5-SLCI27007 Attachment 2 - Scope of Work.pdf

Attachment 2

SLCI27007

Scope of Work

I. OBJECTIVE

To put on successful drone light shows that are entertaining, visually impressive, engage the public, contribute to a safe and environmentally conscious celebration and increase attendance and participation at City-planned events.

Offerors will be responsible for drone show including, but not limited to, planning, custom animations, programming, execution, management and staffing, permitting, fees, licensing, set-up, take-down, equipment monitoring, and sound production.

II. BACKGROUND

The City traditionally used firework displays for observed holiday events including New Year’s Eve, July 4th and, July 24th , (Pioneer Day). These celebrations do not always take place on exact dates and occasionally are observed one day prior to two days post. Recently the City has switched to celebrating these holidays and other local events with drone shows executed by vendors qualified in their field to provide these services. The needs of the City are expanding to include more public events planned and executed by multiple City departments. With the rise in popularity of drone shows and the increase in attendance for these events where drone shows are listed on the agenda the City is now interested into contracting with several vendors to provide these services.

It is anticipated that this solicitation will result in multiple contract awards.

Usage of contracts will be delegated through a secondary selection process whereby a City designee will contact awardees with event specifics and desires and awardees shall provide a response. This selection process is further detailed in Attachment 1, Sample Agreement, Exhibit C.

III. SCOPE OF WORK

A. Task 1

Pre-Event Planning

1. Consultation and Planning Sessions:

Work with City designee(s) to design custom drone light shows that align with event themes and City guidelines.

2. Drone Show Design:

Create a show design that includes;

a. Animations.

b. Color schemes.

c. Number of drones.

d. Timing of drone formation synchronizations with music and other event features.

e. Environmentally friendly solutions with minimal environmental impact.

3. Drone Light Show Plan:

Submit plan for approval and make any requested or necessary changes prior to execution. Plan shall be delivered no less than four

(4) weeks prior to planned show day This plan should include;

a. A timeline leading up to the show and day-of coordination itinerary.

b. A digital preview or simulation of the proposed drone demonstrating;

i. Timing

ii. formations

iii. Colors

iv. Music

v. Synchronizations

c. A detailed weather contingency plan specific to the planned show. Weather contingency plan must identify possible issues relevant to the time of year the event is being held and include recommendations for how to proceed.

4. Regulatory Approvals:

Secure necessary requirements for drone light show event including but not limited to;

a. FAA clearances.

b. Local permits.

c. Mandated insurance policies.

d. Approvals to conduct drone light shows over public spaces.

5. Technical Feasibility Assessment:

Assess all potential sites for the drone show and determine the technical requirements, including;

a. Staging areas.

b. Safe zones.

c. Necessary logistics.

6. Event Coordination:

Work with City designee(s) and event manager and other Offerors to integrate the drone show into the broader event schedule.

B. Task 2

Drone Light Show Execution

1. Show Schedule:

Arrive on the event day at the agreed upon and scheduled time to set up and work with City on the show day.

a. All drones must undergo preshow testing and validation.

i. Formation testing

ii. Lighting testing

iii. Musicality testing

iv. Timing testing

b. Offeror shall provide a written validation report confirming fleet readiness at least 24 hours prior to event.

c. Offeror shall provide an updated weather contingency plan at least 24 hours prior to event.

2. Drone Fleet Composition:

Offeror shall provide safe, reliable and fully operational drones in excellent conditions for the scheduled drone light show.

a. Provide the agreed-upon number of drones required to achieve the planned artistic design and show complexity.

i. Offeror shall provide no fewer than 150 drones.

ii. Offeror shall have the ability to scale upwards in numbers based on final show design.

b. All drones shall be of uniform model, type and performance capability unless previously discussed with and approved by City.

3. Drone Condition and Performance Standards:

a. All drones must be in excellent working condition, full operational, and maintained according to manufacturer standards.

b. Drones must be capable of performing for the complete duration of the show without degradation in lighting, GPS accuracy, or flight stability.

c. Drones shall be equipped with reliable LED lighting sufficient to meet the show’s visual and brightness requirements.

d. Each drone must have a flight time capacity exceeding the planned show duration by the legal and recommended safety margin.

4. Navigation, Safety and Redundancy

a. Drones but utilize high-accuracy navigation systems (RTK GPS or equivalent) to ensure safe and precise formations.

b. Offeror shall implement redundancy protocols.

i. Failsafe return-to-home programming

ii. Collision-avoidance measures

iii. Soft geofencing

iv. Hard geofencing

v. Manual pilot override

c. Offeror shall supply backup drones equal to at least 10% of the planned fleet to ensure seamless substitution in the event of malfunctions or other unforeseen issues.

d. Maintaining appropriate distance from the public.

5. On-Site Operations

a. Offeror will deploy qualified personnel to handle drone setup, launch, recovery and troubleshooting.

b. Offeror shall establish secure launch and recover zones with restricted access.

c. All drones must remain within designated airspace approved by local aviation authorities.

d. Offeror shall continue monitoring weather conditions through the launch. All postponement and cancellation decisions shall be made jointly with City.

6. Compliance and Documentation

a. Offeror shall comply with all FAA regulation, local ordinances and event-specific requirements.

b. Offeror shall provide documentation for drone registrations, waivers, flight authorizations and insurance coverages.

c. Offeror shall provide an operation plan including;

i. Emergency procedures

ii. Abort protocols

iii. Drone malfunction and mitigation strategies

iv. Contingency plans

C. Task 3

Post-Event Services

1. Offeror shall ensure all drones are safely recovered and accounted for.

2. Offeror shall provide the City with edited high-resolution video and photography of each performance for archival and promotional purposes.

3. Reporting: Offeror shall submit a post-event report detailing the following,

a. General performance assessment

i. Feedback on effectiveness of show

ii. All encountered event issues

iii. Any changes or modifications made to agreed drone light show plan made moments prior to or during the show

iv. Results of noted changes

v. Suggestions for future events

b. Data analysis

i. Audience engagement

ii. Technical performance of drones

iii. All technical issues with equipment

iv. Any anomalies

EXHIBIT “C”

INSTRUCTIONS FOR REQUESTED PLAN RESPONSE

DRONE LIGHT SHOWS

1. City will contact all Contractors providing SPECs for desired show and include a response date for Contractors. City SPECs to include;

a. Number of drones

b. Desired length of show

c. Allocated budget

d. Additional customizing requirements

2. Contractor shall notify City if they if they cannot undertake the event and intend on passing.

Contractors that do not return a response will not be considered for event.

3. Contractor shall return a response plan of show confirming that SPECs will be met and detail additional required information.

4. Cost will be determined by the Contractor’s contracted rate, as stated in contract no. CA-

XXXXX.

5. Contractor selection will be determined by the plan which best suits the City’s needs.

6. City shall coordinate with the awarded Contractor for completion of the Scope of Work.

SALT LAKE CITY CORPORATION

By ________________________________________ Date: ____________________ Contract Administrator or Contract Monitor

Name

CONTRACTOR

By ________________________________________ Date: ____________________

Name