Submitted By: Amy Casaletto
presenter
Presentation By: Amy Casaletto
end
Department: Recreation and Parks
STAFF RECOMMENDATION (Motion Ready):
title
Approve a two-year contract renewal for drone show services for Fourth of July events with Sky Elements, LLC in the amount of $300,000
end
OCALA’S RELEVANT STRATEGIC GOALS:
Quality of Place, Economic Hub
PROOF OF PUBLICATION:
Request for Proposal issued to public: 10/25/2023; Public Notice for Final Selection Committee Meeting posted: 01/04/2024
body
BACKGROUND:
On October 25, 2023, the City issued Request for Proposals (RFP) No.: REC/240074 for the provision of drone show services for the City’s Fourth of July Event. Four submittals were received, and Sky Elements, LLC received the highest ranking. The contract was awarded to Sky Elements, LLC. The agreement was for an initial term of one year, commencing February 7, 2024, and ending February 6, 2025, and offered a renewal for two additional one-year terms upon mutual consent of both parties. The annual cost for the original agreement was $71,415.
On July 4, 2024, the City hosted the inaugural “Patriotic Skies: A Fourth of July Drone Experience” event in Tuscawilla Park. The event featured an approximately 12-minute 300-drone light show showcasing a variety of patriotic and community-curated images and had an estimated attendance of 12,000 people.
Feedback from the community and our stakeholders was overwhelmingly positive; However, a common sentiment was the desire for a longer show duration to enhance the viewing experience.
FINDINGS AND CONCLUSIONS:
The initial term for drone show services expires on February 6, 2025. The Recreation and Parks Department and Sky Elements, LLC desire to extend the original agreement for a two-year renewal term.
Considering valuable feedback from the community and our stakeholders, the contracting and procurement staff negotiated an improved scope in the contract renewal that will focus on significant enhancements, increasing the annual contract cost on the original agreement from $71,415 to $150,000.
Enhancements include utilizing different drones with extended battery life to ensure a show duration of no less than 15 minutes but not exceeding 18 minutes, offering a more comprehensive and immersive experience for the audience. Additionally, the number of drones used in the show will be increased from 300 to 600, prolonging the show and allowing for more intricate details in the images and a broader perspective for viewing.
These improvements will elevate the drone show and provide attendees with a more engaging, visually stunning, and memorable experience. Staff recommends approval of the agreement for a two-year renewal term beginning February 7, 2025, and terminating February 8, 2027.
FISCAL IMPACT:
The two-year contract amount for a Fourth of July drone light show display is $300,000 with no renewals. Funds are budgeted annually in the Recreation and Parks Department Special Services budget 001-021-134-574-57-34010.
PROCUREMENT REVIEW:
These services were procured in compliance with the City’s Procurement Policy.
LEGAL REVIEW:
This Amendment will be reviewed and approved for form and legality by City Attorney, William E. Sexton.
ALTERNATIVE:
• Approve with Changes
• Table
• Deny