Septemberfest Drone Display Service

The Village of Schaumburg, Illinois, has issued a Request for Proposal (RFP 2025-RFP-076) seeking a qualified vendor to provide a high-quality drone display service as an innovative replacement for traditional fireworks at its annual Septemberfest event. The contract covers a single performance initially scheduled for the Labor Day weekend in 2026, with options for renewal up to three additional consecutive years through 2029. The drone display must be choreographed to music, have a minimum duration of ten minutes, and be conducted safely within specified geofenced and fallout zones compliant with local ordinances and Illinois state laws, including the Drone Surveillance Act. Proposals are required to include detailed program plans, storyboard scenes, descriptions of drone quantities and capabilities, design customizations (featuring the Septemberfest logo), and evidence of the lead operator’s experience. The Village caps the contract amount at $30,000 per year, with total potential value up to $120,000 if all options are exercised. Proposals will be evaluated on a weighted, point-based system emphasizing contractor qualifications and experience (35%), project approach with creative and technical robustness (30%), references demonstrating recent relevant experience (20%), and organizational history, including disclosure of past incidents or losses related to drone operations (15%). The award will be made based on best overall value rather than lowest cost alone. The contract will be firm-fixed-price, with full compliance required in areas such as insurance coverage, prevailing wage law filings, safety documentation (MSDS if applicable), and Illinois Fair Employment Practices. Deliverables include set-up, performance, and cleanup at the designated Septemberfest location, Al Larson Prairie Center for the Arts in Schaumburg. All proposals must be submitted electronically by December 19, 2025, through the Village’s procurement portal. Contract administration includes timely invoice processing and adherence to Village-specific terms such as confidentiality, freedom of information requests, and equal employment opportunity clauses, with no federal FAR clauses incorporated.