5-Specifications.pdf

Procurement Division

Request For Bid (RFB)

Project: Drone Light Show Services for America’s 250th Anniversary Celebration

Ref #: RFB-26-162

August 2023

SPECIFICATIONS

It is the City of Yuma’s intent of these specifications to set the minimum standards to be used for the bidding of the products/services. Any references to Make, Model and Manufacturer are only to indicate minimum specifications for quality and performance. They are not intended to be restrictive in nature or to eliminate use of any manufacture’s products.

1. SCOPE OF WORK

Provide all drones, control systems, software, support equipment, and qualified personnel necessary to design, program, and execute a professional drone light show. This includes, but is not limited to:

drones equipped with LED lighting, ground control stations, GPS and communication systems, backup units, technicians to program and operate the drone fleet, safety personnel, and all related accessories and infrastructure required for a safe and visually impactful aerial display.

1.1. Size and Duration: The drone light show shall consist of no fewer than 250 drones operating in synchronized formation. The total duration of the aerial display shall be no less than thirteen

(13) minutes and no more than fifteen (15) minutes. The show should be designed to deliver a continuous, visually engaging experience that aligns with the celebratory nature of the event.

1.2. Venue: The drone light show will take place at a City-owned venue, specifically the Ray Kroc Sports Complex, located at 1280 W. Desert Sun Dr., Yuma, AZ (Attachment A – Venue Overview). The estimated geographic coordinates of the venue are Latitude: 32.6934° N, Longitude: 114.6376° W. The City shall be responsible for securing and reserving the venue for the specified event date and time.

The Bidder shall coordinate with City personnel to ensure that all logistical and technical requirements for the drone show, such as launch and landing zones, safety perimeters, and audience viewing areas are compatible with the venue layout. Any site-specific considerations or restrictions identified during planning must be addressed collaboratively to ensure a safe and successful execution of the show.

1.3. Airspace Authorization and Regulatory Compliance: The awarded Bidder shall be solely responsible for obtaining all required authorizations, permits, and approvals necessary to legally and safely conduct the drone light show in accordance with federal, state, and local regulations. This includes, but is not limited to, any airspace clearances required for operations in proximity to airports, military installations, or other controlled airspace.

1.4. Creative Collaboration: The Bidder shall collaborate with City personnel to develop the visual theme, imagery, and accompanying soundtrack for the drone light show. This includes the creation of custom drone animations and formations that align with the event’s patriotic theme and community identity. One of the required visual elements shall include a drone-rendered display of the official City of Yuma logo.

The soundtrack accompanying the drone show may include music, narration, or sound effects, and must be synchronized with the visual elements to enhance the overall audience experience. The Bidder is responsible for sourcing, editing, and integrating the audio content, subject to licensing requirements where applicable.

All proposed imagery and soundtrack elements must be submitted to the City for review. The City reserves the right to request revisions and shall have final approval authority over all visual and audio content included in the drone show.

1.5. Aerial Footprint and Visibility Range: The drone light show must be designed to ensure clear visibility from distances of up to two (2) miles away from the launch site. To achieve this, the aerial footprint of the drone formations shall be scaled appropriately, following a general 5:1 horizontal-to-vertical ratio commonly used in drone show design.

The Bidder shall ensure that the altitude and spread of the drone formations are sufficient to maintain visual clarity and impact for both on-site attendees and off-site viewers within the surrounding area. All flight paths and display heights must remain within FAA-compliant altitude limits and be coordinated with City personnel during the planning phase.

1.6. Equipment Setup and Removal: Unless otherwise agreed upon by the City, the awarded Bidder shall deliver and begin setup of all drone show equipment no later than twenty-four (24) hours prior to the event. All equipment must be fully installed, tested, and operational no later than four (4) hours before showtime to allow for final safety checks, synchronization, and coordination with City personnel.

The awarded Bidder warrants that all equipment will remain fully functional and safely operable through the conclusion of the final performance. Following the event, the Bidder shall disassemble and remove all equipment from the venue within ten (10) hours of the final show’s completion, unless otherwise approved by the City.

1.7. Audio Integration and Sound Coordination: The Bidder shall ensure that the soundtrack or music accompanying the drone light show is properly integrated into the venue’s existing concert audio system. To achieve this, the Bidder is required to collaborate directly with the City’s designated Concert Audio Engineer to coordinate the playback and ensure that the music is clearly and consistently heard throughout the venue during the drone performance.

The Bidder shall provide any necessary audio files, playback devices, or technical specifications in advance, and must participate in any scheduled sound checks or rehearsals as required to confirm compatibility and quality. Final audio output must be synchronized with the drone visuals and meet the City’s standards for clarity, volume, and coverage.

1.8. Planning and Layout: The Bidder is to collaborate with City personnel in evaluating the venue layout and available airspace. This collaboration is intended to determine the appropriate drone launch and landing zones, audience viewing angles, and safety buffer areas. The goal is to ensure the drone light show is executed in a manner that maximizes visual impact, complies with all safety and regulatory requirements, and provides an optimal viewing experience for attendees throughout the event space.

1.9. Optional Second Show Launch – Price: The City is requesting an optional price proposal for a second drone light show launch to occur on the same night as the primary performance. This second show would be identical in content and duration to the initial show, and would be scheduled at a time determined in coordination with City personnel.

Bidders shall submit pricing for this optional service under BidTable BT-29RS – Option A.

While this option may not be exercised, the City reserves the right to include it in the final award based on event needs, budget availability, and overall value.

1.10. Optional Show Recording – Price: The City is requesting an optional price proposal for the professional recording of the drone light show, including the synchronized soundtrack or music. The final video will be used for promotional and archival purposes and may be shown at various City events and functions. As such, video quality is of paramount importance.

The recording must capture the full scope and visual impact of the show, including wide aerial views, close-up drone formations, and synchronized audio. The Bidder shall be responsible for providing all necessary equipment, personnel, and post-production editing to deliver a high-resolution, professionally produced video.

Bidders shall submit pricing for this optional service under BidTable BT-29RS– Option B. The City reserves the right to include this option in the final award based on event needs and budget considerations.