5-RFP 4423 - Drone Show - FINAL.pdf

REQUEST FOR PROPOSAL

2026 DRONE SHOW

RFP #4454

DEADLINE: FRIDAY, DECEMBER 19, 2025, 5:00 P.M. CST

SCOPE:

The City of Owensboro (“City”) is requesting proposals from qualified vendors to provide and execute a custom, high-quality drone light show for a special event taking place over the Ohio River. The event will take place on Friday, July 3, 2026.

The selected vendor will be responsible for all aspects of the drone light show, including but not limited to:

Drone Show Performance:

o One show for the event o A choreographed display o Minimum of 300 drones per show.

o Show duration: Approx. 15 minutes.

o The show will be choreographed to a music track, which will be agreed upon by both the City and the selected vendor.

Custom Formations and Designs:

o A minimum of six custom formations must be created specifically for the event in addition to stock patriotic images that vendor already has on file. These formations may include, but are not limited to, the event logo, sponsor logos, geometric designs, and other themed elements.

Technical and Logistical Requirements:

o The drone light show will take place over water (Ohio River).

o The vendor is responsible for all equipment and technical systems required to conduct the drone show, including, but not limited to: drones, control systems, batteries, power supply, and FAA permitting.

o FAA permitting: The vendor must secure any necessary approvals or waivers for drone operations over the water.

o The vendor must provide sufficient staffing for all roles involved, including operators, technical support, and safety personnel.

The City will provide the following:

Landing Zone: A designated, safe landing zone for drones, with adequate space and safety precautions.

Security: Security personnel for the landing zone area will be provided by the City before, during, and immediately following each show.

Permits: The City will secure all necessary notices/permits with the U.S. Coast Guard

(USCG) to ensure safe operation of the drones over the Ohio River.

PROPOSAL FORMAT:

Proposers must submit proposals in a clear-concise manner and must include the following:

Signed Cover Letter Project Approach o Design Concept

RFP #4454

DEADLINE: FRIDAY, DECEMBER 19, 2025, 5:00 P.M. CST

Detailed explanation of the drone show design and the number of drones to be used.

Samples of the custom formations and designs, including concepts for the event logo.

Information on the control systems, safety measures, and FAA permitting process.

Confirmation of the ability to perform the show(s) over water with the appropriate equipment and safety protocols.

Timeline – Outline your timeline, including design, setup, and project completion Experience with similar projects/References o Give descriptions of other projects completed for similar drone light shows o Provide Agencies’ Contact Information – Agency Name, Project Manager’s

Name, Phone Number, and Email Address Price – Breakdown by design, equipment/materials, setup, etc.

EVALUATION CRITERIA (Worth 100 Points Total):

Project Approach – Up to 40 points Experience/References – Up to 30 points Price – Up to 30 points

SETUP DATE:

Setup shall be completed by July 3, 2026.

CONTRACT:

Once signed, the Award Letter**, becomes the Contract between the City and Awarded vendor, along with the bidder’s proposal (including any negotiations) and the City’s RFP document (including all Addenda).

**The Award Letter shall become the contract once all applicable documentation has been submitted to Purchasing, including but not limited to, certificate of insurance and business license.

CONTRACT PERIOD:

The contract period shall be 1 year from the date of the award.

GENERAL COMPLIANCE:

Please read these instructions carefully.

VENDOR REGISTRY: The bid/contract documents and all addenda can be downloaded from the City’s online Bonfire portal at https://owensbor o.bonfirehub.com . Once registered, bidders can download all bid/contract documentation.

ADDENDA AND INTERPRETATIONS: No interpretation of the meaning of the plans, specifications or other bid documents will be made to any bidder orally.

https://owensboro.bonfirehub.com/

RFP #4454

DEADLINE: FRIDAY, DECEMBER 19, 2025, 5:00 P.M. CST

Any communication related to solicitations, including the posting of Addenda, will be available at https://owensboro.bonfirehub.com. Any questions can be asked through the available “Ask A Question” button within the solicitation in the Bonfire portal. Vendors must be registered and logged in to ask questions and should contact the Bonfire Support team at Support.Bonfire@eunasolutions.com if they have any issues.

To be given consideration, questions/clarification requests must be received 7 days before the bid due date. The “question due date” is also displayed on the Bonfire portal. Failure of any bidder to receive any such addendum or interpretation shall not relieve such a bidder from any obligation under his/her bid as submitted. All addenda so issued, or answer(s) posted through the Bonfire portal shall become part of the contract documents.

INDICATION OF COMPLIANCE: Any deviation from the specification or where submitted literature does not fully support meeting the specification(s), must be clearly cited on the attached page labeled “Exceptions to Proposal Specifications.” No deviation below “minimum” specifications will be accepted.

At the time of proposal submission, each proposer will be presumed to have read and to be thoroughly familiar with the proposal specifications and requirements (including all addenda).

The failure or omission of any proposer to examine any form, instrument, or document shall in no way relieve any proposer from any obligation in respect to his proposal.

PROPOSAL SUBMISSION: Proposals must be submitted through the online Bonfire Portal at:

https://owensboro.bonfirehub.com. Submissions by other methods will not be accepted.

Minimum system requirements: Microsoft Edge, Google Chrome, Safari, or Mozilla Firefox.

(Javascript and browser cookies must be enabled.)

Vendors should contact the Bonfire Support team at Support.Bonfire@eunasolutions.com for technical questions. Vendors can also visit Bonfire’s help forum at https:// vendorsupport.gobonfire.com/hc/en-us .

Submission materials should be prepared in the file formats listed under Requested Information for this opportunity in the Bonfire Portal. The maximum upload file size is 1000 MB. Documents should not be embedded within uploaded files, as the embedded files will not be accessible to be evaluated.

All submission documentation shall become the property of the City and will not be returned to the bidder unless an agreement in writing is secured before the bid is submitted to the City.

There will not be a public opening of the proposals.

All Proposals, any accompanying letters, forms, samples, pictures, catalogs, or any other pertinent material that accompanies the proposal becomes the property of the City and will not be returned to the proposer unless an agreement in writing is secured before the proposal is submitted to the City.

https://vendorsupport.gobonfire.com/hc/en-us mailto:Support.Bonfire@eunasolutions.com mailto:Support.Bonfire@eunasolutions.com https://owensboro.bonfirehub.com/

RFP #4454

DEADLINE: FRIDAY, DECEMBER 19, 2025, 5:00 P.M. CST

ALTERNATE PROPOSAL: It is not the intention of the specifications contained herewith to eliminate any proposer; however, quoted items must equal or exceed stated specifications.

Alternate Proposal will be accepted only when such alternates have been requested by the proposer.

METHOD OF PROCUREMENT: Competitive Negotiation (KRS 45A.370) will be the method of procurement for the purchase of the item(s) specified herein.

KENTUCKY OPEN RECORDS LAW: At the time a bid or proposal is submitted to the City, vendor shall identify any information that is submitted as part of the proposal that is proprietary or confidential in nature and not subject to release for public inspection. The City of Owensboro will protect any proprietary or confidential information to the extent allowable under the Kentucky Open Records Act.

NEW GOODS, FRESH STOCK: Unless otherwise specifically stated, all vendors shall provide new commodities, fresh stock, latest model, design or package.

METHOD OF AWARD: This proposal will be evaluated on the evaluation criteria established in the proposal specifications.

The City reserves the right to accept or reject any and all proposals received, to take exception to these RFP specifications, or to waive any informalities, to negotiate all terms and conditions, or to cancel or amend in part, or in its entirety, this RFP. The right is also reserved to award proposals based on the best interest and/or most advantageous to the City.

PRICING: All prices shall be quoted exclusive of any taxes. The City is exempt from Federal excise, transportation and/or Kentucky sales tax. Any items supplied directly to the City of Owensboro from a supplier/manufacturer are exempt from sales tax. Any items purchased by a vendor that will be used in the fulfillment of a contract are not exempt from sales tax.

In case of a discrepancy in the extension of a unit price, the unit price shall govern the total price.

Prices quoted shall remain firm and open to acceptance by the City for a minimum period of ninety (90) days after proposal opening.

PAYMENT: The Proposal must clearly state the payment terms, including prompt payment discounts and payment due dates and/or required deposit payments. Discounts should be figured in the unit price of the quoted item. The City reserves the right to select the most beneficial terms.

FAILURE TO PERFORM: Any vendor awarded a contract who fails to fulfill all obligations on this contract may be disqualified from bidding on any City proposal for a period of up to five (5) years. Should the vendor fail to perform as indicated herein the City reserves the right to procure the required services elsewhere at its discretion, either temporarily or permanently, and

RFP #4454

DEADLINE: FRIDAY, DECEMBER 19, 2025, 5:00 P.M. CST

to either suspend or cancel all or part of the contract. Should such action be taken, the vendor shall be responsible for all excess costs incurred by the City.

OWNER’S RIGHTS – RIGHT OF OWNER TO TERMINATE CONTRACT: City may terminate a contract because a vendor fails to perform its contractual duties.

If a vendor is determined to be in default, the City shall notify the vendor in writing and may either 1) terminate the contract immediately or 2) set a date by which the vendor shall cure the identified deficiencies. The City may proceed with termination if the vendor fails to cure the deficiencies within the specified time.

A default in performance by a vendor for which a contract may be terminated shall include, but not be limited to:

Failure to make delivery within the time specified or according to a delivery schedule fixed by the contract;

Failure to diligently advance the work under a contract for services;

The filing of a bankruptcy petition by or against the vendor;

Actions that endanger the health, safety or welfare of City or its citizens.

If, during the terms of this Contract, funds are not appropriated for the payment of the City’s obligations hereunder, the City’s rights and obligations herein shall terminate on the last day for which an appropriation has been made.

AT WILL TERMINATION: Notwithstanding the above provisions, the City may terminate this contract at will in accordance with the law upon providing thirty (30) days written notice of that intent. Payment for services or goods received prior to termination shall be made by the City provided those goods or services were provided in a manner acceptable to the City. Payment for those goods and services shall not be unreasonably withheld.

INSURANCE REQUIREMENTS: The successful bidder covenants and agrees to maintain and keep in force during the term of the contract worker’s compensation, property, casualty, and general liability in the following minimum amounts:

Type of Insurance Limits Worker’s Compensation Statutory Commercial General Liability $1,000,000 (per occurrence)/$2,000,000 (aggregate) Commercial Automobile Liability $1,000,000 CSL

On all general liability policies of insurance, as primary and non-contributory, the vendor shall have the City named as an additional insured*. On the commercial automobile liability policy, the vendor shall have the City named as additional insured*. The vendor shall further require that their liability carrier(s) notify the City at least thirty (30) days prior to the effective date of any change(s) in or cancellations of said insurance policies. A waiver of subrogation shall also be provided for all insurance policies.

RFP #4454

DEADLINE: FRIDAY, DECEMBER 19, 2025, 5:00 P.M. CST

*The vendor may also be required to list other agencies as additional insured, depending on the launch site.

HOLD HARMLESS AGREEMENT: The vendor/subcontractor covenants to save, defend, keep harmless, and indemnify the City and all of its officers, departments, agencies, agents, and employees from and against all claims, loss, damage, injury, fine, penalties, and costs including court costs and attorney’s fees, charges, liability, and exposure however caused resulting from, arising out of, or in any way connected with the vendor’s/subcontractor’s negligent performance or non-performance of the terms of the contract.

PROPOSER’S QUALIFICATIONS: The vendor must demonstrate to the satisfaction of the City that he has adequate equipment, personnel, experience and understanding of the specifications to perform service under the contract. No contract will be awarded to any bidder who, in the opinion of the City, is not qualified to perform satisfactorily due, but not limited, to the following:

A previously unfavorable performance Reputation or lack of experience Organizational stability Insufficient equipment Insufficient personnel to conduct and complete the services in accordance with the terms and conditions of the contract.

The Owner may make such investigations as he deems necessary to determine the ability of the proposer to perform the work, and the proposer shall furnish to the Owner all such information and data for this purpose as the Owner may request. The Owner reserves the right to reject any bid if the evidence submitted by, or investigation of, such proposer fails to satisfy the Owner that such proposer is properly qualified to carry out the obligations of the agreement and to complete the work contemplated therein.

Successful proposer must comply with the City Occupational License Fees Ordinance, and any other ordinances which may apply to any bid package.

BUSINESS LICENSE: Awarded vendor must obtain a business license from the City.

1. Resident vendor must have a valid City business license.

2. Non-resident vendor providing services, delivering products via a private carrier (as defined below), or delivering products via vendor’s employees must have a valid City business license.

Non-resident vendor does not have to obtain a business license if the vendor spends less than twelve (12) hours or twelve (12) visits per year for the purpose of reporting, delivering and receiving instructions.

Non-resident vendor does not have to obtain a business license if vendor acquires merchandise by using the Kentucky Master Agreement (unless the Master Agreement requires local licensing).

RFP #4454

DEADLINE: FRIDAY, DECEMBER 19, 2025, 5:00 P.M. CST

Resident: An individual, co-partnership, association, corporation or other entity domiciled or having a business situs within the corporate limits of the city.

Nonresident: An individual, corporation, partnership, fiduciary, association or other entity domiciled outside the corporate limits of the city.

The business license application and applicable fees can be found under the “Occupational/Net Profit License Fee Forms” at the following link: https://www.owensboro.org/page/finance-department. The successful vendor has 10 business days from the date on the award letter to submit the application and applicable $75 fee.

SAFETY: The vendor must perform work in a safe and timely fashion, maintain a clean and safe work environment, follow safety requirements established by OSHA and the City, and may be required to provide safety equipment. If, in the opinion of the City, safety precautions are not in existence, work will cease immediately until corrective action is completed. Work will begin again only when the vendor demonstrates to the satisfaction of the City that conditions are without risk. Any work operations within the street right of way shall be compliant with MUTCD.

The vendor is responsible for any signage, devices, and traffic control necessary to maintain traffic in accordance with MUTCD.

EQUAL OPPORTUNITY STATUTES: The City is an equal opportunity employer and does not discriminate based on race, color, religion, sex, national origin, age, marital status, physical or mental disability, or any other characteristic protected by law. The City is also committed to employing only United States citizens and aliens who are authorized to work in the United States. The City complies with the Immigration Reform and Control Act of 1986. Therefore, the successful proposer must demonstrate to the satisfaction of the City that he also conforms to all Federal, state, and local equal opportunity statutes. Further, the vendor will reimburse the City for any damages incurred due to any violation of the above-mentioned statutes by the vendor while under contract to the City.

RIGHT TO PROTEST: Any actual or prospective proposer who is aggrieved in connection with this solicitation may file protest with the City Finance Director. A protest or notice of other controversy must be filed promptly and in any event within two (2) calendar weeks after such aggrieved person knows or should have known of the facts giving rise thereto. All protests or notices of other controversies must be in writing and shall be addressed to:

Mrs. Angela Waninger City of Owensboro 101 East 4th Street

Owensboro, KY 42303

GOVERNING LAWS: The vendor shall always comply with all applicable Federal, State, and local regulations, policies, procedures and directives.

PROHIBITED INTEREST: No member officer, or employee of the City or the vendor during his tenure or for one year thereafter shall have any financial interest, direct or indirect, in this https://www.owensboro.org/page/finance-department https://www.owensboro.org/page/finance-department

RFP #4454

DEADLINE: FRIDAY, DECEMBER 19, 2025, 5:00 P.M. CST

Contract or the proceeds thereof as identified in KRS 45A.340. The City and the vendor shall comply with the requirements of the Executive Branch Code of Ethics KRS Chapter 11 A.

COVENANT AGAINST CONTINGENT FEES: The vendor warrants that no person, selling agency or other organization has been employed or retained to solicit or secure this Contract upon an agreement or understanding for a commission, percentage, brokerage, or contingent fee. For breach or violation of this warrant, the City shall have the right to annul this Contract without liability or, in its discretion, to deduct from the compensation, or otherwise recover, the full amount of such commission, percentage, brokerage, or contingent fee.

VIOLATIONS: Pursuant to KRS 45A.485, the vendor shall reveal to the Cabinet any final determination of a violation within the previous five (5) year period pursuant to KRS Chapter 139, 136, 141, 337, 338, 341 and 342. These statutes relate to the state sales and use tax, corporate and utility tax, income tax, wages and hours laws, occupational safety and health law, unemployment compensation law, and workers compensation insurance law, respectively.

SECURITY CLAUSE: In accordance with KRS 61.932, any party that contracts with the City and has access to, possesses, or maintains “personal information,” as a part of that Contract, shall implement, maintain, and update security and breach investigation procedures and practices that are appropriate to the nature of the information disclosed. Such procedures and practices shall be designed to protect personal information from unauthorized access, use, modification, disclosure, manipulation, or destruction and shall be at least as stringent as the security and breach investigation procedures and practices established by the Kentucky Department for Local Government in Protection of Personal Information, Security and Incident Investigation Procedures and Practices for Local Governmental Units, Fall 2014 edition.

A vendor that is provided access to personal information by the City, or that collects and maintains personal information on behalf of the City as a part of this Contract shall notify the City in the most expedient time possible and without unreasonable delay but within seventy-two

(72) hours of determination of a security breach relating to the personal information in the possession of the vendor. The notice to the City shall include all the information the vendor has regarding the security breach at the time of notification. The cost of the notification and investigation of a security breach required by KRS 61.933 shall be borne by the vendor.

The term "personal information" means an individual's first name or first initial and last name;

personal mark; or unique biometric or genetic print or image, in combination with one (1) or more of the following data elements:

(a) An account number, credit card number, or debit card number that, in combination with any required security code, access code, or password, would permit access to an account;

(b) A Social Security number;

(c) A taxpayer identification number that incorporates a Social Security number;

(d) A driver's license number, state identification card number, or other individual identification number issued by any agency;

RFP #4454

DEADLINE: FRIDAY, DECEMBER 19, 2025, 5:00 P.M. CST

(e) A passport number or other identification number issued by the United States government; or

(f) Individually identifiable health information as defined in 45 C.F.R. sec. 160.103 except for education records covered by the Family Educational Rights and Privacy Act, as amended, 20 U.S.C. sec. 1232g.

**A copy of the Protection of Personal Information Security and Incident investigation Procedures and Practices for Local Government Units can be viewed at http://bit.ly/2J9Cmwr t .

CONFLICTS OF INTEREST: All Proposors are responsible for complying with the following KRS 45A.455: “Conflicts of Interest - Gratuities and Kickbacks - Use of Confidential Information.”

It shall be a breach of ethical standards for any employee with procurement authority to participate directly in any proceeding or application; request for ruling or other determination;

claim or controversy; or other matter pertaining to any contract or subcontract, and any solicitation or proposal therefore, in which to his knowledge:

He, or any member of his immediate family has a financial interest therein; or a business or organization in which he or any member of his immediate family has a financial interest as an officer, director, trustee, partner, or employee, is a party; or any other person, business, or organization with whom he or any member of his immediate family is negotiating or has an arrangement concerning prospective employment is a party. Direct or indirect participation shall include but not be limited to involvement through decision, approval, disapproval, recommendation, preparation of any part of a purchase request, influencing the content of any specification or purchase standard, rendering of advice, investigation, auditing, or any other advisory capacity.

It shall be a breach of ethical standards for any person to offer, give, or agree to give any employee or former employee, or for any employee or former employee to solicit, demand, accept, or agree to accept from another person, a gratuity or an offer of employment, in connection with any decision, approval, disapproval, recommendation, preparation of any part of a purchase request, influencing the content of any specification or purchase standard, rendering of advice, investigation, auditing, or in any other advisory capacity in any proceeding or application, request for ruling or other determination, claim or controversy, or other particular matter, pertaining to any contract or subcontract and any solicitation or proposal therefor.

It is a breach of ethical standards for any payment, gratuity, or offer of employment to be made by or on behalf of a subcontractor under a contract to the prime vendor or higher tier subcontractor or any person associated therewith, as an inducement for the award of a subcontract or order.

The prohibition against conflicts of interest and gratuities and kickbacks shall be conspicuously set forth in every local public agency written contract and solicitation therefor.

http://bit.ly/2J9Cmwr

RFP #4454

DEADLINE: FRIDAY, DECEMBER 19, 2025, 5:00 P.M. CST

It shall be a breach of ethical standards for any public employee or former employee knowingly to use confidential information for his actual or anticipated personal gain, or the actual or anticipated personal gain of any other person.

For further information on the conflict-of-interest statutes, see the “Recovery of Value of Anything Transferred or Received in Breach of Ethical Standards” at KRS 45A.460, and “Definitions for Terms Used in KRS 45A.445 to 45A.460” at KRS 45A.445.

EVALUATION PROCESS: Proposals will be evaluated on the basis of the written materials submitted by an evaluation team of up to 5 City staff. During the evaluation process, the City may, at its discretion, request any one or all firms to make oral presentations. Such presentations will provide firms with an opportunity to answer any questions the City may have regarding a firm’s proposal. Not all firms may be asked to make such oral presentations.

The City reserves the right to award the contract without written or oral discussions with roposers. The City reserves the right to reject any and all proposals, to waive irregularities in a proposal, and to award contracts based on the best interest or what is most advantageous to the City.