HomeMy WebLinkAboutStaff Report 3.G 06/06/2005CITY OF PETALUMA, CALIFORNIA IG
AGENDA BU L June 6.. 2005
Agenda Title: Meeting Date: ,Tune 6, 2005
Resolution awarding the contract for e of July Fireworks to Boom Meeting Time: ® 3:00 PM
Boom Productions, Rialto, Ca., and approving the program cost for ❑ 7:00 PM
the event.
Category (check one): ® Consent Calendar ❑ Public Hearing ❑ New Business
❑ Unfinished Business ❑ Presentation
Department: Direco . Contrict Person: Phone Number:
Tim Carr 707-778-4380
Parks and Recreation Jim Cur Jan Mandrell
Cost of Proposal: $40,000 U Account Number:
7192-54310
Amount Budgeted: $40,000 Donation Name of Fund:
Source of Donations- Basin Street Properties -$20,000;
Shamrock Materials Inc. -$20,000 Special Events
Attachments to Agenda Packet Item:
a. Fireworks Program Costs
b. Resolution
Summary Statement:
The annual July e fireworks are scheduled for Monday July 4, 2005, at the Sonoma Marin Fairgrounds.
Donations of $20,000 each from Basin Street Properties and Shamrock Materials, Inc. are paying for the
event.
The event includes involvement by personnel from Petaluma Police, Fire and Parks and Recreation. Non-
profit organizations will provide food and refreshments for the public during the event.
Recommended City Council Action/Suggested Motion:
Recommend the City Council award the contract to provide the Fourth of July Fireworks to Boom Boom
Productions.,Rialto Ca. and approve the total program costs in the amount of $40,000.
Reviewed by Admin. Svcs. Dir: Reviewed by City Attornev: ADDroved Av Citv Manager:
D e: s(?l�9 S Date: Date:
V IINW
Todav's Date: Revision # and Date Revised: File Code:
0
CITY OF PETALUMA, CALIFORNIA
JUNE 6, 2005
AGENDA REPORT
FOR
RESOLUTION AWARDING CONTRACT TO BOOM BOOM PRODUCTIONS.
AND APPROVING PROGRAM COSTS FOR THE JULY 4' FIREWORKS DISPLAY.
1. ExEcuTivE SUMMARY:
The annual 4th of July fireworks display is scheduled for Monday, July 4, 2005. The event will be held
at the Sonoma Marin Fairgrounds and is funded by donations of $20,000 each by Basin Street Properties
and Shamrock Materials, Inc. The gates will open to the public at 4:30 p.m.
2. BACKGROUND: The July 4a' Fireworks is an annual community event, held in recent years at the
Sonoma — Marin Fairgrounds. This year Shamrock Materials, Inc and Basin Street Properties have
offered to split the cost of the program and each are donating $20,000 to insure a fireworks display takes
place. Total cost of the program is $40,000.To date the City has received $10,000 from each of the two
funis. The balance will be due once the contract has been awarded to the fireworks vendor.
A Request for Proposal (RFP) was issued, with vendors to provide options for two shows, one valued at
$20,000 and a second show valued at $25,000. Two responses were received: Boom Boom Productions
of Hayfork, California and Pyro Spectaculars, California.
Representatives from both Shamrock Properties and Basin Street Properties were invited to review the
responses to the RFP. Mr. Jeff Nehmens of Shamrock joined Recreation Supervisors Jan Mandrell and
Don Phoenix to critique both responses. Boom Boom Productions was the unanimous choice of the
review committee based on the company offering and industry standard point system with a total of
2,561 points.
ALTERNATIVES:
A. Council could reject this request and give staff direction to go to another vendor.
B. Award the contract as recommended.
4. FINANCIAL IMPACrs:
With the donations by Shamrock Materials, Inc., and Basin Street Properties there will be no impact to
the General Fund. The donated amounts will pay for a $25,000 Fireworks display and cover individual
costs for the various departments involved.
5. CONCLUSION:
With the donation of funds for the annual Fourth of July Fireworks, there will be no impact on the
general fund. This is the first time that total event costs are covered by outside funding.
6. OUTCOMES OR PERFORMANCE MEASUREMENTS THAT WILL IDENTIFY SUCCESS OR COMPLETION:
After Council approval, a purchase order will be issued to Boom Boom, Productions and various
department staff will proceed with program logistics.
7. Recommendation:
Award of the contract to Boom Boom, Productions to provided the Fourth of July Fireworks Display
and
approval of the program costs in the amount of $40,000.00 for the event.
c
CITY OF PETALUMA, CALIFORNIA
MEMORANDUM
Parks and Recreation Department, 320 No. Howell Blvd, Petaluma, GI 94952
(707) 778-4330 F(L\ (707) 778-4473
DATE: May 5, 2005
To: Jim Carr, Director
FROM: Jan Mandrell., Supervisor
SUBJECT: July 4"', 2005 Attachment "A"
Attached are the estimated costs from each Department associated with participating in the July
4"i, 2005 Fireworks Display.
Program Costs: Fireworks Display
$25,000
Facility Rental
$1754.75
Additional Private Security
$ 951.75
Trash Receptacles
$ 395.00
Signage
$ 600.00
Toilets
$ 500.00
Sand
$ 500.00
Music Equipment/rental
$ 400.00
Fire Department Costs:
Permit for Display $ 650.00
Staff $ 466.00
Police Department Costs:
Staff/5 Officers $2,389.10
Sergeant $ 568.40
Parks (2 days) Reg Time $2,563
Overtime $3,262
PROGRAM GRAND TOTAL $40,000
C
CONVERSON CHART
COMPARITIVE FIREWORKS VOLUME
2.5-3"SHELL=IPOINT
4" SHELL = 2POINTS
5" SHELL = 3 POINTS
POINT SYSTEM
6" SHELL= 5 POINTS
8" SHELL=12 POINTS
10"SHELL = 18 POINTS
12" SHELL = 30 POINTS
BODY OF SHOW FINALE TOTAL POINTS
PYRO 1400 893 2293
BOOM BOOM 1836 725 2561
CONCLUSION: BOOM BOOM PRODUCTIONS IS OUR RECOMMENDATION
TO AWARD CONTRACT TO AND PROVIDE THE JULY 4TH FIREWORKS
DISPLAY BASED ON THE RFP PROVIDED AND TOTAL NUMBER OF
POINTS RECEIVED.
G)
May 16, 2005
BODY OF SHOW
SHELL SIZE AND NUMBER
2.5" 3" 4" 5" 6"
TOTAL
TOTAL
SHELLS
POINTS
PYRO-
290 0 195 115 75
915
1400
*MULTISHOTS
*240
BOOM BOOM
288 288 144 108
828
1836
FINALE
SHELL SIZE AND NUMBER
2.5"
3" 4" 5" 6"
TOTAL
TOTAL
SHELLS
POINTS
PYRO 288
125 75 12 6
506
893
BOOM 0
360 60 40 9
469
725
BOOM
BODY OF SHOW FINALE TOTAL POINTS
PYRO 1400 893 2293
BOOM BOOM 1836 725 2561
CONCLUSION: BOOM BOOM PRODUCTIONS IS OUR RECOMMENDATION
TO AWARD CONTRACT TO AND PROVIDE THE JULY 4TH FIREWORKS
DISPLAY BASED ON THE RFP PROVIDED AND TOTAL NUMBER OF
POINTS RECEIVED.
G)
May 16, 2005
Resolution No. N.C.S.
Of the City of Petaluma, California
WHEREAS, the annual Fourth of July Fireworks has become a longstanding
community wide tradition in Petaluma but subject to budgetary shortfalls each year; and,
WHEREAS, the firms of Basin Street Properties and Shamrock Materials, Inc.,
have donated $20,000 each to ensure that the Fourth of July Tradition continues in the
Petaluma Community, and,
WHEREAS, a Request for Proposal was issued for the Fourth of July Fire Works
Display and the firm of Boom Boom Productions, Rialto, California, provided an
appropriate response that was unanimously selected by a reviewing committee; and,
WHEREAS, the appropriate City Departments have submitted budgets on what it
costs to provide for the Fourth of July Fireworks Display, including Police, Fire, and
Parks and Recreation.
NOW, THEREFORE, BE IT RESOLVED by the City Council of Petaluma
that the City Council does here award the contract to provide the Fourth of July
Fireworks to Boom Boom Productions of Rialto, California in the amount of $25,000,
authorizing the City Manager to sign the required contract, and approves the program
budget for the event;
BE IT FURTHERMORE RESOLVED, that the Petaluma City Council hereby
commends Basin Street Properties and Shamrock Materials, Inc., for their donations of
$20,000 each to make the Fourth of July display possible for the citizens of Petaluma.
a