Fireworks Request for Proposals

Benny Gordon Recreation Center
Fireworks Displays
Request for Proposals
City of Webster Groves
33 E. Glendale
Webster Groves, MO 63119
314-963-5600
1. INVITATION TO BID
The City of Webster Groves (hereafter "City") will receive sealed proposals from qualified
pyrotechnic and aerial fireworks vendors (hereafter "Contractor") to furnish and display aerial
fireworks displays until, October 19, 2026. Bids must be received at Webster Groves City
Hall, 4 E. Lockwood, Webster Groves, MO 63119 by 10 a.m., Monday, October 19, 2026, at
which time they will be publicly opened. Any proposal received after the time and date specified
will not be considered. City reserves the right to waive all informalities and to reject any or all
proposals.
Any questions should be directed to Director of Parks and Recreation James Boyd by email at
boydj@webstergrovesmo.gov or phone (314) 963-5600.
1

2. INSTRUCTIONS TO BIDDERS
2.1 The Proposal
In submitting the Proposal as herein described, Contractor represents, warrants and covenants
that:
a. Contractor has carefully examined the specifications and all provisions contained in the
Request For Proposals relating to items to be finished or the work to be done and
understands the meaning, content and requirements of and agrees to the same.
b. Contractor will enter into a written contract (the Agreement) with the City with the terms
and conditions set forth herein and complete the work in the time specified for the prices
quoted in the accepted Proposal.
c. The Proposal, which contains the bids, must be signed, sealed, and marked with
"Fireworks Display" and delivered to the City of Webster Groves, Attention: Stephanie
Morello, #4 E. Lockwood, Webster Groves, MO 63119 by 10 a.m. on Monday, October
19, 2026, at which time they will be publicly opened.
d. Bids may be withdrawn until the time they are publicly opened. At that time, bid must
remain valid for minimum of two months.
2.2 The Bid Form
Proposals must be accompanied by a completed Bid From and include all information set forth
pertaining to equipment, personnel, references, experience, and insurance. Failure to do so will
result in the disqualification of the bid.
2.3 Bidder's Declaration
The Contractor will not be permitted to use, to its advantage, any omission or error in the
Request for Proposals, the specifications, requirements, or the contract documents and the City
reserves the right to issue new instructions for such error or omission if originally specified. All
Contractors submitting Proposals must submit the Bidders Declaration, which is part of the Bid
Form, a copy of which is attached. The Bidder's Declaration states that Bidder has examined the
information and conditions surrounding the display of fireworks contemplated by the Proposal,
and is familiar with the requirements as to location, supplies and labor of such undertaking; and
that he/she will make no claim for correction or modification after the closing time for the receipt
of the bids.
2.4 Addenda to Request for Proposals
If the Contractor has any questions which arise concerning the true meaning or intent of the
specifications or any other requirements stated herein, the Contractor shall request that an
interpretation be made in an Addendum issued by the City which shall be made available to all
Contractors bidding pursuant to this Request for Proposals. Failure to have requested an
Addendum governing any such question shall not relieve the bidder from delivery in accordance
with the intent of the specifications. All requests regarding this specification shall be directed to
James Boyd at 314-963-5600 or by e-mail to boydj@webstergrovesmo.gov. Any contractors
who download the bid form from the City's website shall be responsible to check back
frequently for any addenda issued.
2.5 Bid Valid for Two Months
No bid may be withdrawn for a period of two (2) months following the date specified for receipt
2

of the bids.
2.6 Right to Reject Bids
The City reserves the right to reject any or all Proposals or bids and to waive any informalities in
the Proposal or bid and to accept the Proposal that, in the sole judgement of the City, will be in
the best interest and/or most advantageous to the City and the citizens to be served by the
Agreement.
3 GENERAL CONDITIONS
3.1 Exclusive Contract
It is the desire of the City to award an exclusive contract to the Contractor for the right to operate
fireworks displays at the Benny Gordon Recreation Center located at 33 E. Glendale. One show
will be held on July 4 each year. The agreement will commence on December 1, 2026, and run
through July 31, 2029 (the Term). The Agreement will also contain an option to extend the term
of the Agreement for an additional three (3) years to July 31, 2032, if agreeable to both parties.
3.2 Proposal Contents
No contract will be awarded to any Contractor who, as determined by the City, has an
unsatisfactory performance record or experience, or who lacks the necessary capital,
organization, and equipment to conduct and complete the services in strict accordance with the
specifications. Each bidder must submit as a part of its Proposal, a written statement covering
the following points:
a. Name of company, corporation or organization, name of principal to be manager of the
contract, number of employees who will render services to the City, and number of
employees to be used at each show. Names and curriculum vitae of all key members of
Contractor's team to be involved in this project, including the site manager.
b. Previous experience in operating fireworks displays. Bidders must have at least five (5)
years of experience in services. Five professional references within the past five years
must be submitted including names and telephone numbers of client representatives
who have reasonable knowledge of the work performed.
c. A statement of management procedures to ensure a successful operation must be
submitted.
3.3 Proposal Submittal Requirements
All proposals shall be on company stationery, signed by an authorized officer of the firm, and
submitted to Stephanie Morello, #4 E. Lockwood, Webster Groves, MO 63119 on or before 10
a.m. on Monday, October 19, 2026. All proposals will be evaluated, and a recommendation will
be made for award of a contract based on the following criteria:
a. The specialized experience and qualifications of the proposing firm.
b. The experience of the Contractor and the key team members in the management of
displays of similar scope and magnitude. This includes use of formal training and
development programs for non-management employees.
3

c. The past record of performance of the proposing firm with respect to control of costs,
quality of work and availability to meet schedules.
d. The capacity and capability of the proposing firm to perform the work within the
established schedule.
e. The proposing firm's proximity to and familiarity with the City of Webster Groves.
f. The firm's proposed cost of services.
g. Contractors may elect to submit alternative bids. Bids reflecting the requirements and
specifications of this Request for Proposals will be given priority over alternative bids.
h. It may be to the Contractor's advantage to briefly state any additional information it
believes is pertinent to the evaluation of its Proposal. (e.g. shows set to music, shows
preprogrammed for firing, quantity discounts, donation for special events, etc.)
i. Contractor must have someone on staff that is certified to load and fire live fireworks.
j. Please explain any additional safety measures your company may be able to provide
above the standard protocols. (e.g. metal racks, additional barricade around shoot
location)
4. BASIC SERVICES
4.1 All fireworks should be Class 1.3 Display Fireworks.
4.2 No shell shall be larger than three (3) inches in diameter due to the proximity of Interstate
44, buildings and spectators. A shell is defined as an item launched from a tube via a lift
charge and then discharged in the air from a timed fuse. Do not include shots that discharge
from a cake, these should be counted separately.
4.3 Bidder is solely responsible for compliance with the applicable codes and standards and
shall comply with NFPA 1123 (2014 Edition) Code for the Outdoor Display of Fireworks and
NFPA 1126 (2011 Edition) Standard for Use of Pyrotechnics before a Proximate Audience.
Additional safety requirements may apply which are not addressed in the NFPA 1126, if
deemed necessary for fire and injury prevention.
4.4 Bidder is responsible for delivery of all fireworks, mortar tubes and mortar racks to
discharge all shells in the fireworks display on the day of the event.
4.5 If the display of fireworks cannot be given on date as noted in Section 4 (Display Specific
Requirements), due to inclement weather conditions (including dangerously dry conditions
4

as determined by the Fire Chief of Webster Groves), the display will be rescheduled within
180 days at the discretion of the Director of Parks and Recreation.
4.6 Payment will be made through normal invoice procedures. No more than 50% of each
display fee will be paid in advance of each display.
4.7 After the final inspection has been completed and all conditions of the Contract have been
satisfied, the Director of Parks and Recreation shall execute a certificate that the work
provided for in the Contract has been completed and accepted under the conditions and
terms thereof, whereupon the entire balance found to be due to the Bidder shall be paid to
the Bidder within thirty (30) days after the date of said certificate, and subsequent invoicing
from Contractor.
5. Display Specific Requirements
The Community Days Display shall include the following:
5.1 Display will occur at 9:15 p.m. July 4 each year per the contract.
5.2 Minimum finale of 250 shells.
5.3 List grand total of shots.
5.3 A cost proposal for the July 4 show not to exceed $25,000.00.
6. Site Information
6.1 See FIGURE #1 -- Fireworks will be launched from Memorial Field.
6.2 Memorial Park and the Benny Gordon Recreation Center will be closed on July 4. Event
setup should occur on the day of the event.
6.3 Contractor will meet with the Webster Groves Fire Department the week before each event
to go over the site plan. They will again meet the day of the event to determine safety
conditions, weather conditions and any other conditions that might affect the safety and
welfare of the community or property.
6.4 The Bidder is expected to examine carefully the sites of work and specifications before
submitting a proposal response. The submission of a bid shall be considered prima facie
evidence that the respondent has made such examination and is satisfied to the conditions
to be encountered in performing the work and as to the requirements of the specifications
included herein.
5

6.5 After each display, the Bidder will be responsible for removal of all debris larger than two
(2) inches on the site.
6.6 Bidder must clean up of the site to the City's satisfaction. Failure to do so will result in a
deduction from payment of a minimum of $500.00 for each display. Upon notice from the
Bidder of presumptive completion, the Director of Parks and Recreation or their designated
representative will make an inspection; and the Company will be notified of any
unacceptable work. When the site restoration is found complete to the satisfaction of the
Director of Parks and Recreation, such inspection shall constitute the final inspection.
7 INSURANCE
7.1 General
Contractor shall not commence work under the Agreement until it has obtained the insurance
required under this Section 7, and such insurance has been approved by the City. The
Contractor shall not permit any contractor or subcontractor to commence work in relation to
the agreement until insurance equivalent of that required of the Contractor has been so
obtained and approved by the City. An original Certificate of Insurance from the company of
record must be furnished to the City and provide that the City of Webster Groves is an
"Additional Insured" during the term of the Agreement. Contractor must obtain, and maintain
(at its sole expense) during the life of the Agreement, insurance of the type and the minimum
amounts stated in Sections 7.2 through 7.5. This requirement of insurance does not limit the
Contractor's liability under the Agreement in any manner.
7.2 Worker's Compensation Insurance
The Contractor shall procure and maintain during the Term of the Agreement, Worker's
Compensation insurance for all of its employees to engage and perform work under the
Agreement, and in case any such work is sublet, the Contractor shall require the subcontractor
similarly to provide Worker's Compensation insurance for all such employees to be engaged in
the Contractor such work unless such employees are covered by the protection afforded by the
Contractor's Worker's Compensation Insurance. In the event any class of employees engaged
in hazardous work under the Agreement is not protected under the Worker's Compensation
statute, the Contractor shall provide and shall cause such subcontractor to provide adequate
Employer's Liability insurance for the protection of its employees not otherwise protected. In
full compliance with the Workmen Compensation Act of the State of Missouri and Employer's
Liability Coverage, the minimum amount of insurance shall be $500,000.
7.3 Comprehensive General Liability Insurance
The Vendor awarded the bid for installation shall file a copy of all insurance policies with the City
before work may proceed. If the City is damaged by failure of the Vendor to purchase or maintain
such insurance and to so notify the City, then the Vendor shall bear all reasonable costs properly
attributed thereto.
6

The minimum limits of Vendor's liability are as follows:
WORKMEN'S COMPENSATION Statutory
COMPREHENSIVE GENERAL LIABILITY
Bodily Injury $1,000,000 per person; $3,000,000 per occurrence
Property Damage $1,000,000 per property; $3,000,000 per occurrence
AUTOMOBILE LIABILITY
Bodily Injury:
Each Person $500,000
Each occurrence Combined
Property Damage $1,000,000/accident; $3,000,000 aggregate Umbrella
The Vendor shall provide protective liability insurance in the name of the City and furnish a policy
to the City. Same limits as Comprehensive General Liability apply.
The certificate of insurance shall stipulate the inclusion of the extent of the indemnification of the
City. This certificate shall indemnify and hold harmless the City and their employees from and
against all claims, damages, losses, and expenses of bid including attorney fees arising out of or
resulting from the performance of the work by the Contractor or anyone directly or indirectly
designated to represent the Contractor.
Any insured loss is to be adjusted with the City as trustee for the insured, as their interests may
appear. Note: The City has an initial deductible of $1,000 for vandalism in their coverage.
Contractor should provide insurance to protect against vandalism or destruction of Contractor's
equipment, materials and/or supplies.
7.4 Satisfactory Coverage
The insurance, which the Contractor is required to obtain and maintain pursuant to this section
7 of this contract shall be written by a company or companies licensed to do business in the
State of Missouri and satisfactory to the City. Contractor shall not have any policies canceled or
permit the policies to lapse during the Term of the Agreement. All insurance policies shall
include a clause to the effect that the policy shall not be canceled or changed unless ten (10)
days prior written notice has been received by the City and provided further that the notice
must be evidenced by receipt of registered letter.
7.5 Proof of carriage of Insurance
Certificates of Insurance shall be originals, not copies, and shall contain true transcripts from
the policy, authenticated by the proper officer of the insurer, evidencing in particular those
insured, the extent of the insurance, the location and operation to which the insurance applies,
the effective date and expiration date and the notice of cancellation clause referred to in
Section 6.6. An original Certificate of Insurance shall be furnished to the City prior to
commencement of services by the Contractor.
7

8 CITY TO BE INDEMNIFIED AND HELD HARMLESS
8.1 The Agreement
The Agreement shall require that Contractor covenants and agrees to release the City from any
and all liabilities of any kind or nature in which the right, cause of action or claim of any kind or
nature whatsoever may hereafter accrue to Contractor, its employees or agents, by virtue of
the Agreement between Contractor and the City. Contractor further covenants and agrees to
indemnify and hold the City harmless from any and all claims, rights or causes of actions or
damages of every kind and nature whatsoever which may arise as a result of the Agreement
and Contractor shall defend the City and Contractor, such defense arising by virtue of any claim
or cause of action for damages at Contractor's expense. Contractor agrees to pay any and all
amounts which the City may be required to pay for damages or amounts which the City may be
required to pay for damages or compensation connected with any claim arising by virtue of the
Agreement between the Contractor and the City. Contractor further agrees to furnish
Certificate of Insurance to the City in the sum of one million dollars ($1,000,000) designating
the City as an "Additional Insured" under its terms to indemnify the City from any liability.
9 LICENSES AND PERMITS
9.1 Responsible Party
The Contractor shall be responsible for obtaining and paying the costs of all necessary
certifications, permits and licenses required by any applicable laws, rules and/or regulations;
including the ordinances of the City of Webster Groves and the State of Missouri.
10 ADDITIONAL REQUIREMENTS
10.1 Additional Personnel
Contractor shall employ and maintain sufficient help to properly and safely secure the public
and facilities at all times during the event. The City reserves the right to determine what is
sufficient help and require additional personnel if necessary (at Contractor's expense).
10.2 Penalty in Event of Late Start
In the event the Contractor is late in starting any display the City may assess up to a $500
penalty per occurrence for such late start.
10.3 Removal of Employee
The City reserves the right to request the Contractor to remove any employee from working on
the premises if, in the sole opinion of the Director of Parks and Recreation, such employee is
incompetent or disorderly.
10.4 Litter and Garbage
Contractor shall collect all litter and garbage incident to the operation of the fireworks display.
Contractor is responsible for breaking down launch tubes. Contractor will be responsible for
8

removing all trash from the fireworks themselves more than 2 inches.
10.5 Termination of Agreement
The City may terminate this Agreement at any time during its term by giving sixty (60) days
written notice of such intention to terminate this agreement and setting forth a specific
termination date, unless for cause, in which case termination may be immediate. Contractor
may terminate this agreement by giving written notice of sixty (60) days.
10.6 Contractor Negotiations
Contractor will begin negotiations with the City 120 days prior to the contract anniversary date
of any proposed amendments (if any).
10.7 Evaluation of Service
The City shall designate the Director or others deemed appropriate to evaluate the operations
of the Contractor. The City reserves the right to inspect and evaluate the operation and
condition of the launch area at any time with respect to the methods of launch and generally
with respect to the safety of the facilities and spectators, all of which shall be maintained at
levels satisfactory to the City.
10.8 Entire Agreement
The Agreement with appendices constitutes the entire Agreement between the parties and
supersedes all prior oral representation or agreements, if any. The Agreement may not be
altered or amended except by a subsequent writing signed by both parties.
11 LAWS AND REGULATIONS
11.1 Compliance
Contractor shall comply with all laws, ordinances, rules and regulations of any all applicable
federal, state, county or city government, bureau or department, relative to the performance of
the Agreement and shall procure and maintain all necessary licenses and permits. City agrees
to provide all cooperation reasonable and necessary for such compliance and procurement.
11.2 Contractor-Furnished Equipment
Should the Contractor furnish equipment for the performance of the Agreement, such
equipment shall be free of conditions which violate OSHA or its applicable standards.
11.3 Termination / Failure to Perform
In the event that the Contractor shall fail to carry out or comply with any of the covenants,
conditions, and agreements as stated herein, the City may notify the Contractor of such failure
or default and demand that the same be remedied before the launch; and, in the event of the
failure of the Contractor to so remedy the same within said period, the City shall thereupon
have the right to cancel and terminate the Agreement without further notice to the Contractor.
11.4 Contract and Performance Bond
9

Contractor, upon being awarded the contract for furnishing the fireworks displays specified
herein, may be asked to furnish Surety Bond in the amount of Twenty Thousand Dollars
($20,000) from a bonding company authorized to do business in the State of Missouri as a
guarantee to perform said services in strict accordance with all conditions, specification, etc., of
this bid proposal. If required, Surety Bond must be furnished within ten (10) days of
notification of being the accepted bidder.
11.5 Tax Interpretation
Contractor and City mutually interpret the liabilities for taxes with request to the Contractor's
Agreement as follows:
a. Purchases and Expenses: Taxes or costs described below which are applicable shall be
paid as indicated.
b. Payroll taxes on the Contractor's employees shall be paid by the Contractor to the
appropriate federal, state, and city authorities.
c. Licenses and permits, shall be paid by the Contractor to the appropriate state and local
authorities.
d. Billings to the City: The City represents that it qualifies for the sales tax exemption for
local government under Missouri Sales Tax Law. Therefore, no sales tax applies to any
Contractor's invoices for products or services.
10