown/clean -up, taxes and service charges. Each firm is requested to provide the maximum
amount of fireworks for that fee which is not to exceed the budgeted amount of $23,000.
The City of Chanhassen is looking for a fireworks provided for a multiple year contract (3 years
preferred). Each year of the contract the proposed fee will be $23,000.
B. RIGHT TO REJECT BIDS
The City of Chanhassen reserves the right to award the total proposal, to reject any and all
proposals in whole or in part, and to waive any informality or technical defects, in the City's
judgment. In determination of award, the qualification of the proposal submitter, the conformity
with the specifications of services to be supplied will be considered.
C. SUBMITTAL REQUIREMENTS
Each of the following items shall be considered an integral part of the Contractor's proposal and
shall be submitted to the City on or before the date and time as stated on the Proposal Form:
1. Two copies of a completed and signed Proposal document with signed contract included.
2. List all products with quantities.
3. Identify electronic firing system to be used for display.
4. Provide a copy of Insurance.
5. Provide an estimation of length of display.
6. Provide a copy of state license.
7. Timeline for preparing pre -event staging area.
8. Provide a plan for product/equipment storage and security in the event of a cancellation.
9. Budget for display.
10. A list of references with a minimum of six contacts.
11. The contractor shall indicate any and all deviations from the specifications.
Submit to the City of Chanhassen, Attn: John W. Stutzman, 7700 Market Blvd., P.O. Box 147,
Chanhassen, MN 55317, 952- 227 -1122.
D. TIMETABLE
1. Proposal submittal deadline- Monday, March 14, 2011, on /or before noon.
2. Review by Parks and Recreation Supervisory Staff.
3. Notification of contract award will be made after City Council approval.
Attachment (Exhibit A)
• City of Chanhassen
July 4, 2011
Fireworks Display at Lake Ann Park
QUOTE FORM
FIREWORKS DISPLAY
Date:x
Company: - • • ' IC • - •
Representative's Name and Title: u. • • • • a' "
Authorized Signature: I,/
QUANTITIES OF SHELLS
OPENING
3" Assorted
4 "
5"
-- 6 "
—b -- — 8 "
-- --- 10„
MAIN BODY
3" Assorted
5 "
1 12 6.,
1 --- 1 —
8"
_ao___. 1
BODY (FIVE INCH SHELLS) GRAND FINALE
—2b� -- 3" Assorted
2�_ 4"
14 5"
6 "
1 ?
8"
10 "
DESCRIPTION OF SPECIAL FEATURES
Please see the following page for our Designer Segments
which will be incorporated into your fireworks program.
G' \park\e \fireworks Display Quote Fonndoe
PYROTECHNIC DISPLAY, INC.
AGREEMENT
This contract entered into this 17th Day of March AD 2011 by and between PYROTECHNIC DISPLAY,
INC. of Clear Lake, MN and City of Chanhassen (Customer) of City Chanhassen State Minnesota .
WITNESSETH: PYROTECHNIC DISPLAY, INC. for and in consideration of the terms hereinafter
mentioned, agrees to furnish to the CUSTOMER 3- (three) Fireworks Display(s) as per agreement made and
accepted and made a part hereof, including the services of our Operator to take charge of and fire display under
the supervision and direction of the Customer, said display to be given on the evening of July 4, 2011,
2012 & 2013 (Rain date of July 5) Customer Initial , weather permitting, it being understood that should
inclement weather prevent the giving of this display on the date mentioned herein the parties shall agree to a
mutually convenient alternate date, within twelve (12) months of the original display date. Customer shall remit to
the first party an additional 10% of the total contract price for additional expenses in presenting the display on an
alternate date. The determination to cancel the show because of inclement or unsafe weather conditions shall rest
within the sole discretion of PYROTECHNIC DISPLAY, INC. In the event the customer does not choose to
reschedule another date or cannot agree to a mutually convenient date, PYROTECHNIC DISPLAY, INC. shall be
entitled to 20% of the contract price for costs, damages and expenses. If the fireworks exhibition is canceled by
CUSTOMER prior to the display, CUSTOMER shall be responsible for and shall pay to PYROTECHNIC
DISPLAY, INC. on demand, all PYROTECHNIC DISPLAY, INC.'s out of pocket expenses incurred in
preparation for the show including but not limited to, material urchases, reparation an ddesign costs, deposits,
licenses and employee charges. A 15$ BONUS IN ADDITIONAL CHARGE, IN THE 3RD Yom.
PYROTECHNIC DISPLAY, INC. agrees to furnish all necessary fireworks display materials and
personnel for a fireworks display in accordance with the program approved by the parties. Attached hereto as
Exhibit "A ". Quantities and varieties of products in the program are approximate. After final design, exact
specifications will be supplied upon request.
It is further agreed and understood that the CUSTOMER is to pay PYROTECHNIC DISPLAY, INC. the
sum of $23,000.00 (Twenty three thousand and 00 /100 dollars) PER YEAR. A service fee of 1 14 % per month
shall be added, if account is not paid within 30 days of the show date.
PYROTECHNIC DISPLAY, INC. will obtain Public Liability and Property Damage and Workers
Compensation Insurance.
Customer will provide the following items:
(a) Sufficient area for the display, including a minimum spectator set back of 700 feet at
all points from the discharge area.
(b) Protection of the display area by roping -off or similar facility.
(c) Adequate police protection to prevent spectators from entering display area.
It is further agreed and mutually understood that nothing in this contract shall be constructed or interpreted
to mean a partnership, both parties being hereto responsible for their separate and individual debts and obligations
and neither party shall be responsible for any agreements not stipulated in this contract. Customer agrees to pay
any and all collection costs, including reasonable attorneys fees and court costs incurred by PYROTECHNIC
DISPLAY, INC. in the collection or attempted collections of any amount due under this agreement and invoice.
The addendum attached hereto as exhibit "B" is incorporated herein.
The parties hereto do mutually and severally guarantee terms, conditions, and payments of this contract,
these articles to be binding upon the parties, themselves, their heirs, executors, administrators, successors and
assigns.
PYROTECHNIC DI PLAY, INC. CUSTOMER
By ` X1 1 27 �+''"' By
Its dnlY ho repsesents 6ddahe has fullawMorty wbald Um custom*.
Date Signed: March 17, 2011 Date Signed
(PLEASE TYPE OR PRINT)
Mark C. Hanson Name
9405 River Road SE Address
Clear Lake, MN 55319
(800) 507 -9074 Phone
Email
OPENING SEGMENT
Will be composed of:
40 3" Heavy Titanium Splatter Salutes with
Silver Rising Tails
45 3" Assorted Chrysanthemums & Peonies
with Rising Effects
9 4" Glitter Umbrella with Colored Tip Shells
7 5" Assorted Peony & Chrysanthemum Shells
h Color Pistils
6 6" Premium Chrysanthemum & Peony Shells with
Color Changing Stars & Color Changing Pistils
1 8" Yung Feng Premium Red StrobinghNR Kamuro Pistil
1 10" Yung Feng Premium I obing ik Ta
Strobing and Strobing Pistil
MAIN BODY DESIGNER SEGMENTS:
Segment 1-- Varying sizes of Colored Strobe shells fill the sky with
an array of brilliant Colored Blinking Lights
Segment 2– A combination of Pattern shells in various sizes will
illuminate the dark sky — patterns such as Rings,
Saturns, UFO's, Sunflowers, Butterflies and Hearts, etc.
Segment 3– The Big Willow Effect –
Assorted sizes of Brocade Willow shells shot in a "V"
Pattern will be used in conjunction with large 8" & 10"
shells creating a canopy over the smaller sized shells,
causing Gold Streamers to cascade downward in the
night sky.
Segment 4– Serpents & Snakes- -
A mixture of sizes of Serpent and Snake shells with
Colored Stars will race and squirm across the sky
displaying long Silver Tails
Segment 5– Large solid & Multi -Color Dahlia shells Ul fill the Stars
with huge Sparkling, Multi-Colored
Segment 6– Splitting Comets- -
Shells of various sizes with intense tailed Comets will
split into smaller Comets, generating a huge Spider
Web of tails in the night sky
Segment 7– Red, White & Blue Patriotic ***Pre
Peonies and
A range of sizes of Red, Wh ite &
Chrysanthemum Star shells incorporate Screaming
Whistles and Thunderous Reports
GRAND FINALE
Will be composed of:
180 3" Heavy Titanium Splatter Salutes with
Silver Rising Tails
80 3" Assorted Chrysanthemums N& Peonies o gEffects
24 4" Dahlia, Palm Tree and Coconut Shells with
Rising Tails & Effects
14 5" Assorted Peony & Chrysanthemum Collar Pistils
12 6" Premium Color Changing ll burst shells
a1 Effects
Changing Pistils & Rising
4 8" Yung Feng Premium S & 4 Time Colo Change Pistils
2 10" Yung Feng Premium Gold Brocade Nishiki Kamuro
Shells with Strobing & Color Changing Tips and Pistils
ADDENDUM ( Exhibit 13)
For City of Chanhassen, Minnesota
Fireworks 3 -Year Contract 2011- 2013
1. This contract shall automatically renew for the fourth of July celebrations in
2012 and 2013 unless terminated by either party giving the other party at least 120
days written notice, prior to the next fourth of July celebration, of its decision to
terminate this agreement.
2. Pyrotechnic Display, Inc. shall obtain all necessary permits and shall comply
with all applicable ordinances, statues and rules.
3. Pyrotechnic Display, Inc. shall indemnify and hold harmless the City of
Chanhassen and its agents, officers, and employees from and against all claims,
damages, losses, judgments, and expenses, including but not limited to attorney's
fees, arising out of or resulting from the Pyrotechnic Display, Inc. performance or
failure to perform this Agreement.
4. Immediately following a display, Pyrotechnic Display, Inc. shall remove and
properly dispose of all exploded and unexploded fireworks.
5. Worker's Compensation. Pyrotechnic Display, Inc. shall obtain and maintain for
the duration of this Agreement, statutory Worker's Compensation Insurance and Employer's
Liability Insurance as required under the laws of the State of Minnesota.
6. Comprehensive General Liability. Pyrotechnic Display, Inc. shall obtain the
following minimum insurance coverage and maintain it at all times throughout the duration of
this Agreement shall be named as additional insured on a primary and non - contributory basis on
the Comprehensive general liability insurance. Pyrotechnic Display, Inc. shall furnish the City a
certificate of insurance satisfactory to the City evidencing the required coverage:
Bodily Injury: $2,000,000 each occurrence
Property Damage: $2,000,000 each occurrence
$2,000,000 aggregate
Contractual Liability (identifying this Agreement):
Bodily Injury: $2,000,000 each occurrence
Property Damage: $2,000,000 each occurrence
$2,000,000 aggregate
Comprehensive Automobile Liability (owned, non - owned, and hired):
Bodily Injury: $2,000,000 each occurrence
$2,000,000 each accident
Property Damage: $2,000,000 each occurrence
City of Chanhassen
July 4, 2011
Fireworks Display at Lake Ann Park
QUOTE FORM
FIREWORKS DISPLAY
Com an Precocious Pyrotechnics,Inc Date: 3/09/2011
pan
Representative's Name and Title: f,1 ry Hanson President
Authorized Signature: ` � r-
QUANTITIES OF SHELLS
OPENING
Bid # 2 Of 2 90 3" Assorted Up to 10 " Aerial , Shells
12 4"
10 5"
8 6"
2 8 "
1 10"
MAIN BODY
410 3" Assorted
372 4"
200 5"
128 6 "
8 8"
3 10 "
BODY (FIVE INCH SHELLS) GRAND FINALE
300 3 "Assorted
36 4"
15 5"
12 6" •
3 8"
2 10"
DESCRIPTION OF SPECIAL FEATURES
Includes 4 -5" Green Colored Leaf pattern symbol aerial
shells, other pattern shells such as smiley faces, Hearts,
Diamonds, and rings.
G \park \4"' \Fireworks Display Quote Form.doc
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City of Chanhassen
July 4, 2011
Fireworks Display at Lake Ann Park
QUOTE FORM
FIREWORKS DISPLAY
Company: /1 /� ICS Date:( j -- /
P ? f /
Re resentative's Name and Title: -Te r K. e ,1 L U k C e � " r S •
Authorized Signature: 9 // L 6
QUANTITIES OF SHELLS
OPENING
4 3" Assorted
1 2 6 " (J 7-
6
8" die ( S
10" 3 ,r
(.o f D
MAIN BODY r
r; 3, Assorted Li 1 - 2 1 t
c, C) 4 "
/ 5" 1 L I
is 0 6" c;
as 8" / $_
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BODY (FIVE INCH SHELLS) GRAND FINALE 3 6
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Sa 4 „ � �
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10"
DESCRIPTION OF SPECIAL FEATURES
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