CC SR 20221220 H - July 4th Drone Light Show (Attachment A Forthcoming)
CITY COUNCIL MEETING DATE: 12/20/2022
AGENDA REPORT AGENDA HEADING: Consent Calendar
AGENDA TITLE:
Consideration and possible action to award a professional services agreement to Sky
Elements, LLC to perform a drone light show as part of the City’s Fourth of July
Celebration.
RECOMMENDED COUNCIL ACTION:
(1) Award a professional services agreement to Sky Elements, LLC ., in an amount
not-to-exceed $45,000, to design and perform a drone light show at the Ken Dyda
Civic Center on July 4, 2023; and
(2) Authorize the Mayor to execute the professional services agreement in a form
acceptable to the City Attorney.
FISCAL IMPACT: This action will result in a City expenditure of $45,000 that will be
included in the Fiscal Year 2022-2023 Budget for Recreation and
Parks.
Amount Budgeted: $45,000
Additional Appropriation: None
Account Number(s): 101-400-5170-5101
(General Fund – Special Events/Professional Services)
ORIGINATED BY: Daniel Trautner, Recreation and Parks Deputy Director
REVIEWED BY: Cory Linder, Recreation and Parks Director
APPROVED BY: Ara Mihranian, AICP, City Manager
ATTACHED SUPPORTING DOCUMENTS:
A. Professional Services Agreement with Sky Elements, LLC (forthcoming)
BACKGROUND AND DISCUSSION:
The City's Fourth of July Celebration has been a tradition for the residents of Rancho
Palos Verdes and the Peninsula since 1976. The family-friendly community event, which
occurs during the day, traditionally includes entertainment and activities for all ages
including games such as a hula hoop contest and watermelon roll, multiple food vendors,
beer and wine sales, live music, a petting zoo, craft and clothing vendors, and crafts for
kids.
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Staff previously looked into a fireworks display as an additional component of the Fourth
of July Celebration, but past Staff studies of potential fireworks shows highlighted
logistical challenges, including an inability to obtain permits from Coastal Commission for
a barge, increased traffic, crowd control, security impacts, and effects on pets and horses,
as well fire danger and negative impacts to protected habitat and species. Staff also
concluded that there is no park in the City large enough to accommodate the required
blast fallout zone. Based on those factors, a fireworks display is not a viable option to
enhance the Fourth of July Celebration.
On February 1, 2022, Staff proposed a list of monthly events to count down to the City’s
50th anniversary, including a 2023 Fourth of July event enhanced with a drone light show
that would expand this annual day event into an evening event as well. The City Council
directed Staff to begin planning events with the 50th Anniversary City Council
Subcommittee.
Sky Elements, LLC was the selected vendor based on its all-inclusive service,
performance record, availability, and lowest cost estimate. Staff met with two additional
vendors before selecting Sky Elements, LLC. Because of the unique, specialized nature
of the service and the limited number of vendors, Staff did not follow normal procurement
procedures of issuing a request for proposals (RFP) and seeking competitive bids.
The proposed drone show will conclude the City’s annual Fourth of July Celebration.
Because drone shows are best viewed after dark, the 2023 event will be held later in the
day than the traditional event and have extended hours to accommodate the addition of
the drone show.
The proposed drone show will include the flying of 100 lighted drones up to 400 fe et above
the Ken Dyda Civic Center property and is intended to be viewed from the immediate
event area. The show will be 10-12 minutes in length and include approximately 20
animated sequences and images including replicating a fireworks display. The show will
be designed to our specifications and include a mix of patriotic images and custom
images, such as City and sponsor logos and names. The show will be synced to music.
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Due to the limited number of available vendors and the high demand for services on July
4, the vendor’s services should be secured as soon as possible. Additionally, because
the service includes a custom show design based on the number of drones, once services
are secured, changes cannot be made to the number of lighted drones without incurring
significant additional costs.
ADDITIONAL INFORMATION:
Although not proposed, the proposed drone show co uld be modified to include more
drones at an additional cost. Using a greater number of lighted drones would allow for
more options in the number and quality of images and animations and/or doubling the
length of the show to approximately 20 minutes. Drone light shows are priced per drone.
A show using 200 drones would increase the cost by $45,000 to $90,000. A second
performance of the proposed show approximately 30 minutes after the initial performance
is available for an additional cost of $4,500. If desired, the City Council, as an alternative,
could direct Staff to expand the scope of services proposed this evening.
Images: Sky Elements, LLC
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CONCLUSION:
Staff therefore recommends the City Council award the professional services agreement
to Sky Elements, LLC to perform the drone light show as part of the City’s Fourth of July
Celebration in a cost not-to-exceed $45,000.
ALTERNATIVES:
In addition to Staff recommendation, the following alternative action s are available for the
City Council’s consideration:
1. Do not award the professional services agreement to Sky Elements, LLC.
2. Award professional services agreement to Sky Elements, LLC for a 200 drone
show at a cost of $90,000; or for an additional performa nce of the same show for
a cost of $49,500.
3. Take other action, as deemed appropriate.
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