The State of South Dakota is seeking proposals from qualified contractors to provide all materials and services necessary to produce an innovative, dynamic, and safe Independence Day aerial fireworks display at Mount Rushmore National Memorial on July 3, 2020, in accordance with the terms, conditions, and specifications contained in the Request for Proposals. The South Dakota Department of Tourism is the issuing office for this document and all subsequent addenda relating to it, on behalf of the State of South Dakota.
Request for Proposals
For
South Dakota’s Mount Rushmore Fireworks Celebration
RFP# 1936
Deadline to Submit Proposals:
Friday, March 13, 2020, 5 p.m. CDT
Offerors may submit inquiries concerning this RFP to obtain clarification of requirements. No inquiries will be accepted after the date and time indicated in the Schedule of Activities (March 02, 2020). Email inquiries must be sent to Wanda Goodman at [email protected] with the subject line “RFP #1936”. No phone, fax or mail inquiries accepted.
All offerors will be informed of any inquiries and the State’s response. Inquiries/questions and responses will be posted below, as received.
Offerors may not rely on any other statements, either of a written or oral nature, that alter any specification or other term or condition of this RFP. Offerors will be notified on the State’s procurement website (https://boa.sd.gov/central-services/procurement-management/procurement-management-vendorInfo.aspx) regarding any modifications to this RFP. Click on the “Central Bid Exchange” link.
The deadline for submitting inquiries or questions is Monday, March 9, 2020.
Questions & Answers
#1
Q: Aside from the Permit fees, are projected/estimated costs associated with on-site on-duty Public Safety Depts to be included in the $350,000 budget cap of the Cost Proposal ? Or is that expense an additional project cost not under the scope of this RFP.
A: The contract awardee will not be responsible for the cost of on-site, on-duty public safety personnel or resources such as security screening personnel and equipment, fire trucks or ambulance services. However, the following items and related costs do fall under the scope of this RFP:
- Section 3.6.5: Safety Data Sheets for chemicals used in the park
- Section 3.11.2: Plan for cleaning up debris from the fireworks, including unexploded ordnance
- Section 3.11.3: Personnel and labor costs for inspection/sweep of the park following the event
- Section 3.13.1: Appropriate site security for the fireworks and related equipment
#2
Q: Are you aware of any highline companies in the area?
A: The original developer/engineer for the Mt. Rushmore rope highline system was:
Mistras Ropeworks
8587 White Fir St. #A3
Reno, NV 89523
775-747-3377
There is another SPRAT (Society of Professional Rope Access Technicians) certified company out of Denver:
Rhino Staging
3850 Mariposa St.
Denver, CO 80211
303-964-0800
#3
Q: What is the elevation distance from the base of amphitheater to the base of the Hall of Records?
A: Using the points collected by GPS during field work in summer 2019, the change in elevation from the lower audience seating location in the amphitheater to the launch point at the Hall of Records is 409 feet. These numbers may lack some accuracy based on the GPS unit’s capacity to capture accurate locations.
#4
Q: What is the elevation distance from the base of the Hall of Records to the ridge?
A: The elevation change between the base of the Hall of Records and the ridgeline varies from approximately 50-80 feet. This is both based on accuracy of data and variances in the heights of the ridgeline.
#5
Q: What is the elevation profile of the middle marker trail? Is there a 3D model to use for scale? Topographical maps to show the elevations?
A: ESRI (makers of ArcGIS) have some ready-to-use elevation profile tools that could be used on the trail line. Topographical maps can be obtained from the USGS in a GIS format HERE.
Additionally, vendors interested in the LIDAR data may send an email request to Wanda Goodman at [email protected] and she will provide a link for a downloadable file.
#6
Q: Does the state or NPS have a 3D computer file for use by the bidders in Solidworks or other 3D program to detail the terrain to assist in proper Site Plan creation (placement of equipment, key areas to identify for cleanup etc...)? The files would need to include the sites detailed in exhibit A and B.
A: Vendors interested in this information may send an email request to Wanda Goodman at [email protected] and she will provide a link for a downloadable file.
#7
Q: The RFP requires the submission of 1 original Proposal and 10 copies. Shall the submitter provide the same for the Cost Proposal, 1 original and 10 copies?
A: Yes, please provide one original and 10 copies of the cost proposal.
#8
Q: Please advise the tables showing the distances that were used (elevations, points of reference where measurements taken etc…) to generate the table of distances detailed on pages 37-59 of Mr. Weeth's report.
A: HERE are the figures used in Mr. Weeth’s report. The figures are based on GPS collection from the 2019 summer site visit and may contain inaccuracies. All data, especially elevations, should be ground-truthed by vendors to avoid potential issues.
#9
Q: Please describe level of clean-up necessary to comply to the RFP requirements. Is there a minimum of the size of the debris (ie 2 sq") or an allowance of the mass to allow if the shells and components are proven to be biodegradable? The requester is not seeking a waiver to conduct a search and retrieval effort for any live unexploded/burned debris, just the typical debris of the functioned fireworks.
A: Launch and fallout area need to be restored to the condition in which they were received.
#10
Q: Is there AC power available at the Hall of Records, Canyon Guard Booth and/or the Ridge area? If Yes, would it be available to the contractor selected to incorporate lighting for the potential for evening operations (show night) for safety?
A: There is AC power available for contractor use at the Canyon Guard Booth, but not in the Hall of Records and Ridge areas.
#11
Q: May a portion of the crew camp in the area of the Hall of Records or the ridge the evening of the performance? We ask as it may be safer to do so (camp overnight) then navigate the terrain to descend from the site the evening of the performance in the dark. Being sensitive of the "bring out what you bring in" rule of camping would naturally apply. Will there be any approved camp sites available for pyrotechnicians that are campers?
A: No, camping is not permitted per Title 36 of the Code of Federal Regulations (CFR) relative to park laws and regulations – the hike is approximately 10-15 minutes from the Hall of Records to developed areas.
#12
Q: Our company is confident and experienced in answering to the requirements detailed in Exhibit C. Are the proposers required to submit these details with their proposal submission? If not is there a "days after award..." requirement to submit the details?
A: Yes, this information is required for NPS to review for compliance with the environmental assessment and NFPA code.
#13
Q: Is there an approved location established for the overnight but attended fireworks storage?
A: Not at this time, but will be determined in coordination between the State, NPS, DOT and ATF.
#14
Q: Will the NPS be issuing the permit for the fireworks? Or the State? Or other? Would there be one POC for submission of all documents relative to permitting?
A: Pennington County will be issuing the permit for the fireworks. Once a vendor is chosen and the shoot plans are finalized, the State will work with the vendor to jointly submit the plans to Pennington County for approval. There will be one point of contact from the State for submission of all documents relative to permitting.
#15
Q: What is the weight and load restriction for an ATV on Presidential Trail?
A: No current data exists, and the park would require a structural assessment.
#16
Q: The RFP states the display duration to be 15 to 30 minutes. Given such a wide range how will the bids be evaluated with potentially different durations from each vendor? Example- One company bids 15 minutes while another bids 30 minutes. What is the preferred duration?
A: All proposals will be evaluated based on the criteria for evaluation found on page 17 of the RFP. The State encourages all vendors to utilize creativity and innovation in their proposal, and to use their discretion as to what amount of time allows for the most creative and innovative show possible within the budget constraints.
#17
Q: How much will budget play into the decision? The RFP states not to exceed $350,000. We are inclined to maximize the shows value by using the entire budget. How will that be evaluated against a potentially smaller display offering below the “not to exceed budget” of $350,000?
A: All proposals will be evaluated based on the criteria for evaluation found on page 17 of the RFP. The State encourages all vendors to demonstrate the best and most efficient use of the budget, no matter which budget amount they choose to utilize.
#18
Q: Based on familiarity with the rigging requirements can the state provide any information related to how many riggers were used in the past?
How many level 1 sprat certified?
How many level 2 sprat certified?
How many level 3 sprat certified?
A: At least one level 3 overseeing the entire operation; two level 2s are needed to be at the top anchor, one at the Hall of Records Canyon, one at the Rope winch, three at the tripod, and one at the bottom record. Accessory personnel will be needed, but certification is not necessary for these roles.
#19
Q: What is the earliest date which load-in can begin?
A: All setup and clean-up must comply with all relevant codes and take place within the dates identified on the State’s application for the event, which are June 15-July 15, 2020.
#20
Q: During the site visit we learned that certain areas within the fall out zones were not accessible. Is it understood that some areas will not be able to be cleaned due to limited access?
A: The NPS will provide onsite direction on cleanup operations based on debris dispersal and safe access to areas of the park. It is understood and reasonable that some areas will not be accessible for cleaning.
#21
Q: 4.1.1 An electronic version format is required in MS Word or PDF form to accompany the 11 hard copies of the response (10 plus Original).
Should this be contained on a Flash or thumb drive or on a CD? I'm not sure if there are any other approved ways to get this over to the State and Evaluation Committee.
A: A flash or thumb drive for the electronic version is preferred.
#22
Q: We are working with our audio engineer & local radio station KILI on a preliminary soundtrack to enhance our entry. If we're able to finish that, is it something that we could include on the electronic RFP media or is that beyond the scope of the initial evaluation.?
A: Yes, feel free to include this with your proposal if finished.
#23
Q: 4.2.4 Multiple Cost Proposals may be submitted
Our proposal incorporates two different equipment deployment and demobilization solutions. Each methodology is completely different. One utilizes high line rope teams that were used in previous shows. The other uses a heavy lift helicopter, selected from four competing vendors, a much faster set up time. A hybrid option combines both. To that end, is each cost submitted as different sealed and separate Cost Proposal envelopes or one sealed Cost Proposal Envelope that a set of each cost proposal and supporting documents?
A: If you have multiple cost proposals, feel free to submit them however you feel is most clear for the evaluating committee. You may submit all of them in one sealed envelope and separate them into sets within the envelope, or you may submit each of them in their own individual sealed envelope.
#24
Q: 3.16.2 SDCL Chapter 5-26
The State will not authorize any advanced payments to the Contractor for the financing of the purchasing of the supplies needed for contract.
Does this provision hold for any advance show deposit(s) to offset our cost of outside services (Rope Team Vendor or Airlift) which will be significant? While we understand the policy outlined in SDCL 5-26, is it expected that the awarded operator "hold the paper" so to speak for the cost of the entire project through early to mid-August or is there provisions for a show deposit, standard in our industry to offset part of these costs? As much as we never use any subcontractors for our fireworks proper, advance payments will be made to secure these outside services, and those are a pass through to the State with no mark up.
A: The State will not authorize any advanced payments to the Contractor, which includes deposits needed to secure outside services.
#25
Q: The last item on Exhibit C (page 3) states:
Public (Spectator) Notification
A public address system shall be provided to ensure the timely and effective notification of spectators of conditions affecting their safety. Public address announcements should be used to ensure an orderly spectator response.
Can you clarify, is the bidder on RFP# 1936 responsible to arrange, acquire and pay for “A public address system to ensure the timely and effective notification of spectators of conditions affecting their safety”?
A: Mount Rushmore National Memorial has and will control a public address system. The fireworks contractor needs to provide a designated point of contact to serve as a liaison to the incident management team to communicate critical messages to the event team including any messages to be communicated to the public.