A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE NEIGHBORHOOD/COMMUNITY AFFAIRS COMMITTEE, AT ITS APRIL 24, 2019 MEETING, TO INCLUDE, IN THE BUDGET FOR FISCAL YEAR 2019-2020, AN ENHANCEMENT FOR ADDITIONAL HOLIDAY LIGHTING DECORATIONS, PURSUANT TO THE PROFESSIONAL SERVICES AGREEMENT BETWEEN THE CITY AND ARTISTIC HOLIDAY DESIGNS, LLC, DATED NOVEMBER 7, 2017, IN THE ADDITIONAL AMOUNT OF $140,000, ABOVE THE CURRENT CONTRACT AMOUNT OF $535,440.28, FOR A TOTAL NOT TO EXCEED CONTRACT AMOUNT OF $675,440.28; AND APPROVING, IN SUBSTANTIAL FORM, AMENDMENT NO. 2 TO THE AGREEMENT; SAID AMENDMENT CORRECTING THE TOTAL CONTRACT AMOUNT FOR FY 2018-2019 AND MEMORIALIZING THE ADDITIONAL ENHANCED SERVICES FOR FISCAL YEAR 2019-2020; AND FURTHER AUTHORIZING THE CITY MANAGER TO EXECUTE THE FINAL AMENDMENT.

On July 26, 2017, Resolution No. 2017-29956 was adopted, approving the award of Request for Proposals (RFP) No. 2017-077-JC for design, furnish, install, maintain, remove and store holiday lighting and decorations, City-wide (the RFP) to Artistic Holiday Designs, LLC (the Consultant) in an estimated annual amount of $394,917.38. On November 7, 2017, the Mayor and City Clerk executed a Professional Services Agreement (the Agreement) with the Consultant for a term of three (3) years. On December 1, 2017, pursuant to Section 4.2 of the Agreement, the City and the Consultant executed a Consultant Service Order which increased the scope of the Agreement to incorporate additional lighting of 41^st Street, in a total amount of $40,422.90 and consequently increasing the total annual contract amount to $435,440.38. Year one of the contract was funded in FY 2017-2018 comprised 20 sites including the Julia Tuttle Welcome Sign entrance, City Hall, Espanola Way corridors, Police Headquarters, Lincoln Road, Ocean Drive, and the 87th Street sign, 41^st Street, as well as other points throughout the city.  

At the January 17, 2018, Commission Meeting, the Mayor and City Commission referred the discussion to the Neighborhood/Community Affairs Committee (NCAC) directing staff to enhance 2018 year's holiday decorations. On October 17, 2018, the Mayor and City Commission adopted Resolution No. 2018-30537, approving Amendment No. 1 to the Agreement to increase the scope to include additional facilities and locations enhanced by holiday décor and lighting for FY 2018-2019 (year two), in the additional amount of $100,000.00, and referencing a not to exceed contract amount of $494,917.38, instead of $535,440.38.

In response to Neighborhood/Community Affairs Committee (NCAC) and City stakeholders’ requests, the Property Management Department has been working with the Consultant on phase three design of holiday lighting program. The Department has presented renderings to the Committee that incorporated inclusive religious décor, alternate lighting options, relocation of prior installations to new areas and additional locations to further augment and beautify the city with holiday decorations. On April 24, 2019, the Neighborhood/Community Affairs Committee passed a motion recommending in favor of including in the budget for FY 2019-2020, an enhancement to the current service level, in the amount of $140,000.00, increasing the total contract sum to a not to exceed amount of $675,440.38. Any customized products that will be included in addition to the current service level, require at minimum six-month lead time to manufacture.

Consequently, an amendment to the Agreement is necessary in order to correct the not to exceed contract amount for FY 2018-2019 to reflect $535,440.28, and to incorporate the recommended enhancements for FY 2019-2020 in the amount of $140,000.00.

The Administration recommends that the Mayor and City Commission accept the recommendation of the Neighborhood/Community Affairs Committee, at its April 24, 2019 Meeting, to include in the budget for fiscal year 2019-2020, an enhancement for additional holiday lighting decorations, pursuant to the Professional Services Agreement between the City and Artistic Holiday Designs, LLC, dated November 7, 2017, in the amount of $140,000, above the current contract amount of $535,440.28, for  a total not to exceed contract amount of $675,440.28; and approve, in substantial form, Amendment No. 2 to the Agreement; said amendment correcting the total contract amount for FY 2018-2019 and memorializing the additional enhanced services for fiscal year 2019-2020; and further authorize the City Manager to execute the final amendment.