Aurora, Illinois

File #: 15-01139    Version: 2 Name:
Type: Resolution Status: Passed
File created: 12/29/2015 In control: City Council
On agenda: 1/12/2016 Final action: 1/26/2016
Title: A Resolution Extending a Contract with Melrose Pyrotechnics for the Independence Day Fireworks Display for Special Events in the Amount of $40,000 for 2016 with two extensions.
Attachments: 1. Affidavit_DOC010516.pdf, 2. Extension Letter 2016-18.pdf, 3. 3 Year Contract.pdf, 4. Melrose Map Aurora IL 2014.pdf, 5. R13-095.pdf

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TO:                     Mayor Thomas J. Weisner

 

FROM:                     Dan Barreiro, Chief Community Services Officer

 

DATE:                     January 4, 2016

 

SUBJECT:

Extension of a contract with Melrose Pyrotechnics for the Independence Day Fireworks Display for Special Events in the Amount of $40,000 in 2016, with two extensions.

 

PURPOSE:

To extend a contract with Melrose Pyrotechnics (Melrose), Kingsbury, Indiana, for a Fireworks Display for the City's Independence Day Celebration in 2016, 2017 and 2018.  Melrose has been the City's Fireworks vendor for the past three years.  Melrose has provided a 20-25 minute show synchronized to music.  Staff is recommending a contract extension with Melrose.  The cost will remain at the same level for the same quality show.   Over the past three years staff has established a great working relationship with Melrose.  Fireworks vendors do not all have the same level of experience, performance and professionalism.  Staff is concerned that the next vendor may not produce the same quality experience.  It is not uncommon for communities to have the same fireworks vendor for an extended period of time.  This contract extension will eliminate additional staff time that would be required with a change in vendors.

 

BACKGROUND:

The three year contract with Melrose Pyrotechnics expired in 2015.  Melrose Pyrotechnics was the bid winner in 2013 and provided services for three years.  Prior to this Melrose produced Fireworks Displays for the city in the 1990s.  Melrose has extensive experience and has been providing services to some communities for over 20 years including Champaign County, Itasca and Streator. Their clients include the City of Chicago, Naperville, Rockford, Hoffman Estates, Navy Pier, Chicago White Sox, Chicago Bears, Green Bay Packers, Kane County Cougars, Northwestern, Purdue, Notre Dame and many others.

 

Melrose Pyrotechnics has an award winning team:

 

- 1st Place in the Da Nang International Fireworks Competition, Vietnam (2013)

- 1st Place in the Hanabi World Cup in Nagasaki, Japan (2010)

- 3rd Place in the L' International des Feux Loto, Quebec, Canada (2009)

- 1st Place in the L' Internatinal des Feux Loto, Quebec, Canada (2006)

 

 

DISCUSSION:

The Fireworks Display for the City Independence Day Celebration has received great feedback from residents.  Melrose is one of the premiere Fireworks Display Companies with an impressive track record.  City staff has had a good experience with Melrose and that portion of the Independence Day Celebration is in good hands.  Melrose has experienced staff and is concerned about safety.  In this regard they are a good partner.  Melrose has agreed to provide the same show for the same price, $40,000 a year, for the next three years.  Previous contracts included a 24.5 minute show with 3,214 shells with a minimum shell size of 3" and maximum of 6".  Melrose will provide all necessary licenses, permits and certificates of insurance prior to each event.

 

 Funds for the Fireworks display are budgeted in the Special Events budget in account 101-1341-450-53-01 (July 4th Activity).

 

Melrose was the lowest responsible bidder in 2013.  They had excellent references who were contacted during the vetting process.

 

In some communities Fireworks Vendors are hired as a professional service.  Melrose is providing a service that includes artistic creativity as much as a product.   

 

This recommendation is permissible under the Aurora Code of Ordinances, Section 2-335 (a), (6), such municipal work may be undertaken by contract or agreement without advertising for bids if authorized by a vote of three-fifths (3/5) of members of the city council then holding office. The applicable affidavit is attached.

 

 

IMPACT STATEMENT:

This contract extension will not have any additional financial impact as services will be provided at the same cost from the previous contract.  However, the contract extension will have a positive impact on staff and event efficiency including Public Safety.

 

 

RECOMMENDATIONS:

Staff recommends approval of the proposed resolution for a contract extension with Melrose Pyrotechnics.

 

 

cc:                     Alderman O’Connor, Chairman
                     Alderman Mervine
                     Alderman Bohman
                     Alderman Mesiacos, Alternate

 

 

CITY OF AURORA, ILLINOIS

 

RESOLUTION NO. _________

DATE OF PASSAGE ________________

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A Resolution Extending a Contract with Melrose Pyrotechnics for the Independence Day Fireworks Display for Special Events in the Amount of $40,000 for 2016 with two extensions.

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WHEREAS, the City of Aurora has a population of more than 25,000 persons and is, therefore, a home rule unit under subsection (a) of Section 6 of Article VII of the Illinois Constitution of 1970; and

 

WHEREAS, subject to said Section, a home rule unit may exercise any power and perform any function pertaining to its government and affairs for the protection of the public health, safety, morals, and welfare; and

 

WHEREAS, Melrose Pyrotechnics, Kingsbury, Indiana was the lowest responsible bidder in 2013 for fireworks display services for the City of Aurora Special Event Division;

 

WHEREAS, Melrose Pyrotechnics provided exceptional services for the City's Independence Day celebrations for the past three years; and

 

WHEREAS, Melrose Pyrotechnics has agreed to provide the same level of service at the same cost for an additional three years; and

 

WHEREAS, the City of Aurora desires to establish a contract for one (1) year with two (2) one year extensions, subject to mutual administrative consent between the City of Aurora and the Contractor commencing July 4, 2016 for the City's annual Independence Day fireworks display; and

 

WHEREAS, pursuant to Aurora Code Section 2-335(a)(6) any municipal work or public improvement, when the expense will exceed twenty-five thousand dollars ($25,000), may be undertaken or constructed by contract or agreement without advertising if authorized by a vote of three-fifths of the members of the city council.

 

NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: That the Purchasing Director is hereby authorized to execute an agreement with Melrose Pyrotechnics, Kingsbury, Indiana, for the Independence Day Fireworks Display services at a cost not to exceed $40,000 a year for an additional three years.