4-26-20RFP Specifications.pdf

RFP No. 26-20RFP

CITY OF McKINNEY

REQUEST FOR PROPOSAL (RFP)

FOR

DRONE AND PYROTECHNIC DISPLAYS

City of McKinney exclusively uses Bonfire for the notification and dissemination of all solicitations. The receipt of solicitations through any other means may result in your receipt of incomplete specifications and/or addendums which could ultimately render your proposal non-compliant. The City of McKinney accepts no responsibility for the receipt and/or notification of solicitations through any other means.

https://mckinneytexas.bonfirehub.com/

TABLE OF CONTENTS

LEGAL NOTICE

GENERAL CONDITIONS OF BIDDING AND TERMS OF CONTRACT

NOTICE TO RESPONDENTS

MINIMUM REQUIREMENTS

PROPOSAL FORM SIGNATURE PAGE

LEGAL NOTICE

City of McKinney, Texas

Advertisement for Proposals

The City of McKinney is accepting proposals from a Special Event Production Company to provide Drone and Pyrotechnic Displays. Specifications for this project may be obtained on our electronic procurement portal, Bonfire, at https://mckinneytexas.bonfirehub.com/.

A Virtual pre-submittal conference will be conducted at 2:00 p.m., Tuesday, Oct. 21, 2025.

The conference will be held at:

https://cityofmckinney.webex.com/cityofmckinney/j.php?MTID=mfb0ca6248e432fc629f7 1add9d860578

Submittals opening will be broadcast via video conference meeting hosted inside City Hall at the address below. Respondent’s name will be read aloud shortly after the specified time for delivery. Vendors are strongly encouraged to attend virtually versus in-person by following the meeting details outlined in the bid specifications.

Submittal Deliveries: The City encourages all submittals be submitted electronically on the City’s electronic procurement portal. However, the City will also accept paper submittals, if received by the due date and time listed below. The City of McKinney cannot guarantee, due to internal mail delivery procedures, that any submittal sent priority mail will be picked up from the post office by city mail employees and delivered to Procurement Services by the closing date and time. It is recommended that submittal deliveries be made either in person or via an alternate delivery method ensuring delivery to the physical address.

Respondent shall bear full responsibility for ensuring the submittal is delivered to the specified location by due date and time. Late submittals will be rejected as non-responsive. All hard copy submittals must be clearly addressed to Procurement Services and include the submittal name and number on the outside of the envelope/package.

PROPOSAL NAME: Drone and Pyrotechnic Displays

PROPOSAL NO.: 26-20RFP

DUE DATE/TIME: 2:00 p.m. (CT), Thursday, October 30, 2025

MAIL OR DELIVER TO: City of McKinney Procurement Services 401 E. Virginia Street McKinney, Texas 75069

The City reserves the right to reject any and all submittals and to waive any informality in submittals received, deemed to be in the best interest of the City. No officer or employee of the City of McKinney shall have a financial interest, direct or indirect, in any contract with the City of McKinney.

In accordance with the Americans with Disabilities Act, it is the policy of the City of McKinney to offer its public programs, services and meetings in a manner that is readily accessible to everyone, including individuals with disabilities. If you are a person with a disability and require information or materials in an appropriate alternative format; or if you require any other accommodation, please contact the ADA Coordinator at least 48 hours in advance of the event. contact-adacompliance@mckinneytexas.org.

TO APPEAR IN THE MCKINNEY COURIER GAZETTE IN THE FOLLOWING EDITIONS:

First Publication: Friday, Oct. 10, 2025 https://mckinneytexas.bonfirehub.com/ https://cityofmckinney.webex.com/cityofmckinney/j.php?MTID=mfb0ca6248e432fc629f71add9d860578 https://cityofmckinney.webex.com/cityofmckinney/j.php?MTID=mfb0ca6248e432fc629f71add9d860578 mailto:contact-adacompliance@mckinneytexas.org

Second Publication: Friday, Oct. 17, 2025

GENERAL CONDITIONS OF BIDDING AND TERMS OF CONTRACT

By execution of this document, the vendor accepts all general and special conditions of the contract as outlined below and, in the specifications, and plans.

I. PROPOSALS

A. PROPOSALS – The City encourages all responses to be submitted electronically on the City’s electronic procurement portal, Bonfire. However, the City will also accept paper proposals, if received by the due date and time at the location specified in the legal notice. Paper proposals submitted to the office of the Procurement Services Manager shall be a minimum of one (1) original and one (1) electronic copy in PDF format on USB.

B. AUTHORIZED SIGNATURES – The proposal must be executed personally by the vendor or duly authorized partner of the partnership or duly authorized officer of the corporation. If executed by an agent, a power of attorney or other evidence of authority to act on behalf of the vendor shall accompany the proposal to become a valid offer.

C. LATE PROPOSALS – Proposals must be in the office of the City Purchasing Manager before or at the specified time and date proposals are due. Proposals received in the office of the Purchasing Manager after the submission deadline shall be rejected as non-responsive proposals.

D. WITHDRAWAL OF PROPOSALS PRIOR TO OPENING – A proposal may be withdrawn before the opening date by submitting a written request for its withdrawal to the City Purchasing Manager.

E. WITHDRAWAL OF PROPOSALS AFTER OPENING – A proposal may not be withdrawn or cancelled by the vendor for a period of ninety (90) days following the date and time designated for the receipt of proposals unless otherwise stated in the request for proposals and/or specifications.

F. PROPOSAL AMOUNTS – Proposals should show net prices, extensions and net total where applicable. In case of conflict between unit price and extension, the unit price will govern.

G. TAX EXEMPT STATUS – The City is exempt from federal excise tax and state sales tax. Unless specifications specifically indicate otherwise, the price proposal must be net exclusive of above-mentioned taxes and will be so construed.

Therefore, the proposal price shall not include taxes.

H. AWARDS – The City reserves the right to be the sole judge as to whether such items proposed will serve the purpose intended. The City reserves the right to accept or reject in part or in whole any proposal submitted, and to waive any technicalities or informalities for the best interest of the City. Award of contract shall be made to the most responsible, responsive offeror who’s negotiated best and final offer is determined to be the best value offer, taking into consideration the relative importance of price and other factors set forth in the Request for Proposals.

I. SILENCE OF SPECIFICATIONS FOR COMPLETE UNITS – All materials, equipment and/or parts that will become a portion of the completed work including items not specifically stated herein but necessary to render the service(s) complete and operational per the specifications are to be included in the proposal price.

Vendor may be required to furnish evidence that the product or service, as proposed, will meet or exceed these requirements.

J. ADDENDA - Any interpretations, corrections or changes to the specifications and plans will be made by addenda no later than forty-eight (48) hours prior to opening.

Addenda will be distributed to all known recipients of proposal documents. Vendors shall acknowledge receipt of all addenda with submission of proposal.

K. GENERAL BID BOND/SURETY REQUIREMENTS – Failure to furnish bid bond/surety, if requested, will result in proposal being declared non-responsive.

Non-responsive proposals will not be considered for award.

L. GENERAL INSURANCE REQUIREMENTS – Failure to furnish Affidavit of Insurance if, insurance coverage is required in these specifications, will result in proposal being declared non-responsive. Non-responsive proposals will not be considered for award.

M. RESPONSIVENESS – A responsive proposal shall substantially conform to, or exceed, the minimum requirements of this Request for Proposal. Offers containing any clause that would limit contracting authority shall be considered non-responsive. Example of proposals that would limit contracting authority is one made contingent upon award of other offers currently under consideration.

N. RESPONSIBLE STANDING OF OFFEROR – To be considered for award, offeror must at least: have the ability to obtain adequate financial resources; be able to comply with required or proposed delivery/completion schedule; have a satisfactory record of performance; have a satisfactory record of integrity and ethics; be otherwise qualified and eligible to receive award.

O. PROPRIETARY DATA – Offeror may, by written request, indicate as confidential any portion(s) of a proposal that contain proprietary information, including manufacturing and/or design processes exclusive to the vendor. The City of McKinney will protect from public disclosure such portions of a proposal unless directed otherwise by legal authority including existing Open Records Acts.

P. PUBLIC OPENING – Offerors are invited to join a video conference opening for acknowledgement of proposals. Proposals duly received will be publicly acknowledged at an official public opening in such a manner so as to avoid disclosure of the contents to competing offerors through the negotiation process.

After the official public opening, a period of not less than one week is necessary to evaluate proposals. The amount of time necessary for proposal evaluation may vary and is determined solely by the City. Following City Council action to award or reject, all proposals submitted are available for public review.

Q. WAIVER OF CLAIMS - Each Offeror by submission of a response to this RFP waives any claims it has or may have against the City and the City’s Representative(s) in this process and their respective employees, officers and elected officials, members, directors and partners, agents and representatives regarding the administration of the RFP process, the RFP evaluation, and the critique and selection of qualified Respondents. Submission of a proposal indicates the Offeror’s and Respondent’s acceptance of the evaluation technique set out in this Proposal. In this regard, Respondent acknowledges that the selection process and evaluations of proposals submitted constitute public information under Texas law and Respondent waives any claim it has or may have regarding any information contained in or derived from such evaluations.

II. PERFORMANCE

A. DESIGN, STRENGTH, AND QUALITY – Design, strength, and quality of materials and workmanship must conform to the highest standards of manufacturing and engineering practices.

B. AGE AND MANUFACTURE – All tangible goods being proposed must be new and unused, unless otherwise specified, in first-class condition, of current manufacture, and furnished ready to use. All items not specifically mentioned that are required for a complete unit shall be furnished.

C. DELIVERY LOCATION – All deliveries will be made to the address(es) specified on the purchase order during normal working hours of 8:00 a.m. to 4:00 p.m., Monday through Friday, unless otherwise authorized by the Purchasing Manager or designee.

D. DELIVERY SCHEDULE – Delivery may be an important consideration in the evaluation of the proposal. The maximum number of days necessary for delivery ARO shall be stated in the proposal.

E. DELIVERY CHARGES – All delivery and freight charges, F.O.B. destination shown on purchase order, as necessary to perform contract shall be included in the proposed price.

F. INSTALLATION CHARGES – All charges for installation and set-up shall be included in the proposed price. Unless otherwise stated, at minimum, basic installation and set-up will be required.

G. OPERATING INSTRUCTIONS AND TRAINING – Clear and concise operating instructions and descriptive literature will be provided in English if requested. On-site detailed training in the safe and efficient use and general maintenance of item(s) purchased shall be provided as needed at the request of the City.

Instructions and training shall be at no additional cost to the City.

H. STORAGE – Offeror agrees to provide storage of custom ordered materials, if requested, not to exceed thirty (30) calendar days.

I. COMPLIANCE WITH FEDERAL, STATE, COUNTY, AND LOCAL LAWS –

Proposals must comply with all federal, state, county and local laws. Any vehicles or equipment shall contain all standard safety, emission, and noise control requirements required for the types and sizes of equipment at the time of their manufacture. The contractor agrees, during the performance of work or service, to comply with all applicable codes and ordinance of the City of McKinney, Collin County, or State of Texas as they may apply, as these laws may now read or as they may hereafter be changed or amended.

J. PATENTS AND COPYRIGHTS – The successful vendor agrees to protect the City from claims involving infringements of patents and/or copyrights.

K. SAMPLES, DEMONSTRATIONS AND TESTING – At the City‘s request and direction, offeror shall provide product samples and/or testing of proposed items.

Samples, demonstrations and/or testing may be requested at any point prior to or following award. Samples, demonstrations and/or testing may be requested upon delivery and/or any point during the term of resulting contract. All samples (including return thereof), demonstrations and/or testing shall be at the expense of the offeror/vendor.

L. ACCEPTABILITY – All articles enumerated in the proposal shall be subject to inspection by an officer designated for the purpose by the City of McKinney. If found inferior to the quality called for, or not equal in value to the contract specifications, deficient in workmanship or otherwise, this fact shall be certified to the Purchasing Manager who shall have the right to reject the whole or any part of the same. Items and/or work determined to be contrary to contract specifications must be replaced at the vendor’s expense. Inferior items not retrieved by the vendor within thirty (30) calendar days, or an otherwise agreed upon time, shall become the property of the City. If disposal of such items warrants an expense, an amount equal to the disposal expense will be deducted from amounts payable to the vendor.

III. PURCHASE ORDERS AND PAYMENT

A. PURCHASE ORDERS – A purchase order(s) shall be generated by the City

Purchasing Manager to the successful vendor. The purchase order number must appear on all itemized invoices and packing slips. The City will not be held responsible for any work orders placed and/or performed without a valid current purchase order number. Payment will be made for all services rendered and accepted by the contract administrator for which a valid invoice has been received.

B. INVOICES – All invoices shall reference the Purchase Order number. Invoices shall provide a detailed description for each item invoiced. Payment will be made under terms of net thirty (30) days unless otherwise agreed upon by seller and the procurement services.

C. FUNDING – The City of McKinney is operated and funded on an October 1 to September 30 basis; accordingly, the City reserves the right to terminate, without liability to the City, any contract for which funding is not available.

IV. CONTRACT

A. CONTRACT DEFINITION – The General Conditions of Bidding and Terms of Contract, Specifications, Proposal, Addenda, Negotiated Changes and any other documents made a part of this proposal shall constitute the complete proposal.

This proposal, when accepted by the City, shall constitute a contract equally binding between the successful offeror and the City of McKinney.

B. CONTRACT AGREEMENT – Once a contract is awarded, agreed upon prices shall remain firm for the term of the contract. Contract shall commence on date of award and continue until all terms and conditions are satisfied and complete. This contract will be a one (1) year agreement with four (4) one-year optional renewals.

C. CONTRACT TERMINATION – The City reserves the right to cancel and terminate this contract, without cause, upon thirty (30) days written notice to the other party.

D. CHANGE ORDER – No different or additional terms will become part of this contract with the exception of a change order. No oral statement of any person shall modify or otherwise change, or affect the terms, conditions or specifications stated in the resulting contract. All change orders to the contract will be made in writing and at the discretion and approval of the City. No change order will be binding unless signed by an authorized representative of the City and the vendor.

E. NEGOTIATION – The City of McKinney may elect to negotiate a contract with the selected offeror(s). Any and all verbal communications and/or commitments made during the negotiation process that are deemed agreeable to both the City and selected offeror shall be submitted in written form and made part of the resulting contract. Although the City of McKinney reserves the right to negotiate, contract award may be made on the basis of initial proposals received without discussions.

Therefore, initial proposals will contain the offeror’s best terms.

F. TERMINATION FOR DEFAULT – The City of McKinney reserves the right to enforce the performance of this contract in any manner prescribed by law or deemed to be in the best interest of the City in the event of breach or default of this contract. The City reserves the right to terminate the contract immediately in the event the vendor fails to perform to the terms of specifications or fails to comply with the terms of this contract. Breach of contract or default authorizes the City to award to another vendor, purchase elsewhere and charge the full increase in cost and handling to the defaulting party.

G. TRANSITIONAL PERIOD – Upon normal completion of this contract, not to include termination for default, and in the event that no new contract has been awarded by the original expiration date of the existing contract including any extension thereof, it shall be incumbent upon the Vendor to continue the contract under the same terms and conditions until a new contract can be completely operational. At no time shall this transition period extend more than ninety (90) days beyond the original expiration date of the existing contract and any extension thereof.

H. INVALID, ILLEGAL, OR UNENFORCEABLE PROVISIONS – In case any one or more of the provisions contained in the Contract shall for any reason be held to be invalid, illegal, or unenforceable in any respect, such invalidity, illegality, or unenforceability shall not affect any other provision thereof and this contract shall be considered as if such invalid, illegal, or unenforceable provision had never been contained herein.

I. INJURIES OR DAMAGES RESULTING FROM NEGLIGENCE – Successful vendor shall defend, indemnify and save harmless the City of McKinney and all its officers, agents and employees from all suits, actions, or other claims of any character, name and description brought for or on account of any injuries or damages received or sustained by any person, persons, or property on account of any negligent act or fault of the successful vendor, or of any agent, employee, subcontractor or supplier in the execution of, or performance under, any contract which may result from award. Successful vendor shall pay any judgment with cost which may be obtained against the City of McKinney growing out of such injury or damages.

J. INTEREST BY PUBLIC OFFICIALS – No public official shall have interest in this contract, in accordance with Texas local government code.

K. DISCLOSURE OF CERTAIN RELATIONSHIPS – Chapter 176 of the Texas Local Government Code requires that any vendor or person considering doing business with the City of McKinney disclose in the Questionnaire Form CIQ, the vendor or person’s affiliation or business relationship that may cause a conflict of interest with the City of McKinney. By law, this questionnaire must be filed with the City Secretary, City of McKinney, PO Box 517, McKinney, Texas 75070, not later than the seventh business day after the date the person becomes aware of facts that require the statement to be filed. Go to www.mckinneytexas.org to view Section 176, Local Government Code and for Questionnaire CIQ. A person commits a Class C misdemeanor offense if the person violates Section 176.006, Local Government Code. By submitting a response to this request, bidder represents that it is in compliance with the requirements of Chapter 176 of the Texas Local Government Code.

L. CERTIFICATE OF INTERESTED PARTIES (FORM 1295) – Required for by Awarded Vendor(s) only.

In 2015, the Texas Legislature adopted House Bill 1295, which added section

2252.908 of the Government Code. The law states that a governmental entity or state agency may not enter into certain contracts with a business entity unless the business entity submits a disclosure of interested parties to the governmental entity or state agency at the time the business entity submits the signed contract to the governmental entity or state agency. The disclosure requirement applies to a contract entered on or after January 1, 2016.

Filing Process:

The commission has made available on its website a new filing application that must be used to file Form 1295. A business entity must use the application to enter the required information on Form 1295 and print a copy of the completed form, which will include a certification of filing that will contain a unique certification number. An authorized agent of the business entity must sign the printed copy of the form. The completed Form 1295 with the certification of filing must be filed with the City of McKinney.

The City of McKinney must notify the commission, using the commission’s filing application, of the receipt of the filed Form 1295 with the certification of filing not later than the 30th day after the date the contract binds all parties to the contract.

The commission will post the completed Form 1295 to its website within seven business days after receiving notice from the City of McKinney.

http://www.mckinneytexas.org/

Form Availability:

Certificate of Interested Parties Form is available from the Texas Ethics Commission website at the following address:

https://www.ethics.state.tx.us/filinginfo/1295/

For questions regarding and assistance in filling out this form, please contact the Texas Ethics Commission at 512-463-5800.

M. ETHICAL BEHAVIOR - The City of McKinney requires ethical behavior and compliance with the law from all individuals and companies with whom it does business.

N. WARRANTY – The successful vendor shall warrant that all materials utilized in the performance of this contract shall conform to the proposed specifications and/or all warranties as stated in the Uniform Commercial Code and be free from all defects in material, workmanship and title.

O. UNIFORM COMMERCIAL CODE – The successful vendor and the City of McKinney agree that both parties have all rights, duties, and remedies available as stated in the Uniform Commercial Code.

P. VENUE –- This agreement will be governed and construed according to the laws of the State of Texas. This agreement is performable in the County of Collin, Texas.

Q. SALE, ASSIGNMENT, OR TRANSFER OF CONTRACT – The successful vendor shall not sell, assign, transfer or convey this contract, in whole or in part, without the prior written consent of the City of McKinney.

R. SILENCE OF SPECIFICATIONS – The apparent silence of specifications as to any detailed description concerning any point, shall be regarded as meaning that only the best commercial practices are to prevail. All interpretations of these specifications shall be made on the basis of this statement.

S. ANTI-BOYCOTTING & ANTI-DISCRIMINATION- In accordance with Chapter 2271, Texas Government Code, a Texas governmental entity may not enter into a contract with a company for the provision of goods or services unless the contract contains a written verification from the company that it:

1. does not boycott Israel; and

2. will not boycott Israel during the term of the contract.

Chapter 2271 does not apply to (1) a company that is a sole proprietorship; (2) a company that has fewer than ten (10) full-time employees; or (3) a contract that has a value of less than One Hundred Thousand Dollars ($100,000.00). Unless the company is not subject to Chapter 2271 for the reasons stated herein, the signatory executing this contract on behalf of the company verifies by its signature on this Contract that the company does not boycott Israel and will not boycott Israel during the term of this contract.

https://www.ethics.state.tx.us/filinginfo/1295/

In accordance with Senate Bill 13, 87th Leg., R.S., to be codified in Chapter 2274, Texas Government Code, a Texas governmental entity may not enter into a

(a) does not boycott energy companies; and

(b) will not boycott energy companies during the term of the contract.

Chapter 2274 does not apply to (1) a company that has fewer than ten (10) full-time employees; and (2) a contract that has a value of less than One Hundred Thousand Dollars ($100,000.00). Unless the company is not subject to Chapter 2274 for the reasons stated herein, the signatory executing this contract on behalf of the company verifies by its signature on this Contract that the company does not boycott energy companies and will not boycott energy companies during the term of this contract.

In accordance with Senate Bill 19, 87th Leg., R.S., to be codified in Chapter 2274, Texas Government Code, a Texas governmental entity may not enter into a

(a) does not have a practice, policy, guidance, or directive that discriminates against a firearm entity or firearm trade association; and

(b) will not discriminate during the term of the contract against a firearm entity or firearm trade association.

Chapter 2274 does not apply to (1) a company that has fewer than ten (10) full-time employees; and (2) a contract that has a value of less than One Hundred Thousand Dollars ($100,000.00). Unless the company is not subject to Chapter 2274 for the reasons stated herein, the signatory executing this contract on behalf of the company verifies by its signature on this Contract that the company does not discriminate against energy companies and will not boycott any firearm entity or firearm trade association and will not discriminate against any firearm entity or firearm trade association during the term of this contract. Notwithstanding the foregoing, such provision does not apply to a governmental entity that:

(a) contracts with a sole-source provider; or

(b) does not receive any bids from a company that is able to provide the required written verification.

NOTICE TO RESPONDENTS

I. Request for Proposal Notice:

RESPONDENTS ARE CAUTIONED TO READ THE INFORMATION CONTAINED

IN THIS RFP CAREFULLY AND TO SUBMIT A COMPLETE RESPONSE TO ALL

REQUIREMENTS AND QUESTIONS AS DIRECTED.

II. Pre-submittal Conference:

A virtual pre-submittal conference will be held via Webex at the date and time listed in Section XI of the Notice to Respondents.

https://cityofmckinney.webex.com/cityofmckinney/j.php?MTID=mfb0ca6248e432fc62 9f71add9d860578

The purpose of this conference is to discuss with potential Respondents the services to be provided and for potential Respondents to ask questions arising from their review of the Request for Proposals. This conference is for informational purposes only. Any answers provided will not be official until verified in writing by the issuance of an addendum.

III. Proposal Format:

Proposals must comply with the submittal requirements set out in the Minimum Requirements Section of this RFP.

IV. Submittal Deadline:

The City will accept proposals to this RFP until the date and time listed in Section XI of the Notice to Respondents, after which time all responses timely received will be publicly opened and the names of the Respondents read aloud. Proposals received after the submittal deadline will not be considered.

V. Place for Submission:

Proposals are encouraged to be submitted electronically on the City’s electronic procurement portal, Bonfire. First time users should consider submitting their proposal early to ensure receipt. Hard copy submissions will be accepted at the City of McKinney Procurement Services by mail or hand delivery and shall be marked as follows:

Procurement Services Manager

401 E. Virginia Street McKinney, TX 75069

It is the responsibility of each Respondent to ensure responses are submitted in a timely manner. Th City is not responsible for delays in mail delivery or failure of the couriers to deliver responses prior to the expiration of the submission deadline. The City shall not be obligated to reimburse any expenses incurred by any Respondents in preparing their response.

The City cannot guarantee, due to internal mail delivery procedures that any proposal sent priority mail will be picked up from the post office by City employees and delivered to Procurement Services by the required closing date and time. It is recommended that proposal deliveries be made either in person or via an alternate delivery method ensuring delivery to the physical address. Respondent shall bear full responsibility for ensuring proposal is delivered to the specified location by due date and time.

VI. Inquiries and Interpretations:

All questions regarding the meaning or intent of these documents shall be submitted via the “Public Q&A” tab related to the project, on the City’s electronic procurement portal prior to the date and time listed in Section XI of the Notice to Respondents. The City of McKinney, as it determines necessary for interpretation or clarification, will respond to such questions through written addenda. Formal written addenda will be published and made available through the City’s electronic procurement portal. No other interpretations or clarifications shall have legal effect.

VII. Public Information:

The City considers all information, documentation, and other materials requested to be submitted in response to this solicitation to be of a non-confidential and / or non-proprietary nature and therefore shall be subject to public disclosure under the Texas Public Information Act (Texas Government Code, Chapter 552.001, et seq.) after a contract is awarded.

Respondents are hereby notified that the City strictly adheres to all statutes, court decisions, and opinions of the Texas Attorney General with respect to disclosure of public information.

VIII. Respondent’s Acceptance of Evaluation Methodology:

WAIVER OF CLAIMS: Each Respondent by submission of a response to this RFP waives any claims it has or may have against the City and the City’s Representative(s) in this process and their respective employees, officers and elected officials, members, directors and partners, agents and representatives regarding the administration of the RFP process, the RFP evaluation, and the critique and selection of qualified Respondents. Submission of a qualifications statement indicates the Offeror’s and Respondent’s acceptance of the evaluation technique set out in this Request. In this regard, Respondent acknowledges that the selection process and evaluations of responses submitted constitute public information under Texas law and Respondent waives any claim it has or may have regarding any information contained in or derived from such evaluations.

IX. Respondent’s Commitment:

Respondent understands and agrees that the City has the ability to terminate its selection process at any time, and to reject any and all responses, or any and all submittals, and that the City has made no representation, written or oral, that it will award a contract for these project(s). Furthermore, Respondent recognizes and understands that any cost incurred by the Respondent which arises from Respondent’s submittal of a response to this RFP, or any subsequent submittal to the City’s future RFP, if applicable, shall be the sole responsibility of Respondent.

X. Respondent’s Eligibility:

Any firms obligated by law to register with the Texas Secretary of State must include their filing number with their proposal. Responses from entities that are required to register and maintain an active right to transact business in Texas but fail to provide a filing number or lack an active right to transact business, may be deemed non-responsive and subsequently rejected.

XI. Key Events Schedule:

The tentative timeline established by the City for its selection process is:

Issue RFP: Friday, October 10, 2025, 8:00 AM (CST) Pre-submittal Conference: Tuesday, October 21, 2025, 2:00 PM (CST) Interpretation Deadline: Thursday, October 23, 2025, 2:00 PM (CST) RFP Deadline: Thursday, October 30, 2025, 2:00 PM (CST)

This timeline is subject to change by the City.

XII. Insurance Requirements

The successful Respondent will be required to obtain the following insurance:

1. Before commencing work, the vendor shall, at its own expense, procure, pay for and maintain the following insurance written by companies approved by the state of Texas and acceptable to the City of McKinney. The vendor shall furnish to the City of McKinney Procurement Services Manager certificates of insurance executed by the insurer or its authorized agent stating coverages, limits, expiration dates and compliance with all applicable required provisions. Certificates shall reference the project/contract number and be addressed as follows:

Drone and Pyrotechnic Displays (26-20RFP) City of McKinney c/o Procurement Services P O Box 517 McKinney, TX 75070 Or Email to procurement@mckinneytexas.org

a. Commercial General Liability insurance, including, but not limited to

Premises/Operations, Personal & Advertising Injury, Products/Completed Operations, Independent Contractors and Contractual Liability, with minimum limits of $1,000,000 per-occurrence and $2,000,000 general aggregate.

Coverage must be written on an occurrence form. The General Aggregate shall apply on a per project basis.

b. Workers’ Compensation insurance with Texas statutory limits; and Employer’s Liability coverage with minimum limits for bodily injury: a) by accident, $500,000 each accident, b) by disease, $500,000 per employee with a per policy aggregate of $500,000.

c. Business Automobile Liability insurance covering owned, hired and non-owned vehicles, with a minimum combined single limit of $1,000,000.

2. With reference to the foregoing required insurance, the vendor agrees to the following:

a. A waiver of subrogation in favor of City of McKinney, its officials, employees, and officers shall be contained in the Workers’ Compensation insurance policy.

b. The City of McKinney, its officials, employees and officers shall be covered as additional insureds on the Commercial General Liability and Business Automobile Liability policies.

c. Policies of insurance shall not be cancelled, non-renewed, terminated, or materially changed unless and until thirty (30) days notice has been given to City of McKinney.

3. Insurance limits can be met with a combination of primary and excess/umbrella coverage.

4. All insurance shall be purchased from insurance companies that meet a financial rating of A-VI or better as assigned by A.M. Best Company or equivalent.

5. The vendor shall require any contractors, sub-contractors, and other persons doing business with or for the vendor related to the work to maintain at least the insurance as required, or their liability shall be covered by the vendor.

MINIMUM REQUIREMENTS

I. INTRODUCTION

The City of McKinney, Texas (“City”) is soliciting proposals from qualified vendors (“Respondents”) for the design, production, and execution of drone and pyrotechnic displays, including but not limited to all personnel, equipment, products, choreography, soundtrack production, and simulcast coordination.

The successful Respondent will be responsible for creating and delivering captivating aerial displays for the City’s Annual Juneteenth Celebration (approximate attendance:

3,000) and Red, White, and Boom (approximate attendance: 10,000) (collectively referred to as “the Events”). By signing the attached Proposal Form, each Respondent certifies that they have reviewed all provisions of this Request for Proposals (RFP) and agree to comply with them in full.

The City anticipates awarding a contract for an initial one (1) year term, with the option to renew for up to four (4) additional one-year terms. All fees quoted in the proposal must be honored for the initial contract term. Proposed fees for any renewal terms must also be included in the Respondent’s Cost Proposal. Retroactive contract price adjustments will not be permitted, and the City will not be responsible for any costs not specifically identified in the Respondent’s proposal.

II. SCOPE OF WORK

The City seeks to contract with a single vendor to provide drone and pyrotechnic display services for two (2) annual McKinney events. The vendor shall provide all personnel, equipment, products, choreography, soundtrack production, and simulcast coordination required. All displays must be visible, creative, and unique to McKinney, meeting the highest professional standards associated with City events.

A. JUNETEENTH

1. Event Description: The City hosts an annual Juneteenth event, which includes musical entertainment, orators, dancers, a DJ, business and artisan booths, food trucks, children’s activities, and a drone show.

2. Event Location: Finch Park, 301 Standifer St., McKinney, Texas 75069

Location subject to change.

3. Event Dates:

• Saturday, June 13, 2026

• Saturday, June 19, 2027

• Saturday, June 17, 2028

• Saturday, June 16, 2029

• Saturday, June 15, 2030

4. Inclement Weather Dates:

• Sunday, June 14, 2026

• Sunday, June 20, 2027

• Sunday, June 18, 2028

• Sunday, June 17, 2029

• Sunday, June 16, 2030

Dates are tentative and could change. Inclement weather dates shall be agreed upon by both parties

5. Drone Display:

• Duration: 10 minutes

• Number of Drones: minimum 200

• Minimum Animations: 12, including 2D and 3D elements

• Animations should create a cohesive story appropriate for Juneteenth history and celebration.

• City staff will collaborate with the Project Manager to create a customized storyboard, which may be updated annually.

• Suggested Elements:

o City Logo o Miss Opal Lee (grandmother of Juneteenth) o “1865” o Juneteenth colors: red, green, gold, black o Juneteenth Flag

6. Deliverables: The vendor must provide a final rendering of the show at least 10 days prior to the event for final approval.

7. Budget: Not to exceed $10,000

B. RED, WHITE, AND BOOM

1. Event Description: Red, White, and Boom is McKinney’s signature Fourth of July event, featuring musical entertainment, business and artisan booths, food trucks, children’s activities, pyrotechnics, and/or laser shows.

2. Event Location: McKinney High School and Towne Lake Park, 1405 Wilson

Creek Pkwy, McKinney, Texas 75069

3. Event Dates:

• Saturday, July 4, 2026

• Sunday, July 4, 2027

• Tuesday, July 4, 2028

• Wednesday, July 4, 2029

• Thursday, July 4, 2030

4. Inclement Weather Dates:

• Sunday, July 5, 2026

• Monday, July 5, 2027

• Wednesday, July 5, 2028

• Thursday, July 5, 2029

• Friday, July 5, 2030

Dates are tentative and could change. Inclement weather dates shall be agreed upon by both parties.

5. Drone Display:

• Number of Drones: Minimum 300

• Minimum Animations: 25, including 2D and 3D elements

• Animations should create a cohesive story celebrating Independence Day, including the 250th anniversary in 2026.

• City staff will collaborate with the Project Manager to create a customized storyboard, updated annually.

• Suggested Elements:

o City Logo o American Flag o Texas Flag o “Happy 250 America” or similar o Texas-themed elements (e.g., boots, “Howdy”)

• Deliverables: Vendor must provide a final rendering of the show at least 10 days prior to the event for final approval.

6. Pyrotechnic Display

• Firing Location: East ballfields of Grady Little John, Towne Lake Park, 1405 Wilson Creek Parkway, McKinney, TX.

• Visibility:

o Primary Audience: field adjacent to McKinney High School (1401

Wilson Creek Pkwy).

o Secondary Audience: surrounding areas. Concerns are to reduce/eliminate any smoke over Highway 75 (Central Expressway).

Secondary concerns are also the safety of the show near the tree lines surrounding the lake at Towne Lake Park.

• Show Details:

o Total Duration: 20 minutes (drones + pyrotechnics) – 12 minutes of drones and 8 minutes of pyrotechnics.

o Show Design: Distinctive opening and closing segments, continuous effects with minimal dead-time, and a high-quality finale.

o Uniqueness: Show must include elements unique to McKinney, not used by other North Texas shows.

o Shell Size: 3” minimum, 5”-6” maximum; no ground effects. Shells require Fire Marshal approval.

o Firing Technique: Electronically fired only; hand-firing prohibited.

o Inclement Weather Protection: Vendor must cover/protect shells and be able to complete the show if permitted by the Fire Marshal.

o Show Music: Choreographed to approved soundtrack; City provides song list; soundtrack final approval required 90 days prior.

7. Budget: Combined pyrotechnics and drone show not to exceed $150,000 annually. (Costs for the pyrotechnics and the drone show must be presented separately in Exhibit C.)

C. Inspection and Site Plan:

• See attached Exhibits A & B for preliminary site plans.

• Vendor must submit site plan (display site, firing site, spectator areas, parking, fallout zones, separation distances) to City Special Events Department and Fire Marshal 21 days prior to equipment arrival.

• Fire Marshal may inspect site and equipment up to one hour before the show;

corrections must be completed 30 minutes prior.

D. Firing Decision:

• The final decision rests with the Fire Marshal or designee, weather and safety permitting.

E. Security & Post-Show Responsibilities

• Vendor responsible for post-show clean-up, including any debris from launch sites and fireworks.

• Vendor personnel must obtain City-issued access badges for firing/launch grounds.

• Vendor responsible for site security from arrival to departure.

F. Additional Vendor Responsibilities

• Obtain all necessary permits and comply with all applicable local, state, and federal regulations.

• Deliver all products, equipment, materials, and personnel safely and on time.

• Comply with NFPA, DOT, and International Fire Code regulations.

• Conduct the display safely and on schedule.

• Inspect display area and remove unexploded materials immediately after the show.

III. PROPOSAL REQUIREMENTS

The City encourages all responses to be submitted electronically on the City’s electronic procurement portal, Bonfire. However, the City will also accept paper proposals, if received by the due date and time at the location specified in the Notice to Respondents.

All paper proposals must be submitted with one (1) original and one (1) electronic copy of all response documents on USB in pdf format.

The proposal shall be divided into tabbed and/or marked sections and shall include, but not limited to, information for the following items:

A. Company Profile and Project Team Experience

• Company name, address, phone number, and email address.

• Assigned Project Manager: name, title, phone number, and email.

• Overview of company history, including:

o Number of years in operation o Types of services provided o Total number of employees o Number of employees assigned to this project o Qualifications of key individuals assigned

• Disclosure of any legal actions filed within the past 5 years.

• Narrative describing why the Respondent’s proposal represents the best option for the City.

B. Related Experience

• Brief description of relevant experience within the last three (3) years, particularly large-scale shows of similar scope.

• List of government-awarded contracts received by the Respondent.

• Three (3) references, including contract details, contact names, phone numbers, and email addresses.

C. Safety Procedures

The Respondent must provide a comprehensive outline of safety and fail-safe procedures designed to protect the public and ensure operational integrity. This should include:

• Operating Procedures: Detailed steps for safe deployment and execution of drone and pyrotechnic displays.

• Emergency Response Plan: Contingency actions for technical failures, safety hazards, or other emergencies.

• Public Safety Measures: Audience safety precautions, including required distance buffers.

• Weather Contingency Plan: Clear thresholds for cancellation or postponement based on weather conditions.

D. Project Schedule & Deliverables Provide a proposed schedule that ensures timely and efficient delivery of all project milestones. At a minimum, the schedule must address the following:

• Introductory / Kickoff Meeting

• Event date and location confirmation

• Storyboard brainstorming (including number of draft iterations)

• Storyboard approval

• Final show rendering

• Site/safety map submission

• Event day set-up and tear-down

• Number of drones and fireworks per show for each year.

E. Site Requirements

Detail all site conditions necessary for successful execution of the show, including:

• Minimum ground space required for drone launch.

• Buffer space required between launch area and audience.

• Set-up and tear-down times needed on the day of the event.

F. Cost Proposal

Provide a comprehensive cost breakdown on Exhibit C – Cost Proposal, including:

• Cost for Juneteenth Drone Show

• Cost for Red, White, and Boom Drone Show

• Cost for Red, White, and Boom Pyrotechnics Display

SUBMITTAL REQUIRED DOCUMENTS:

• Respondents Submittal - (Proposal Requirements A-E)

• Proposal Form

• Exhibit C – Cost Proposal

IV. EVALUATION CRITERIA AND FACTORS

The evaluation criteria will be grouped into point factors as follows:

• 20 points – Company Profile and Project Team Experience

• 20 points – Cost Proposal

• 20 points – Project Schedule & Deliverables

• 15 points – Related Experience

• 15 points – Safety Procedures

• 10 points – Site Requirements

The City reserves the right to reject any and all proposals, and is under no obligation to award a Contract. The City reserves the right to negotiate a contract with the highest evaluated Respondent as determined by the review committee. Should negotiations with the highest evaluated Respondent not produce an acceptable contract, the City reserves the right to begin negotiations with the second highest evaluated Respondent, and so on, until an acceptable contract is negotiated, or to break off negotiations with all firms and not award a contract. The responsibility for the final selection and award of a contract rest solely with the City Council of the City of McKinney. The City shall not be liable to any Respondent for costs associated with responding to this RFP, for Respondent’s participation in any oral interview, or any cost associated with negotiations.

PROPOSAL FORM SIGNATURE PAGE

As permitted under Chapter 791 of the Texas Government Code, other governmental entities may wish to participate under the same terms and conditions contained in this contract (i.e. piggyback).

In the event any other entity participates, all purchase orders will be issued directly from and shipped directly to the entity requiring supplies/services. The City of McKinney shall not be held responsible for any orders placed, deliveries made or payment for supplies/services ordered by another entity. Each entity reserves the right to determine their participation in this contract. Would offeror be willing to allow other governmental entities to piggyback off this contract, if awarded, under the same terms and conditions?

Yes No

The undersigned agrees, if the best and final proposal is accepted, to furnish any and all items upon which prices are offered, at the price and upon the terms and conditions contained in the Request for Proposals, General Conditions, Terms of Contract, and Specifications and all other items made a part of the accepted contract.

The undersigned affirms that they are duly authorized to execute the contract, that this company, corporation, firm, partnership or individual has not prepared this proposal in collusion with any other offeror, and that the contents of this proposal as to prices, terms or conditions of said proposal have not been communicated by the undersigned nor by any employee or agent to any other offeror or to any other person(s) engaged in this type of business prior to the official opening of this proposal. And further, that neither the offeror nor their employees nor agents have been for the past six (6) months directly nor indirectly concerned in any pool or agreement or combination to control the price of goods or services on, nor to influence any person to propose or not to propose thereon.

Offeror (Entity Name) Signatures

Street & Mailing Address Print Name of Signator

City, State and Zip Title of Signator

Telephone No. Mobile No.

E-mail Address Date Signed

If not the same as above, indicate the city and state that your principal place of business is located:

Acknowledgment of Addenda (if any):

Addendum 1 Date Received Addendum 2 Date Received Addendum 3 Date Received