Annual Fireworks Display

CITY OF
HENDERSONVILLE
101 MAPLE DRIVE NORTH
HENDERSONVILLE, TN 37075
REQUEST FOR BIDS
PROJECT NAME:
Annual Fireworks Display
ISSUE DATE: October 2, 2026
QUESTIONS DUE: October 9, 2026 AT 1:00 PM
ADDENDUM POSTED (IF NEEDED): October 13, 2026
SUBMITTALS DUE: October 16, 2026 AT 10:00 AM
BID NO. 27-0015
JAMIE CLARY, MAYOR
CITY OF HENDERSONVILLE
PARKS DEPARTMENT
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City of Hendersonville
Parks Department
PROJECT NAME:
Annual Fireworks Display
TABLE OF CONTENTS
DESCRIPTION: PAGE NUMBER:
Request for Bids 1
Table of Contents 2
Invitation to Bid 3
Bid Submittal Checklist 4
Bidding Instructions 5 - 7
General Conditions 8 - 11
Specifications 12
Bid Proposal Submittal Form 13
Bid Proposal Submittal Pricing Sheet 14
Indemnification Agreement 15
Bid References 16
Title VI Compliance 17
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INVITATION TO BID
The City of Hendersonville is accepting sealed bids for the following Annual Fireworks Display.
Specifications may be obtained by email request to Andy Gilley with the Parks Department at
agilley@hvilletn.org or by paper copy from the Finance Department, Hendersonville City Hall, 101
Maple Drive North, Hendersonville, TN 37075.
Bids must be submitted by October 16, 2026, for the opening at 10:00 AM (CST), at which
time they will be opened in the Conference Room 3 at Hendersonville City Hall, 101 Maple Drive
North, Hendersonville, Tennessee 37075.
The City reserves the right to reject any and all bids and to waive informalities as permitted by
applicable law.
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BID SUBMITTAL CHECKLIST
Project Name: Annual Fireworks Display
Solicitation Number: 27-0015
Company Name:
The Bidder is responsible for ensuring that all required documents are submitted with its response.
Failure to provide required documentation may result in the response being deemed nonresponsive.
Please check all items included with your submission.
Completed and Signed Bid Submittal Checklist
Completed Bid Proposal Submittal Form
Completed and Signed Bid Proposal Submittal Pricing Sheet
Completed, Signed, and Notarized Indemnification Agreement - Attachment I
Acknowledgment of All Addenda Issued, if any
Proof of Insurance or Evidence of Insurability meeting or exceeding the requirements of the Bid
requirements
Completed Qualifications and Equipment Information, as required under the Bidding Instructions
Custom Fireworks Display Portfolio demonstrating the Bidder's history and experience in
Pyrotechnics
References as indicated on Specifications - Attachment II
Copies of current applicable fireworks licenses, certifications, registrations, and credentials
required under the Bidding Instructions
Title VI Compliance Form (Voluntary - Not Required for Submission or Evaluation)
CERTIFICATION
The undersigned certifies that this checklist has been reviewed and that all required documents have
been included in the submission. The Bidder understands that submission of this checklist does not
relieve the Bidder of responsibility for complying with all requirements contained in the solicitation,
including any applicable federal funding requirements, certifications, or contract provisions that may
become applicable to this project.
Authorized Representative:
Title:
Signature: Date:
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BIDDING INSTRUCTIONS
Sealed bids will be received by the City of Hendersonville Finance Department for furnishing all
materials, labor, freight, delivery, unloading, setup, preparation, execution and clean-up necessary
to provide a full-service fireworks display for the City of Hendersonville Freedom Fest held
annually on July 3rd at Drakes Creek Park, in the City of Hendersonville City Limits.
Copies of the specifications and contract documents may be examined and obtained at the
Finance Department, located at Hendersonville City Hall, 101 Maple Drive North, Hendersonville,
Tennessee 37075.
For further information, contact, Andy Gilley, Parks and Recreation Director, at
agilley@hvilletn.org.
BIDDING REQUIREMENTS
1) Bid proposals will be received by the City of Hendersonville Finance Department,
located at Hendersonville City Hall, 101 Maple Drive North, Hendersonville,
Tennessee 37075, no later than 10:00 AM on October 16, 2026 Bids must be submitted
in the format shown below. Bids received after this time and/or bids improperly submitted
shall be returned to the bidder unopened. Telegraphic bids will not be accepted.
2) The following information shall be clearly noted on the outside of the bid package:
1.) Project Name: Annual Fireworks Display
2) Bid Number: 27-0015
3.) Bidder's Name:
4.) Business Address:
5.) Business Telephone:
6.) Bidder's Email:
3) INDEMNIFICATION AGREEMENT
Bidder shall complete, sign, and notarize the Indemnification Agreement (Attachment I)
included with this solicitation and submit the completed form with its bid. The completed
Indemnification Agreement shall be considered part of the Bidder's submission and, if
awarded, shall become part of the resulting Agreement. Failure to submit the completed
and signed Indemnification Agreement with the bid shall render the Bid non-responsive.
4) LICENSES, PERMITS, CERTIFICATIONS, AND OTHER AUTHORIZATIONS
The Bidder shall be properly licensed, registered, certified, and authorized to provide the
Fireworks Display and shall comply with all applicable federal, state, and local laws,
regulations, permits, and licensing requirements.
The Bidder shall provide copies of all current applicable licenses, certifications,
registrations, and other credentials required to perform the Fireworks Display, including,
as applicable.
a. State of Tennessee Business License/Registration. The successful Bidder shall
maintain a current Tennessee business license, registration, or other authorization
required to conduct its business in the State of Tennessee.
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b. City of Hendersonville Business License. The successful Bidder shall obtain and
maintain a valid City of Hendersonville business license, if required by applicable
City ordinances and regulations, prior to beginning any work or providing
services under this Contract.
c. Tennessee Fireworks Exhibitor License. The successful Bidder shall maintain a
current Tennessee State Fire Marshal's Office (SFMO) Fireworks Exhibitor
License authorizing the Bidder to perform and/or supply fireworks for professional
outdoor fireworks displays.
d. Tennessee Fireworks Operator License/Certification. The successful Bidder
shall provide an appropriately licensed/certified Tennessee fireworks display
operator for each Fireworks Display.
e. Tennessee Fireworks Display Permit. The successful Bidder shall obtain the
required Tennessee State Fire Marshal's Office Fireworks Display Permit for each
applicable Fireworks Display and shall be responsible for all permits, fees,
applications, supporting documentation, and other requirements assigned to the
exhibitor or operator under applicable law, unless otherwise directed by the City.
f. Federal Explosives License/Authorization. The successful Bidder shall maintain
any federal explosives license, permit, or authorization required by the Bureau of
Alcohol, Tobacco, Firearms and Explosives (ATF) for the acquisition, possession,
transportation, storage, or use of fireworks and explosive materials associated
with the Fireworks Display.
g. Transportation and U.S. Department of Transportation Requirements. The
successful Bidder shall comply with all applicable U.S. Department of
Transportation requirements for the transportation of fireworks and explosive
materials, including requirements applicable to vehicles, drivers, hazardous
materials, packaging, labeling, documentation, and transportation procedures.
h. American Pyrotechnics Association (APA) Accreditation. The successful
Bidder shall maintain current American Pyrotechnics Association accreditation, if
required by applicable law, regulation, or the Bidder's licensing or permitting
requirements.
i. Other Required Authorizations. Any other licenses, certifications, registrations,
permits, or authorizations required by applicable federal, state, or local law or
regulation to perform the Fireworks Display.
j. Tennessee Fireworks Law and State Fire Marshal Requirements. The Bidder
shall comply with all applicable requirements of Tennessee law and the Tennessee
State Fire Marshal's Office governing the possession, transportation, storage,
handling, setup, and discharge of fireworks.
Bid Submission of Licensing Documentation: Bidder shall submit copies of all current
applicable licenses, certifications, registrations, and other credentials required under this
section with its bid. The specific Tennessee State Fire Marshal's Office Fireworks Display
Permit for each annual July 3 display is not required to be submitted with the bid and shall
be obtained prior to the applicable Fireworks Display as required by the Tennessee State
Fire Marshal's Office.
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The successful Bidder shall maintain all licenses, certifications, permits, and other
authorizations required by applicable federal, state, and local laws and regulations
throughout the term of the Contract and through completion of each Fireworks Display.
The successful Bidder shall provide updated copies or other evidence of required licenses,
certifications, permits, and authorizations to the City upon request or when required prior
to a Fireworks Display.
5) QUALIFICATIONS AND EQUIPMENT
The Bidder shall provide sufficient information with its bid to demonstrate its experience
and ability to safely and successfully perform the Fireworks Display.
The Bidder shall provide a description of the equipment, resources, and personnel it
anticipates using to perform the work, including information sufficient to demonstrate its
ability to safely and successfully conduct the Fireworks Display.
The Bidder shall provide examples of prior fireworks displays.
6) REFERENCES
Bidder shall provide the following references with its bid packet submission, as indicated
on Attachment II - References:
a. Three (3) municipalities; and
b. One (1) non-government venue for which the Bidder has provided a successful
fireworks display program for a minimum of five (5) years.
7) Contract/Project Administration: The Parks and Recreation Director, or their designated
representative(s), shall serve as the owner's representative. All requests, correspondence
and submittals pertaining to this contract shall be addressed, in writing, to the attention
of:
Andy Gilley, Director
Parks and Recreation Department
101 Maple Drive North
Hendersonville TN 37075
8) The City reserves the following rights:
Waive any informalities;
Reject any or all bids;
Award the contract to the bidder that best meets the needs of the City of
Hendersonville in accordance with the solicitation and applicable law; and
9) The cost of required insurance is not a separate bid item and shall be included within the
bid at an appropriate rate applied to all items.
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GENERAL CONDITIONS
A. VENDOR'S DUTIES
The successful Bidder shall furnish all labor, materials, equipment, transportation,
supervision, permits, licenses, certifications, insurance, and other items necessary to provide
a complete Fireworks Display.
The successful Bidder shall comply with all applicable federal, state, and local laws,
ordinances, regulations, fire and safety requirements, and applicable standards governing
fireworks displays.
Any proposed substitution or deviation from the specifications after award shall require
prior written approval from the City of Hendersonville.
The Vendor shall immediately notify the City in writing upon discovery of any conflict
between the specifications and the products or equipment proposed or furnished.
B. MATERIALS
All fireworks and ancillary equipment supplied by the Vendor shall be new, unused and of the
type, quality and character specified in the bid documents.
Annual customization requests by the City should also be welcomed by the Vendor to discuss,
if such will fit within the confines of the Contract. Furthermore, any customizations that are
outside of the scope of the active Contract, will require a mutually, signed Amendment to said
Contract, to make such changes to the Freedom Fest Show.
Products or equipment that do not conform to specifications may be rejected by the City and
shall be replaced by the Vendor at the Vendor's expense.
C. CONTRACT DURATION
The initial Contract shall be for a one-year period and shall cover the Annual Fireworks
Display scheduled for July 3, 2027.
Amendment Clause: Following the initial Contract period, the City may, at its option, extend
the Contract for up to four (4) additional one-year periods. Each amendment period shall
cover one (1) July 3 Fireworks Display and shall correspond with the City's fiscal year (July 1
- June 30).
The Vendor shall notify the City in writing by the end of February of its intent to extend the
Contract and shall provide proposed pricing and any other proposed changes to products or
services for the upcoming July 3 display.
Each extension shall be subject to mutual written agreement and execution by both the City
and the Vendor. Price increases shall be subject to the limitations set forth in Section E - Unit
Prices.
D. DISPUTES
For this contract, all disputes arising from this contract, or its interpretation shall be
submitted in writing to the Andy Gilley, Parks and Recreation Director at
agilley@hvilletn.org. The Parks Director's decision shall be final.
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E. UNIT PRICES
The Bidder's pricing shall include all costs necessary to furnish and deliver all products and
services related to provide the complete Fireworks Display in accordance with the Bid
Documents.
Unless specifically identified as an optional item on the Bid Proposal Submittal Pricing Sheet,
all costs associated with freight, delivery, unloading, setup, preparation, execution, and clean-
up related to the complete Fireworks Display shall be included in the bid price.
Price Adjustments: During the duration of the Contract, any potential price increases will
need to be agreed upon by the Vendor and the City prior to each renewal period. Additionally,
any adjustments made to the show regarding length of the program, or products used, should
be negotiated at the time of annual Contract renewal.
The Vendor may request an annual increase of up to three percent (3%) of the prior year's
Complete Fireworks Display. These projected amounts should be reflected on new Bid
Proposal Sheets for each 1-year of renewal to the Contract. This form will be furnished by the
City to the Vendor and will stand as an Amendment to the Contract.
Deposit and Final Invoices: The Vendor may request a deposit of up to twenty-five percent
(25%) of the total package price. Any approved deposit shall be paid in accordance with the
City's standard payment terms. The remaining seventy-five percent (75%) shall be invoiced
following completion of the annual Freedom Fest Fireworks Display on July 3 and paid in
accordance with the City's standard payment terms.
F. INSURANCE REQUIREMENTS
The successful Bidder shall procure and maintain, at its own expense, all insurance required
by applicable federal and state law and the City's standard insurance requirements for the
duration of the Contract and for each Fireworks Display.
Worker's Compensation: $1,000,000
Employer's Liability:
Each accident: $1,000,000
Disease, policy limit $1,000,000
Disease, each employee $1,000,000
General Liability: $1,000,000
Each occurrence: $1,000,000
Aggregate: $2,000,000
Automobile Liability: $1,000,000
Professional Liability: (For professional services only, if applicable)
Each claim: $1,000,000
Aggregate: $2,000,000
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Prior to commencement of work and upon request by the City, the successful Bidder shall
provide a Certificate of Insurance evidencing the required coverage.
The successful Bidder shall also provide any additional certificate or evidence of insurance
required by the Tennessee State Fire Marshal's Office for the applicable Fireworks Display
Permit.
The successful Bidder shall provide evidence of insurance required coverage for each annual
Fireworks Display throughout the term of the Contract.
G. PAYMENT TO THE VENDOR
The Vendor shall as soon as practical, after final acceptance by the City, submit an invoice for
work done and the value thereof. The invoice shall contain the following information:
Purchase order number, location of work, quantities of each item in place, cost of each unit of
work, and total amount due, on the Vendor's invoice form. Final quantities for each individual
work assignment shall be checked, approved, and signed by the Parks Director and/or an
official representative of the City of Hendersonville. After such approval, the City of
Hendersonville shall pay, or cause to be paid the Vendor, in the manner provided by law, the
entire sum so found to be due hereunder.
H. GENERAL
Time for Completion: The successful Bidder shall provide all pyrotechnic and related services
necessary to successfully execute the City's annual Freedom Fest Fireworks Display on July 3,
in accordance with the requirements of this Bid and the resulting Contract. The Vendor shall
coordinate and perform all required work in a timely manner and maintain sufficient qualified
personnel, equipment, and resources to complete the Fireworks Display safely and in
accordance with the approved schedule.
The City reserves the right to reject all or portions of any project which contains defective
materials and/or workmanship or otherwise fails to conform to the specifications. Final
inspection of the materials and workmanship shall be made as promptly as practicable;
however, failure to inspect and accept or reject materials or workmanship shall not impose
liability on the City of Hendersonville for such materials or workmanship which are not in
accordance with the specifications. Prior approval must be obtained in the event necessity
requires the use of materials or supplies not conforming to the specifications. Payment may
be made at a proper adjustment in price.
Protection of Persons and Property: The Vendor shall be responsible for taking all necessary
precautions and exercising appropriate care and diligence to prevent injury to persons and
damage to property in connection with the performance of the Contract. The Vendor shall
comply with all applicable federal, state, and local laws, regulations, permits, licensing
requirements, and safety requirements applicable to the Fireworks Display.
The Vendor shall be responsible for the safe handling, transportation, setup, preparation,
execution, and cleanup of the Fireworks Display and shall provide qualified personnel,
including appropriately licensed or certified fireworks display operators, as required by
applicable law and the Tennessee State Fire Marshal's Office.
Prior to each Fireworks Display, the Vendor shall provide the City with the name and
applicable license or certification information for the fireworks display operator(s) who will
conduct the display.
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