Item No. 9
AGENDA REPORT
DATE: April 14, 2025
TO: Honorable Mayor and City Council
FROM: Megan Wolfe, Director of Community Services 1\11
SUBJECT: City of Yucaipa Fourth of July Fireworks Show
RECOMMENDATION:
That the City Council:
1) Authorize the Acting City Manager to execute a contract with Pyro Spectaculars, Inc. in the amount of $45,145, to produce a Firework Show; and
2) Amend the FY25 Community Services General Fund Budget by appropriating an additional $50,000 for the procurement of fireworks, restrooms and supplies, and $40,000 in sponsorship and parking revenue for the 2025 4th of July event; and 3) Approve the closure of Chapman Heights Road west of 10th Street and east of 13th Street, and the closure of Gold Mountain Road north of Chapman Heights Road from 6:00 p.m. until 10:00 p.m. on July 4, 2025.
BACKGROUND/DISCUSSION:
The City of Yucaipa is hosting a 4th of July Fireworks Show (event) at Yucaipa High School (YHS) on Friday, July 4, 2025. The Fireworks show will begin at 9:00 p.m. The program includes fireworks, music production and choreography, a licensed pyrotechnic operator, specialized crew, an electric firing system, and pyrotechnic safety equipment. The program will last approximately 20 minutes.
The Fireworks launch area will be consistent with previous years' and will be located at YHS on the northwest baseball field. Gates to YHS will open at 6:00 p.m., the cost is $15 per vehicle. Once in participants can set up chairs and blankets, visit vendors, and enjoy free lawn games.
This year's event is scaled down from previous years to save money. As a result, this year's event will not include a stage or live entertainment. Staff will work through the details of the event and meet with the Yucaipa Calimesa Joint Unified School District personnel, Yucaipa Police and Fire, and the Public Works Department to address specific conditions of the event. The event will occur in FY26 and therefore actual revenues and expenditures will be reported in that year.
FISCAL IMPACT:
Recommendation two is an amendment of a net $10,000 to the FY25 Community Services General Fund Budget.
Attachment:
1. Proposal & Agreement
Approved b
ATTACHMENT 1
March 28, 2025
City of Yucaipa
Megan Wolfe
34272 Yucaipa Blvd.
Yucaipa, CA 92399
Subject: Proposal for your event on July 4, 2025, PROGRAM A for $45,000.00 . The fireworks elements provided are prepared to shoot from LOCATION.
Pyrotechnics: ❑Close Proximity IaDisplay Fireworks ❑Firecrackers Theatrical Effects: ❑Spark Machines ❑Flames 00O2 Cryo Jets E Confetti/Streamers ❑Lights ❑Foggers
Drones: ❑ Light Animations ❑ Accents
Dear Megan Wolfe,
Pyro Spectaculars, Inc. is delighted to present our proposal for the full -service custom -designed PROGRAM A for the production of your upcoming event. We are confident that our production capabilities and crew experience will result in the display of an unforgettable experience for your audience.
Enclosed you will find three important documents that outline our PROGRAM A proposal in detail:
1. Product Synopsis - Proposal: Provides the specifications of the devices and products to be used in your event.
2. Production Agreement: Presents the terms and conditions for the production of your event, including engagements, duties, and payment dates and amounts.
3. Scope of Work: Outlines the responsibilities and services to be provided by both Pyro Spectaculars, Inc. and City of Yucaipa that will be necessary for the execution of the production of your event, along with insurance limits and requirements.
To secure your program, return the fully executed Production Agreement, and initial payment, to our office by the PRICE FIRM date, April 22, 2025. Please note that program availability, pricing, and show date may be subject to change if these are not timely received.
If you have any questions or wish to discuss your program in detail, please do not hesitate to contact either me or your dedicated Customer Service Representative, Maria Barajas, at (909) 355-8120, extension 228
Sincerely,
Pyro Spectaculars, cfra (fw►..
Jeff Martin, Show Producer
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Pyro Spectaculars, Inc.
P.O. Box 2329, Rialto, CA 92377 • Phone: (909) 355- 8120 • Fax: (909) 355-9813
Fireworks Proposal
City of Yucaipa
PROGRAM A — July 4, 2025
$45,000.00
Main Body - Aerial Shells
Description Quantity
• 3" Souza Designer Selections 125
• 4" Souza Designer Selections 150
• 5" Souza Designer Selections 96
Total of Main Body - Aerial Shells 371
Pyrotechnic Devices
Description Quantity
• Sousa Pro-formance Mulitshot Device 100 Shots
Total of Pyrotechnic Devices 100
Grand Finale
Description Quantity
• 2.5" Souza Designer Bombardment Shells 72
• 3" Souza Designer Bombardment Shells 230
• 4" Souza Designer Bombardment Shells 90
• 5" Souza Designer Bombardment Shells 18
Total of Grand Finale 410
Grand Total 881
*Display duration approximately 18-20 minutes*
Product descriptions are for specification of product quality, classification, and value. Final product selections will be based on availability, suitability, and overall artistic style.
Pyro Spectaculars, Inc.
P.O. Box 2329
Rialto, CA 92377
Tel: 909-355-8120 :::: Fax: 909-355-9813
PRODUCTION AGREEMENT
(Special)
City of Yucaipa
Program A, Rev. # 2
July 4, 2025
This agreement ("Agreement") is made this day of , 2025 by and between Pyro Spectaculars, Inc., a California corporation, hereinafter referred to as ("PYRO"), and City of Yucaipa, hereinafter referred to as ("CLIENT"). PYRO and CLIENT are sometimes referred to as "Party" or collectively as "Parties" herein.
1. Engagement - CLIENT hereby engages PYRO to provide to CLIENT one fireworks production ("Production"), and PYRO accepts such engagement upon all of the promises, terms and conditions hereinafter set forth. The Production shall be substantially as outlined in Program "A", attached hereto and incorporated herein by this reference.
1.1 PYRO Duties — PYRO shall provide all pyrotechnic equipment, trained pyrotechnicians, shipping, pyrotechnic products, application for specific pyrotechnic permits (the cost of which, including standby fees, shall be paid by CLIENT) relating to the Production, insurance covering the Production and the other things on its part to be performed. including preproduction services, all as more specifically set forth below in this Agreement and in the Scope of Work ("Scope of Work"), attached hereto, incorporated herein by this reference, and made a part of this Agreement as though set forth fully herein.
1.2 CLIENT Duties — CLIENT shall provide to PYRO a suitable site ("Site") for the Production, security for the Site as set forth in Paragraph 6 hereof, access to the Site, any permission necessary to utilize the Site for the Production, and the other things on its part to be performed as more specifically set forth below in this Agreement and in the Scope of Work. All Site arrangements are subject to PYRO's reasonable approval as to pyrotechnic safety, suitability, and security. All other conditions of the Site shall be the responsibility of CLIENT, including, but not limited to, access, use, control, parking and general safety with respect to the public, CLIENT personnel and other contractors.
2. Time and Place - The Production shall take place on July 4, 2025, at approximately 9:00 p.m., at Yucaipa High School Soccer Field North of the stadium, 33000 Yucaipa Blvd., Yucaipa, CA, Site.
3. Fees, Interest, and Expenses -
3.1 Fee - CLIENT agrees to pay PYRO a fee of $45,000.00 USD (FORTY-FIVE THOUSAND DOLLARS) ("Fee") for the Production.
CLIENT shall pay to PYRO an initial payment ("Initial Payment") equal to 50 % of the Production Fee $22,500.00 USD (TWENTY-TWO THOUSAND FIVE HUNDRED DOLLARS) plus estimated permit and standby fees, and other regulatory costs approximated at $145.00 OR an amount to he determined, for a total of $22.645.00, upon the execution of this Agreement by both parties but no later than April 22, 2025. Thc Initial Payment is a partial payment toward the preproduction services and costs set forth in the Scope of Work ("Preproduction Services and Costs".) The balance oldie Fee shall be paid no later than June 5. 2025. CLIENT authorizes PYRO to receive and verify credit and financial information concerning CLIENT from any agency, person or entity including but not limited to credit reporting agencies. The "PRICE FIRM" date, the date by which the executed Agreement must be delivered to Pyro, is set forth in paragraph 20.
3.2 Interest - In the event that the Fee is not paid in a timely manner, CLIENT will be responsible for the payment of 1.5% interest per month or 18% annually on the unpaid balance. If litigation arises out of this Agreement, the prevailing party shall be entitled to reasonable costs incurred in connection with the litigation, including, but not limited to attorneys' fees.
3.3 Expenses — PYRO shall pay all normal expenses directly related to the Production including freight, insurance as outlined, pyrotechnic products, pyrotechnic equipment, experienced pyrotechnic personnel to set up and discharge the pyrotechnics and those additional items as outlined as PYRO's responsibility in the Scope of Work. CLIENT shall pay all costs related to the Production not supplied by PYRO including, but not limited to, those items outlined as CLIENT's responsibility in this Agreement and Scope of Work.
4. Proprietary Rights - PYRO represents and warrants that it owns all copyrights, including performance rights, to this Production, except that PYRO does not own CLIENT -owned material or third -party -owned material that has been included in the Production, and as to such CLIENT -owned and third -party - owned material, CLIENT assumes full responsibility therefore. CLIENT agrees that PYRO shall retain ownership of, and all copyrights and other rights to, the Production, except that PYRO shall not acquire or retain any ownership or other rights in or to CLIENT -owned material and third -party -owned material and shall not be responsible in any way for such material. If applicable, CLIENT consents to the use of CLIENT -owned material and represents that it has or will obtain any permission from appropriate third parties sufficient to authorize public exhibition of any such material in connection with this Production. PYRO reserves the ownership rights in its trade names that are used in or are a product of the Production. Any reproduction by sound, video or other duplication or recording process without the express written permission of PYRO is prohibited.
5. Safety - PYRO and CLIENT shall each comply with applicable federal, state and local laws and regulations and employ safety programs and measures consistent with recognized applicable industry standards and practices. At all times before and during the Production, it shall be within PYRO's sole discretion to determine whether or not the Production may be safely discharged or continued. It shall not constitute a breach of this Agreement by PYRO for fireworks to fail or malfunction, or for PYRO to determine that the Production cannot be discharged or continued as a result of any conditions or circumstances affecting safety beyond the reasonable control of PYRO.
6. Security - CLIENT shall provide adequate security personnel, barricades, and Police Department services as may be necessary to preclude individuals other than those authorized by PYRO from entering an area to be designated by PYRO as the area for the set-up and discharge of the Production, including a fallout area satisfactory to PYRO where the pyrotechnics may safely rise and any debris may safely fall. PYRO shall have no responsibility for monitoring or controlling CLIENT's other contractors, providers or volunteers; the public; areas to which the public or contractors have access; or any other public or contractor facilities associated with the Production.
7. Cleanup - PYRO shall be responsible for the removal of all equipment provided by PYRO and clean up of any live pyrotechnic debris made necessary by PYRO. CLIENT shall be responsible for any other clean up which may be required of the Production or set-up, discharge and fallout areas including any environmental clean-up.
PSI V-2022-2
Pyro Spectaculars, Inc.
P.O. Box 2329
Rialto, CA 92377
Tel: 909-355-8120 :::: Fax: 909-355-9813
City of Yucaipa
Program A, Rev. # 2
July 4, 2025
8. Permits - PYRO agrees to apply for permits for the firing of pyrotechnics only from the City of Yucaipa Fire Department/CAL FiRE San Bernardino Unit -Yucaipa Battalion 3, FAA, and USCG, if required. CLIENT shall be responsible for any fees associated with these permits including standby fees. CLIENT shall be responsible for obtaining any other necessary permits, paying associated fees, and making other appropriate arrangements for Police Departments, other Fire Departments, road closures, event/activity or land use permits or any permission or permit required by any Local, Regional, State or Federal Government.
9. Insurance - PYRO shall at all times during the performance of services herein ensure that the following insurance is maintained in connection with PYRO's performance of this Agreement: (1) commercial general liability insurance, including products, completed operations, and contractual liability under this Agreement; (2) automobile liability insurance, (3) workers' compensation insurance and employer liability insurance. Such insurance is to protect CLIENT from claims for bodily injury, including death, personal injury, and from claims of property damage, which may arise from PYRO's performance of this Agreement, only. The types and amounts of coverage shall be as set forth in the Scope of Work. Such insurance shall not include claims which arise from CLiENT's negligence or willful conduct or from failure of CLIENT to perform its obligations under this Agreement, coverage for which shall be provided by CLIENT.
The coverage of these policies shall be subject to reasonable inspection by CLIENT. Certificates of Insurance evidencing the required general liability coverage shall be furnished to CLIENT prior to the rendering of services hereunder and shall include that the following are named as additionally insured: CLIENT; Sponsors, Landowners, Barge Owners, if any; and Permitting Authorities. with respect to the operations of PYRO at the Production. Pyrotechnic subcontractors or providers, if any, not covered under policies of insurance required hereby, shall secure, maintain and provide their own insurancc coverage with respect to their respective operations and services.
10. Indemnification - PYRO represents and warrants that it is capable of furnishing the necessary experience, personnel, equipment, materials, providers, and expertise to produce the Production in a safe and professional manner. Notwithstanding anything in this Agreement to the contrary, PYRO shall indemnify, hold harmless, and defend CLIENT and the additional insureds from and against any and all claims, actions, damages, liabilities and expenses, including but not limited to, attorney and other professional fees and court costs, in connection with the loss of life, personal injury, and/or damage to property, arising from or out of the Production and the presentation thereof to the extent such are occasioned by any act or omission of PYRO, their officers, agents, contractors, providers, or employees. CLIENT shall indemnify, hold harmless, and defend PYRO from and against any and all claims, actions, damages, liability and expenses. including but not limited to, attorney and other professional fees and court costs in connection with the Toss of life, personal injury, and/or damage to property, arising from or out of the Production and the presentation thereof to the extent such are occasioned by any act or omission of CLIENT, its officers, agents, contractors, providers, or employees. In no event shall either party be liable for the consequential damages of the other party.
11. Limitation of Damages for Ordinary Breach - Except in the case of bodily injury and property damage as provided in the insurance and indemnification provisions of Paragraphs 9 and 10, above, in the event CLIENT claims that PYRO has breached this Agreement or was otherwise negligent in performing the Production provided for herein, C1.IENT shall not be entitled to claim or recover monetary damages from PYRO beyond the amount CLIENT has paid to PYRO under this Agreement, and shall not be entitled to claim or recover any consequential damages from PYRO including, without limitation, damages for loss of income, business or profits.
12. Force Maieure - CLIENT agrees to assume the risks of weather, strike, civil unrest, terrorism, military action, governmental action, and any other causes beyond the control of PYRO which may prevent the Production from being safely discharged on the scheduled date, which may cause the cancellation of any event for which CLIENT has purchased thc Production, or which may affect or damage such portion of the exhibits as must be placed and exposed a necessary time before the Production. If, for any such reason, PYRO is not reasonably able to safely discharge the Production on the scheduled date, or at the scheduled time, or should any event for which CLIENT has purchased the Production be canceled as a result of such causes, CLIENT may (i) reschedule the Production and pay PYRO such sums as provided in Paragraph 13, or (ii) cancel the Production and pay PYRO such sums as provided in Paragraph 14, based upon when the Production is canceled.
13. Rescheduling Of Event - if CLIENT elects to reschedule the Production, PYRO shall be paid the original Fec plus all additional expenses made necessary by rescheduling plus a 15% service fee on such additional expenses. Said expenses will be invoiced separately and payment will be due in Cull within 5 days of receipt. CLIENT and PYRO shall agree upon the rescheduled date taking into consideration availability of permits, materials, equipment, transportation and labor. The Production shall be rescheduled for a date not more than 90 Days subsequent to the date first set for the Production. The Production shall not be rescheduled to a date, or for an event, that historically has involved a fireworks production. The services shall be rescheduled for a date mutually agreeable to the Parties to be performed on or before December 31, 2024 (NYE).
14. Right To Cancel— CLIENT shall have the option to unilaterally cancel the Production prior to the scheduled date. If CLIENT exercises this option, CLIENT agrees to pay to PYRO, as liquidated damages, the following percentages of the Fec as set forth in Paragraph 3.1. 1) 50% if cancellation occurs 30 or more days prior to the scheduled date. 2) 75% if cancellation occurs 15 to 29 days prior to the scheduled date, 3) 100% thereafter. In the event CLIENT cancels the Production, it will be impractical or extremely difficult to fix actual amount of PYRO's damages. The foregoing represents a reasonable estimate of the damages PYRO will suffer if CLIENT cancels the Production.
15. No Joint Venture - It is agreed, nothing in this Agreement or in PYRO's performance of the Production shall be construed as forming a partnership or joint venture between CLIENT and PYRO. PYRO shall be and is an independent contractor with CLIENT and not an employee of CLIENT. The Parties hereto shall be severally responsible for their own separate debts and obligations and neither Party shall be held responsible for any agreements or obligations not expressly provided for herein.
16. Applicable Law - This Agreement and the rights and obligations of the Parties hereunder shall be construed in accordance with the laws of California.
It is further agreed that the Central Judicial District of San Bernardino County, California, shall be proper venue for any such action. In the event that the scope of the Production is reduced by authorities having jurisdiction or by either Party for safety concerns, the full dollar amounts outlined in this Agreement are enforceable.
17. Notices - Any Notice to the Parties permitted or required under this Agreement may be given by mailing such Notice in thc United States Mail, postage prepaid, first class, addressed as follows: PYRO — Pyro Spectaculars, Inc., P.O. Box 2329, Rialto, California, 92377, or for overnight delivery to 3196 N.
Locust Avenue. Rialto, California 92377. CLIENT — City of Yucaipa, 34272 Yucaipa Blvd., Yucaipa, CA 92399.
PSI V-2022-2
Pyro Spectaculars, Inc.
P.O. Box 2329
Rialto, CA 92377
Tel: 909-355-8120 :::: Fax: 909-355-9813
City of Yucaipa
Program A, Rev. # 2
July 4, 2025
18. Modification of Terms — All terms of the Agreement are in writing and may only be modified by written agreement of both Parties hereto. Both Parties acknowledge they have received a copy of said written Agreement and agree to be bound by said terms of written Agreement only.
19. Severabilitv — If there is more than one CLIENT, they shall be jointly and severally responsible to perform CLIENT's obligations under this Agreement. This Agreement shall become effective after it is executed and accepted by CLIENT and after it is executed and accepted by PYRO at PYRO's offices in Rialto, California. This Agreement may be executed in several counterparts, including faxed and emailed copies, each one of which shall be deemed an original against the Party executing same. This Agreement shall be binding upon the Parties hereto and upon their heirs, successors, executors, administrators and assigns.
20. Price Firm — If any changes or alterations are made by CLIENT to this Agreement or if this Agreement is not executed by CLIENT and delivered to PYRO on or before the PRICE FIRM date shown below, or if the Initial Payment is not paid on or before the due date, then the price, date, and scope of the Production are subject to review and acceptance by PYRO for a period of 15 days following delivery to PYRO of the executed Agreement. In the event it is not accepted by PYRO, PYRO shall give CLIENT written notice, and this Agreement shall be void.
PRICE FIRM through April 22, 2025
EXECUTED AGREEMENT MUST BE DELIVERED TO PYRO BY THIS DATE.
See PRICE FIRM conditions, paragraph 20, above.
EXECUTED as of the date first written above:
PYRO SPECTACULARS, INC.
City of Yucaipa
By:
Its: Vice President Its:
Date: 3/28/25
SHOW PRODUCER: Jeff Martin
96 Date:
Print Name
PSI V-2022-2
Pyro Spectaculars, Inc.
P.O. Box 2329
Rialto, CA 92377
Tel: 909-355-8120 :::: Fax: 909-355-9813
SCOPE OF WORK
PYRO SPECTACULARS, INC. ("PYRO")
and
City of Yucaipa("CLIENT")
Pyro shall provide the following goods and services to CLIENT:
City of Yucaipa
Program A, Rev. # 2
July 4, 2025
• One Pyro Spectaculars, Inc., Production on July 4, 2025, at approximately 9:00 p.m., at Yucaipa High School Soccer Field North of the stadium, 33000 Yucaipa Blvd., Yucaipa, CA. • All pyrotechnic equipment, trained pyrotechnicians, shipping, and pyrotechnic product. • Preproduction Services and Costs for the Production, including advance acquisition of materials and products; design, engineering, programming, handling, staging, storage, and maintenance of products, props, and systems; preparation of drawings, diagrams, listings, schedules, inventory controls, choreography, and computer code; picking, packing, labeling, staging, and loading of equipment, materials, and systems; transportation, and logistics and crew scheduling and support; explosive storage magazines with legally mandated distances, surfaces, security, housekeeping, and access controls; and necessary and appropriate vehicles, including legally mandated insurance, including MCS90 explosives transportation coverage, parking, security, and maintenance. • Application for specific pyrotechnic permits relating to the Production. • Musical soundtrack for the Production supplied in agreed upon format. • Insurance covering the preproduction and Production as set forth in the Agreement with the following limits:
Insurance Requirements
Commercial General Liability
Business Auto Liability -
Owned. Non -Owned and Hired Autos
Workers' Compensation
Employer Liability
Limits
$5,000,000.00
$5,000,000.00
Statutory
$1,000,000
Combined Single Limit- Each Occurrence
(Bodily Injury & Property Damage)
Combined Single Limit- Each Occurrence
(Bodily Injury & Property Damage)
Per Occurrence
CLIENT shall provide to PYRO the following goods and services:
• All on -site labor costs, if any, not provided or performed by PYRO personnel including, but not limited to, local union requirements, all Site security, Police and Fire Dept. standby personnel, stagehands, electricians, audio and fire control monitors, carpenters, plumbers, clean-up crew. All these additional personnel and services shall be fully insured and the sole responsibility of CLIENT.
• Coordination and any applicable non -pyrotechnic permitting with the local, state or federal government that may hold authority within the Production.
• Costs of all permits required for the presentation of the Production and the event as a whole. • Provision of a Safety Zone in accordance with applicable standards and all requirements of the authorities having jurisdiction throughout the entire time that the pyrotechnics are at the Site or the load site (if different) on the date of the Production and all set- up and load -out dates, including water security to keep unauthorized people, boats, etc. from entering the Safety Zone. • A professional grade Audio System including all necessary equipment, installation of such equipment and trained audio engineers for operation based on audio and communications requirements provided by PYRO. • General Services including, but not limited to, Site and audience security, fencing, adequate work light, dumpster accessibility, a secure office for PYRO personnel within the venue, secure parking for PYRO vehicles, access to washrooms, tents, equipment storage, hazmat storage, electrical power, fire suppression equipment, access to worksites, necessary credentialing, etc., will be required as necessary.
PSI V-2022-2