I. PURPOSE OF REQUEST
Apple Canyon Lake Property Owners Association (ACLPOA) is requesting proposals for the purpose of providing one community fireworks display for 2025. The displays will be held at Apple Canyon Lake on:

• 2025: July 5, 2025 (Rain date: July 6, 2025)

ACLPOA’s needs are outlined in the following Request for Quote ("RFQ"). The selected firm will be issued a 3-year contract for services.

I. TIME SCHEDULE
ACLPOA anticipates the following timeline:

• Issue RFQ: January 9, 2025
• Deadline for Submittal of RFQ's: February 10, 2025
• Notify Firm: by February 21, 2025

ll. BACKGROUND INFORMATION
ACLPOA is a property owners association located in the heart of Jo Daviess County in northwest Illinois, consisting of 2,743 lots surrounding a 450-acre lake. The fireworks show will be performed from the top of our dam, over the body of water where hundreds of boats gather to view the show. ACL’s annual fireworks display has been a long-standing tradition. It is the biggest weekend of the summer, when our members and their guests turn out to enjoy planned festivities and watch the beautiful display of fireworks over the lake. Designed as a community focused event, the fireworks display is planned around Independence Day, a nationally celebrated holiday with the intent to bring the community together. The fireworks display has been the centerpiece of Apple Canyon Lake’s Independence Day celebration since its inception.

lll. ACLPOA CONTACT PERSON
Melissa Medler, Communications & Recreation Manager
(815) 492-2769
[email protected]

IV. INSTRUCTIONS TO PROPOSERS

1. All proposals should be sent to: ACLPOA, 14A157 Canyon Club Drive, Apple River, IL 61001 OR emailed to [email protected]
2. All proposals must be in a sealed envelope and clearly marked in the lower left-hand corner: "RFP - ACL Fireworks Display - ATTN: Melissa Medler
3. All proposals must be received by 3:00 p.m. CST on February 10, 2025.
4. Proposals should provide a straightforward, concise description of provider capabilities to satisfy the requirements of the request. Special bindings, colored displays, promotional materials, etc. will be accepted. However, emphasis should be on completeness and clarity of content.
5. The Communications & Recreation Manager and General Manager will review the RFQs and notify all participating companies of either the acceptance or denial of their bid on Tuesday, February, 21 2025.

V. PROPOSAL SUBMISSION REQUIREMENTS
The following information is to be submitted as part of the proposal. Other material may be attached as appropriate, including documents related to any special features or services offered by the bidder. Letter of Introduction: The bidder shall include in this letter at least the following information:
1. A general overview of the bidder’s company.
2. The bidder’s experience with similar projects.
3. The names of the individuals who will be assigned to work on this project and their areas of responsibility.
A. Proposed Project Schedule: The bidder shall include a proposed outline of tasks, products and a full project schedule for the project. The estimated hours required to complete each task or product shall be given as part of the schedule.
B. Inclusive Budget: The bidder shall provide an all-inclusive budget for the project based on the proposed project schedule.
C. References: The bidder shall provide at least three references with contact names, addresses, cell phone numbers and email addresses, if available.
D. Complete Shell Count Sheets: The bidder shall provide a full schedule of the number of shells of each size to be shot during the opening, main body and finale of the show. Counts shall be itemized using the Count Sheet attached as Appendix A. This information shall include but not be limited to a definitive list of the size and number of shells to be fired as well as their origin, color and any unusual features they may have and any visuals and explanation that assist in describing the show. Should any Class “C” pyrotechnic devices be utilized, they shall be similarly itemized.

VI. SELECTION CRITERIA
A. ACLPOA shall use an evaluation matrix composed of the following components:a.
a. Cost (50 points): ACLPOA’s primary consideration will be the total number of shells received for the show’s budget.
b. Experience and Qualifications of the Firm (20 points): ACLPOA shall consider each firm’s prior experience with projects of a similar nature and scope as well as overall background and history.
c. References (20 points).
d. Length of the Show (5 points).
e. Overall Show Quality (5 points).

VII. COMPENSATION
A. Conditions of Payment: Payment by ACLPOA for services rendered shall only be made after the services have been successfully performed. The successful contractor shall submit to ACLPOA an itemized statement containing the cost of materials, labor (as itemized by employee) and other miscellaneous charges.
B. Cancellation/Rain date Policy: In the event of any weather-related circumstances which significantly delay or cancel the display on the designated day, the rain date for the scheduled event will be used.

VIII. TERMS AND CONDITIONS.
A. Right to Reject Any and All Proposals: ACLPOA reserves the right to reject any and all proposals, and to waive minor irregularities in any proposal.
B. Clarification of Information: ACLPOA reserves the right to request clarification of information submitted and to request additional information from any proposer.
C. Right to Award Contract to Next Most Qualified Contractor: ACLPOA reserves the right to award any contract to the next most qualified contractor, if the successful contractor does not execute a contract within thirty (30) days after the award of the proposal.
D. Withdrawal of Proposals: Any proposal may be withdrawn up until the date and time set above for opening of the proposals. Any proposal not so timely withdrawn shall constitute an irrevocable offer, for a period of ninety (90) days to sell to ACLPOA, the services described in the attached specifications, or until one or more of the proposals have been approved by ACLPOA administration, whichever occurs first.
E. Amendments to Scope of Services: ACLPOA may elect to amend the scope of services of the contract at any time. If any order causes an increase or decrease in the cost of or time required for the performance of any part of the work under the contract, an equitable adjustment shall be made in the contract price or delivery schedule, or both, and the contract shall be modified in writing accordingly. However, the successful bidder is not obligated to comply with any order unless and until the parties reach agreement as to an equitable adjustment, and same shall be reflected as an amendment to the contract.
F. Continuation of Contract: The continuation of any financial obligation beyond ACLPOA’s current fiscal year (January 1 through December 31) is subject to and contingent upon sufficient funds being appropriated, budgeted or otherwise made available by ACLPOA. ACLPOA may terminate the entire contract or portions thereof and the contractor waives any and all claims for damage, effective immediately upon receipt of notice, if for any reason ACLPOA’s funding is not appropriated, withdrawn or limited.
G. Technical Conditions: The successful contractor shall be required to follow the technical fireworks display guidelines established by ACLPOA and the Jo Daviess County Fire Marshall. The guidelines for the ACLPOA display shall include but not be limited to the following:
1. The display must comply with the National Fire Protection Association Code (NFPA) 1123, Code for Fireworks Display.
2. The display shall not contain any shell larger than six (6) inches in accordance with the distant requirements of the National Fire Protection Association Code (NFPA) 1123, Code for Fireworks Display.
3. Reloads are not permitted.
4. The contractor must complete a site visit with the Scales Mound Fire Protection District and ACLPOA prior to execution of the contract.
5. Any additional requirements as decided by the Fire Marshall.

IX. SCOPE OF SERVICES
ACLPOA anticipates that the successful contract shall perform each of the following services:
1. The contractor shall be prepared to hold the display at around 9:25 p.m. on the specified dates at Apple Canyon Lake Property Owners Association, Apple River, Illinois.
2. The full display should no less than 25 minutes and no longer than 30 minutes.
3. The fireworks display shall be continuous with gaps no greater than ten (10) seconds between successful firing of fireworks.
4. The contractor shall provide all necessary cleanup of combustible materials and/or shells before and following the display.
5. Majority of shells shall be in the 4” to 6” size range (including candles/fountains). Maximum size of the shells shall not exceed the measured capability of the site (according to National Fire Protection Association (NFPA) Standard 1123 and Dayton Fire Department modification of 75 feet per inch of mortar diameter to 100 feet).

X.INDEMNIFICATION
Contractor shall indemnify and defend the ACLPOA and its elected officials, officers, employees and agents from and against all claims, losses, damages, and expenses (including reasonable attorneys’ fees) of whatsoever kind and nature, to the extent that such claims, losses, damages, or expenses are caused by or arise out of the performance or non-performance of this Agreement and/or the acts, omissions, or conduct of Contractor and its agents, employees, contractors, sub-contractors and representatives in undertaking and performing the Services. This Article shall survive early termination or expiration of this Agreement.

XI.INSURANCE
During the term of this Agreement, Contractor shall maintain, at its sole cost and expense, no less than the following insurance issued by an insurance company authorized to conduct business in the State of Illinois and having an “A” rating or better by A.M. Best:
1.General Liability Insurance, having a combined single limit of $10,000,000.00 for each occurrence and $10,000,000.00 in the aggregate. Primary along with Umbrella/Excess policies acceptable
2.Contractor also shall maintain Workers’ Compensation Insurance in such amounts as required by law for all
Employees.
Current certificates of insurance for all policies and concurrent policies required to be maintained by Contractor
pursuant to this Article shall be furnished to the ACLPOA. General Liability, Umbrella/Excess insurance policies, shall name ACLPOA, its elected officials, officers, agents, employees, and volunteers as additional insureds, on a primary noncontributory basis. All policies will provide a waiver of subrogation in favor of ACLPOA. All policies of insurance shall contain a provision requiring a minimum of thirty (30) days advance written notice to the ACLPOA in the event of cancellation or diminution of coverage.

Please download and complete "Apendix A - The Complete Shell Count Sheet" or provide a similar sheet with any quotes submitted.