Submitted By: Amy Casaletto, Special Services Division Head
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Presentation By: Amy Casaletto
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Department: Recreation and Parks
STAFF RECOMMENDATION (Motion Ready):
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Approve a one year agreement for drone light show services for the City’s Fourth of July Celebration event with Sky Elements, LLC, with an annual expenditure of $71,415
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OCALA’S RELEVANT STRATEGIC GOALS:
Quality of Place
PROOF OF PUBLICATION:
Request for Proposal issued to public: 10/25/2023; Public Notice for Final Selection Committee Meeting posted: 01/04/2024.
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BACKGROUND:
The City of Ocala Recreation and Parks Department hosts a variety of seasonal and holiday events throughout the year. Historically, the City has not hosted a Fourth of July event due to safety and liability challenges associated with fireworks displays. To create a memorable, safe, and exciting patriotic event, staff supports orchestrating a 15-minute, 300-drone show as a modern and innovative alternative to a traditional fireworks display.
On October 25, 2023, the City issued a Request for Proposals (RFP) for the provision of drone show services for the City’s Fourth of July Event. Staff and interested vendors met on November 30, 2023, for a mandatory pre-proposal site meeting to assess the event venue to evaluate optimal launch and viewing areas for a drone show. Tuscawilla Park was selected as the best venue for the event, as it provides a secure launch area for the drones and multiple viewpoints throughout the park for attendees.
The solicitation closed December 13, 2023, with proposals received from Celestial Drone Shows, LLC.; Dronisos USA, Inc.; Pixel Swarm Drones, LLC.; and Sky Elements, LLC. The City’s Selection Committee met January 4, 2024, to evaluate the four proposals and issued independent scoring on a weighted scale as follows:
Sky Elements, LLC received the highest-ranking score of 91.80 out of a possible 100.
The agreement with Sky Elements, LLC. will commence upon full execution, and the first performance will take place on July 4, 2024. The agreement offers two (2) one-year renewal terms with fixed pricing over all three years.
FINDINGS AND CONCLUSIONS:
Staff recommends approval of the Agreement for Drone Show Services for Fourth of July Event with Sky Elements, LLC. in the amount of $71,415.
FISCAL IMPACT:
The one-year contract amount for a July 4th drone light show display is $71,415. The contract provides the option for two, one-year renewals. Funds are budgeted annually in the Recreation and Parks Department Special Services budget 001-021-134-574-57-52010.
PROCUREMENT REVIEW:
These services were procured in compliance with the City’s Procurement Policy.
LEGAL REVIEW:
This Agreement will be reviewed and approved for form and legality by City Attorney, William E. Sexton.
ALTERNATIVE:
• Approve with Changes
• Table
• Deny