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TO: Mayor Richard C. Irvin
FROM: Dan Barreiro, Chief Community Services Officer
Martin Lyons, Chief Financial Officer/City Treasure
DATE: July 10, 2018
SUBJECT:
A Resolution for the Extension of a contract with Melrose Pyrotechnics for the Independence Day Fireworks Display for Special Events in the Amount of $40,000 for 2019 and 2020. This extension will reduce the rescheduling cost for the 2018 display by $10,000 from $16,000 to $6,000 per the current agreement.
PURPOSE:
To extend a contract with Melrose Pyrotechnics (Melrose), Kingsbury, Indiana, for a Fireworks Display for the City's Independence Day Celebration for 2019 and 2020. Melrose has been the City's Fireworks vendor for the past five years. Melrose has provided a 20-25 minute show synchronized to music. The 2018 display was cancelled due to weather and per the contract with Melrose a rescheduling fee of $16,000 is due for the July 27th event. Staff has negotiated with Melrose to reduce this rescheduling fee to $6,000 in exchange for another extension of two years at no cost increase from Melrose. The cost will remain at the same level for the same quality show. Over the past five 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 two year extension will cover 2019 and 2020 displays. As of the city's last extension Melrose qualifications included extensive experience with multiple communities 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 two 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. This extension will also reduce the City's rescheduling fee by $10,000.
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 and has provided excellent service in 2016 and 2017. They had excellent references who were contacted during the vetting process.
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.e:
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 due to the reduction in rescheduling costs from $16,000 to $6,000 for the 2018 event.
RECOMMENDATIONS:
Staff recommends approval of the proposed resolution for a contract extension with Melrose Pyrotechnics.
cc: Finance Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
title
A Resolution To Extend the Contract with Melrose Pyrotechnics for the Independence Day Fireworks Display for Special Events in the Amount of $40,000 for 2019 and 2020.
body
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, and
WHEREAS, Melrose Pyrotechnics provided exceptional services for the City's Independence Day celebrations for the past five years; and
WHEREAS, Melrose Pyrotechnics has agreed to provide the same level of service at the same cost for an additional two years; and
WHEREAS, the City of Aurora desires to establish a contract for two (2) years, subject to mutual administrative consent between the City of Aurora and the Contractor commencing July 4, 2019 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 two years.