HomeMy WebLinkAbout2018-04-24 - AGENDA REPORTS - FOURTH OF JULY FIREWORKS (2)11
Agenda Item: 11
CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL:
DATE: April 24, 2018
SUBJECT: FOURTH OF JULY 2018 FIREWORKS SHOW CONTRACT
DEPARTMENT: Recreation, Community Services, Arts, and Open Space
PRESENTER: Frank Oviedo
RECOMMENDED ACTION
City Council:
1. Award a contract to Exposhows Inc. for the July 4, 2018, fireworks show, for an initial term
of one year, with the option for two additional renewals in an amount not to exceed $25,000
annually.
2. Authorize the City Manager or designee, to execute all documents, subject to City Attorney
approval, and execute two renewals at an annual cost not to exceed $25,000 plus the cost of
any Consumer Price Index (CPI) increases.
BACKGROUND
The City of Santa Clarita (City) entertains thousands of residents and visitors each year at the
annual Fourth of July fireworks show held at the Westfield Valencia Town Center. The show is a
22 minute electronically-fired pyrotechnic display with the announcement barrage, aerial
presentation, and aerial grand finale choreographed to music.
division, solicited a request for proposal for the annual Fourth of July fireworks show. The
request for proposal was publicly advertised on PlanetBids on December 8, 2017, and
downloaded by nine vendors. Purchasing received proposals from two vendors on January 9,
2018, with the following result:
Vendor Location Score
Exposhows Inc. Santa Clarita, CA 48/50
Pyrospectaculars Rialto, CA 45/50
Page 1
Packet Pg. 88
11
The evaluation of proposals was determined on references, examples of previous shows, and
amount and variety of shells. Based on this evaluation, staff recommends that the City Council
award the
event, with two optional annual renewals for 2019 and 2020.
ALTERNATIVE ACTION
Other action as determined by the City Council.
FISCAL IMPACT
The funds for this expenditure will be in the Fourth of July operating account as part of the Fiscal
Year 2018-19 annual budget and are contingent upon appropriation of the funds by the City
Council. Funds for future years are contingent upon appropriation of funds by the City Council
during the annual budget process.
ATTACHMENTS
Fourth of July Proposal (available in the City Clerk's Reading File)
Page 2
Packet Pg. 89
Notice Inviting Proposals
2018 Fourth Of July Fireworks Show
Proposal # AE-17-18-35
The City of Santa Clarita is seeking a responsible vendor to provide a Fourth of July fireworks show for
2018. The successful vendor's program will include an electronically fired pyrotechnic display with the
following components choreographed to music: announcement barrage, aerial presentation, and aerial
grand finale. The display will be 20 minutes in duration.
REQUEST FOR PROPOSALS
Proposal responses must be received electronically before 11:00 AM on January 9, 2018, by the
Purchasing Agent of the City of Santa Clarita. Electronic RFP’s may be viewed at:
http://www.planetbids.com/portal/portal.cfm?CompanyID=16840#
PROPOSAL # AE-17-18-35
2018 Fourth Of July Fireworks Show
Specifications for this proposal may be downloaded from the City’s Purchasing website at
http://www.santa-clarita.com/city-hall/departments/administrative-services/purchasing.
Please refer to specifications for complete details and proposal requirements.
The specifications in this notice shall be considered a part of any contract made pursuant
thereto.
Purchasing
(661) 255-4399
PROPOSAL # AE-17-18-35
1
CITY OF SANTA CLARITA
REQUEST FOR PROPOSAL INVITATION
PROPOSAL # AE-17-18-35
ELECTRONIC PROPOSALS ARE DUE BEFORE: 11:00 AM, Tuesday, January 9, 2018
The City of Santa Clarita invites electronic proposals for:
2018 Fourth Of July Fireworks Show
1. Proposal responses must be uploaded to Planet Bids at:
http://www.planetbids.com/portal/portal.cfm?CompanyID=16840#
2. Prices shall be D.D.P. Destination or for the service rendered.
3. Proposer shall honor proposal prices for One Hundred Twenty (120) days or for the stated contract
period, whichever is longer.
4. Proposals must include this Proposal form and be signed by the contractor's authorized representative.
This signature acknowledges the proposer has read and understands the requirements contained on
pages 1 to 21 and Exhibit A-B.
5. The last day for questions will be 10:00 AM, Tuesday, January 2, 2018. Questions should be submitted
electronically to:
http://www.planetbids.com/portal/portal.cfm?CompanyID=16840#
6. The contractor is responsible for the accuracy and completeness of any solicitation form not obtained
directly from the City.
PROPOSER TO READ
I have, read, understood, and agree to the terms and conditions on all pages of this proposal. The undersigned
agrees to furnish the commodity or service stipulated on this proposal as stated above.
Company: Address:
Name (Print): Signature:
Company Phone No.: Title of Person Signing Proposal:
PROPOSAL # AE-17-18-35
2
TABLE OF CONTENTS
PROPOSAL # AE-17-18-35
2018 Fourth Of July Fireworks Show
Section………………………………………………………………………….…………………………………………………Page
Notice Inviting RFP .................................................................................................................................. 1
Invitation For RFP .................................................................................................................................... 2
Table of Contents .................................................................................................................................... 3
Instructions to Proposers ........................................................................................................................ 4
Scope of Work ......................................................................................................................................... 8
Contract Agreement (Sample Only) ........................................................................................................ 12
Pricing Schedule ...................................................................................................................................... 18
Designation of Subcontractors ............................................................................................................... 19
References .............................................................................................................................................. 20
Document Checklist ................................................................................................................................ 21
PROPOSAL # AE-17-18-35
3
A.PROPOSAL INSTRUCTIONS
1. Submitting Proposals. (a) The response must be ELECTRONICALLY submitted on this form and include
the notice, Request for Proposal Schedule, and all forms or information included in or required by
Section B, Specifications, (attachments accepted) (b) All documentation of unit pricing or other cost
breakdowns as outlined in this RFP must be submitted to support the total price. (c)
Proposals/corrections received after the closing time will not be opened. The City will not be
responsible for proposals not properly marked and delivered. Upon award, all submissions become a
matter of public record.
2. Alternatives. Any changes or alternatives must be set forth in a letter attached to this proposal. The City
has the option of accepting or rejecting any alternative proposal.
3. Currency. All references to dollar amounts in this solicitation and in contractor's response refer to United
States currency. Payment will be made in United States currency.
. All proposals must be typed or written in black ink except signatures. Errors may be crossed
4. Preparation
out and corrected in ink, then initialed in ink by the person signing the proposal. In compliance with
Resolution 93-9, all proposals and attachments must be submitted double-sided on recycled paper.
5. Environmentally Preferable Purchasing. The City of Santa Clarita being fully aware of the limited nature of
our resources and the leadership role government agencies have, supports the Environmentally
Preferable Purchasing (EPP) program. With changes in technology and industries occurring rapidly it is
frequently difficult to be aware of the latest innovations. Therefore, it is the intent of the City of Santa
Clarita to seek out those products which result in less energy usage, least impact on natural resources and
greatest reuse of post-industrial and post-consumer material. Bidders are strongly encouraged to offer
products and services meeting these criteria and point out those specific aspects or features in their bid.
In accordance with Public Contract Code 22152 bidders are required to certify in writing the minimum, if
not exact, percentage of postconsumer materials in the products, materials, goods, or supplies, offered or
sold.
. Your name may be removed from the mailing list if the City receives no
6. Failure to Submit Proposal
response to this proposal.
7. Taxes, Charges and Extras. (a) Proposer must show as a separate item California State Sales and/or Use
Tax. (b) The City is exempt from Federal Excise Tax. (c) Charges for transportation, containers, packing,
etc. will not be paid unless specified in proposal.
. The City may make an award based on partial items unless the proposal submitted is marked "All
8. Awards
or none." Contractor selection is based upon multiple award criteria as specified in Section C, Statement
of Work and Format. A list of responding vendors may be posted on the City’s website at www.santa-
clarita.com/purchasing, normally within 24 hours.
. Other public agencies may be extended the opportunity to purchase off this bid
9. Cooperative Bidding
with the agreement of the successful contractor(s) and the City of Santa Clarita. The lack of exception to
this clause in contractor's response will be considered agreement. However, the City of Santa Clarita is
not an agent of, partner to or representative of these outside agencies and is not obligated or liable for
any action or debts that may arise out of such independently negotiated "piggy-back" procurements.
10. Default. In case of default by the contractor of any of the conditions of this proposal or contract resulting
from this proposal, the contractor agrees that the City may procure the articles or services from other
sources and may deduct from the unpaid balance due the contractor, or
PROPOSAL # AE-17-18-35
4
PROPOSAL INSTRUCTIONS (continued)
collect against the bond or surety, or may invoice the contractor for excess costs so paid, and prices paid
by the City shall be considered the prevailing market price at the time such purchase is made.
11. Assignment. No assignment by the contractor of contract or any part hereof, or of funds to be received
hereunder, is binding upon the City unless the City gave written consent before such assignment.
12. Sub contractors. The Proposer must list any subcontractors that will be used, the work to be performed
by them, and total number of hours or percentage of time they will spend on the project.
13. Protection of Resident Workers. The City of Santa Clarita actively supports the Immigration and
Nationality Act (INA) which includes provisions addressing employment eligibility, employment
verification, and nondiscrimination. Under the INA, employers may hire only persons who may legally
work in the United States (i.e., citizens and nationals of the U.S.) and aliens authorized to work in the U.S.
The employer must verify the identity and employment eligibility of anyone to be hired, which includes
completing the Employment Eligibility Verification Form (I-9). The Contractor shall establish appropriate
procedures and controls so no services or products under the Contract Documents will be performed or
manufactured by any worker who is not legally eligible to perform such services or employment.
14. Termination. The City may terminate any service or requirement contract, with or without cause, either
verbally or in writing any time.
15. Indemnification. The bidder is required to indemnify and hold the City harmless from and against any
claim, action, damages, costs (including, without limitation, attorney’s fees), injuries, or liability, arising
out of any agreement entered into between the parties. Should the City be named in any suit, or should
any claim be brought against it by suit or otherwise, whether the same be groundless or not, arising out of
this Agreement, or its performance, the bidder must defend the City (at the City’s request and with
counsel satisfactory to the City) and indemnify the City for any judgment rendered against it or any sums
paid out in settlement or otherwise.
16. Bonds. No bonds are necessary for this Request For Proposal.
17. Insurance. For contracts involving services the City requires insurance. Proof of insurance shall be
provided by using an ACORD certificate of insurance and shall be provided prior to contract signing.
Insurance shall be “Primary and Non-Contributory” and must name the “City of Santa Clarita” as an
additional insured. The certificate shall list coverage for General Liability (limit of $1,000,000 CSL or
$1,000,000 per occurrence with a $2,000,000 aggregate), Auto Liability (limit of $1,000,000), and
Worker’s Compensation (statutory requirement). For professional services, Professional Liability with a
limit of $1,000,000 may also be required. Insurance shall not be cancelable or subject to reduction except
upon thirty (30) days prior written notice to the City. Specific insurance requirements will be set forth in
any contract awarded to a proposer.
18. Payment. (a) Proposer shall state payment terms offered. (b) Payment will be made on the pay period
after receipt and acceptance of goods and/or services and upon using department confirmation of such
acceptance.
19. On-Site Inspection. When deemed necessary by the City, an on-site inspection date and time will be so
designated. Proposer is responsible for inspecting and understanding the total scope of the projects (i.e.,
specifications, quality, and quantity of work to be performed.)
PROPOSAL # AE-17-18-35
5
PROPOSAL INSTRUCTIONS (continued)
20. Specifications. Materials differing from stated specifications may be considered, provided such
differences are clearly noted and described, and provided further that such articles are considered by a
City official to be in all essential respects in compliance with the specifications.
21. Brand Names. The use of the name of a manufacturer, or any specific brand or make, in describing any
item contained in the proposal does not restrict proposers to the manufacturer or
specific article, this means is being used simply to indicate a quality and utility of the article desired; but
the goods on which proposals are submitted must in all cases be equal in quality and utility to those
referred to. This exception applies solely to the material items in question and does not supercede any
other specifications or requirements cited. Documentation of equivalency must be submitted with the
bid.
At a minimum the documentation must demonstrate equivalency in form, fit, function, quality,
performance and all other stated requirements. The City is final determiner of equivalency. Exception is
made on those items wherein identical supply has been determined a necessity and the notation NO
SUBSTITUTE has been used in the specifications.
22. Proposal Rejection. The City reserves the right to reject any or all proposals and to waive any informality
in any proposal. The City may reject the proposal of any proposer who has previously failed to perform
properly, or complete on time, contracts of a similar nature, or to reject the proposal of a proposer who is
not in a position to perform such a contract satisfactorily. The City may reject the proposal of any
proposer who is in default of the payment of taxes, licenses or other monies due to the City of Santa
Clarita. The City reserves the right to reject any or all proposals and to waive any informality in any
proposal.
23. Addenda. The City will not accept responsibility for incomplete packages or missing addenda. Addenda
must also be acknowledged on PlanetBids. It is the quoter’s responsibility to contact the project manager,
for public projects, or Purchasing prior to submission of the quote to make certain the package is
complete and all required addenda are included. This information will also be available from the City’s
website if the quote was downloaded.
24. Price Reductions. If at any time during the life of this contract, the successful proposer reduces his price
or prices to others purchasing approximately the same quantities as contemplated by this contract, the
contract prices must be reduced accordingly, and the contractor/vendor will immediately notify the
Purchasing Agent, City of Santa Clarita.
25. Contract Pricing. Except as otherwise provided, price proposals must remain consistent through the term
of this contract. The City does not pay “surcharges” of any type unless identified in the response to this
proposal. All costs will be included in the pricing provided to the City.
26. Non-Appropriation of Funds. The City’s obligation is payable only and solely from funds appropriated for
the purpose of this agreement. All funds for payment after June 30 of the current fiscal year are subject
to City’s legislative appropriation for this purpose. In the event the governing body appropriating funds
does not allocate sufficient funds for the next succeeding fiscal year’s payments. Then the affected
deliveries/services may be (1) terminated without penalty in their entirety, or (2) reduced in accordance
with available funding as deemed necessary by the City. The City shall notify the Contractor in writing of
any such non-allocation of funds at the earliest possible date.
PROPOSAL # AE-17-18-35
6
PROPOSAL INSTRUCTIONS (continued)
27. Safety. Contractor agrees to comply with the provisions of the Occupational Safety and Health Act of
1970 (or latest revision), the State of California Safety Orders, and regulations issued thereunder,
and certifies that all items furnished under this proposal will conform and comply with the indemnity and
hold harmless clause for all damages assessed against buyer as a result of
suppliers failure to comply with the Act and the standards issued thereunder and for the failure of the
items furnished under this order to so comply.
28. Gratuities. The City may, by written notice to the Contractor, terminate the right of the Contractor to
proceed under this agreement, if it is found that gratuities in the form of entertainment, gifts,or
otherwise were offered or given by the Contractor, or any agent or representative of the Contractor, to
any officer or employee of the City with a view toward securing an agreement or securing favorable
treatment with respect to the award or amending, or the making of any determinations with respect to
the performance of such agreement; provided, that the existence of the facts upon which the City makes
findings shall be in issue and may be reviewed in any competent court. In the event of such termination,
the City shall be entitled to pursue the same remedies against the Contractor as the City could pursue in
the event of default by the Contractor.
29. Delivery. Unless otherwise specified, delivery shall be D.D.P., the City of Santa Clarita, site of user division
and contract delivery may begin no later than fifteen (15) calendar days from receipt of order.
30. Invoices. Invoices will be forwarded to:
City of Santa Clarita
Rec&CSAOS - Arts and Events
23920 Valencia Blvd. Ste. 295
Santa Clarita, CA 91355-2196
Invoices will reflect the purchase order # and goods or service delivered in accordance with the terms of
the contract. Invoice processing begins on receipt of the material or invoice, whichever is later.
31. Proposal Questions. Questions should be submitted electronically to:
http://www.planetbids.com/portal/portal.cfm?CompanyID=16840#
The last day for questions will be 10:00 AM, Tuesday, January 2, 2018.
32. Renewal. Contracts entered into pursuant to this Invitation to Bid may be renewed annually, up to three
times, in accordance with the terms of the contract. If not otherwise stated, the contract may be
renewed if the new pricing of the contract does not change more than the Consumer Price Index - All
Urban Consumers (not seasonally adjusted), Los Angeles Area-Riverside-Orange county area and
prevailing wage rates, if applicable. Price adjustments may be increases or decreases as appropriate and
must be requested at least 90 days prior to the expiration/renewal of the contract. The index level for the
month preceding the month of solicitation advertisement will become the beginning index. The price
adjustment limit will be the percentage change based on the difference between the beginning level or
the adjustment level last used and the index level for the period 90 days prior to the expiration of the
contract. If not renewed prior to the anniversary date, the contract may continue on a month to month
basis until renewed or awarded to a new contractor.
The City of Santa Clarita’s “Terms and Conditions” is found on a separate attachment in Planet Bids.
PROPOSAL # AE-17-18-35
7
B.
Scope of Work
PROPOSAL # AE-17-18-35
2018 Fourth Of July Fireworks Show
The City of Santa Clarita is seeking a responsible vendor to provide a Fourth of July fireworks show for
2018. The successful vendor's program will include an electronically fired pyrotechnic display with the
following components choreographed to music: announcement barrage, aerial presentation, and aerial
grand finale. The display will be 20 minutes in duration. Please refer to Exhibit "A” for date and time
requirements mentioned in this section. The award for this proposal will be based on the criteria as
noted in this section “Specifications,” Item 4.
EVENT DATE
Solicitation advertisement December 8, 2017
Last day for questions January 2, 2018
Return of proposals January 9, 2018
Evaluations of proposals January 9 - 19, 2018
1. Background -
a. Site information:
i.The firing site is the South-East corner of the top floor of a multi-level
parking structure at the Valencia Town Center: Market Garage, 26735 Circle
Drive, Santa Clarita, CA 91355
ii. The fire site is deemed adequate for shells of 4 inches or less in bore. All
firework mortars/boxes are to be set-up in an approximate 50' x 50' area in
order to contain the fall zone (see Exhibit "B"). Mortars are to be packed in
sand or sand bags if requested by the fire Marshall.
b. Firework storage:
i.Vendor to bring fireworks day of show on July 4.
ii. Vendor may set up all mortars and other equipment on July 3rd.
2. Requirements and Restrictions -
a. Proof of License:
i. All proposers are required to provide proof of a valid licensed display operator
(pyrotechnic) and crew, with response, subject to approval by City staff and the
local Fire Marshall.
b. Proof of Insurance:
i. Worker’s Compensation-
a) The display operator and all crew members will be covered under the
vendor’s Worker’s Compensation Insurance Policy.
PROPOSAL # AE-17-18-35
8
b) A copy of the vendor’s current Workman's Compensation policy must be
included with the proposal response.
ii. Liability-
a) Awarded vendor must be able to produce required liability proof within
two weeks of receiving final contract for signature.
iii. Automobile-
a) Awarded vendor must be able to produce required liability proof within
two weeks of receiving final contract for signature.
c. Proof of ability:
i. All proposers are required to provide a video of similar work with the response.
th
However, video does not necessarily have to be a July 4show. The video must
be received AT CITY HALL, 23920 Valencia Blvd., Santa Clarita, CA 91355,
ATTENTION SUITE 120 and marked with the words “AE-17-18-35 Video File”
and, NO LATER THAN the electronic proposal due date and time, for the vendor
to be considered responsive.
d. Soundtrack:
i. Vendor will provide (2) copies of the Fireworks soundtrack to City 3 weeks
prior to July 4.
e. Permit:
i. The successful vendor will be responsible for obtaining a valid Fire Marshall
display permit complying with all other applicable regulations regarding a
public fireworks display.
ii. Permit costs, if charged by vendor, may be called out as a separate line
item for cost purposes but must be included in the overall price.
iii. The successful vendor will be responsible for obtaining all information
regarding the permits.
iv. Permit to be obtained and a copy provided to the designated City
representative no later than the close of business Friday, June 15 2018 (3 weeks
prior to July 4th show).
v. Permission from property owners will be obtained by the City.
f. Arrival:
i. Transport trucks to arrive promptly on July 3rd at 3AM at the Market
Garage to unload and set up mortar racks and other equipment.
ii. All Fireworks material to arrive by 3AM July 4th for unloading, setup, and review
by Fire Marshall and final set-up. All work to be completed no later than 2pm on
the afternoon of July 4.
PROPOSAL # AE-17-18-35
9
g. Equipment:
i. Once the Vendor has unloaded the equipment, the City will provide a forklift
and pallet jack to move equipment to the roof of the Market Garage (launch
site).
ii. City to provide a security guard to monitor the firework launch site after
vendor has completed work on July 3, 2018 and security guard will remain
on duty till 5:00 p.m. on July 4, when operator and crew return for
final firework set-up.
h. Display Operator and Crew:
i. Friends and family are not allowed in the fireworks set-up area or on the
launch site.
ii. July 4, at 7:00 PM, operator and crew will remove all vehicles from the top
floor of the Market Garage (launch site) and move to a secure position on the
next floor which will be closed to the public.
iii. July 4, at 9:00 PM, operator and crew are required to suite up in
protective clothing to include: Certified hard hats, eye protection, shoes,
gloves, flame retardant clothing, and ear protection. Failure to comply will
result in an immediate eviction of the crew member without protective
clothing and they will not be allowed to return to the return to the
launch site
a) If removal delays start of show contract will not be renewed.
b) Operator and crew will also follow all instructions provided by
the fire marshal and City.
iv. Operator and crew will provide fire extinguisher(s) for the launch site.
i. Launch Time:
i. On July 4, at 9:00 p.m. the fire inspector will make the final
determination of weather conditions in order to issue the “permission to
launch.”
ii. At 9:15 p.m., the firework display will begin and end 20 minutes later at 9:35
p.m., the firework display will conclude.
j. Conclusion:
i. Operator and crew will assemble into three teams accompanied by the fire
inspector to review fall zone area for unexploded shells.
a) If unexploded shells are found, operator and crew are to
dispose of in accordance with fire marshal guidelines.
b) The review of fall zone must be done in a timely fashion in order
not to delay the opening of street and other fall zone closures.
PROPOSAL # AE-17-18-35
10
k. Clean-up:
i. The operator and crew will remove all firework equipment that they
delivered to the firing site launch site.
ii. The operator and crew will be required to clean up the 50’ x 50’ fireworks
launch site, which will include:
a) Removal of all screw, nails, wires that are left on ground
b) Removal of all burnt debris that are left on the ground
c) Removal of all fragments of firework display
d) Removal of all fireworks packaging material
e) Removal of any other debris left by operator and crew
iii. City will supply four (4), three (3) yard trash containers for the disposal of
this debris and boxes.
iv. After the operator and crew have cleaned the area they will request the
City to inspect and approve the site as “clean.”
3. Fireworks -
a. Aerial Shells:
i. The total number of aerial shells will be indicated by vendor in this proposal:
a) Quantity-individual 4” shells
b) Quantity-individual 3” shells
c) Quantity-multiple shot barrage effects
4. Evaluation Criteria-
a. The proposal will be evaluated on the following criteria:
i. Total number of shells to be fired
ii. Shell mix and the number of different types
iii.Total Cost for a 20 minute Fireworks Show
iv. Ability to meet the proposal requirements and Work Plan Exhibit “A”
requirements
vi. Qualifications of firework vendor and display operator
PROPOSAL # AE-17-18-35
11
SAMPLE CONTRACT
C.
MAINTENANCE AGREEMENT (SAMPLE)
BETWEEN
THE CITY OF SANTA CLARITA AND
FOR
THIS MAINTENANCE AGREEMENT (“Agreement”) is made by and between the CITY OF SANTA
CLARITA, a general law city and municipal corporation (“CITY”) and , (“CONTRACTOR”).
The Parties agree as follows:
1.CONSIDERATION.
A.As partial consideration, CONTRACTOR agrees to perform the work listed in the SCOPE
OF SERVICES, below; and
B.As additional consideration, CONTRACTOR and CITY agree to abide by the terms and
conditions contained in this Agreement; and
C.As additional consideration, CITY agrees to pay CONTRACTOR on a basis an
amount set forth in the attached Exhibit “,” which is incorporated by reference, for
CONTRACTOR’s services. CITY will pay such amount promptly, but not later than thirty
(30) days after receiving CONTRACTOR’s invoice.
2.TERM. The term of this Agreement will be from , 20, to , 20. The
Agreement may be renewed upon mutual consent of the parties.
3.SCOPE OF SERVICES.
A.CONTRACTOR will perform services listed in the attached Exhibit “.”
B.CONTRACTOR will, in a workmanlike manner, furnish all of the labor, technical,
administrative, professional and other personnel, all supplies and materials, equipment,
printing, vehicles, transportation, office space and facilities, and all tests, testing and
analyses, calculation, and all other means whatsoever, except as herein otherwise
expressly specified to be furnished by CITY, necessary or proper to perform and
complete the work and provide the professional services required of CONTRACTOR by
this Agreement.
4.PREVAILING WAGES.
A.If required by applicable state law including, without limitation Labor Code
§§ 1720 (as amended by AB 975 (2001)), 1771, 1774, 1775, and 1776, CONTRACTOR
must pay its workers prevailing wages. It is CONTRACTOR’s responsibility to interpret
and implement any prevailing wage requirements and CONTRACTOR agrees to pay any
penalty or civil damages resulting from a violation of the prevailing wage laws. In
accordance with Labor Code § 1773.2, copies of the prevailing rate of per diem wages
are available upon request from CITY’s Engineering Division or the website for State of
. A copy of the
California Prevailing Wage Determination at www.dir.ca.gov/DLSR/PWD
prevailing rate of per diem wages must be posted at the job site.
B.If this contract is subject to state prevailing wage requirements of the California Labor
PROPOSAL # AE-17-18-35
12
Code including Sections 1770 and 1773, and the City’s California Department of
Industrial Relations (DIR) approved Labor Compliance Program. All covered work
classifications required in performance of this contract will be subject to prevailing wage
provisions. The Contractors and its subcontractors shall pay not less than the state wage
rates. Contractor shall further adhere to the requirements contained in the City of Santa
Clarita’s Labor Compliance Program. A copy of the Labor Compliance Program is
available for review upon request at the Office of the City Clerk. All pertinent state
statues and regulations, including, but not limited to those referred to in this contract and
in the City’s Labor Compliance Program, are incorporated herein as though set forth in
their entirety. Additionally, the Contractor is responsible for obtaining a current edition of
all applicable state statues and regulations and adhering to the latest editions of such.
C.Protection of Resident Workers
The City of Santa Clarita actively supports the Immigration and Nationality Act (INA),
which includes provisions addressing employment eligibility, employment verification, and
nondiscrimination. Under the INA, employers may hire only persons who may legally
work in the United States (i.e., citizens and nationals of the U.S.) and aliens authorized to
work in the U.S. The employer must verify the identity and employment eligibility of
anyone to be hired, which includes completing the Employment Eligibility Verification
Form (I-9). The Contractor shall establish appropriate procedures and controls so no
services or products under the Contract Documents will be performed or manufactured
by any worker who is not legally eligible to perform such services or employment.
5.FAMILIARITY WITH WORK.
A.By executing this Agreement, CONTRACTOR represents that CONTRACTOR has:
i.Thoroughly investigated and considered the scope of services to be performed;
and
ii.Carefully considered how the services should be performed; and
iii.Understands the facilities, difficulties, and restrictions attending performance of
the services under this Agreement.
B.If services involve work upon any site, CONTRACTOR warrants that CONTRACTOR has
or will investigate the site and is or will be fully acquainted with the conditions there
existing, before commencing the services hereunder. Should CONTRACTOR discover
any latent or unknown conditions that may materially affect the performance of the
services, CONTRACTOR will immediately inform CITY of such fact and will not proceed
except at CONTRACTOR’s own risk until written instructions are received from CITY.
6.INSURANCE.
A.Before commencing performance under this Agreement, and at all other times this
Agreement is effective, CONTRACTOR will procure and maintain the following types of
insurance with coverage limits complying, at a minimum, with the limits set forth below:
PROPOSAL # AE-17-18-35
13
Type of InsuranceLimits (combined single)
Commercial general liability:$1,000,000
Business automobile liability$1,000,000
Workers compensationStatutory requirement
B.Commercial general liability insurance will meet or exceed the requirements of ISO-CGL
Form No. CG 00 01 11 85 or 88. The amount of insurance set forth above will be a
combined single limit per occurrence for bodily injury, personal injury, and property
damage for the policy coverage. Liability policies will be endorsed to name City, its
officials, and employees as “additional insureds” under said insurance coverage and to
state that such insurance will be deemed “primary” such that any other insurance that
may be carried by City will be excess thereto. Such insurance will be on an “occurrence,”
not a “claims made,” basis and will not be cancelable or subject to reduction except upon
thirty (30) days prior written notice to City.
C.Automobile coverage will be written on ISO Business Auto Coverage Form
CA 00 01 06 92, including symbol 1 (Any Auto).
D.CONTRACTOR will furnish to City duly authenticated Certificates of Insurance
evidencing maintenance of the insurance required under this Agreement, endorsements
as required herein, and such other evidence of insurance or copies of policies as may be
reasonably required by City from time to time. Insurance must be placed with insurers
with a current A.M. Best Company Rating equivalent to at least a Rating of “A:VII.”
Certificate(s) must reflect thatthe insurer will provide thirty (30) day notice of any
cancellation of coverage. CONTRACTOR will require its insurer to modify such
certificates to delete any exculpatory wording stating that failure of the insurer to mail
written notice of cancellation imposes no obligation, and to delete the word “endeavor”
with regard to any notice provisions.
E.Should CONTRACTOR, for any reason, fail to obtain and maintain the insurance required
by this Agreement, City may obtain such coverage at CONTRACTOR’s expense and
deduct the cost of such insurance from payments due to CONTRACTOR under this
Agreement or terminate. In the alternative, should CONTRACTOR fail to meet any of the
insurance requirements under this agreement,
F.City may cancel the Agreement immediately with no penalty.
G.Should Contractor’s insurance required by this Agreement be cancelled at any point prior
to expiration of the policy, CONTRACTOR must notify City within 24 hours of receipt of
notice of cancellation. Furthermore, CONTRACTOR must obtain replacement coverage
that meets all contractual requirements within 10 days of the prior insurer’s issuance of
notice of cancellation. CONTRACTOR must ensure that there is no lapse in coverage.
7.TIME FOR PERFORMANCE. CONTRACTOR will not perform any work under this Agreement until:
A.CONTRACTOR furnishes proof of insurance as required under Section 6of this
Agreement; and
B.CITY gives CONTRACTOR a written Notice to Proceed.
C.Should CONTRACTOR begin work in advance of receiving written authorization to
proceed, any such professional services are at CONTRACTOR’s own risk.
8.TERMINATION.
PROPOSAL # AE-17-18-35
14
A.CITY may terminate this Agreement at any time with or without cause.
B.CONTRACTOR may terminate this Agreement upon providing writtennotice to CITY at
least thirty (30) days before the effective termination date.
C.Should the Agreement be terminated pursuant to this Section, CITY may procure on its
own terms services similar to those terminated.
D.By executing this document, CONTRACTOR waives any and all claims for damages that
might otherwise arise from CITY’s termination under this Section.
9.INDEMNIFICATION.
CONTRACTOR agrees to indemnify and hold CITY harmless from and against any claim, action,
damages, costs (including, without limitation, attorney’s fees), injuries, or liability, arising out of the
performance of this agreement by CONTRACTOR. Should CITY be named in any suit, or should any
claim be brought against it by suit or otherwise, arising out of performance by CONTRACTOR of services
rendered pursuant to this Agreement, CONTRACTOR will defend CITY (at CITY’s request and with
counsel satisfactory to CITY) and will indemnify CITY for any judgment rendered against it or any sums
paid out in settlement or costs incurred in defense otherwise.
10.INDEPENDENT CONTRACTOR. CITY and CONTRACTOR agree that CONTRACTOR will act as
an independent contractor and will have control of all work and the manner in which is it performed.
CONTRACTOR will be free to contract for similar service to be performed for other employers while under
contract with CITY. CONTRACTOR is not an agent or employee of CITY and is not entitled to participate
in any pension plan, insurance, bonus or similar benefits CITY provides for its employees. Any provision
in this Agreement that may appear to give CITY the right to direct CONTRACTOR as to the details of
doing the work or to exercise a measure of control over the work means that CONTRACTOR will follow
the direction of the CITY as to end results of the work only.
11.NOTICES.
A.All notices given or required to be given pursuant to this Agreement will be in writing and
may be given by personal delivery or by mail. Notice sent by mail will be addressed as
follows:
To CITY:City of Santa Clarita
23920 Valencia Boulevard, Suite 300
Santa Clarita, CA 91355
To CONTRACTOR:Name
Address
City
B.When addressed in accordance with this paragraph, notices will be deemed given upon
deposit in the United States mail, postage prepaid. In all other instances, notices will be
deemed given at the time of actual delivery.
C.Changes may be made in the names or addresses of persons to whom notices are to be
given by giving notice in the manner prescribed in this paragraph.
12.TAXPAYER IDENTIFICATION NUMBER. CONTRACTOR will provide CITY with a Taxpayer
Identification Number.
PROPOSAL # AE-17-18-35
15
13.WAIVER. A waiver by CITY of any breach of any term, covenant, or condition contained in this
Agreement will not be deemed to be a waiver of any subsequent breach of the same or any other term,
covenant, or condition contained in this Agreement, whether of the same or different character.
14.CONSTRUCTION. The language of each part of this Agreement will be construed simply and
according to its fair meaning, and this Agreement will never be construed either for or against either party.
15.SEVERABLE. If any portion of this Agreement is declared by a court of competent jurisdiction to be
invalid or unenforceable, then such portion will be deemed modified to the extent necessary in the opinion
of the court to render such portion enforceable and, as so modified, such portion and the balance of this
Agreement will continue in full force and effect.
16.CAPTIONS. The captions of the paragraphs of this Agreement are for convenience of reference only
and will not affect the interpretation of this Agreement.
17.WAIVER. Waiver of any provision of this Agreement will not be deemed to constitute a waiver of any
other provision, nor will such waiver constitute a continuing waiver.
18.INTERPRETATION. This Agreement was drafted in, and will be construed in accordance with the
laws of the State of California, and exclusive venue for any action involving this agreement will be in Los
Angeles County.
19.AUTHORITY/MODIFICATION. This Agreement may be subject to and conditioned upon approval
and ratification by the Santa Clarita City Council. This Agreement is not binding upon CITY until executed
by the City Manager. The Parties represent and warrant that all necessary action has been taken by the
Parties to authorize the undersigned to execute this Agreement and to engage in the actions described
herein. This Agreement may be modified by written agreement. CITY’s City Manager may execute any
such amendment on behalf of CITY.
20.ACCEPTANCE OF FACSIMILE SIGNATURES. The Parties agree that this Agreement, agreements
ancillary to this Agreement, and related documents to be entered into in connection with this Agreement
will be considered signed when the signature of a party is delivered by facsimile transmission. Such
facsimile signature will be treated in all respects as having the same effect as an original signature.
21.EFFECT OF CONFLICT. In the event of any conflict, inconsistency, or incongruity between any
provision of this Agreement, its attachments, the purchase order, or notice to proceed,the provisions of this
Agreement will govern and control.
22.FORCE MAJEURE. Should performance of this Agreement be prevented due to fire, flood, explosion,
war, terrorist act, embargo, government action, civil or military authority, the natural elements, or other
similar causes beyond the Parties’ control, then the Agreement will immediately terminate without
obligation of either party to the other.
23.ENTIRE AGREEMENT. This Agreement and its one attachment constitutes the sole agreement
between CONTRACTOR and CITY respecting _____ maintenance. To the extent that there are
additional terms and conditions contained in Exhibit “” that are not in conflict with this Agreement,
those terms are incorporated as if fully set forth above. There are no other understandings, terms or
other agreements expressed or implied, oral or written.
24.CONFLICT OF INTEREST. CONSULTANT will comply with all conflict of interest laws and
regulations including, without limitation, CITY’s conflict of interest regulations.
(SIGNATURES ON NEXT PAGE)
PROPOSAL # AE-17-18-35
16
IN WITNESS WHEREOF, the parties hereto have executed this contract the day and year first
hereinabove written.
FOR CONTRACTOR:
By:Sample Only –Do Not Sign
Print Name & Title
Date:
FOR CITY OF SANTA CLARITA:
KENNETH W. STRIPLIN, CITY MANAGER
By:
City Manager
Date:
ATTEST:
By:
City Clerk
Date:
APPROVED AS TO FORM:
JOSEPH M. MONTES, CITY ATTORNEY
By:
City Attorney
Date:
PROPOSAL # AE-17-18-35
17
C. PRICING SCHEDULE
PROPOSAL # AE-17-18-35
2018 Fourth Of July Fireworks Show
Pricing must be entered into line items section of PlanetBids. Fill out both this form and enter amount in
PlanetBids. If the number entered on this page or the total entered on page one of the proposal response conflicts
with what is entered on Planetbids, the number entered on Planetbids shall govern.
Cost breakdown for a 20 Minute Show:
1.Total number of shells to be fired (#) ______ X $ ______total $______
Shell mix & the number of different types:
2. Mix ________________________ X $ ______total $______
3. Types_______________________ X $ ______total $______
4. Pyrotechnic staff & labor (#/hours) _____ X $ ______total $______
5. Musical Sound Track (2 copies each) each $ ______ X 2 = total $______
6. Transportation – (1) lot @ $_______
7. Permit $______
Miscellaneous costs not listed above (explain each):
8. _____________________ @ $_________
9. _____________________ @ $_________
10. _____________________ @ $_________
11. _____________________ @ $_________
Sub Total $_________
(Add total costs for items 1, through 7)
12. Tax $_________
(include at .095% for applicable line items)
Total $_________
(add lines 8 and 9)
PROPOSAL # AE-17-18-35
18
DESIGNATION OF SUBCONTRACTORS
PROPOSAL # AE-17-18-35
2018 Fourth Of July Fireworks Show
City of Santa Clarita, California
Fill out this form completely and upload it with your proposal.
Subcontractor DBE STATUS:Dollar Value of Work
Age of firm:Certifying Agency: Annual Gross Receipts:
Location and Place of Business
Bid Schedule Item Nos: Description of Work
License No.Exp. Date: / / Phone ( )
Subcontractor DBE STATUS:Dollar Value of Work
Age of firm:Certifying Agency: Annual Gross Receipts:
Location and Place of Business
Bid Schedule Item Nos: Description of Work
License No.Exp. Date: / / Phone ( )
Subcontractor DBE STATUS:Dollar Value of Work
Age of firm:Certifying Agency: Annual Gross Receipts:
Location and Place of Business
Bid Schedule Item Nos: Description of Work
License No.Exp. Date: / / Phone ( )
NOTE: A contractor or subcontractor shall not be qualified to bid on, be listed in a bid proposal, subject to the requirements
of Section 4104 of the Public Contract Code, or engage in the performance of any contract for public work, as defined in this
chapter, unless currently registered and qualified to perform public work pursuant to Section 1725.5 of the Labor Code. It is
not a violation of this section for an unregistered contractor to submit a bid that is authorized by Section 7029.1 of the
Business and Professions Code or by Section 10164 or 20103.5 of the Public Contract Code, provided the contractor is
registered to perform public work pursuant to Section 1725.5 of the Labor Code at the time the contract is awarded.
PROPOSAL # AE-17-18-35
19
REFERENCES
PROPOSAL # AE-17-18-35
2018 Fourth Of July Fireworks Show
City of Santa Clarita, California
The following are the names, addresses, and telephone numbers of three public agencies for which
Proposer has performed work of a similar scope and size within the past 3 years. If the instructions on this
form conflict with the references requested in the scope of work, the scope of work shall govern.
Complete this form out accordingly. Fill out this form completely and upload it with your proposal.
1. __________________________________________________________________________________
Name and Address of Owner / Agency
__________________________________________________________________________________
Name and Telephone Number of Person Familiar with Project
__________________________________________________________________________________
Contract Amount Type of Work Date Completed
2. __________________________________________________________________________________
Name and Address of Owner / Agency
__________________________________________________________________________________
Name and Telephone Number of Person Familiar with Project
__________________________________________________________________________________
Contract Amount Type of Work Date Completed
3. __________________________________________________________________________________
Name and Address of Owner / Agency
__________________________________________________________________________________
Name and Telephone Number of Person Familiar with Project
__________________________________________________________________________________
Contract Amount Type of Work Date Completed
The following are the names, addresses, and telephone numbers of all brokers and sureties from whom
BIDDER intends to procure insurance bonds:
_____________________________________________________________________________________
_____________________________________________________________________________________
PROPOSAL # AE-17-18-35
20
DOCUMENTS CHECKLIST
PROPOSAL # AE-17-18-35
2018 Fourth Of July Fireworks Show
In addition to the items requested for the proposal, the following documents are required to be
completed and submitted by the proposer.
Request for Proposal Invitation page filled out
Any addendum published through Planetbids – signed form and acknowledgement through
PlanetBids
Designation of Subcontractors form – if none, write “n/a”; Do NOT leave blank
Reference Page
Price Schedule – Use the City supplied pricing page only. Return page and enter all line items
into PlanetBids.
Fireworks display proposal
PROPOSAL # AE-17-18-35
21
Exhibit A
PROPOSAL # AE-17-18-35
2018 Fourth Of July Fireworks Show
City of Santa Clarita-Arts & Events
WORK PLAN FOR FIREWORK VENDOR (2 pages)
______________________________________________________________________________________
DATE: RESPONSIBLE: JOB DESCRIPTION:
3 weeks prior, Vendor Mail 2 copies of final Firework soundtrack to City
3 weeks prior, City Receives and reviews Firework soundtrack
3 weeks prior, Vendor Issues to City valid Fire Marshal display permit for
City
July 2, City Firework Launch Site
Market Garage:
26735 Circle Drive
Santa Clarita, CA 91355
Delivery of (1) VIP restrooms, (4) 3 yard bins, (1) fork
lift and (1) pallet jack for use by Vendor and City
July 3, 3:00 a.m. City/Vendor Market Garage
Vendor to pick-up trucks with firework material and
transport to Market Garage for inspection by Fire
Marshal, unloading and transportation to top floor of
multi-story parking structure. Vendor begins firework
set-up. Height requirements of the multi-level parking
structure make large transport truck entry impossible.
Trucks are to be unloaded at ground level and
transported to the top floor in small pallet loads.
July 3, 10: a.m. Vendor Vendor concludes firework set-up for July 3 and City
provides security.
Vendor operator and crew obey City parking
instructions. Firework Operator and crew may park in
designated areas of the top floor of the Market
Garage.
July 4
3:00 a.m. Vendor Market Garage:
Final set up of firework display by Vendor.
6:30 p.m. City/Vendor Final test of sound system and firework cues.
7:00 p.m. Vendor All operator and crew vehicles removed from top floor
Bid # PR-11-12-10
1
of Market Garage. Only designated operator & crew
to remain in firework launch area.
8:30 p.m. Fire Inspector Final inspection of firework display by Fire Marshal.
8:45 p.m. City/Vendor Fall Zone implemented by City and firework wired to
board.
9:00 p.m. City/Vendor All City and Vendor staff required to wear Fire
Protection clothing, hard hat, eye protection, & shoes
prior to launch. Any person not completely in
mentioned gear will be asked to leave immediately.
Vendor staff who fail to leave immediately will be
escorted off site by Sheriff and Vendor contract will
not be renewed.
9:05 p.m. Fire Marshal Final approval to launch firework display based on
weather conditions.
9:14 p.m. City/Vendor One minute countdown to firework display
9:15 p.m. Vendor Firework display begins
9:35 p.m. Vendor Firework display ends
9:35 p.m. Vendor Checks mortars for unexploded shells
9:50 p.m. Vendor/Fire Marshal Fire by hand unexploded shells-If no unexploded shells
are found Operator and crew divide into three
teams and walk the Fall Zone for unexploded shells
with Fire Marshal.
10:00 p.m. Fire Marshal Declares fall zone safe, fall zone opens
10:05 p.m. Vendor Operator and crew begins break down of firework
launch site
11:00 p.m. Vendor Operator and crew rake, sweep, and shovel up all
remaining debris from the fireworks launch site and
dispose of in City provided trash containers.
11:55 p.m. Vendor Transport all vendor equipment to transport trucks
and depart site.
11:59 p.m. City Street sweeper does final clean-up of top floor of
Market Garage.
Bid # PR-11-12-10
2
EXHIBIT B
Bid # PR-11-12-10
3
CITY OF SANTA CLARITA
REQUEST FOR PROPOSAL INVITATION
PROPOSAL # AE-17-18-35
ELECTRONIC PROPOSALS ARE DUE BEFORE: 11:00 AM, Tuesday, January 9, 2018
The City of Santa Clarita invites electronic proposals for:
2018 Fourth Of July Fireworks Show
1.Proposal responses must be uploaded to Planet Bids at:
http://www.planetbids.com/portal/portal.cfm?CompanyID=16840#
2.Prices shall be D.D.P. Destination or for the service rendered.
3.Proposer shall honor proposal prices for One Hundred Twenty (120) days or for the stated contract
period, whichever is longer.
4.Proposals must include this Proposal form and be signed by the contractor's authorized representative.
This signature acknowledges the proposer has read and understands the requirements contained on
pages 1 to 21 and Exhibit A-B.
5.The last day for questions will be 10:00 AM, Tuesday, January 2, 2018. Questions should be submitted
electronically to:
http://www.planetbids.com/portal/portal.cfm?CompanyID=16840#
6.The contractor is responsible for the accuracy and completeness of any solicitation form not obtained
directly from the City.
PROPOSER TO READ
I have, read, understood, and agree to the terms and conditions on all pages of this proposal. The undersigned
agrees to furnish the commodity or service stipulated on this proposal as stated above.
Company: Address:
Name (Print): Signature:
Company Phone No.: Title of Person Signing Proposal:
PROPOSAL # AE-17-18-35
2
C.
PRICING SCHEDULE
PROPOSAL # AE-17-18-35
2018 Fourth Of July Fireworks Show
Pricing must be entered into line items section of PlanetBids. Fill out both this form and enter amount in
PlanetBids. If the number entered on this page or the total entered on page one of the proposal response conflicts
with what is entered on Planetbids, the number entered on Planetbids shall govern.
Cost breakdown for a 20 Minute Show:
1.
Total number of shells to be fired (#) ___ X $ __total $
Shell mix & the number of different types:
2.
Mix ________________________ X $ ____tal $______
3.Types_____________________
4.Pyrotechnic staff & labor (#/hours) _____ X $ ______total $______
5.Musical Sound Track (2 copies each) each $ ______ X 2 = total $______
6.Transportation – (1) lot @ $_______
7.Permit $______
Miscellaneous costs not listed above (explain each):
8._____________________@ $_________
9._____________________ @ $_________
10._____________________ @ $_________
11._____________________ @ $_________
Sub Total $_________
(Add total costs for items 1, through 7)
12.Tax $_________
(include at .095% for applicable line items)
Total $_________
(add lines 8 and 9)
PROPOSAL # AE-17-18-35
18
DESIGNATION OF SUBCONTRACTORS
PROPOSAL # AE-17-18-35
2018 Fourth Of July Fireworks Show
City of Santa Clarita, California
Fill out this form completely and upload it with your proposal.
Subcontractor DBE STATUS:Dollar Value of Work
Age of firm:Certifying Agency: Annual Gross Receipts:
Location and Place of Business
Bid Schedule Item Nos: Description of Work
License No.Exp. Date: / / Phone ( )
Subcontractor DBE STATUS:Dollar Value of Work
Age of firm:Certifying Agency: Annual Gross Receipts:
Location and Place of Business
Bid Schedule Item Nos: Description of Work
License No.Exp. Date: / / Phone ( )
Subcontractor DBE STATUS:Dollar Value of Work
Age of firm:Certifying Agency: Annual Gross Receipts:
Location and Place of Business
Bid Schedule Item Nos: Description of Work
License No.Exp. Date: / / Phone ( )
NOTE: A contractor or subcontractor shall not be qualified to bid on, be listed in a bid proposal, subject to the requirements
of Section 4104 of the Public Contract Code, or engage in the performance of any contract for public work, as defined in this
chapter, unless currently registered and qualified to perform public work pursuant to Section 1725.5 of the Labor Code. It is
not a violation of this section for an unregistered contractor to submit a bid that is authorized by Section 7029.1 of the
Business and Professions Code or by Section 10164 or 20103.5 of the Public Contract Code, provided the contractor is
registered to perform public work pursuant to Section 1725.5 of the Labor Code at the time the contract is awarded.
PROPOSAL # AE-17-18-35
19
REFERENCES
PROPOSAL # AE-17-18-35
2018 Fourth Of July Fireworks Show
City of Santa Clarita, California
The following are the names, addresses, and telephone numbers of three public agencies for which
Proposer has performed work of a similar scope and size within the past 3 years. If the instructions on this
form conflict with the references requested in the scope of work, the scope of work shall govern.
Complete this form out accordingly. Fill out this form completely and upload it with your proposal.
1.__________________________________________________________________________________
Name and Address of Owner / Agency
_________________________________________________________________________________
Name and Telephone Number of Person Familiar with Project
_________________________________________________________________________________
Contract AmountType of WorkDate Completed
2.
_________________________________________________________________________________
Name and Address of Owner / Agency
_________________________________________________________________________________
Name and Telephone Number of Person Familiar with Project
_________________________________________________________________________________
Contract AmountType of Work Date Completed
3
.
__________________________________________________________________________________
Name and Address of Owner / Agency
__________________________________________________________________________________
Name and Telephone Number of Person Familiar with Project
__________________________________________________________________________________
Contract AmountType of WorkDate Completed
The following are the names, addresses, and telephone numbers of all brokers and sureties from whom
BIDDER intends to procure insurance bonds:
_____________________________________________________________________________________
PROPOSAL # AE-17-18-35
20
Exposhows Inc,
201
Proposal for
City of Santa Clarita, California
th
201 July 4Fireworks
Valencia Town Center
I.SUMMARY.................................................................................................................................... 3
II.INTRODUCTION........................................................................................................................... 3
III.EVENT OUTLINE............................................................................................................................ 3
IV.DISPLAY ELEMENTS/ SHELL COUNT / PRICINGSUMMARY.................................................4
V. PLOT MAP AND SITE LOCATION...........................................................................................5
VI.SCOPE OF SERVICES/ TECHNICAL SPECIFICATIONS......................................................6-
VII.STATEMENT OF QUALIFICATIONS.....................................................................................
VIII.PROJECT MANAGEMENT.....................................................................................................1
IX.PRODUCTION AGREEMENTSUMMARY.............................................................................1
X-XII.TIMETABLE/BUDGET/EVALUATION.........................................................................................1
XIII.REFERENCES/ ENDORSEMENTS........................................................................................1
XIV.TIMELINE/CHRONOLOGY…………………………………………………………………..….1
I.Summary
Exposhows, a professional Fireworks Display Company, is a California
corporation based in Los Angeles Countyand experienced in municipal
shows. Exposhows would like the opportunity to be selected as vendor
th
to operate the2018 City of Santa Clarita 4ofJuly Fireworks Display.
Fireworks capture the Spirit of America and create an event that brings
families together as a community.
II.Introduction
Exposhows was founded by pyrotechnic and meeting-planning
professionalswith over 25 years of experience to provide a localfirework
Display Company forcommunity events and private celebrations.
“Our business defines success by making people smile, never
compromising on issues of safety and consistently over delivering results.
There are many ways to the same place but no such thing as staying the
same. If we are not moving forward, we are falling behind.”
- Exposhows Inc,-
III.Event Outline
th
The 2018 City ofSanta ClaritaJuly 4FireworksDisplay isscheduled for the
evening of Wednesday, July 4, 2018 at 9:15p.m. The displaylocation a
parking structure at the Valencia Town Center.
California State Fireworks Law dictatesthe maximum size shell that can be
fired safely to be 4”. Section V. (Plot Map and Site Location) details shell
launch location.Runtime of the fireworks program is 20 minutes and
choreographed to a soundtrack submitted to event staff for review and
approval.
A soundtrack will be provided to the City for review and approval. The
display will be choreographed to the approved soundtrack.
Display elements are outlined on the page following and incorporate
single shot shells, multibreak andchained shells. Load in and setup of the
rdth
display will be done July 3& 4, 2018.Equipment strike will be
conducted following the conclusion of the event.
IV.Display Elements / Shell Count
Shell count and device totals are listed and will be sent for review and approval
by Los Angeles County Fire Dept.
Additional specialty custom break shells are used to enhance the audience
experience. These shells are made in the United States. Exposhowsis proud to
support American manufacturers.
Shell Count
Shell Size /Effect / Device
Aerial Barrage Opening
3” Shells (Display & Salutes)20
4”Display Shells8
Multishot Devices (400 shots)2
Aerial Main Display
3” Main Display Shells304
4” Main Display Shells154
Multishot Devices(1800 shots)8
Aerial Grand Finale
3” (Finale &Titanium Salute)288
4” Shells (Chain Finale)40
Multishot Devices (900 shots)3
Total Shell Count / Run Time / PriceSummary Total
Breaking Shell Total*814
Mutishot Devices (3100 shots)12
Main Display Shells (Lift Rate Average) 31/ minute
Finale Run Time2minutes
Total Show Run Time21min
TotalDisplayPrice$23,280
Asan operating standard and value added feature, Exposhows displays
areloaded with additional productabove listed total count to exceed
yourexpectations and ensure compliance with contract shell count.
V. Plot Maps / Firing Site Location
Valencia Town Center 26735 Circle Drive, Santa Clarita CA 91355
280’
Plot Map I. Firing Site & Display Zone Safety Perimeter
4” Shells 280’ Diameter
TechnicalProposal/Scopeof Work
Permit Filings
All permits required by Federal agencies, (ATF, DOT, FAA),Office of the State Fire
Marshal of California, Los Angeles CountyFire Dept. and LASDin accordance with
U.S., State and local laws will be submitted by Exposhows aftercontract
endorsementand approval. City of Santa Clarita, Countyof Los Angeles, its officers
and agents,public safety agenciesand property ownerwill be listed as additional
insured on general liability and SCIF Workers Comp policies.
Personnel Training
Only trained and experienced pyrotechnicans areassigned toExposhows Fireworks
Displaysthat includealltransportation, setup, discharge and strike of the fireworks
displays. Exposhows pyrotechnicans receive annual recurring explosives safety
training including OSHA High Hazard IIP Plantrainingand Industry safety protocols. In
addition, Site safety briefings are conducted daily prior to work. AllExposhowsstaff
are US Citizens with no felony convictions that have passed a DOJ Background
Check and are authorized to perform duties as employee possessors under
Exposhows Federal Explosives License.No display work is ever subcontacted.
Pre-Event Meeting
Exposhows will conduct a pre-event meeting(s)with City of Santa Clarita, media
partner(s)and Public Safety Depts.at a date and time TBAno later than 4weeks
prior to event.
Launch Site
Launch site isthe south-east corner of the top parking deck of the Market Garage
at Valencia Town Center located at 26735 Circle Drive, Santa Clarita. A Site Map&
Plot Plandetails the location of the firing platform.
Storage and Delivery of Product (Pyrotechnic 1.3G Explosives)
Show equipmentwill be delivered via box truck to the staging siteon Tuesday, 3 July
2018at 03:00 hoursforequipmentload-in, site configuration and set-up.Guns and
Racks will be configured, positioned and secured. All product will arrive on site via
th
placarded and permitted box truck early morning Wed, July 4. Transportation
Permit documents include the travel route of the truck. Los Angeles County Fire will
be advised when the truck arrives on- site. Product remains secured inside the truck
until firing site is secured and at such a time licensed operator in charge and/orAWJ
Inspector determines display is ready for product loading.
Itemized List of Pyrotechnic Display Equipment
Equipment list includes wooden2.5”-4” racks, cleats, 3” & 4”HDPE Mortar Guns
constructed in accordance and exceedingCalifornia State Fireworks Law Title 19
and approved rackand troughstabilization methods. Mortarsand rackswill be
placed and stabilized in racksby in accordance with California State Fireworks Law
Title 19.
A electronicfiring system with built in safeguards consistent with California Fireworks
Lawis used. Equipment listing includes all applicable modules, cables, connectors
related to the firing system. E-match, quick match and 22-2 low voltage zip wire are
used to connect fireworks to firing strips or modules.
Fire suppression equipment; multiple 1.5 gallon pressurized water extinguishers. Foil
and Visqueen (polyethylene plastic) for display protection until display time in the
event of inclement weather conditions.
Display Setupand Shell Wiring
Site configuration and setup of equipment; mortars, racks, troughsand barrels will
th
be executed Tuesday, July 3rd.HazMat load will arrive July 4and remain locked
and secured on-site under thedirectsupervision of the licensed operator(s)from
arrival on site untilproduct loading until return and load out.
th
Shell drop and shell wiringwill be conducted Wed, July 4with completion by 2 p.m.
A preliminary continuity check will be performedat this timeby licensed operator.
Audio signal testingwith the media partnerwill also be conductedatthis time.
Sponsor and LA CountyFirewill be advisedwhenfinal continuity is complete.A final
continuity check will be conducted prior to the scheduled show start at 9:15 p.m.
If display is simulcastwith a radio station,start of the display is ultimately under the
control of the media partner. Sponsor or event staffcoordinatorwill direct media
partner or initiate music which will transmit synchronization signalsvia wireless
modem or audio cueto the firing panel shooter.
Detailed Show Description with number and type of shells for show and finale
Display contains a variety of several dozen different types of aerial display shell
effects fromseveraldifferent manufacturers in all colors. Several of the same effects
may becombined to create sweeping panoramas.
Display emphasizesRed, White and Bluepatrioticcolor shells as wellseveral dozen
specialty customdisplayand pattern shellsin all colors.
The display opens with an opening barrage of titanium salutes and show effects
including accompanied by single shell display aerial shellsand multishot devices.
The main body display consists of single shot shells,chained shellsand multishot
devices,many fired in tandem to a faux finale, and build again in intensity for the
finale that will engage single shot shells, chained shells and salutes.
The displayfeatures over 800breaking shellsand 3100 shots from multishot devices.
Any new or innovative shell pattern designswill be usedto ensure use of the newest
and best products available.
Total run time of the show will be 20-21minutes. The finale incorporates
approximately 400shells with a run time oftwominutes following an action packed
show.
Description of electronically fired display
Entire duration of the display from the opening shot to the final finale cue will be
fired electronically.
Audio Track / Show & Music Choreography
Show scripting software is used to create a digital rendering of the display. This
software is used to choreograph the show to a soundtrack based on lift time of the
shell. It enables selection of color and pattern shells to fit the song and prints labels
for each shell used based on position, gun angle, module and cue.
Entire duration of the fireworks display is choreographed to a pre-approved audio
trackif desiredthat will be submitted to City of Santa Claritastaff and media partner
for review. This music track may beprovided by the sponsor or media partner if
desired. The display canbebroadcastorsimulcast to the music track bythe media
partner.CD’sof the display soundtrack will be provided to Event Director or event
staff representative afterapproval.
Shell Labeling
Each Shellwill be labeled with shell type, caliber, position, module,gun angleand
cue number consistent with the choreographed show for easy identification and
inventory management. A sampleof the labels affixed to each shell in the display is
included on the page following.
Shell Substitutions
No shells will be substituted that deviate from the proposal or approved Los
Angeles CountyFire Dept. permit without prior written approval of the City.
Condition of Site
Following display, any remaining live pyrotechnic product, unfired or located
will be secured and Exposhows willstrike all display equipment for load-out.
Exposhows willbe responsible for removal of all pyrotechnic equipment,
material and debrisfrom the firing site and return of the substrate to its
original condition. Following cleanup, a site inspection will be conducted
with a City representative or photographs will be taken and sent to the City.
6.8Post Display Reporting & Evaluation
Post display reporting and display evaluation will be conducted with the
event sponsor. In addition, Post Display reports will be filed with the California
Office of the State Fire Marshal in accordance withState Fireworkslaws and
regulations.
StatementofQualifications
Key Contacts / Statement of Qualifications
Exposhows Inc. PO Box 5590,Santa Monica, CA 90409USA
Tel (424) 322-8747 Fax (310) 451-7994www.exposhows.net
*David MacCormick OperationsLogistics 310-864-9616 dm@exposhows.net
*Dan DouglassSite Storage & Security 818-219-0376 dan@exposhows.net
*Rick Zaday Equipment Manager 661-713-4217rick@exposhows.net
*Larry OchnerStaff Training Mgr 661-202-9120larry@exposhows.net
*Frank PonceDigital Sys Manager 661-542-1985franklin@exposhows.net
*Paul NewlandHazMat Transport Mgr661-713-6140paul@exposhows.net
Richard MorrisonAudio Engineer 661-713-1852 richard.morrison@mac.com
*Key Contacts are current California State Licensed Pyrotechnic Operators
Exposhows Inc. was established in 2010 and founded by licensed pyrotechnic
professionals to provide local municipalities a company specializing in
outdoor aerial firework displays for the general public, stadium shows, city
celebrations, NASCAR, theme parks and arenas for both indoor and outdoor
venues.
Exposhows isa California corporation, based in Los Angeles andcomprised
of California licensed operators and experienced veteran pyrotechnicians.
Our staff has been involved in the production and operation of outdoor
aerial displays, theatrical and special effects pyrotechnics in Californiafor
over twenty-fiveyears.
Exposhows staffhasoperated over one hundred outdoor and theatrical
displays for including large public showsfor the State of California, County of
Los Angeles, Orange, Ventura and StanislausCounty and multiple year
municipal clients; County of Los Angeles,Lynwood, Redondo Beach, Fillmore,
Marina del Rey, Alhambra, Murrieta, Downey, Modesto, Newport Beach,
Fountain Valleyand many others.
Exposhowsis experienced with barge and marine shows, operatingUS Navy
Fleet Weekdisplays, Battleship USS Iowa, City of Redondo Beach, Marina del
Rey and Malibu Barge Shows.Inaddition toover seven years of public
displaysas the in-housefor Six FlagsMagic Mountain, big gun displays
include Stanislaus Countyand Malibu. It is our goal to continue with only
select celebrations. Wesincerely hope to work with the City of Santa Clarita
Past event and venue highlights of our operating staff include experience
with over 100 displays, the Olympics, PBR, Los Angeles Dodgers, performing
artists, arena shows and more. The Grand Display at the 2016Western
Pyrotechnic Association Conference and 2016/2017US Navy Fleet Week
Exposhows sta
te of the artdigital fireworks scripting software and firing
systems enable us to produce exciting precision choreographed showsfor
your event.Experienced with simulcast broadcasts, our multiple Grammy
award winning audio engineer designs custom music tracks for each show.
In addition to foreign product manufacturers, Exposhows works directly with
different US manufacturers of pyrotechnic product. This allows us to select
the newest and best product from different sources for your show. If we find
a way to add more as a value added feature, we will make sure to do so to
ensure that your expectations are exceeded.
Exposhows personnel assignedtoset up, operate the 2018 City of Santa
Clarita Independence Fireworks Display consist ofno less than 8 experienced
staff members and licensed operator. All aspects of the Fireworks Display will
be conducted by Exposhows staff and are neversubcontracted to another
agency or any third parties.
Equipment and Explosives Storage facilities are registered with the ATF and
the California Office of the State Fire Marshal. Facilities are maintained in the
City of Santa Clarita, Acton&Mojave, CA with an administrativeoffice in
Torrance, CA
Primary focus is safety of spectator audience and staff members and will
never be compromised under any circumstances. No incidents involving any
violations ofsafety, injury to any spectators or property damage have ever
occurred with Exposhows or with our experienced operators and team
members.
Exposhows has never been disqualified from a project and has never been a
party to litigation arising from one of our displays. Our general liability, workers
comp and transportation insurance loss runs have nolosses since inception.
All staff members are qualified and authorized to work as employee
possessors under Exposhows Inc. Federal Explosives License as required by
Federal Law. In addition, all pyrotechnicians have multishow outdoor
experience and receive annual safety and pyrotechnic training.
Close coordination withEvent Staff and municipal public safety departments
with pre-event meeting(s) and clear timely communication are hallmarks
that distinguish Exposhows; adetail-oriented display companywith logistical
expertise and demonstrated leadership qualitiesthat result in production
excellence.
David MacCormick - Display Project Manager 25 years experience including Barge and
Marine display experience. Licensed CaliforniaPublic Display Operator. ATF Licensed
Importer. Hazmat Transport License. Over 1000 hours and 130 public fireworks and
pyrotechnics displays without incident.
Dan Douglass - 34 years experience Commercial Driver. Senior PyrotechnicSupervisor.
Licensed CaliforniaPublicDisplay Operator. Explosive Site Manager 8 years aerial
display experience.Over 400 hours experience.
Rick Zaday- 8 years experience with Municipal Publicaerialdisplays and SFX.
Fabrication Manager. Licensed CaliforniaPyrotechnician. Santa Clarita Display
Operator
Franklin Ponce - Licensed CaliforniaPublic Display Operator. Experience with Public
Display Aerial Fireworks and Proximate Pyrotechnics. Firing Systems & Electronic
Equipment Manager
Successful delivery of an exceptional public display fireworks production requires a
structured approach within a clearly defined framework. The project manager must
utilize every tool and resource to optimize the outcome. Criteria have to be met to
define the scope of the project; creating an overall unforgettable audiovisual
experience with universal appeal.
Use only the very best, most reliable display fireworks available in the world. Fabricate
the safest equipment possible for the viewing audience. Hire responsible staff and
experienced industry veterans. Design the display with new effects, the widest variety
and appropriate shell size selection. Audio and show choreography that excites the
spectators.
Identification as well as managing and mitigating the project risks that will occur are
central to project success. Equipment, product, transportation, safety, security, logistics,
staffing and weather are significant areas of anticipated risk. Contingencies, risk owners
and assigned responsibilities are Risk Register items. e.g (Two operators assigned to
display in the event anoperatoris unavailable due to unforeseen circumstances).
Coordination of people and activities, constant auditing and review are controls that
keep Exposhows projects on-track, on-time and within budget. Time lines for completion
risks coupled with projectstrategy have always led to successful product delivery.
Supplier performance measurement, ultimately project health and status are constantly
monitored by using Earned Value metrics. Evaluating Trend analysis of Cost and
Schedule Performance Index ratios enable dynamic adjustment and change well
ahead of the event horizon.
We are only limited by the extent of our imagination. Proposed show design, music and
display choreography is offered as a starting or an endpoint. Public or sponsor input is
encouraged in the interest of achieving the same vision. It leads to a collaborative
effort, the best change control option we have in any client vendor relationship.
.Production Agreement / Contract
A completed Contract Agreement or formal Production Agreement / Contract
with Scope of Work between Exposhows Inc., a California corporation and The
City of Santa Claritawill be submitted for review orprovided by the City
following acceptance of a display option or modification to and subsequent
acceptance of the same. Scope of work includes the following standard
production agreement details.
1Engagement
2Exposhows duties andClient (City ofSanta Clarita) duties
3Time and Place of Production
4 Fees, Interest and Expenses
5Proprietary Rights
6Safety
7Security
8 Clean Up
9Permits
10Insurance
11Indemnification
12 Limitation of Damages from Ordinary Breach
13Force Majeure
14 Rescheduling of Event / Right to Cancel
15 No Joint Venture / Applicable Law
16Notices / Modification of Terms / Severability
17 Price Firm
18 Contract Endorsement
X. Timetable
Description of WorkStart and End Dates
Phase OneFormal Bid Submission /ApprovalJan 2018
Phase Two* Pre-Event Logistics / Show ScriptingJan – Jul 2,2018
Phase ThreeDisplay Set Up / Operation / StrikeJuly 3- 4,2018
*Phase Two includes all show preliminaries, LACoFD permit filings, music &show
script choreography,coordination withCity of,Public Safety &
EventStaff.
XI.Budget
Cost
Description of Work
$1
Show DepositOn Contract Approval
$1
BalancePost Event Reconciliation 2017
$
TotalTotal
XII.Evaluation
1.Pre Event meeting(s)withCity ofSanta ClaritaEvent Staff&LACoFD
2.Post Display Reportingwith Public Safety Dept(s).Follow Up with Event Staff
References / Endorsements
City of Lynwood Recreation Services Superintendent - Rozie Carrillo 310-603-0220 x-225
Marina del Rey – LA County Dept. of Beaches & Harbors - Catrina Love (310) 305-9511
City of Murrieta Recreation Services Event Director – Laura Frasso 951-461-6110
-
LA County Fire Inspector – William Boller / Inspector Bob Kelley 661-286-8821
Cityof Fillmore Fire Chief 805-524-
LA County Fire Dept. – Special Event Permits Amy Mawson 323-890-4122
City of Newport Beach Fire Department - Fire Inspector Steve Michael 949-644-3110
Cottonwood Church – Los Alamitos, CA Event Director Nesly Palacios 714-947-5355
Hillcrest CC, Los Angeles, CA - Director Cynthia Glendenning 310-553-8911
Cityof Murrieta Fire Dept. 951-757-4125
San Bernardino Fire Protection District – Division Chief Sal Corrao 760-256-2254 x-28
LA City Fire Department - Inspector Donald Conkrite 213-978-3650
Simi Valley High School - Simi Valley, CA - Todd Sanders 805-577-1400
Los Angeles Dodgers Jill DeStefano 323-224-1500
XIV.Production Chronology / Schedule
Music Soundtrack - Show Choreography – Display Operations
Site Inspection / Plot Map &
Proposal Submission and Vendor Retention
Contract Review / Endorsement
Selection of Music Tracks / Event Specific / Genre
Audio Engineering / Final Soundtrack Approval by Sponsor
Display Choreography –Show Product Selection
Firing Field Configuration / Display Details / LACoFD Permit Filings
Audio/Sound Conference with City and/or Media Partner
Pre-Event Meeting LACoFD/ Permit Approval
Pre-Event Meeting Event Staff / Event Logistics / On Site Contact List
Pyrotechnic Team Assignment / Safety and Event Briefing
Final Display Production / Product and Effect Listing
Display Shells / Show Packaged
Transportation Logistics
Pre-Event Audio Coordination with City and/or Media Partner
Display Equipment Load In –July 3
HazMat Load In –July 4
Fireworks Display and Post Display Site Inspection –July 4
Strike / Load Out –July 4
Post Display Site Inspection July 4/5
Post Display Reporting Los Angeles CountyFD/ State Fire Marshal
Post Display Reporting City of Santa ClaritaEvent Staff
Opening
3”Assorted Color, Super Peony Titanium SaluteDisplay Shells
4” Color Display Shells – Brocade /Willow Forest / Spinning Flowers
Shot Gold
TOTAL SHELLS
TOTAL MULTISHOT
Main Body
Three Inch Floral Pattern Shells Peony/Gamboge/Cyas
Three Inch Specialty MultiBurst Color/Salute Effect Shells
Three Inch Duration/Lingering Effects Willow/Stars /Falling Leaves4
Three Inch Salute Report Shells / Whistles 20
Three Inch Multi-Break / Multi Break Color Effect Shells40
Three Inch Palm, Dahlia, Diadem & Chrysanthemum Multi-Effect Shells
Three Inch Torbillion & Girandola Effect Shells0
2” 36 Shot Battle of Color Multishot Cake
2” 136 Shot Different ShotPattern Shells Multishot Cake1
Hearts/Letters/Saturn/Happy Face/Rings/Cubes/Atomic/Octagon 1
1.75”00 Shot Skypainter Red /White and Blue Comets 1
TOTAL 3” SHELLS
TOTAL MULTISHOT
Four Inch Floral Pattern Shells Peony/Gamboge/Cyas
Four Inch Brocade/Crown Brocade16
Four Inch Specialty MultiBurst Color/Salute Effect Shells
Four Inch Duration/Lingering Effects Willow/Stars /Falling Leaves
Four Inch Multi-Break / Multi Break Color Effect Shells /Whistles
Four Inch Palm, Dahlia, Diadem & Chrysanthemum Multi-Effect Shells
Four Inch Pattern Shells Hearts/Letters/Saturn/Happy Face/Rings 15
Four Inch Torbillion & Serpent Effect Shells 10
TOTAL 4” SHELLS
Grand Finale
Three Inch Assorted Custom Color and Salute w/Report Finale Shells 10
Three Inch Assorted Red Blossoming Flowers to Silver to Blue0
20
Three Inch Assorted Blue Blossoming Flowers to Silver to Red
Three Inch Multi Color Varigated Peony
Four Inch Red/White/Blue and Color Display Shells
10
Four Inch Gold and Silver Brocade withCrown Shells
20
Four Inch Silverto GoldKamuro with Glitter and Crackle3” 168
Dawn Finale
TOTAL GRAND FINALE SHELLS