Board of Directors Regular Meeting Agenda


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Meeting Date: 10/17/2019  

SUBJECT MATTER:
Receive, consider and act upon an Award of Bid/Request for Proposals for firework production services (C-2019-0246);
FISCAL IMPACT:
$135,000 is allocated in the 2020 Budget for firework production services for the following events:  Memorial Day Weekend in The Woodlands ($11,000); Red, Hot & Blue Fireworks Extravaganza ($102,000); Labor Day Weekend in The Woodlands ($11,000); and Lighting of the Doves ($11,000).   The recommended vendor, Pyro Shows, submitted a proposal (Option B) which scored the highest for a total cost for all shows of $134,600.
BACKGROUND:
The Woodlands Township produces various annual special events to provide a high quality of life for residents of the community and to attract visitors and tourists. A key element of The Woodlands’ signature events is impressive fireworks display, coupled with a variety of activities and entertainment for all ages.  While the Township produces approximately 50+ special events per year, a select few use fireworks to cap off the events' festivities which include: Memorial Day; Red, Hot & Blue (four shows/locations); Labor Day; and Lighting of the Doves.

The purpose of the Invitation for Bid / Request for Proposals (IFB/P) for firework production services was to obtain competitive proposals/bids from multiple companies for the provision of all services related to production of firework shows, including conceptualizing, managing and executing the show, and bringing innovation and creativity to those shows.

When developing the bid/proposal specifications, staff spent time reviewing how the community has been developed (especially in the Town Center/Lake Woodlands and its impact on how fireworks can be  launched safely and what new technologies or effects could be implemented into the various shows). The Scope of Services of the IFB allows the Township flexibility through the ability to identify minimum shell quantities of the displays and it provided potential bidders the opportunity to demonstrate industry knowledge and expertise through the submittal of a Bid (Option A) or a Proposal (Option B). 

Option B uses Scoring Criteria to evaluate the best overall value to the Township. Criterion includes:
  • Price = 50%
  • Experience & Qualifications = 25%
  • Firing System & Choreography = 15%
  • Show Value = 10%
This procurement method and structure was used in 2016 for selecting the current vendor.
 
The IFB/P for a three-year contract was advertised in The Villager on April 24, 2019, and on The Woodlands Township website and was emailed to known contractors (Attachment A). A mandatory pre-bid meeting was held on September 5, 2019, with three (3) contractors in attendance. Bids were due September 27, 2019, and two bids/proposals were submitted. A summary of the bid tabulation and Scoring Matrix (Attachment B & B1) is provided below:
 
Vendor Option A - Bid Option B - Proposal Option B - Score
Magic in the Sky $114,668.40 $131,494.32 21.68
Pyro Shows $124,440.00 $134,640.00 23.03
 
Option A (Bid) would provide the same show each year over the course of three years.  In 2016, the Board utilized Option B (Proposal) to ensure the shows were updated on a yearly basis to remain innovative and relevant for community members.  While Option A is less expensive, it does not provide the vendors the ability to provide new types of shells and effects that may be developed over the course of the contract.
 
After scoring the proposals, Pyro Shows is recommended based on the score (23.03 vs 21.68- Magic in the Sky), cost, value of services provided, experience, additional insurance ($5 million vs $10 million), technology and choreography.  It is estimated that 936 additional shells/effects would be provided by Pyro Shows as opposed to Magic in the Sky. Pyro Shows has provided fireworks to the community in the past with minimal issues/concerns identified by The Woodlands Fire Department and Fire Marshall and has done large shows around the country/world.
RECOMMENDATION:
Accept the proposal and award the bid for 2020 - 2022 Firework Production Services (C-2019-0246) to Pyro Shows and authorize the President/General Manager to execute any necessary agreements as approved tol form by the Township Attorney.
Attachments
Attachment A - IFB/P Firework Production Services
Attachment B - Bid Tabulation Firework Production Services
Attachment B1 - Scoring Matrix IFB/P Firework Production Services


    

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