RFP 26_001PR _ Fireworks July 3 _ BID Documen.pdf

CITY OF VILLA RICA | PROPOSAL NUMBER: RFP 26-001PR

REQUEST FOR PROPOSALS

CITY OF VILLA RICA JULY 3, 2026 FIREWORKS

PROPOSAL NUMBER: RFP 26-001PR | ISSUE DATE: February 4, 2026

The City of Villa Rica Parks & Recreation Department seeks sealed bids for its Friday, July 3, 2026 Fireworks Display. Proposals must be received no later than

2:00 pm on Tuesday, February 24, 2026

No late proposals will be accepted.

Send proposals to:

City of Villa Rica

Attn: Purchasing Department Reference Proposal No. RFP 26-001PR

571 W. Bankhead Hwy.

Villa Rica, GA 30180

RFP SCHEDULE:

This Request for Proposal will be governed by the following schedule:

RFP Issue Date………………………………………………………….…………… February 4, 2026 Deadline for Receipt of Written Questions…………….……………… February 17, 2026 (2:00 pm) Deadline for Posting of Written Answers to City’s Website ….. February 19, 2026 (2:00 pm) RFP Response Due Date………………………………………………………… February 24, 2026 (2:00 pm) Opening / Evaluation of RFP Sealed Proposals………………………. February 24, 2026 (2:00pm) Staff Recommendation to City Council ……………………………….... March 3, 2026 (10:00am) Vote by City Council to Award BID ….……………………………………. March 10, 2026 (6:00 pm)

For any questions, please email:

Tara Ivey, Deputy Director Email: tivey@villarica.gov

No Phone Calls Please mailto:tivey@villarica.gov

SPECIAL INSTRUCTIONS

Parties interested in acquiring this contract with the City of Villa Rica’s Parks & Recreation Department shall submit three copies of the proposal package to meet the requirements below:

1. All bids must be labeled “City of Villa Rica July 3, 2026 Fireworks”.

2. For the 2026 Fireworks Display commemorating the 250th Anniversary of America’s Birthday, the city is requesting the inclusion of a Close Proximate Fireworks enhancement segment to be performed prior to the main aerial fireworks display, during the daytime hours as the live entertainment begins or just prior on the main stage.

This enhancement will consist of low-level, close proximity effects designed to enhance the audience experience in advance of the primary fireworks event. Effects may include, but are not limited to, comets, mines, gerbs, or similar close proximity effects, subject to site conditions, safety requirements, and all applicable permits and regulatory approvals.

• The cost for the Close Proximate Fireworks enhancement shall be $2,200.00, and shall be itemized separately from the base fireworks display cost.

• Bidders shall include a detailed itemized list of all close proximate fireworks effects proposed for use during the pre-show segment.

• The itemized list shall, at minimum, identify the type of effect, general description and quantity of each proximity item (e.g., comets, mines, gerbs or similar effects.

The Close Proximate Fireworks enhancement is intended to provide a brief, choreographed pre-main stage show segment. The exact number of effects, sequence, and duration shall be determined by the licensed fireworks operator based on show design, safety considerations, and venue layout.

Pricing This pricing is valid for the 2026 Fireworks Display only and applies exclusively to the 250th America’s Birthday Celebration. This enhancement shall not apply to future events or subsequent years unless approved through a separate agreement or amendment.

3. Bidders must be properly licensed and secure necessary permits wherever applicable.

4. Complete Mandatory Bid Submittal Form.

5. Complete City of Villa Rica vendor information packet, if not currently a vendor. Responsive documents are available online City of Villa Rica Contractor Vendor Packet

6. Preservation of Rights: The owner reserves the right to reject any and/or all bids and waive all minor technicalities, informalities and irregularities. The owner reserves the right to accept the bid, which in the judgment of the Owner, is in their best interest.

7. The City of Villa Rica is the sole determiner of a qualified bidder and may request other information sufficient to determine bidder’s ability to meet these minimum standards listed above. Request for information contained in this section may also occur at any time during the effective period of this https://cms2.revize.com/revize/villaricaga/Documents/Departments/Finance/Purchasing/Vendor%20Registration/Contractor%20Vendor%20Packet.pdf?t=202504081323390&t=202504081323390

Contract, or any extension/renewal thereof.

8. List of 3 references including Company name, contact person, address, phone number and e-mail.

9. Termination of Contract: The City of Villa Rica may, at any time they deem necessary, to terminate these agreements with thirty (30) calendar day’s written notice.

10. Freight Terms: Unless otherwise noted, all freight and shipping must be prepaid. All freight charges must be included in prices submitted on proposal.

11. Discounts: Any discounts allowed prompt payment, etc., must be noted and reflected in bid figures and not entered as separate pricing on the proposal form.

MANDATORY BID SUBMITTAL FORM

BID NUMBER: RFP 26-001PR

City of Villa Rica July 3, 2026 Fireworks

Name of Company submitting proposal:

Address of Company:

Contact Person:

E-mail Address:

Phone Number:

C ell Phone #:

Signature: Date: __________________

The proposal shall be signed by a representative who is authorized to contractually bind the Contractor.

Description:

I. INTENT: It is the intent of the City of Villa Rica to award an initial contract term of one (1) year with the option to renew annually for an additional two (2) years not to exceed three (3) year total. This may or may not include the special effects for the America’s 250th celebration event in year one (1). The show is to be computer designed, musically choreographed and digitally fired, including expanded requirements for electrical firing systems and equipment. The standard for this provision is the “Fire One® system” or equivalent electronic firing system.

II. PERFORMANCE STANDARDS: CONTRACTOR must:

a) Observe and comply with all of the current N.F.P.A. Code 1123 and the Georgia Building Code as adopted by Carroll County and any changes to the codes enacted during the term of the contract. To include all updated regulations regarding displays.

b) Fire show by computer firing only. In the event of an electrical malfunction, vendor is to describe alternate firing methods that would be used to complete the show.

c) Provide, deliver and secure fireworks to the designated point of fire area.

d) All firework shells and boxes shall be readily marked for identification, including size and what shells contain multiple projections so that inventory can be confirmed prior to set up. Boxes must be inventoried prior to set up.

III. TECHICIANS/PERSONNEL: A minimum of two (2) licensed pyro-technicians plus an applicable number of handlers to help set-up are required. The two (2) pyro-technicians each must have a minimum experience of ten (10) major electronically fired shows and a minimum of five (5) years certified experience in the handling, transporting and discharge of fireworks.

IV. TIME OF DISPLAY: Display shall begin promptly at a time mutually agreed upon by the City and the

Contractor. Typically, this time is 9:30pm. E.S.T.

V. CONTRACTOR RESPONSIBILITIES: Contractor shall, at a minimum, ensure the following:

a) Must be setup no later than 8:00 a.m. Friday, July 3, 2026. The contractor may begin setup the day before.

b) Provide radio communications, including a minimum radios for shooter, and designated CITY staff, for the day of the show beginning with the inventory check at 8:00 am, and maintain radio contact throughout the day. In addition, provide the shooter with a working cellular phone, and provide the designated CITY personnel with the cellular phone number.

c) Provide to the designated CITY staff one week before the shoot, a printed, detailed, itemized, inventory shipping list of all shells shipped for the fireworks display.

d) Prior to the loading of the shells, provide an on-site inventory check of shells with assigned CITY staff at a mutually agreed upon time but no later than 12:00 noon on the day of the show. All fireworks packages shall be clearly labeled as to size, type, quantity and country of origin.

e) Provide to the CITY, as early as possible, but no less than three (3) weeks prior to the shoot, a copy of all applicable permits (fire, police, local and state approval).

f) Provide compliance with all state and local requirements.

g) Provide to the CITY a copy of the approved fireworks permit submitted to the Carroll County Fire Marshall, as early as possible, but no less than three (3) weeks prior to the shoot.

h) Allow access of CONTRACTOR operations to the Carroll County Fire Marshall all times on the day of the display.

i) Provide written procedures outlining plans for delivery, set-up and discharge of fireworks display in response to variable weather.

VI. CITY RESPONSIBILITIES. The City shall, at a minimum, ensure the following:

a) Police presence to be available for patrolling display area to maintain a safety zone around the shooting area.

b) A member from the CITY Parks and Recreation staff to coordinate with the CONTRACTOR and act as a representative of the CITY on matters not directly relating to safety or regulations.

VII. INCLEMENT WEATHER: In the event the show is completely canceled due to weather conditions, (as determined by CITY personnel) the CITY reserves the right to reschedule or to completely cancel the display. CONTRACTOR is to outline in CONTRACTOR’s proposal what price, if any, CONTRACTOR may charge if show is postponed or completely cancelled due to weather conditions.

There will be no rainout date.

VIII. MINIMUM REQUIREMENTS OF DISPLAY: The City is requesting a bid price as follows:

a) A show is divided into four segments including an opening barrage, main body, false finale, and grand finale

b) A minimum of at least (200) 6” shells.

c) A minimum of at least (250) 5” shells.

d) A minimum of at least (250) 4” shells.

e) A variety of special effect shells including special effect barrage boxes, Saturn’s, smiley faces, etc.

f) A false ending prior to the grand finale.

g) Total should be based on a minimum number of 1400 shells NOT TO INCLUDE flashing strobes or reports. The majority of shells should fall in the range of 4” to 6” high-grade shells.

Firing locations shall be from a minimum of four separate locations with the main battery located at the back in the center and with additional batteries located a minimum of 100’ in front of and flanking the main battery to the left and right. Some mortars shall be angled to the left and right of center to diminish the “white out” effect of a multitude of shells exploding in the same volatile air space.

IX. INSURANCE REQUIREMENTS – The selected Fireworks Company agrees to provide Liability Insurance containing contractual Indemnification Coverage in the amount of five million dollars ($5,000,000.00), in addition to Worker’s Compensation Insurance for operators and crew members no later than thirty days prior to the scheduled event, naming the following on the Certificate of Insurance as Additional Insured:

City of Villa Rica 571 West Bankhead Highway Villa Rica, GA 30180

X. HOLD HARMLESS STATEMENT – The following statement must be included in the accepted contract – Fireworks Company (your name) agrees to hold harmless, indemnify and defend the City of Villa Rica, the Parks & Recreation Department their officers, commissioners, employees, successors and assigns from and against any and all losses, costs, judgments, suits, liabilities, claims, demands and expenses (including reasonable attorney fees) incurred by any one or more of said indemnities and arising out of or connected with any personal injury, property damage or death resulting from the performance or malperformance of Fireworks Company (your name), hereunder.

PART II

SELECTION CRITERIA

The selection of qualified service providers will be based on a point system. The award of points will be based on the documentation that is submitted for the RFP. Proposals will be reviewed by a panel of at least three City staff members who will review the subjective portions of the proposal. The following criteria will be used.

1. PROGRAM SELECTION: (max 25 points) This section will be scored on the following criteria:

a) Total number of shells – including specialty colors and size of shells, variety and uniqueness of shells. A listing and descriptions of specific shells will be preferred.

b) Very limited number of three- and four-inch shells.

c) High quantity of special effects shells, i.e. multiple break shells, number of shells per minute, lack of dead air time.

d) Length of show – SHOW MUST BE AT LEAST 20 MINUTES IN DURATION.

e) Dead Spots – The maximum number of seconds with no shells exploding shall be by 5 seconds.

f) Cancellation Policy.

g) Meeting all specifications as outlined in Scope of Work. (Cakes, Roman Candles and other special effects will be taken into consideration but will not be calculated into the total shell count of the show)

2. EXPERIENCE AND QUALIFICATIONS: (max 30 points) This section will be scored on the following criteria:

a) Experience and qualifications of pyro-technicians, size of crew, and number of shooters onsite.

b) Length and quality of company experience.

c) Performance of other fireworks displays shows, including safety records.

d) Prior failure (if any) to perform awarded contract.

e) Previous material violations, if any, of federal, state, or local regulations.

f) Specific references from the past three years with contact names, email addresses and phone number.

3. SHOW VALUE: (max 25 points) This section will be scored on the following criteria:

a) Total shells in opening barrage: (not including reports)

b) Total shells in main body of show (not including reports)

c) Total shells in false finale (not including reports)

d) Total shells in finale (not including reports)

e) Total number of 6” or larger shells (not including reports)

f) Total number of 5” shells

g) Total number of special effect shells as described in proposal (NOTE: If staff cannot determine and/or identify the effect, based on the contractor’s description in their proposal, the shell will not be counted as a special effect shell.

4. FIRING SYSTEM AND CHOREOGRAPHY: (max 20 points)

a) Musically choreographed in a studio with firing points built in to disc or storage device (Describe steps and procedures to be used)

b) Computer fired using the “Fire One®” system.

c) Backup plan identified in the event of electronic failure

Each category will be evaluated for each proposer. Scoring shall be at the sole discretion of the evaluator(s) whose decision is final and not up for discussion or further interpretation. Bidders are therefore encouraged to be specific and concise with their descriptions. If necessary, the committees will then conduct discussions, for clarification purposes only and score the proposals. The committee will then make a recommendation to the City Council for award.

PART III

REQUIREMENTS OF THE PROPOSAL

Any attachments must be clearly identified. To be considered, the proposal must respond to all parts of the RFP.

Any other information thought to be relevant, but not applicable to the enumerated categories, should be provided as an appendix to the proposal. If publications are supplied by a proposer to respond to a requirement, the response should include reference to the document number and page number. This will provide a quick reference for the evaluators. Proposals not providing this reference will be considered to have no reference material included in the additional documents.

REFERENCES

Reference No. 1 of 3

Company Name:

Street Address:

City/State/ZIP code:

Primary Contact:

Phone Number: (______)

Cell Phone Number: (______)

Reference No. 2 of 3

Reference No. 3 of 3