Proposal_Requirements.pdf

Proposal Requirements

Proposals must include the following information in the order listed. Please upload responses to the following in one continuous PDF labeled as “Proposal Requirements.”

1. Transmittal Letter Proposers must submit a transmittal letter (maximum two pages) on the firm’s letterhead.

The transmittal letter must include the name, address, phone number and e-mail address for the Proposer’s contact, and must specify who would be the firm’s signatory to any contract documents executed with the City. The transmittal letter may include other information deemed relevant by the Proposer.

2. Qualifications and Experience of Firm and Staff

A. Describe the Proposer’s experience providing large-scale aerial fireworks displays, including total years in business. A minimum of five (5) years is required.

B. Describe the team that will be working to complete the Scope of Services, including position titles and roles of the individuals assigned to those roles.

1. Provide an organization chart showing (a) reporting relationships and responsibilities of the Proposer and any other firms (b) reporting relationships and responsibilities of all key personnel (along with their firm affiliations)

2. Provide resumes (two pages maximum each) for the proposed account manager and at least three (3) pyrotechnicians. Each resume must include:

a. Professional qualifications, licenses, and certifications

b. Relevant project experience and role

c. Years of experience handling, transporting, setting up, and discharging fireworks (minimum of five (5) years for each pyrotechnician) C. Provide copies of the Proposer’s current ATF 54 license or permit authorizing the purchase, storage, and transport of display fireworks, and current U.S. DOT hazardous materials registration.

D. Describe the Proposer’s safety record for the past five (5) years, including any incidents, injuries, citations, or regulatory violations related to fireworks displays and how each was resolved.

E. Provide three (3) references that show at least five (5) years of experience in performing comparable municipal, waterfront or large public displays.

3. Project Approach/Proposal

The Proposer should identify the process utilized on other significant projects as well as the process envisioned for the services identified in this solicitation. The Proposer should also include within the project approach the process envisioned to interface with the City through the Project Manager.

A. Display the proposed project schedule of the tasks described in the Scope of Services, including planning meetings, progress reviews, implementation, and post-event reports.

B. Describe the project plan and process for performing the Scope of Services, including key activities, deadlines, and deliverables. At a minimum, confirm the Proposer’s ability to:

1. Provide shells ranging from three inches (3") to six inches (6").

2. Meet the minimum shell counts of 3,200 for the Fourth of July display and 1,600 for each

New Year’s Eve display.

3. Provide a display with an opening, body, and finale, consisting of continuous firing fronts with minimal lag time.

C. For the Fourth of July display and each New Year’s Eve display (the City may hold one or two

New Year’s Eve displays), provide:

1. Length and description of the opener, body, and finale, with the shell count for each.

2. Total shell count, including shell brands, types/effects, and sizes.

3. Equipment, materials, and personnel to be used, including each person’s role.

4. Barge capability: whether the Proposer owns or will subcontract the barge, the barge size, and its source.

5. A sample event-specific safety plan, including delivery, setup, discharge, misfire procedures, and weather contingencies.

6. Post-event cleanup approach, including removal of fireworks debris from the water and shoreline for barge launches.

4. Cost Analysis Provide an all-inclusive, firm-fixed price for each display listed below. Prices must include all labor, materials, equipment, transportation, permits, insurance, and other costs necessary to perform the Scope of Services. Prices shall remain firm for the initial three (3) year term. All displays shall be electronically initiated using a professional digital firing system, as required by the Scope of Services.

A. Base Pricing

1. Fourth of July Display, land launch: one (1) 20-minute display, commencing between 8:30 p.m. and 10:00 p.m.

2. Fourth of July Display, barge launch: one (1) 20-minute display, commencing between 8:30 p.m. and 10:00 p.m.

3. New Year’s Eve Display, land launch: price per 10-minute display, commencing between 8:00 p.m. and 9:30 p.m. or between 11:00 p.m. and 12:00 a.m.

4. New Year’s Eve Display, barge launch: price per 10-minute display, commencing between

8:00 p.m. and 9:30 p.m. or between 11:00 p.m. and 12:00 a.m.

The City may elect to hold one (1) or two (2) New Year’s Eve displays. The per-display price shall apply to each display held.

B. Optional Pricing (as needed)

1. Additional firework display, land launch: price per 10-minute display and per 20-minute display

2. Additional firework display, barge launch: price per 10-minute display and per 20-minute display

C. Cancellation and Rescheduling On a separate page, the Proposer shall identify any fees or costs payable by the City under each circumstance below and the basis for calculating them. Proposed terms are subject to the Weather and Postponement provisions of the Scope of Services and final negotiation with the City.

1. Weather-related cancellation (display not rescheduled)

2. Weather-related postponement (display rescheduled)

3. City postponement or cancellation for reasons other than weather

5. Business Enterprise Outreach and Utilization Proposers must indicate if the company is a SBE, MBE, WBE, combination; and describe how the company plans to utilize the various business enterprise programs in the company’s fulfilment of the contract. At a minimum, proposers must address the following:

A. Detailed description of your organization’s efforts to identify and contact City of St. Petersburg SBEs, MBEs, and WBEs to inform them of opportunities to work as subcontractors for this proposal.

1. Attending relevant opportunities offered by the City’s Office of Supplier Development including outreach events and matchmaking sessions.

2. Documentation of planned or prior outreach efforts

B. Planned efforts such as mentoring, training, and other capacity building programs for SBE, MBE, and WBEs.

C. Detailed description of your organization’s process for ensuring small businesses have enough time and information to provide your firm with bids.

1. Description of how your firm considers SBEs, MBEs, and WBEs in the development of proposal and bid packages.

2. Explanation of how your firm ensures SBEs, MBEs, and WBEs understand the bid and specifications and are able to learn ways to improve.

D. Provide past performance in utilizing SBEs, MBEs, and WBEs on past projects within the last five

(5) years.

E. Provide a detailed Subcontractor Utilization Form