Objective The city is seeking qualified applicants to submit written proposals to create, manage, and execute a 12-15-minute drone show. The bid award shall be based on the evaluation criteria stated in this RFP utilizing the general scope of services and specifications sections herein. Scope of Services/Scope of Work This RFP is intended to cover all labor, tools, equipment, materials, and any supervision necessary for drone show planning, programming, show setup, and operation. These services are defined as those which are normally a part of a drone light show provider and may include, but not be limited to the following: 1. Pre-Production & Planning a. Concept and Design: Develop a minimum of 12–15 image animations (patriotic themes and custom artwork). Create a storyboard review and approval process for the City. b. Compliance: Coordinate with the City’s Recreation and Community Services Department, Arcadia Police Department, and Arcadia Fire Department for public safety aspects of the drone show. c. Site Survey and Logistics: Conduct a site inspection at Santa Anita Park to determine best drone launch/landing zones, safety perimeters, and audience viewing. Provide recommended crowd exclusion zones and emergency landing protocols. 2. Drone Show Productions a. Drone Fleet: Deploy drones with synchronized LED lighting technology. Fly drones into position at an appropriate altitude in compliance with FAA guidelines. b. Performance Details: The drone show duration should be a minimum of 12 minutes. The number of aerial images should be a minimum of 12-15 sequenced images. Custom animation will include patriotic imagery and text. The drone show will include synchronized music and sound effects for the full aerial display. c. Additional Sound Equipment: Provide sound equipment for playback of musically synchronized drone show. This includes enough speakers and power to cover a portion of the box seat and Grandstand area, approximately 40,000 square feet. See Add-on section on page 5 for more information. d. Safety and Security: Establish the appropriate perimeter around the launch site for the performance. Provide FAA Part 107 licensed pilots and support staff. Provide an on-site safety officer to monitor operations.
