City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: OCTOBER 25, 2022 FROM: PARKS, RECREATION AND COMMUNITY WARD: 1
SERVICES DEPARTMENT
SUBJECT: SINGLE SOURCE SERVICE AGREEMENT WITH PYRO SPECTACULARS, INC., TO PROVIDE PYROTECHNIC DISPLAYS AT: MT. RUBIDOUX PARK FOR A TERM COVERING APRIL 1, 2023, THROUGH JULY 5, 2025, FOR A TOTAL CONTRACT AMOUNT OF $231,700 (3-YEAR TERM); OR RYAN BONAMINIO PARK FOR A TERM COVERING APRIL 1, 2023, THROUGH JULY 5, 2023, FOR A TOTAL CONTRACT AMOUNT OF $50,000 (1-YEAR TERM), WITH THE OPTION TO EXTEND FOR TWO ADDITIONAL YEARS – SUPPLEMENTAL APPROPRIATION ISSUE:
Approve the Single Source Service Agreements with Pyro Spectaculars, Inc. of Rialto, California, to provide pyrotechnic displays at: Mt. Rubidoux for a term covering April 1, 2023, through July 5, 2025, for a total contract amount of $231,700 (3-year term); or at Ryan Bonaminio Park for a term covering April 1, 2023, through July 5, 2023, for a total contract amount of $50,000 (1-year term), with the option to extend for two additional years.
RECOMMENDATIONS:
That the City Council:
With at least five affirmative votes, approve the Single Source Service Agreement with Pyro Spectaculars, Inc. of Rialto, California, for a pyrotechnic show at Mt. Rubidoux, for a term covering the period of April 1, 2023, through July 5, 2025, with a contract amount of $231,700, and the option to extend for two additional years, and authorize a supplemental appropriation in the amount of $66,500 in the General Fund, Park & Recreation-Recreation, Recreation Services from uncommitted, unreserved General Fund Balance; or,
With at least of five affirmative votes, approve the Single Source Service Agreement with Pyro Spectaculars, Inc. of Rialto, California, for a pyrotechnic show at Ryan Bonaminio Park, for a term covering the period of April 1, 2023, through July 5, 2023, with a contract amount of $50,000, and the option to extend for two additional years (if this option is selected, the final signed agreement will be brought back to City Council for approval); and Authorize the City Manager, or designee, to execute the Single Source Services Agreement with Pyro Spectaculars, Inc. and any other documents to effectuate the agreements, including all term extensions and making minor and non-substantive changes as necessary.
BACKGROUND:
Since 1996, the firework shows have been a staple of Riverside’s Fourth of July celebration, with shows at both La Sierra Park and on the top of Mt. Rubidoux. Over the years, the firework shows have drawn more than 100,000 families each year throughout the Inland Empire.
On February 15, 2022, City Council approved a Single Source Service Agreement with Pyro Spectaculars, Inc. to provide two firework shows, one at La Sierra Park for a term of covering April 1, 2022, through July 5, 2024, and the other at Ryan Bonaminio Park for a term covering April 1, 2022, through July 5, 2022.
On July 4, 2022, the Parks, Recreation and Community Services Department (PRCSD) hosted two firework shows (La Sierra Park and Ryan Bonaminio Park). In addition to the firework shows, patrons enjoyed a car show, concert, and food vendors at La Sierra Park, and a DJ was featured at Ryan Bonaminio Park.
On September 21, 2022, the PRCSD provided an update to the Safety, Wellness and Youth Committee on the July 4th fireworks shows and celebrations, along with location options. The Committee directed the PRCSD to present a report with options to the City Council for discussion and approval.
DISCUSSION:
Pyro Spectaculars will continue to provide a firework show at La Sierra Park, per the term of the Professional Services Agreement (April 1, 2022 – July 5, 2024). The additional components that were provided (concert/car show) are not included in the department budget, therefore, private donations/sponsors will be sought after. The La Sierra Advisory Board will be looking to offset the cost by seeking sponsorship to continue hosting the additional activities.
In response to the Safety, Wellness and Youth Committee’s recommendations to host the show on Mt. Rubidoux, PRCSD staff continue to work closely with the Riverside Fire Department to evaluate the site and costs associated with maintenance and repairs. First and foremost, the condition of the road is in dire need of repair, regardless of the show. This is essential for the safe transport of the pyrotechnics to the top of Mt. Rubidoux. Additionally, the road repair ensures safe passage for all emergency vehicles that will access Mt. Rubidoux the day of the fireworks shows. Currently, the PRCSD has budgeted $250,000 of Measure Z funding for trail repair work at Mt. Rubidoux. The Public Works Street Services Division will oversee the trail improvements and may request additional funds of approximately $500,000 for completion of the project.
The PRCSD will manage weed abatement activities at Mt. Rubidoux in preparation for the show. Weed abatement is a critical part of preparation at Mt. Rubidoux to ensure the safety of staff and the public. The first option is to contract with Cal Fire, but due to Cal Fire staffing shortages, the department may need to secure a contractor. The Department currently has funds available for Cal Fire ($40,000), but an additional $45,000 will be required if Cal Fire is unavailable to perform the work.
The cost of the Single Source Service Agreement with Pyro Spectaculars, Inc. of Rialto, California, to provide pyrotechnic displays at: Mt. Rubidoux for a term covering April 1, 2023, through July 5, 2025, for a total contract amount of $231,700 (3-year term) is reflected in the Fireworks Display Cost column in the table below. Additional costs, including trail improvements and repairs associated with hosting a show on Mt. Rubidoux, will require a supplemental appropriation between approximately $66,000 – $77,000 per year:
Mt. Rubidoux Fireworks Show Date
PRCSD, Fire, & Police Personnel
Fireworks Display Cost
Estimate Traffic Plan Cost
Estimate Weed Abatement
Estimate Portable Restrooms
Estimate Security
Estimated Total
July 4, 2023
$44,000
$70,000
$8,500
$45,000
$3,000
$5,000
$175,500
July 4, 2024
$44,000
$77,000
$8,500
$45,000
$3,000
$5,000
$182,500
July 4, 2025
$44,000
$84,700
$8,500
$45,000
$3,000
$5,000
$190,200
The cost of the Single Source Service Agreement with Pyro Spectaculars, Inc. of Rialto, California, for a pyrotechnic show at Ryan Bonaminio Park, for a term covering the period of April 1, 2023, through July 5, 2023, with a contract amount of $50,000 is reflected in the Fireworks Display Cost column in the table below. A show at Ryan Bonaminio Park will cost less for the fireworks display and security and though weed abatement will not be required, some fencing will be required. The following costs are associated with hosting a show at Ryan Bonaminio Park and sufficient funds are budgeted and available:
Ryan Bonaminio Fireworks Show Date
PRCSD, Fire, & Police Personnel
Fireworks Display Cost
Estimate Traffic Plan Cost
Estimate Fencing
Estimate Portable Restrooms
Estimate Security
Estimated Total
July 4, 2023
$44,000
$50,000
$8,500
$7,500
$3,000
$2,500
$115,500
Due to time constraints, a final signed agreement was not obtained from the vendor. If this option is selected, the signed agreement will be brought to City Council at a future date for approval.
Staff researched alternative aerial options such as drone and laser light shows and skywriters, however, the visual effects are minimal compared to a traditional firework show. Due to the high costs and limited impact, staff does not recommend the alternative options.
Additionally, Staff researched alternate location options including: the Riverside Airport, launching from the rooftop of City Hall, or launching from the rooftop of the Main Library. However, these locations are not feasible due to the fallout zone and increased safety concerns.
The PRCSD staff recommends a Single Source Agreement with Pyro Spectacular, Inc. In the previous Request for Proposals, an unqualified vendor submitted the only responsive bid, which later resulted in the cancellation of the show at La Sierra Park. Because of this, along with a lack of Pyrotechnic service vendors within the State of California, it is recommended to have a Single Source Agreement with the current vendor. Pyro Spectacular is familiar with both Mt. Rubidoux and Ryan Bonaminio Park and has developed a positive and successful partnership with the City of Riverside for over 15 years.
Purchasing Resolution No. 23812 section 702 (d) states: “Competitive Procurement through the Informal Procurement and Formal Procurement process shall not be required in any of the following circumstances: …(d) When the Procurement can only be obtained timely from a single source and the Manager is satisfied that the best price, terms and conditions for the Procurement thereof have been negotiated”.
The Purchasing Manager concurs that the recommendation is in compliance with Purchasing Resolution No. 23812.
STRATEGIC PLAN ALIGNMENT:
The Fourth of July Show contributes to Strategic Priority 1 – Arts, Culture and Recreation, which aims to provide diverse community experiences and personal enrichment opportunities for people of all ages.
The Fourth of July celebrations aligns with Strategic Goal 1.2, to enhance equitable access to arts, culture, and recreational services offerings.
This action aligns with each of the Cross-Cutting Threads as follows:
Community Trust – Providing a controlled Fourth of July show at a City facility increases community trust and benefits the city’s diverse populations.
Equity – Providing two shows in two different locations allows a larger amount of the community to view the Fourth of July Show.
Fiscal Responsibility – Securing a reliable vendor ensures financial resources are going toward quality services provided to the public.
Innovation – The proposed location of the Fourth of July firework shows prepares for the future through collaborative partnerships and an adaptive process.
Sustainability & Resiliency – The Fourth of July firework shows are the highest attended PRCSD events. Providing various options allows the City of Riverside to continue to provide in demand events to residents for future years.
FISCAL IMPACT:
The total fiscal impact for FY 2022/23 if Option 1 is selected (Mt. Rubidoux location) is estimated to be $115,000 or if Option 2 is selected (Ryan Bonaminio Park) the fiscal impact is estimated to be $50,000.
Should Option 1 be approved by Council, a supplemental appropriation in the amount of $66,500 will be recorded in the General Fund, Park & Recreation-Recreation, Recreation Services account number 5205000-421040 from uncommitted, unreserved General Fund Balance.
Should Option 2 be approved by Council no additional funding will be required as sufficient funds are budgeted and available.
Prepared by: Pamela M. Galera, Parks, Recreation and Community Services Director Certified as to
availability of funds: Edward Enriquez, Interim Assistant City Manager/Chief Financial Officer/City Treasurer Approved by: Kris Martinez, Assistant City Manager
Approved as to form: Phaedra A. Norton, City Attorney
Attachments:
Single Source Service Agreement – Mt. Rubidoux
Draft Single Source Service Agreement – Ryan Bonaminio Park Presentation
4th of July 2023 ● Page 3