Project Information

Bid Title

Drone Show

Issuing Agency

City of DeBary

Location

Florida

Published Date

Dec 7, 2025

Closing Date

Jan 5, 2026

Government Level

State & Local

Status

Closed

Ref. #

10-26

Original Source

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Bid Documents

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Project Description

Bid Number:	10-26
Bid Title:	Drone Show
Category:	2026 Bid Postings
Status:	Open

Publication Date/Time: 12/7/2025 8:00 AM Closing Date/Time: Open Until Contracted Bid Opening Information: 01/05/2026 @ 2:00PM Pre-bid Meeting: N/A Contact Person: Susan Perry, Purchasing Coordinator sperry@debary.org Related Documents: 10-26 - Drone Show Exhibit G- RFP 10-26 Excel Price Submission Sheet

Attachment Preview

REQUEST FOR PROPOSAL AND CONTRACTOR ACKNOWLEDGEMENT FORM

REQUEST FOR PROPOSAL AND CONTRACTOR

ACKNOWLEDGEMENT FORM

POSTING DATE: December 7, 2025

PURCHASING CONTACT & EMAIL:

Susan Perry, Purchasing Coordinator

sperry@debary.org

RFP NUMBER AND TITLE:

10-26 - Drone Show

RFP DUE DATE & TIME:

January 5, 2026 at 2:00 PM EST

NOTE: RESPONSES RECEIVED AFTER THE DUE DATE AND TIME WILL NOT BE ACCEPTED

QUESTION DEADLINE: December 15, 2025 at 2:00 PM EST

The City will respond to written inquiries emailed to: sperry@debary.org

THE FOLLOWING MUST BE COMPLETED, SIGNED, AND RETURNED AS PART OF YOUR RESPONSE.

YOUR RESPONSE WILL NOT BE ACCEPTED WITHOUT THIS FORM, SIGNED BY AN AUTHORIZED

AGENT OF THE PROVIDER.

COMPANY NAME: __________________________________________________________________________

MAILING ADDRESS: ________________________________________________________________________

CITY, STATE, ZIP: __________________________________________________________________________

FEDERAL EMPLOYERS IDENTIFICATION NUMBER (FEIN): ________________________________________

TELEPHONE NUMBER:___________________________

EMAIL: ______________________________________________________________________________

AUTHORIZED SIGNATURE:

___________________________________________

TITLE: _______________________________

TYPE OR

PRINTED NAME:

__________________________________________

DATE: _____________________

NOTICE: Failure to file a protest within the time prescribed in Section 120.57(3) Florida Statutes will constitute

a waiver of proceedings under Chapter 120, Florida Statutes.

0-26 - Drone Show

1. Overview

OVERVIEW AND INTENT

This RFP intends to solicit sealed proposals from qualified Contractor(s) to provide a comprehensive

Drone Show. Events will include, but not limited to the 4th of July Celebration at Gemini Springs Park.

The Drone Show is to be choreographed by the Contractor with prerecorded musical scores with

themes appropriate for the occasion and provided by USB to the City of DeBary. Additional events

may be requested, where the awarded Contractor and the City of DeBary will negotiate pricing by

event.

2. Licensing and Experience Requirements

A. Licensing Requirement: Proposer must be in compliance with all Federal Aviation

Administration (FAA) rules and restrictions, including licenses of drone operators, providing

sufficient personnel on site in order to ensure a safe public display, and obtaining all

necessary licenses and permits through the City of DeBary.

B. Experience Requirement: Proposer must have no less than 5 years’ experience in providing

drone shows for projects similar in complexity. Vendor must have completed at least three (3)

directly comparable projects.

3. Project Objectives

• Create a visually stunning and technologically advanced drone show that captivates and

entertains the community.

• Celebrate Independence Day with a memorable and safe aerial display that aligns with the

patriotic theme of the event.

• Enhance the overall Fourth of July festivities and contribute to the sense of community and

pride in the City of DeBary.

4. RFP Schedule: The following is a tentative schedule for the RFP process and all dates are subject to

change.

Solicitation Posting

December 7, 2025

Pre-Proposal Conference

N/A

Request for Information Cut-off

December 15, 2025

Proposals Due

January 5, 2026

Proposal Evaluation

January 6, 2026

Presentations/Interview (if required)

N/A

City Council Approval Date

February 4, 2026

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0-26 - Drone Show

SCOPE OF WORK OR SERVICES

• The Contractor will develop a creative and visually captivating drone show concept in

alignment with the Fourth of July theme. Additionally, the Contractor will follow all State and

Federal laws, policies, procedures, and guidelines and coordinate with local authorities to

ensure compliance with all applicable regulations and obtain necessary permits.

• The Contractor will furnish all materials, labor, supervision, transportation, inspections,

permits, licenses, equipment, and any incidentals necessary for set up, display of show, tear

down, and providing a complete Drone Show lasting no less than twenty (20) minutes. The

Contractor will coordinate with the Parks and Recreation Director regarding all site logistics

management to ensure the drone show is well-produced.

• The Contractor will create a choreographed drone show that includes patriotic and festive

formations, patterns, and shapes. Additionally, the Contractor is expected to synchronize the

drone performance with a selected soundtrack that enhances the audience's viewing

experience. The music must be pre-approved by the Parks and Recreation Director. The

music must be provided to the City on a flash drive the day of the event to be played at the

stage.

• The Contractor will implement comprehensive safety measures and protocols to ensure a

safe and incident-free drone show. The Contractor will include management of the program

including program staffing, maintaining safety, site setup, execution of the show, and

breakdown in coordination with City staff.

• Display will be performed unless, torrential rain, severe lighting, sustained winds of twenty

(20) miles per hour (mph) or greater or if a significant weather hazard exists in the opinion of

the Contractor and the City Representative. The Contractor must provide the City with the cell

phone number of the senior staff member that will be on site to manage the display for

communication purposes.

• The employees of the Contractor must wear suitable work clothes and personal protective

equipment as defined by OSHA. Employees shall be clean and in as good appearance as the

job conditions permit.

• No smoking is allowed on City property or projects.

• All company trucks must have a visible company name/logo on the outside of the vehicle.

Page 3 of 27

0-26 - Drone Show

GENERAL TERMS AND CONDITIONS

1. Definitions

The City of DeBary, Florida may be referred to as “The City of DeBary”, or “The City”, herein.

The term “Contractor” shall refer to the company, individual, or organization that responds to this

Request for Proposal (RFP) and/or is awarded.

2. Length of Contract and Renewals: This RFP intends to establish a contract for an initial period of

three (3) years from the date of the award by the City of DeBary with two (2) additional one-year

renewal options at the same prices, terms, conditions, and specifications upon mutual agreement by

the City of DeBary and the Contractor. Renewals must be in writing, with the signature of the

Contractor’s authorized representative and the City of DeBary.

3. Cancellation: The City of DeBary reserves the right to cancel this Invitation to RFP, in whole or in part,

when it is in the City of DeBary’s best interest. Notice of cancellation will be posted on the City's

webpage, VendorLink and DemandStar.

4. RFP Submission: RFP submittals are due at the date and time indicated on the Contractor

Acknowledgement Form or as amended in the form of an addendum issued by the Purchasing

Department.

The City will receive proposals at the following address:

Susan Perry, Purchasing Coordinator

City of DeBary

16 Colomba Rd.

DeBary, Florida 32713

THE CITY MUST RECEIVE ALL PROPOSALS ON or BEFORE JANUARY 5, 2026 BY 2:00 PM EST

NOTE: RESPONSES RECEIVED AFTER THE DUE DATE AND TIME WILL NOT BE ACCEPTED

To facilitate processing, please mark the outside of the envelope in the lower left hand corner as follows:

“10-26 - Drone Show” An address label has been provided.

The envelope shall also include the Respondent’s return address in the upper left hand corner.

Respondents shall submit THREE (3) copies of the proposal in a sealed, opaque envelope or box.

The respondent may submit the proposals by mail, parcel delivery service, or in person.

Neither the City nor its representatives shall be liable for any expenses incurred in connection with the

preparation of a response to the RFP. Respondents should prepare their submittals simply and

economically, providing a straightforward and concise description of the respondent’s ability to meet

the requirements of the RFP.

Please note that Sections 119.071(1)(b), (c) and 815.045 of the Florida Statutes address in part the

issue of the public nature of sealed bids, qualifications or proposals as well as the confidential nature

of certain trade secrets. The RFP, qualifications or proposal submitted by your company may contain

areas, which are designated "confidential" or "exempt from disclosure." A generic notation that

information is "confidential" shall not suffice. Failure to provide a detailed explanation and justification

including statutory cites and specific reference to your submittal(s) detailing what provisions, if any, you

believe are exempt from disclosure, may result in your submittal(s) being subject to disclosure in

accordance with Chapter 119 of the Florida Statutes. If the respondent believes their information to be

exempt from disclosure, the respondent must supply an additional “redacted” copy of the proposal

response their RFP submittal.

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0-26 - Drone Show

Due to the irregularity of mail and delivery services, the City cautions respondents to assure actual

delivery of proposals to the Purchasing Coordinator prior to the deadline set for receiving submissions.

Telephone confirmation of timely receipt of the proposal may be made by calling (386) 601-0229 at

least four (4) hours prior to opening time for proposals. Proposals received after the established

deadline shall not be opened or considered and, provided that the respondent has provided a valid and

legible return address as instructed herein, shall be returned in their unopened state to the respondent.

Respondents may withdraw their submissions by notifying the City via email to Susan Perry at

sperry@debary.org at any time prior to the opening. Respondents may withdraw their submissions in

person or by an authorized representative. Respondents and authorized representatives must provide

the letter of withdrawal, picture identification, proof of authorization (in the case of authorized

representatives), and provide the City with a signed receipt for the qualification package. Proposals,

once opened become the property of the City and will not be returned to the respondent.

All solicitations and supporting documents will be posted on the City's webpage, VendorLink and

DemandStar. It is the sole responsibility of interested parties to monitor the City's webpage, VendorLink

and DemandStar for solicitation opportunities and updates.

5. Execution of RFP Submittal: Each RFP submittal must include the signature of an officer or

employee having authority to bind the Contractor in the space(s) provided. Only the terms and

conditions of this RFP, as released by the City of DeBary or amended via addendum, are valid. Any

modification to any term or condition by the Contractor is not binding unless it is expressly agreed to

in writing by the City of DeBary.

6. Interpretation of RFP Documents: No interpretation of the meaning of this RFP document or

correction of any ambiguity, inconsistency, or error therein will be made verbally to any party. All

requests for an interpretation or clarification of this RFP, and any subsequent addenda, or correction

of any apparent ambiguity, inconsistency, or error will be addressed in writing by the City of DeBary

Purchasing Department Representative. Inquiries must reference the date of RFP opening, RFP title,

and RFP number. Interpretation of the RFP, clarification of RFP specifications, and changes to the

RFP shall be communicated by written addenda only. Only the written interpretation or correction

given by the Purchasing Department Representative shall be binding. Verbal responses shall be

considered inadmissible in RFP protest proceedings. Contractors are advised that no other source is

authorized to interpret, explain, clarify or give information regarding the RFP documents. Written

addenda shall be signed by the Contractor and returned with the RFP submission. Failure to return

such addenda may constitute cause for rejection of a RFP submittal.

7. Public Records:

The City of DeBary is a public agency subject to Chapter 119, Florida Statutes. The Contractor

agrees to comply with Florida’s Public Records Law.

7.1. IF THE CONTRACTOR HAS QUESTIONS REGARDING THE

APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE

CONTRACTOR’S DUTY TO PROVIDE PUBLIC RECORDS

RELATING TO THIS AGREEMENT, CONTACT THE CUSTODIAN

OF PUBLIC RECORDS, Annette Hatch, CMC, City Clerk AT

386.601.0219, ahatch@debary.org 16 Colomba Road, DeBary, Fl.

32713

7.2. The Contractor acknowledges its legal obligation to comply with Section 119.0701, Florida

Statutes. The Contractor shall keep and maintain public records, as that phrase is defined in the

Florida Public Records Act, which would be required to be kept and maintained by the City of

DeBary to perform the scope of services. The Contractor shall comply with all requirements for

retaining public records and shall transfer, at no cost to the City of DeBary, all public records in

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Commodity Codes

• NAICS 336411Aircraft Manufacturing

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