Westborough anniversary committee asks town manager to solicit fireworks proposals for 250th celebration

The Town of Westborough's 250th anniversary committee voted to ask the town manager to solicit three competitive proposals for a proposed fireworks display, after a vendor provided an initial estimate of roughly $30,000 for a 22—6 to 25-minute show and agreed to hold June 26 for the town.

Christie, a staff member who outlined the procurement and logistics steps, told the committee that the drone option was —prohibitively expensive— and that a fireworks vendor (Pyrotechnico) had quoted a typical 22—6 to 25-minute program for about $30,000. Christie said the town must prepare a purchase description and solicit multiple vendors so the town can compare quotes by duration and scope; —the law requires that we put together a purchase description, and then we send it out to folks who are fireworks vendors and then have at least three responses,— she said.

Committee members heard that a number of additional costs would fall to the town and might require a town meeting warrant article: police detail, fire detail and permitting, portable toilets, public works overtime and any shuttle services. Christie and other members said the committee needed attendance estimates (including visitors from neighboring towns) to size staffing and equipment needs; Lydia and other volunteers were assigned to contact surrounding communities for comparable attendance numbers and the police and fire chiefs for cost estimates.

The motion to direct the town manager to request three proposals (including options for 15-, 20- and 25-minute shows) was moved from the floor and seconded; the chair called a voice vote and the motion carried with a majority in favor and one member (Andrew) recorded as opposed. Committee discussion before the vote raised two recurring concerns: the risk of committing to a vendor before town meeting funding is secured, and whether a large fireworks budget would limit other programming the committee wants to pursue.

Several members emphasized alternatives or complementary programming that could be staged with lower cost or separate funding: a public reading of the Declaration of Independence, historical reenactments, band performances, walking and horse-and-wagon tours, school-based educational projects and a —Westboro Walk— app. The committee made separate exploratory motions (to research and report back on) a Declaration reading, reenactments, horse-and-wagon tours, education programming and veterans coordination; those motions were approved to proceed with investigation rather than immediate financial commitment.

Committee members also discussed fundraising and sponsorship rules. Staff cautioned about state ethics and procurement limits on direct solicitation of businesses, and recommended establishing a gift account (once permitted by town procedures) so civic groups or businesses can contribute in a way that complies with state rules. Members volunteered to present the plan to local civic groups to seek nonprocurement partnerships and in-kind support.

Next steps: staff will prepare a bid scope and solicit three proposals for fireworks, collect cost estimates from police and fire for event staffing and permitting, and report back at the next committee meeting (scheduled at 5:00 p.m. next Monday) with attendance estimates and vendor responses. The committee approved the minutes of 12/01/2020 and adjourned.