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Home My WebLink AboutPR 24869: AUTHORIZING THE CITY MANAGER TO NEGOTIATE A CONTRACTBETWEEN THE CITY AND THE SELECTED COMPANY FOR FIREWORKS SERVICES City of nrt rthur � Texas www.PortArthurTx.gov INTEROFFICE MEMORANDUM Date: April 06, 2026 To: The Honorable Mayor and City Council Through: Ronald"Ron"Burton, City Manager From: Shanell Perkins, Assistant to the City Manager/Interim Director of HR RE: P.R. NO. 24869 — A resolution authorizing the City Manager to negotiate a contract between the City of Port Arthur and the selected company for fireworks services. Introduction: The intent of this Agenda Item is to seek the City Council's approval authorizing the City Manager to negotiate a contract for fireworks display and services for the City of Port Arthur's annual Fireworks Show on July 4, 2026. Background: The City of Port Arthur proudly hosts an annual Fourth of July fireworks show to bring the community together in celebration of Independence Day. This long-standing tradition provides residents and visitors with a safe,family-friendly event featuring a vibrant fireworks display and opportunities for community engagement. The event reflects the City's ongoing commitment to fostering civic pride, honoring the nation's heritage, and creating memorable experiences for citizens of all ages. In furtherance of this tradition,the City solicited competitive quotations from qualified vendors to provide a professional fireworks display for July 4, 2026, at approximately 9:00 p.m. on Pleasure Island. A total of three(3)bids were received from the following vendors: • Roar Over Texas, Houston, Texas • Sky Wonder Pyrotechnics, Houston, Texas • Illumination Fireworks Partners, Carrollton,Texas Two(2) of the submitted bids were identical in scope and pricing, each proposing a twenty(20) minute fireworks display for$30,000.00. Texas Local Government Code: Pursuant to Section 271.901(a) (b) and (c) of the Texas Local Government Code, when a municipality receives two or more identical lowest responsible bids, the governing body is required to award the contract to only one such bidder and reject all others. Because identical "Remember,we are here to serve the Citizens of Port Arthur" P.O.Box 1089 X Port Arthur,Texas 77641-1089 X 409.983.8101 X FAX 409.982.6743 bidders do not qualify for preferential selection based on residency,the statute requires selection by lot. This process must be conducted in accordance with the City Council's prescribed procedures and in its presence, with all qualified bidders or their representatives permitted to attend. Section 271.901(a) (b) and (c) of the Texas Local Government Code: (a) If a municipality or district is required to accept bids on a contract and receives two or more bids from responsible bidders that are identical, in nature and amount, as the lowest and best bids, the governing body of the municipality or district shall enter into a contract with only one of those bidders and must reject all other bids. (b) If only one of the bidders submitting identical bids is a resident of the municipality or district, the municipality or district must select that bidder. If two or more of the bidders submitting identical bids are residents of the municipality or district,the municipality or district must select one of those bidders by casting lots. In all other cases, the municipality or district must select from the identical bids by casting lots. (c) The casting of lots must be in a manner prescribed by the mayor of the municipality or the governing body of the district and must be conducted in the presence of the governing body of the municipality or district. All qualified bidders or their legal representatives may be present at the casting of lots. Budget Impact: The cost of the fireworks show shall not exceed $30,000.00.Funding for this contract is hereby appropriated from Account No. 001-01-005-5470-00-10-000, Project No. MA0066. Recommendation: Staff recommends that the City Council approve the resolution authorizing the City Manager to negotiate a contract with [SELECTED VENDOR] for the July 4, 2026, fireworks display. "Remember,we are here to serve the Citizens of Port Arthur" P.O.Box 1089 X Port Arthur,Texas 77641-1089 X 409.983.8101 X FAX 409.982.6743 P.R. 24869 SP-TNR 3/25/26 RESOLUTION NO. A RESOLUTION AUTHORIZING THE CITY MANAGER TO NEGOTIATE A CONTRACT WITH[VENDOR TO BE SELECTED BY CASTING OF LOTS]FOR JULY 4, 2026, FIREWORKS DISPLAY ON PLEASURE ISLAND; PROVIDING FOR THE SELECTION OF A VENDOR IN ACCORDANCE WITH SECTION 271.901 OF THE TEXAS LOCAL GOVERNMENT CODE, WITH A PROJECTED BUDGETARY IMPACT OF $30,000.00. ACCOUNT 001-01-005-5470- 00-10-000/PROJECT MA0066. WHEREAS, the City of Port Arthur solicited competitive quotes for a professional fireworks display to be conducted in celebration of Independence Day on July 4, 2026, at approximately 9:00 p.m. on Pleasure Island; and WHEREAS,the City received three(3)responsive bids from qualified vendors, including Roar Over Texas (Houston, Texas), Sky Wonder Pyrotechnics (Houston, Texas), and Illumination Fireworks Partners (Carrollton, Texas), as more particularly reflected in Exhibit "A" attached hereto; and WHEREAS, two (2) of the bids submitted were identical in scope, duration, and total price, each proposing a twenty (20) minute fireworks display in the amount of$30,000.00; and WHEREAS, Section 271.901 of the Texas Local Government Code requires that when a municipality receives two or more identical lowest responsible bids, the governing body must award the contract to only one such bidder and reject all others, with selection determined in accordance with the statutory procedures, including the casting of lots where applicable; and WHEREAS, none of the identical lowest bidders qualify for preferential selection under the residency provisions of Section 271.901(b), thereby requiring selection by the casting of lots in a manner prescribed by the City Council and conducted in its presence,with all qualified bidders or their representatives permitted to attend; and WHEREAS, upon completion of the lot-drawing process conducted in compliance with state law, was duly selected as the lowest responsible bidder; and WHEREAS, the City Council finds that the selected vendor is qualified to provide the required services and serves the best interests of the City, and that the City Manager is hereby authorized to negotiate a contract with the selected vendor; and Page 1 of 5 P.R.24869 SP-TNR 3/25/26 WHEREAS, funding for this expenditure is available in Account No. 001-01-005-5470- 00-10-000, Project No. MA0066. NOW,THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR,TEXAS: SECTION 1.The recitals and findings set forth in the preamble of this resolution are true and correct and incorporated herein for all purposes. SECTION 2. The City Council hereby authorizes the selection of , as determined by the casting of lots in accordance with Section 271.901 of the Texas Local Government Code, as the lowest responsible bidder for the July 4, 2026, fireworks display. SECTION 3. The City Manager is hereby authorized to negotiate a contract with the selected vendor for a twenty (20) minute fireworks display to be conducted on July 4, 2026, on Pleasure Island, in an amount not to exceed $30,000.00, the negotiated contract will be presented to the council upon finalization. SECTION 4. Funding for this contract is hereby appropriated from Account No. 001-01- 005-5470-00-10-000, Project No. MA0066. SECTION 5.All other bids not selected are hereby rejected in accordance with applicable law. SECTION 6. A copy of the caption of this Resolution shall be spread upon the official minutes of the City Council. READ,ADOPTED,AND APPROVED this the day of April, A.D. 2026 at a Regular Meeting of the City of Port Arthur,Texas by the following vote:AYES Mayor: Councilmembers: Noes: Charlotte M. Moses, Mayor ATTEST: Sherri Bellard,TRMC, City Secretary Page 2 of 5 P.R.24869 SP-TNR 3/25/26 APPROVED AS TO FORM: Roxann Pais Cotroneo, City Attorney APPROVED FOR ADMINISTRATION: Ronald "Ron" B' on, y Manager APPRO AS FOR AVAILABILITY OF FUNDS: Lyn Boswe 1, Director of Finance , &A(at,_ Clifton illiams, CPPB, Purchasing Manager Page 3 of 5 P.R.24869 S P-TN R 3/25/26 Exhibit A (Bid Tabulation) Page 4 of 5 ��- CITY OF PORT ARTHUR TEXAS I�'i Bid Tabulation (.i«vof 4TH of July Fireworks 2026 February 9, 2026 rr rih` '`— Q26-004 Roar Over Texas I Sky Wonder Pyrotechnics Illumination Description Houston, TX Houston, TX Carrollton, TX Fireworks 20 Minutes $30,000.00 $50,000.00 $30,000.00 Fireworks 30 Minutes $45,000.00 1 $75,000.00 $45,000.00 YOLAND4SCPION-GOVDEAUX 2/9/2026 Yolanda Scypion-Goudeaux, Purchasing Assistant Date Pagel of 1 1 CITY OF PORT ARTHUR !I,, QUOTE SHEET- REVISED City of - '' V\_ �: )�� (Specifications are attached) a1 ort rthut '� Texas 1 Date of Request: February 3, 2026 1 l 1 Department Requesting Quote: City Manager Bid Number: Q26-004 Services Needed: Fireworks for the City of Port Arthur II Quote Due Date& Time: Monday, February 9, 2026 by 2:00 P.M. 1 Delivery: Quotes are to be faxed to(409)983-8291, I E-mailed to Yolanda.goudeaux@oortarthurtx.tlov Delivered to the Purchasing Div.,2nd floor, City Hall. 1 11 Questions, please contact: Yolanda Goudeaux, Purchasing Assistant. I Yolanda.goudeauxr?a,portarthurtx.gov ITEM# DESCRIPTION COST i Fireworks for 20 minutes $ 30,000 45,000 1 2 Fireworks for 30 minutes $ 11 ROAR Over Texas, Inc. l as X,aabe.L Company Name Signature 1 i: Karissa Knebel (414)430-2181 1 Printed Name Phone 9734 Tucker Cypress Dr. Address Fax II Houston, TX 77095 sales@roarovertexas.com I ,. City,State,Zip E-mail ., 02/09/2026 Clifton Williams,Purchasing Manager er Date I4 i I E'I nu i s I II I1 L� . t SPECIFICATIONS INTRODUCTION AND BACKGROUND The City of Port Arthur would like to contract with a company to provide a Fireworks Display and Services for the City of Port Arthur on July 4,2026 at Nightfall (Approx. 9:00 p.m.)on Pleasure Island located at 520 Pleasure Pier Blvd, Port Arthur,TX. SCOPE OF SERVICES— The Contractor shall provide 20-30-minute aerial fireworks display at Pleasure Island and handle all setup, permitting,cleanup. 1.3G shells Max Burst Diameter(ft) 197 Maximum Height(ft)500 3" Assorted Platinum Shells-A w/Tail assorted effects 4" Brocade Assortment 4" Brocade Platinum Crown Crossette 5" Assorted Platinum Shells-A w/ tails 6" Assorted Shells w/tails assorted effects" Or equivalent the display would be 20 -30 minutes. The Contractor must be available to come back immediately for display if it rains out on the 4th of July. Display shall include a spectrum of styles and patterns. There should be no gaps of time between shells, good display pacing, multiple firing, tailed effect and a choreographed control of the display execution. The Contractor must provide information on the average pace i, of shells per minute.The contractor shall be responsible for the use of appropriate racks for each shell type,to ensure fire safety. The City of Port Arthur Fire Chief will have sole discretion as to the decision to fire shells based on inclement weather, wind,crowd issues, security, etc... Display presentation must be staffed and executed by trained and licensed personnel in pyrotechnics. II COMPLIANCE REQUIREMENTS-Contractor shall comply with the Texas Fire Prevention Code,NFPA 1123, and hold current Texas Pyrotechnic Operator licenses with required permits. EXPERIENCE AND QUALIFICATIONS- The quote must include firm background, licensed operators,display descriptions, safety procedures, and references. i AI z I.�. Y{� p i 1 CITY OF PORT ARTHUR I QUOTE SHEET- REVISED City of o, } (Specifications are attached) ort rtha — Texas I Date of Request: February 3,2026 , 1 t Department Requesting Quote: City Manager j Bid Number: Q26-004 Services Needed: Fireworks for the City of Port Arthur Quote Due Date & Time: Monday,February 9, 2026 by 2:00 P.M. Delivery: Quotes are to be faxed to(409) 983-8291, i E-mailed to Yolanda.goudeaux@portarthurtx.gov a i Delivered to the Purchasing Div.,2nd floor, City Hall. ii li, Questions, please contact: Yolanda Goudeaux, Purchasing Assistant. Yolanda.goudeaux(a,portarthurtx.gov ITEM# DESCRIPTION COST l Fireworks for 20 minutes $30,000 1 2 Fireworks for 30 minutes $45,000 II Illumination Fireworks Partners, LP Company Name Signature 111 I1i Andrew Schoffier 972.245.7976 j 1 11 IPrinted Name Phone • 1605 Crescent Circle, Suite 200 Address Fax Carrollton, TX 75006 Andrew.s@illuminationfireworks.com 1 City,State,Zip E-mail 2026-02-04 Clifton Williams,Purchasing Manager Date ; 4 j I L _ Document Ref:EXTTO-XVQZY-FVEQB-EUOZU 1 11 4 11 • SPECIFICATIONS INTRODUCTION AND BACKGROUND The City of Port Arthur would like to contract with a company to provide a Fireworks Display and Services for the City of Port Arthur on July 4, 2026 at Nightfall (Approx. 9:00 p.m.)on Pleasure Island located at 520 Pleasure Pier Blvd, Port Arthur, TX. SCOPE OF SERVICES— The Contractor shall provide 20-30-minute aerial fireworks display at Pleasure Island and handle all setup, permitting, cleanup. 1.3G shells Max Burst Diameter(ft) 197 Maximum Height(ft) 500 3" Assorted Platinum Shells-A w/Tail assorted effects 4" Brocade Assortment 4" Brocade Platinum Crown Crossette 5" Assorted Platinum Shells-A w/tails 6" Assorted Shells w/tails assorted effects" Or equivalent the display would be 20 • -30 minutes. The Contractor must be available to come back immediately for display if it rains out on the 4th of July. Display shall include a spectrum of styles and patterns. There should be no gaps of time between shells, good display pacing, multiple firing, tailed effect and a choreographed control of the display execution. The Contractor must provide information on the average pace of shells per minute. The contractor shall be responsible for the use of appropriate racks for each shell type,to ensure fire safety. The City of Port Arthur Fire Chief will have sole discretion as to the decision to fire shells f based on inclement weather,wind, crowd issues, security,etc... Display presentation must be staffed and executed by trained and licensed personnel in pyrotechnics. COMPLIANCE REQUIREMENTS-Contractor shall comply with the Texas Fire Prevention Code,NFPA 1123,and hold current Texas Pyrotechnic Operator licenses with required permits. F EXPERIENCE AND QUALIFICATIONS- The quote must include firm background, licensed operators, display descriptions, safety procedures, and • references. . I;! G'4 gP I... Document Ref:EXTTO-XVOZY-FVEO9-EUOZU