PCA_-_2024_Fireworks_&_Drone_Display_RFP_2024-2027.pdf

Village of Schaumburg Request for Proposal

Septemberfest Fireworks and/or Drone Display Service Intent: The purpose of this Request for Proposal is to solicit offers to provide for the village's high-quality fireworks and/or drone display service, which is an integral part of Septemberfest at the Village of Schaumburg's (hereafter Village) Septemberfest festival.

Scope: The Village sponsors an annual Septemberfest event held on Labor Day weekend.

Annual attendance averages 250,000, weather permitting. The contractor will be responsible for furnishing all labor, supplies, materials, and equipment required to launch the fireworks and/or drone display at the completion of the main stage entertainment at 10 p.m. on Sunday.

Terms: The contract shall be for one (1) evening over a three (3) day event (not including set-up and tear down time), to be held on the 2024 Labor Day weekend. The contract shall include three

(3) optional, additional years as stated below. These may be exercised at the option of the Village, with mutual consideration between the Village and the vendor. The Village will exercise its options for these additional event dates prior to January 31 preceding the next event date.

Sunday, September 1, 2024 / Monday, September 2, 2024 (rain date) Sunday, August 31, 2025* / Monday, September 1, 2025* (rain date) Sunday, September 6, 2026* / Monday, September 7, 2026* (rain date) Sunday, September 5, 2027* / Monday, September 6, 2027* (rain date)

* Indicates option years

Requirements:

A detailed program for one (1) evening of the festival. The total cost is not to exceed

$25,000 for 2024 and currently for each of the optional years. Drone display proposals should include the cost per drone and quantity of drones included. In addition, please include a minimum recommended quantity of drones needed for a good ten-minute display.

Fireworks and/or drone display begin at closing time (10 p.m. on Sunday and 9 p.m. if on Monday) and are approximately fifteen (15) minutes long for fireworks and a minimum of ten (10) minutes long for a drone display on Sunday evening with a rain date of Monday evening.

The fireworks display is not choreographed to music unless included for no extra charge.

Name and address of the shoot-site: Village of Schaumburg, 101 Schaumburg Ct., Schaumburg, IL 60193 (see attached map). We recommend visiting the site before submitting a proposal in order to plan a safe display and measure distances between the show set-up area and the crowd line.

An extra $2,000,000 in umbrella or excess liability coverage in addition to the $2,000,000 in umbrella or excess liability required from the village for a minimum total of $4,000,000 in umbrella or excess liability coverage.

The maximum mortar size shall be 5 inches in diameter. There is no minimum shell size specified. The display site shall conform to the separation distance requirements as specified in the Village of Schaumburg Fire Code and referenced materials.

All fireworks are to be ignited using electrical means.

Please note that the area from which the fireworks or drone display is discharged is not visible to the spectators. For this reason, please do not include ground displays in your proposal. Comets and cakes are not prohibited. However, it is up to the submitter to determine whether or not the crowd will be able to see the comets and cakes because there are trees between the spectators and the shoot site. The trees are fully grown and are approximately 50 ft. tall. The crowd is kept back on the west side of the tree line. People are not allowed to go into the trees or down the path that traverses through the wooded area to Plum Grove Road.

The properties north of the shoot-site: the ComEd substation to the northwest of the launch area is vacated and is a secured site. The church to the north parks cars on the grass up to their south property line, which means that the cars in the south portion of the church parking area are within the fireworks restricted area. Individuals parking their cars within this area are provided information from the church. All spectators at the church are kept at the back (south side) of the church, which is at the far north perimeter of the parking area. This area is outside of the restricted zone.

A successful fireworks contractor will be required to obtain approval of display and related activities from the Fire Chief of the Village of Schaumburg to operate in the State of Illinois;

as well as complete all required permits by the time they are due. Permit applications shall be submitted a minimum of fifteen (15) days prior to the event.

The successful contractor will be required to comply with the provisions of the Pyrotechnic

Use Act (425 ILCS 35) and the Pyrotechnic Distributor and Operator Licensing Rules (41 IL Administrative Code 230), or drone geofence and fallout zone rules and guidelines (State- Drone Surveillance Act, 725 ILCS 167/1). Copies can be obtained on the following website:

https://sfm.illinois.gov/iam/business/fireworks.html

Evidence of experience of the "lead pyrotechnic/drone operator" is required to demonstrate competency.

The display of fireworks shall comply with the Village of Schaumburg Code of Ordinances 132.17, and the Village of Schaumburg Fire Code and all referenced materials as specified in Chapter 157 of the Village of Schaumburg Code of Ordinances. A drone display shall comply with the Village of Schaumburg Code of Ordinances 15-070 regarding not having drones fly within 100 feet of VOS property or special event unless authorized to do so, and authorization to fly in the air space above Schaumburg given the proximity to O’Hare airport.

Provide information regarding any past fireworks or drone display casualty and/or property losses within the past five (5) years which may have occurred where you have served as lead pyrotechnic operator.

One (1) company representative will be required to stay with the vehicle holding the explosive materials during the entire time the vehicle is on-site. Once the fireworks are loaded, it is not recommended that they be unloaded. The fireworks should be “weather-proofed” within the mortars if necessary and if the fireworks display needs to be rescheduled to Monday’s rain date.

Fireworks or drone vendor agrees to furnish and to sponsor enough trained and experienced personnel to present the fireworks and/or drone display in a safe manner.

The Village and its Septemberfest Committee require the contractor to conduct a mandatory sweep of the area where the shells were fired and falling, as well as clean-up of debris both that evening and the following morning during daylight hours. The contractor shall be on call to handle any unexploded shells upon notice by the Village within 24 hours.

Drone display proposals need to include the number of story board scenes that may be included and how many letters or numbers could be formed with the quantity of available drones in our price range.

Set-up should take place on the morning of the festival. See below for exact set-up dates:

• Sunday, September 1, 2024 / Monday, September 2, 2024 (rain date)

• Sunday, August 31, 2025* / Monday, September 1, 2025* (rain date)

• Sunday, September 6, 2026* / Monday, September 7, 2026* (rain date)

• Sunday, September 5, 2027* / Monday, September 6, 2027* (rain date)

General Conditions and Schedule: To equally evaluate all the proposals received, each contractor will be given the opportunity to make a presentation before a firework and/or drone display selection subcommittee. These optional presentations will be scheduled after the proposal deadline and the proposals have been reviewed (date TBD). The length of the presentation will be determined by the number of requests but should be no longer than fifteen (15) minutes and you may bring your own laptop computer.

All proposals will be considered by the subcommittee regardless of whether the contractor makes a presentation. Recommended award to the Septemberfest Committee will be based on the fireworks selection subcommittee’s judgment of the best overall proposed fireworks and/or drone display for Septemberfest.

At least one company representative on-site must speak English to communicate with staff and Septemberfest Committee members. The Village and the Septemberfest Committee require a valid 24-hour emergency telephone number of a company representative with decision-making authority for use during the hours of operation during the Labor Day weekend. This service representative may be called upon to handle any potential problems encountered with the service during the weekend.

Septemberfest days and times of operation are:

Saturday - 10 a.m. to 10 p.m.

Sunday - 10 a.m. to 10 p.m. (fireworks and/or drone display evening) Monday - 10 a.m. to 9 p.m. (rain date for fireworks and/or drone display evening)

Saturday, August 31, 2024 / Sunday, September 1, 2024 / Monday, September 2, 2024 Saturday, August 30, 2025* / Sunday, August 31, 2025* / Monday, September 1, 2025* Saturday, September 5, 2026* / Sunday, September 6, 2026* / Monday, September 7, 2026* Saturday, September 4, 2027* / Sunday, September 5, 2027* / Monday, September 6, 2027*

References: All contractors shall include with their submittal a list of a minimum of three (3) references, including company names, contact person’s name, email address, and phone number for similar services provided within the past two (2) years. All references shall be for temporary outdoor events similar in size, scope and quality to the Septemberfest event.

Please note that if any portion of the contract is subcontracted, a list of a minimum of three

(3) references must be provided for the subcontractor as well.

Approximately 250,000 patrons attend the three-day Labor Day weekend festival. The festival is held on the Robert O. Atcher Municipal Center grounds at 101 Schaumburg Court. The event includes an arts & crafts show, craft beer and wine tent, and carnival on one side, and three stages of entertainment, Taste of Schaumburg with approximately 24 restaurants, and Bingo on the other side. We also offer free pony rides on Saturday, fireworks/aerial entertainment on Sunday evening, and a Labor Day parade on Monday.