Drone Show Production Services   Amendment 1

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March 11, 2026
RAMP ID #228449

March 11, 2026
Prospective Consultants:
SUBJECT: REQUEST FOR PROPOSALS FOR DRONE SHOW PRODUCTION SERVICES
The City of Los Angeles Harbor Department (Harbor Department) invites the submittal
of proposals to provide municipal scale outdoor evening drone shows lor large crowds at
public events. These services shall commence after a contract is approved by the Executive
Director of the Harbor Department.
Instructions and forms to be used in preparing the proposal are found in the information
included in the Request for Proposals (RFP).
The schedule for this RFP will be as follows:
Request for Proposals Published Wednesday, March 11, 2026
Questions Due Thursday, March 25, 2026
Response Posted Wednesday, April 8, 2026
Proposals Due Thursday, April 23, 2026
If your firm cannot agree to the requirements exactly as set forth in this RFP,
please do not submit a proposal.
For questions regarding this RFP, please contact me by email at fansley@portla.org.
Questions must be submitted by March 25, 2026. Responses will be posted on the Harbor
Department's website and the Regional Alliance Marketplace for Procurement (RAMP), at
www.rampla.org, on April 8, 2026. It is the responsibility of all proposers to review both
websites for any RFP revisions or answers to questions prior to submitting a proposal in order
to ensure their proposal is complete and responsive.
In addition to providing information requested in this RFP, it should be noted that there
are administrative documents that must be submitted with the proposal. Please refer to the
Business Enterprise Programs and Contract Administrative Requirements section of this RFP.
In order for your proposal to be deemed responsive, these documents MUST be
included with your proposal.
All consultants and subconsultants must be registered on RAMP at the time proposals
are due. If selected for award, for-profit companies and corporations must comply with RAMP's
demographic reporting requirements, per the Mayor's Executive Directive 35.
Sincerely,
FELICIA ANSLEY
Assistant Director, Contracts and Purchasing Division
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TABLE OF CONTENTS
1. INTRODUCTION ..................................................................................................................... 5
1.1 Brief Overview of the Project ............................................................................................................ 5
1.2 The Port of Los Angeles ................................................................................................................... 5
1.3 The Community Relations Division ................................................................................................... 5
2. PROJECT DESCRIPTION ...................................................................................................... 6
2.1 Project Goals and Objectives ........................................................................................................... 6
2.2 Project Scope of Work ...................................................................................................................... 7
3. PROPOSAL REQUIREMENTS ............................................................................................... 8
3.1 Proposal Questions .......................................................................................................................... 8
3.2 Proposal Submission ........................................................................................................................ 8
3.3 Evaluation Process and Selection Criteria ....................................................................................... 9
3.4 Proposal Content .............................................................................................................................. 9
3.5 Checklist for RFP Submittal Requirements .................................................................................... 13
4. STANDARD CONTRACT PROVISIONS ............................................................................... 14
4.1 Affirmative Action ............................................................................................................................ 14
4.2 Small/Very Small Business Enterprise Program ............................................................................ 14
4.3 Business Tax Registration Certificate ............................................................................................. 14
4.4 Indemnity and Insurance Requirements ......................................................................................... 15
4.5 Conflict of Interest ........................................................................................................................... 19
4.6 Compliance with Applicable Laws .................................................................................................. 20
4.7 Governing Law / Venue .................................................................................................................. 20
4.8 Termination Provision ..................................................................................................................... 20
4.9 Proprietary Information ................................................................................................................... 20
4.10 Trademarks, Copyrights, and Patents ............................................................................................ 21
4.11 Confidentiality ................................................................................................................................. 21
4.12 Notices ............................................................................................................................................ 21
4.13 Termination Due to Non-Appropriation of Funds ............................................................................ 21
4.14 Taxpayer Identification Number ...................................................................................................... 22
4.15 Service Contractor Worker Retention Policy and Living Wage Policy Requirements .................... 22
4.16 Wage and Earnings Assignment Orders/Notices of Assignments ................................................. 22
4.17 Equal Benefits Policy ...................................................................................................................... 23
4.18 State Tidelands Grants ................................................................................................................... 23
4.19 Contract Solicitations Charter Section 470 (c) (12) ........................................................................ 23
4.20 Recordkeeping And Audit Rights .................................................................................................... 24
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ATTACHMENTS / EXHIBITS
Exhibit A - Affirmative Action Program Provisions
Exhibit B - Small/Very Small Business Enterprise Program
Exhibit C - Business Tax Registration Certificate (BTRC) Number
Exhibit D - Equal Benefits Ordinance
Exhibit E - RFP Selection Evaluation Form
Exhibit F - City Ethics Commission (CEC) Forms 50 and 55
Attachment 1 - Additional Drone Operator Requirements
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1. INTRODUCTION
1.1 Brief Overview of the Project
The Community Relations Division is soliciting proposals from qualified companies
to provide municipal scale outdoor evening drone services for large crowds at public
events.
The duration of the contract awarded as a result of this RFP is expected to be one
year from the date of execution of the agreement. These services shall commence after a
contract is approved by the Executive Director. The number of drone shows during the one
year agreement period depends on the rates and fees of the selected Consultant, as well
as the needs of the Harbor Department.
1.2 The Port of Los Angeles
The Port of Los Angeles is America's Port(R), the nation's premier gateway for
international commerce and the busiest seaport in the Western Hemisphere. Located in
San Pedro Bay, 25 miles south of downtown Los Angeles, the Port encompasses 7,500
acres of land and water along 43 miles of waterfront.
The Port features both passenger and cargo terminals, including cruise, container,
automobile, breakbulk, dry and liquid bulk, and warehouse facilities that manage billions of
dollars' worth of cargo each year. One of the world's busiest seaports and leading gateway
for international trade in North America, the Port of Los Angeles has ranked as the number
one container port in the United States each year since 2000. In 2025, the Port handled a
total of 10.2 million container units.
The Port of Los Angeles is a department of the City of Los Angeles (also known as
the Los Angeles Harbor Department) and is governed by the Los Angeles Board of Harbor
Commissioners, a panel appointed by the Mayor of Los Angeles. Although the Port is a
City department, it is not supported by City taxes. Operating as a landlord port with more
than 200 leaseholders, the Port instead generates its revenues from leasing and shipping
service fees. The Port's jurisdiction is limited to the Harbor District, which includes property
in San Pedro, Wilmington, and Terminal Island.
1.3 The Community Relations Division
The Community Relations Division is responsible for outreach programs to engage
community members, students, civic groups, business groups, and other stakeholder
audiences throughout Southern California. The Division manages Port-hosted and Port-
sponsored events, community outreach programs, educational programs, advertising, and
marketing support activities.
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2. PROJECT DESCRIPTION
2.1 Project Goals and Objectives
The Port of Los Angeles plays an integral role in facilitating meaningful engagement
with the local and greater Los Angeles community, as well as with local and global industry
stakeholders. We are committed to educating people - from locals to those across the
globe - about our operations and creating opportunities and events to bring visitors to the
LA Waterfront and experience the Los Angeles Harbor in person.
Throughout the calendar year, the Port of Los Angeles hosts a variety of outdoor
community events, such as:
* Cars & Stripes Forever!
* LA Fleet Week
* Lunar New Year
Many Harbor Department-hosted or Harbor Department-sponsored events have
included large fireworks displays, both land-based and water-based. On May 25, 2023, the
Los Angeles Regional Water Quality Control Board adopted Order number R4-2023-0180
("Order"). This Order introduced new permitting and reporting procedures for the public or
entities wishing to conduct fireworks displays over a body of water, beginning with events
held on July 4, 2023 and thereafter.
In an effort to move towards more environmentally sustainable entertainment
options, the Harbor Department's Community Relations Division is seeking proposals from
qualified companies to provide municipal scale drone show production services as an
alternative to traditional fireworks displays.
The Harbor Department's expectation is that the company selected will have
experience with producing drone shows, be knowledgeable about the industry's guidelines
and regulations, and already hold state and federal licenses, permits and/or certifications
required in order to operate such events. Specific safety and operational standards are
outlined in Attachment 1 of the RFP, "Additional Drone Operator Requirements".
As drone shows are part of a rapidly growing industry, the Harbor Department does
not have specific preferences or expectations regarding show design or technology.
Proposers are encouraged to provide examples and details about their drone show
capabilities, including any additional outdoor entertainment options they can offer. The
specific facilities, areas, or locations for the drone shows may vary based on event needs.
Show themes will differ depending on the occasion (e.g., 4th of July, LA Fleet Week, Lunar
New Year). Collaboration between the selected Consultant and the Community Relations
Division's designated event coordinators will occur via e-mail, phone, and/or in-person site
visits. The selected Consultant will be granted access to any required facilities.
The Harbor Department will include the selected Consultant on the Internal
Temporary Entry and Use Permit (I-TEUP) for Port of Los Angeles Events. Their firm will
not be required to obtain a separate TEUP, as they will be added as a partner on the I-
TEUP. All other non-City permit fees will be paid by the Consultant.
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2.2 Project Scope of Work
The selected Consultant will be responsible for the following:
1. Set up and perform custom Drone Show ("Show") at a date, time, and location
agreed upon with the Community Relations Division of the Harbor Department;
2. Provide pricing or pricing ranges for shows for 250, 500, 750, or 1,000 drones (or
what show lengths you offer in the 15 to 25 minute range).
3. Provide per-minute pricing should the shows require additional time;
4. Provide pricing for smaller shows, added special effects, as well as larger
"municipal" scale shows;
5. Provide pricing for daytime drone shows if they differ from nighttime shows;
6. If applicable, provide pricing for drone show that display specific imagery (logos,
images, etc.) and include music pricing, if that is an additional cost;
7. Produce all shows from the staging site agreed to by the Harbor Department and
the Consultant;
8. Deliver, store, set-up, and clean-up of all drone materials and/or related equipment;
9. Provide all equipment to produce the Show;
10. Provide choreography and music soundtrack for the Show;
11. Obtain any necessary licenses to perform music selections chosen as part of the
soundtrack for the Show, and provide copies of all such licenses to the Harbor
Department ten (10) calendar days prior to the Show date;
12. Obtain all necessary licenses or permits required to perform the proposed shows
from Local, State and Federal agencies, and provide copies of all such licenses and
permits to the Harbor Department; and
13. Provide services of a State of California licensed and/or FAA licensed drone
operator and experienced crew to execute Show.
The Contractor must also comply with the requirements referenced in Attachment 1 of this
RFP, "Additional Drone Operator Requirements".
The Harbor Department will be responsible for the following:
1. Provide a landside staging site;
2. Provide Consultant a minimum of 30 calendar days notification prior to the show
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date for land-based shows*;
3. In the event of a multiple day setup, provide security at the staging site when
Consultant is not present;
4. Provide parking for Consultant's team, near or adjacent to the staging site;
5. Provide suitable restroom and handwashing facilities for the crew;
6. Provide sufficient access to the staging site for Consultant to setup, execute, and
remove related equipment and materials;
7. Provide sound system and playback equipment; and
8. Provide payment for Los Angeles City Fire Department standby firefighter fees, if
any.
*If more than 30 days are required, the selected Consultant can negotiate a longer lead
time with the Department as it pertains to the procurement of required permits and/or
licenses.
3. PROPOSAL REQUIREMENTS
3.1 Proposal Questions
All questions regarding this RFP must be submitted, in writing, exclusively to Felicia
Ansley, the Contract Administrator, at fansley@portla.org by no later than 3:00 p.m. Pacific
Time on Thursday, March 25, 2026.
Attempts to contact any other Harbor Department employee or members of the
Board of Harbor Commissioners, either directly or through third-parties acting for or on the
proposer's behalf, may be presumed to constitute efforts to bias or influence the
competitive process with information not detailed in the RFP and not available on an equal
basis to all proposers. Accordingly, such attempts shall constitute grounds to disqualify the
proposer undertaking them. Any information provided by the Contract Administrator to one
proposer in response to questions shall be provided to all proposers.
3.2 Proposal Submission
One (1) digital copy of your proposal, as one complete file in .pdf format, must
be submitted on or before 3:00 p.m. Pacific Time on Thursday, April 23, 2026 to:
fansley@portla.org
Subject: Drone Show proposal
Proposers solely are responsible for the timeliness of their submittals. As such,
proposers are cautioned to budget adequate time to ensure that their proposals are
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electronically delivered (not just sent) before the 3:00 p.m. deadline set forth above.
By submitting a proposal, proposers certify that such proposal constitutes their full
and complete written response to the RFP and evidences their acknowledgement that
additional written material outside of such proposal shall not be considered by the City in
connection with this RFP, unless the City provides a written request that they submit
additional written materials. Absent such written request, proposers are instructed to not
submit to the City written or other materials outside of the proposal, either in a subsequent
interview or otherwise.
3.3 Evaluation Process and Selection Criteria
All proposals meeting the requirements of this RFP shall be reviewed and rated by
an evaluation committee according to the following criteria: 1) firm qualifications,
experience, and references; 2) personnel and staffing; 3) project approach, work plan and
project management; 4) rates and fees, and 5) clarity and comprehensiveness of the
proposal. See Exhibit E.
Selected proposers may be contacted to arrange in-person interviews with the
evaluation committee. The evaluation committee will make the final recommendation for
selecting the consultant. All recommendations are subject to the approval of the Director of
the Community Relations Division and the Executive Director of the Harbor Department.
Proposers are advised that all documentation submitted in response to this RFP will
be considered property of the Harbor Department and may become available to the public
as a public record and be released without further notification. Any information that the
proposer considers confidential should not be submitted with the proposal.
The right to reject any and all proposals shall, in every case, be reserved, as shall
the right to waive any informality in the proposal when to do so would be to the advantage
of the City.
3.4 Proposal Content
The following items shall be included in your proposal:
1. Cover Transmittal Letter
Provide a narrative addressed to the Evaluation Committee which introduces the
firm and team highlighting the special strengths of the firm to perform the work requested
in this RFP. The letter should be signed by an authorized principal of the proposing
company.
2. Firm Qualifications, Experience and References
Provide a narrative describing the firm's qualifications to perform the project work,
including past (relevant) experience with executing municipal scale events. If you have
demonstration videos for your past projects, please include a link with your proposal.
Provide at least three client references, with contact names and information (including e-
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mail address).
Identify any members of your proposed team, including proposer's firm and any
subconsultant firms, who are former Commissioners, officers or employees of the Harbor
Department. Provide their name, proposed team position, and their past position and
years of employment/appointment with the Department. If your proposed team does not
have any such members, please include a statement in your proposal so stating.
Proposers are advised that it is a proposer's obligation to determine whether any
conflicts of interest exist for their team members and the extent to which those conflicts
need to be resolved or disclosed prior to engaging in business with the Department.
You must include copies in your proposal of any relevant local, State or Federal
certificates, permits or licenses held by your company and/or staff.
3. Personnel and Staffing
Provide a brief description of all key personnel and technical staff (including
vendors, partners to be involved and their relationship to the services to be provided.
Indicate the on-site availability for key personnel and staff during the lifetime of the
one year agreement.
4. Project Approach and Work Plan
Identify appropriate assumptions and considerations that could impact the scope
and/or timeline for performing the requested services, such as strong winds and other
inclement weather, or other unforeseen events.
5. Project Management
Describe how your firm intends to manage all aspects of the work to be performed,
including schedules for completion of tasks/subtasks related to a Show, procedures for
scheduling, Show design, and cost control. Provide a timeline for all show durations and
include all relevant time required to execute a Show. Include load-in/load-out in said
timeline.
6. Rates and Fees
Provide information as indicated below, and identify related considerations and
assumptions, if applicable:
* Pricing or pricing ranges for shows that are 20, 15, 10 and 5 minutes in length (or
indicate what show lengths you offer in the 5 to 20 minute range);
* Per-minute pricing should the shows require additional time;
* Pricing for smaller shows, added special effects, as well as larger "municipal" scale
shows;
* Pricing for daytime drone or laser shows (if they differ from nighttime shows);
* Pricing for drone or laser shows that display specific imagery (logos, images, etc.);
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