DRONE LIGHT DISPLAY SERVICES

The purpose of this quotation is to provide the County of Ocean with a Contractor who will supply the materials described and specified herein.

Project Details

• Reference ID: PTPQ2026-04
• Department: Parks Department
• Department Head: Mary Jane Bavais (Director)

Evaluation Criteria

• PURPOSE —

  The County of Ocean is seeking quotes from qualified vendors to provide a coordinated drone light display for a public event hosted by Ocean County Parks & Recreation.

  The intent of this request is to procure a turnkey aerial drone show that is safe, visually engaging, and fully compliant with all applicable federal, state, and local regulations.

• DELIVERY OF GOODS AND SERVICES —

  Delivery of items shall only be made upon receipt of a Purchase Order issued by the Ocean County Department of Purchase, upon which delivery locations and needed quantities shall be indicated.

• EVENT DETAILS —

  Event Date: July 2, 2026
  Event Location: Ocean County Parks & Recreation Administration Office, 1198 Bandon Road, Toms River, NJ
  Approximate Audience Size: Large public gathering
  Performance Time: Evening/night (exact time to be coordinated)

• EQUIVALENT PRODUCT —

  For purpose of evaluation where an equivalent product is being furnished, bidder must indicate any variation to our specifications no matter how slight. If no variations are indicated, it will be construed that the bid fully complies with our specifications.

• TAX EXEMPT —

  The County of Ocean is exempt from any State sales tax or Federal excise tax.

• SCOPE OF SERVICES —

  The vendor shall provide all labor, equipment, materials, supervision, and technical expertise necessary to deliver a complete drone light display.

  Drone Show Performance

  Coordinated aerial light display utilizing approximately 100 or more drones. The display shall include synchronized animations, formations, and transitions with a minimum show duration of 10 to 20 minutes. The system shall be capable of producing static and animated shapes, text and logos if requested, and themed visual sequences.

  Show Design and Programming

  Development of a custom storyboard for County review and approval. The vendor shall coordinate with County representatives regarding themes and content, which may include patriotic elements or County branding if requested. At least one revision cycle shall be included.

  Equipment and Operations

  The vendor shall provide all drones, including backup units, launch systems, control stations, ground control software, synchronization systems, lighting systems, and all necessary operational equipment.

  Staffing

  The vendor shall provide qualified and FAA-compliant drone operators, technical personnel for setup, operation, and breakdown, and on-site staff necessary to ensure safe execution of the display.

  Setup and Breakdown

  The vendor shall be responsible for full setup, testing, and calibration prior to the event, as well as complete breakdown and removal of all equipment following the event. The site shall be left in clean and orderly condition.

• CERTIFICATE OF INSURANCE —

  The vendor shall provide proof of Commercial General Liability Insurance in an amount not less than $1,000,000, or as otherwise required by the County. A Certificate of Insurance naming the County of Ocean as Additional Insured shall be provided prior to award. County should be listed as follows: County of Ocean, 101 Hooper Avenue, P.O. Box 2191, Toms River, NJ 08754-2191.

• STEM EXPERIENCE —

  The vendor shall include a STEM (Science, Technology, Engineering, and Mathematics) educational component as part of the overall drone display services.

  This component shall consist of a demonstration or presentation explaining the technology and operation of coordinated drone flight, which may include topics such as drone safety, GPS positioning, flight control systems, programming, swarm coordination, and related career pathways.

  The format, duration, and timing of the STEM component shall be coordinated with the County prior to the event.

  No separate or additional compensation shall be permitted for this component. The cost shall be included in the lump sum price.

• SAFETY AND AIRSPACE COMPLIANCE —

  The vendor shall be solely responsible for obtaining all required FAA approvals and waivers and ensuring compliance with all applicable federal aviation regulations.

  The vendor shall establish and maintain a secured flight and launch area and ensure that no unauthorized persons enter restricted zones. Safe operating distances shall be maintained from audience areas, structures, roadways, and waterways.

  A site safety plan shall be provided, including flight area layout, emergency procedures, and weather-related protocols.

• OPEN PUBLIC RECORDS ACT (OPRA) —

  ** ATTENTION**

  Responses received pursuant to this solicitation are subject to complete disclosure pursuant to the Open Public Records Act.  Please note that disclosure includes any and all attachments and addenda supplementing the solicitation response.  Accordingly, please do not include personal identifying information in any supplementary documents submitted with the solicitation response.

• COORDINATION REQUIREMENTS —

  The vendor shall coordinate with the County regarding site layout, staging areas, audience viewing zones, and event timing.  Please see the map located in the attachments for precise location where services shall be performed.

  Coordination may include working with local police, emergency services, and park staff as required. The County will assist with local coordination; however, the vendor remains responsible for operational execution.

• WEATHER AND CONTINGENCY —

  The vendor shall outline operational weather limitations and provide a clear rescheduling policy in the event of weather or safety-related cancellations. Any additional costs associated with rescheduling shall be clearly identified in the quote.

• INSURANCE REQUIREMENTS —

  The vendor shall provide proof of Commercial General Liability Insurance in an amount not less than $1,000,000, or as otherwise required by the County. A Certificate of Insurance naming the County of Ocean as Additional Insured shall be provided prior to award.

• PRICING —

  The vendor shall provide a total lump sum price inclusive of all costs associated with the drone display, including design, programming, equipment, staffing, travel, mobilization, setup, operation, and breakdown.

• PAYMENT —

  Payment shall be made in accordance with County standard terms following satisfactory completion of services.

• SUBMISSION REQUIREMENTS —

  Vendors shall submit company qualifications, including experience with drone light displays, a description of proposed capabilities, and any available sample or demonstration materials.

  Vendors shall also provide confirmation of FAA compliance capability and a total lump sum price.

• AWARD —

  Award shall be made to the vendor whose quote is most advantageous to the County, price and other factors considered.

Submission Requirements

• OpenGov Vendor Account Verification (required) —

  I hereby confirm that I am logged into OpenGov using an account directly associated with the Business Name (and corresponding Tax ID number) as provided in all solicitation documentation. I fully understand that, if awarded a contract with Ocean County, the company information listed in the Contract Information Field will be used for the preparation of all contract documents. Failure to adhere to these requirements may result in the rejection of this bid. 

• VENDOR FORMS - VENDOR INFORMATION FORM —

  In order to conduct business with the County, your company must be built as a vendor in our financial system. Please download the below document, complete and upload.

• VENDOR FORMS - W9 —

  In order to conduct business with the County, your company must be built as a vendor in our financial system. Please download the below document, complete and upload.

• Copy of Proposer's New Jersey Business Registration Certificate —

  Please use this area to upload your company's BRC.

  Use this link to verify your company's BRC:

  https://www1.state.nj.us/TYTR_BRC/jsp/BRCLoginJsp.jsp

  Please note that a BRC is not required at the time of submission but shall be required prior to the award of a contract.

  Please note, the only acceptable file forms are as follows:

  Documents (doc, docx, rtf, txt, xls, xlsx, pdf)
  Images (jpg, png, bmp, tif)

• Certificate of Employee Information Report —

  1. Do you have a Federally approved or sanctioned Affirmative Action Program?

  If yes, please upload a photocopy of such approval.

  2. Do you have a State of New Jersey "Certificate of Employee Information Report" approval?

  If yes, please upload a photocopy of such certificate.

  Please note, the only acceptable file forms are as follows:

  Documents (doc, docx, rtf, txt, xls, xlsx, pdf)
  Images (jpg, png, bmp, tif)

• CERTIFICATE OF INSURANCE (required) —

  The vendor shall provide proof of Commercial General Liability Insurance in an amount not less than $1,000,000, or as otherwise required by the County. A Certificate of Insurance naming the County of Ocean as Additional Insured shall be provided prior to award.

• VENDOR DOCUMENTATION —

  Please submit any additional information you wish to be considered as part of your submission.

   

  Please note, the only acceptable file forms are as follows:

  Documents (doc, docx, rtf, txt, xls, xlsx, pdf)
  Images (jpg, png, bmp, tif)