GL-2026-19_Mar_16_26_solicitation_doc.pdf

This is an Invitation to Bid (ITB GL-2026-19) issued by the Town of Glastonbury, Connecticut Parks and Recreation Department soliciting qualified vendors to provide a 15-20 minute drone light show commemorating America's 250th Anniversary. The event is scheduled for September 26, 2026, at approximately 7:15 p.m. at Riverfront Park (252 Welles Street, Glastonbury, Connecticut), with a rain date of September 27, 2026. Vendors must submit comprehensive proposals electronically through the Bonfire Hub e-procurement portal at https://glastonburyct.bonfirehub.com/ by March 12, 2026, at 11:00 a.m. EDT. Proposals must include company profile, cost breakdown, safety protocols, drone specifications, and licensing documentation. Critical milestones include a mandatory site walk-through two days prior to the event, Town approval of drone show design and choreography by July 26, 2026, final music selection approval by September 17, 2026, and equipment setup completion by 1:30 p.m. on the event date.

Qualified bidders must demonstrate substantial prior experience with drone light shows for municipal clients, possess all required FAA approvals and federal, state, and local licenses and permits, and maintain comprehensive insurance coverage including Commercial General Liability ($1,000,000 per occurrence/$2,000,000 aggregate), Drone Liability ($1,000,000 per occurrence), and Aviation Liability ($5,000,000 per occurrence). Three municipal references from the past three years are required. All bid prices must be all-inclusive of drones, licenses, permits, staff, vehicles, setup, teardown, storage, and equipment, with payment terms set at Net 30 following show completion. The Town has not designated set-aside provisions or restrictions limiting bidder eligibility, indicating open competition to all qualified vendors. No incumbent has been identified, and no estimated budget or award value has been publicly disclosed. The procurement is contingent upon successful fundraising, and the Town reserves the right to negotiate a modified presentation, waive informalities and defects, reject any or all bids, or terminate the contract if available funding proves insufficient. Vendors assume full responsibility for facility damage repairs, grounds restoration, and legal debris disposal at their own expense. Inquiries should be directed to Nicole Melquist, Procurement Officer, at 860-652-7588 or Nicole.Melquist@glastonbury-ct.gov.