RFP Professional Drone Show

1. Introduction and Background
The City of Delano, California is soliciting proposals from qualified drone light show operators to
provide a professional aerial drone light show as part of the City's Christmas Celebration Event
on December 5, 2026. This community event is expected to draw residents and families from
across Delano and the surrounding Kern County region and will serve as the signature
entertainment highlight of the evening.
The drone show will serve as the main event, creating a memorable holiday experience for the
Delano community. The City seeks a vendor with a proven track record of delivering safe,
visually spectacular, and technically reliable drone shows for public municipal events.
2. Scope of Work
2.1 Show Requirements
* Minimum 200 drones required; preference for 300-500+ drones
* Show duration: 20 minutes
* Christmas and holiday-themed choreography (e.g., snowflakes, Christmas tree,
reindeer, star formations, text displays)
* Synchronized audio integration with provided or vendor-supplied holiday music
* Full-color LED drone capability with smooth color transitions
* Custom animation design incorporating event branding/logo (if applicable)
2.2 Vendor Responsibilities
* End-to-end show design, programming, and choreography
* All FAA permitting, airspace coordination, and regulatory compliance
* Site survey and pre-event flight testing/rehearsal
* Full equipment (drones, launch systems, control hardware/software)
* On-site technical crew, pilots, and safety personnel
* Post-event equipment removal and site restoration
* Insurance meeting the insurance requirements
2.3 Event Context
Event Date Saturday, December 5, 2026
Show Launch Time (approx.) 5:45 PM - 6:00 PM PST
Venue Type Outdoor public venue - Delano, CA
Expected Attendance 300-400
Audience Profile Delano community families, all ages

3. Proposal Requirements
Vendors must submit a complete proposal that includes all of the following:
3.1 Company Overview
* Company history, founding year, and headquarters location
* Number of years providing drone show services
* Total number of shows completed (commercial/public events)
* Geographic service areas and any travel limitations
3.2 Technical Capabilities
* Drone fleet size and maximum simultaneous drone deployment
* Drone models used and key specifications (flight time, payload, LED specs)
* Backup and redundancy systems in place
* Minimum safe operational conditions (wind speed, precipitation, temperature)
* Software and choreography platform used
3.3 Creative Proposal
* Conceptual description or storyboard of proposed holiday-themed show
* Sample animations, videos, or portfolios from prior shows
* Proposed music selections or willingness to use client-provided audio
* Custom branding/logo integration options
3.4 Safety and Compliance
* FAA Part 107 certifications for all remote pilots
* Experience with FAA waivers (Part 107.51, airspace authorizations, COAs)
* Safety management plan, including crowd buffer zones and emergency procedures
* Certificate of Insurance and endorsements: In accordance with Exhibit "A" attached
hereto
3.5 Staffing Plan
* Number of personnel on-site and their roles
* Lead pilot qualifications and experience
3.6 Project Timeline
* Proposed milestones from contract signing through event execution
* Number of site visits and rehearsal dates needed
3.7 Pricing
* All-inclusive pricing for the scope described above
* Itemized breakdown if applicable (design, permits, travel, equipment, crew)
* Payment terms and deposit requirements
* Any contingency or weather cancellation/rescheduling fees

3.8 References
* Minimum three (3) client references from comparable public events within the past two
years
* Reference contact name, organization, event name/date, and phone/email
4. Evaluation Criteria
Proposals will be evaluated on the following criteria:
Criteria Weight
Technical capability and fleet size 25%
Creative concept and holiday show design 25%
Safety record and compliance documentation 20%
Experience and client references 15%
Cost and value 10%
Timeline feasibility and responsiveness 5%
5. Submission Instructions
5.1 Format
* Proposals must be submitted in PDF format
* Maximum 30 pages (excluding portfolio materials and insurance certificates)
* File name: [VendorName]_DroneRFP_DelanoChristmas2026.pdf
5.2 Submission Deadline
All proposals must be received no later than October 26, 2026 at 5:00 PM PST. Late
submissions will not be considered.
5.3 Submission Method
Submit proposals to City Clerk, Ricardo Chavez via email to rchavez@cityofdelano.org with the
subject line: "Drone Show RFP - Christmas 2026 - [Company Name]". Questions regarding this
RFP must be submitted in writing by October 26, 2026.
6. Terms and Conditions
* This RFP does not constitute a contract or commitment to award.
* The City of Delano reserves the right to reject any or all proposals, waive technicalities,
and select the proposal deemed most advantageous to the City.
* All proposal materials become the property of the City of Delano and will not be
returned.

* This RFP and any resulting contract, event, or expenditure are contingent upon the
availability and appropriation of sufficient funding. If funding is not secured, reduced or
withdrawn at any point prior to or following contract execution, the City reserves the right
to cancel, suspend, or reduce the scope of tis project without penalty or liability to any
proposing or awarded vendor.
* Vendor shall not contact City staff, Council members, or other City personnel outside of
the designated RFP contact. Vendors shall have no claim for costs, damages, or lost
profits arising from a cancellation due to funding unavailability.
* Selected vendor will be required to execute a formal contract with the City of Delano
prior to any work commencing.
* Vendor must provide proof of FAA authorizations no later than 90 days before the event.
* Vendor must comply with all applicable City of Delano, Kern County, State of California,
and federal regulations.
7. Key Dates
Milestone Date
RFP Issued October 12, 2026
Proposal Submission Deadline October 26, 2026
Contract Award November 2, 2026
Site Survey / Rehearsal TBD
Event Date - Drone Show December 5, 2026
Thank you for your interest in partnering with the City of Delano for our Christmas Celebration 2026.
We look forward to reviewing your proposal.

EXHIBIT "A" INSURANCE REQUIRMENTS
Vendor shall procure and maintain for the duration of the contract agreement, at its own cost and
expense, the following insurance policies and coverage with companies qualified and approved to do
business in California with an AM Best Rating of A- VII or higher and as acceptable to City.
Commercial General Liability. Vendor shall maintain commercial general liability insurance with
coverage at least as broad as Insurance Services Office (ISO) form CG 00 01, in an amount not
less than $2,000,000 per occurrence, $4,000,000 general aggregate, and $2,000,000 products
and completed operations. The policy shall include a per project or per location general aggregate
endorsement. If a per project/location endorsement is not available, the limit for the general
aggregate shall be doubled. The policy(s) shall provide and be endorsed to include, the City, its
officers, officials, employees, agents, and volunteers as additional insureds on ISO form CG 20
10 (or equivalent) for ongoing operations, and, for construction or service agreements, ISO form
CG 20 37 (or equivalent) for completed operations. The policy shall allow and be endorsed as
primary and not seek contribution from the City's coverage. Coverage shall provide and be
endorsed to include a waiver of subrogation in favor of the City and its officers, officials,
employees, agents, and volunteers. Any failure to comply with reporting provisions of the policies
by Vendor shall not affect coverage provided to the City. Coverage shall state that Vendor's
insurance shall apply separately to each insured against whom claim is made or suit is brought,
except with respect to the limits of the insurer's liability.
Business Automobile Liability. Vendor shall provide automobile liability coverage for owned, non-
owned, and hired autos using ISO Business Automobile Coverage form CA 00 01 (or equivalent)
with a limit of not less than $2,000,000 each accident. If the Vendor's business/company does
not own any automobiles, coverage for hired and non-owned autos shall be provided. The policy
shall provide and be endorsed that the City, its officers, officials, employees, agents, and
volunteers are included or named as additional insureds. The policy shall provide and be
endorsed to include a waiver of subrogation in favor of the City, its officers, officials, employees,
agents, and volunteers.
Aircraft Liability Insurance/Drone Liability Insurance (Unmanned Aerial Vehicle). Consultant will
maintain Aircraft Liability insurance coverage that insures for bodily injury and property damage
in the operation of drones with limits of not less than $2,000,000 per accident. The policy shall
provide and be endorsed to include the City, its officers, employees, agents, and volunteers as
additional insureds
Workers' Compensation and Employers' Liability. If Consultant has any employees, Consultant
shall maintain statutory Workers' Compensation and Employers' Liability coverage with limits not
less than $1,000,000 each accident for bodily injury or disease, and as required by the California
Labor Code. The Workers' Compensation policy will contain an endorsement stating that the
insurer waives any right to subrogation against the City, its officers, agents, employees and
volunteers.
All Coverages.
1 of 2

Any available insurance proceeds broader than, or in excess of the specified minimum insurance
coverage requirements and/or limits shall be available to the additional insureds. Furthermore,
the requirements for coverage and limits shall be (1) the minimum coverage and limits specified;
or (2) the broader coverage and maximum limits of coverage of any insurance policy or proceeds
available to the named insured; whichever is greater. No representation is made that the minimum
insurance requirements are sufficient to cover the obligations of the Vendor.
Consultant shall provide thirty (30) days' prior written notice of policy cancellation, except that ten
(10) days' prior written notice shall apply in the event of cancellation for nonpayment of premium.
Evidence of Insurance - Prior to commencement of services, the Vendor shall furnish the City with
certificate(s) of insurance endorsements evidencing compliance with the insurance requirements
above. The Vendor shall provide complete or certified copies of all required insurance policies if
requested by the City.
Hired Parties - Vendors who will use subcontractors or other parties to provide materials, services,
or perform construction or other work for the Vendor must enter into a written and executed
contract agreement with each of its subcontractors, vendors, agents, subconsultants and/or any
other parties, collectively, "hired parties." The contract agreement must contain a defense,
indemnification and hold harmless provision in favor of the City and its officers, officials,
employees, agents, and volunteers. The contract agreement shall also cause the hired parties to
comply with the insurance requirements required of the Vendor, including providing an additional
insured endorsement for ongoing and completed operations. Vendor shall obtain certificates of
insurance and additional insured endorsements from each of its hired parties and provide a copy
to City upon request.
2 of 2