| | | | | | | |  | Resolutions - C7 R
COMMISSION MEMORANDUM |
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| | | | | | | | | TO: | Honorable Mayor and Members of the City Commission | | | FROM: | Jimmy L. Morales, City Manager | | | DATE: | July 29, 2020 | | | |
| | SUBJECT: | A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE
CITY MANAGER, PURSUANT TO REQUEST FOR QUALIFICATIONS (RFQ)
NO. 2020-057-ND, FOR CULTURAL PROGRAMMING AND EVENT
PRODUCERS; AUTHORIZING THE ADMINISTRATION TO ESTABLISH A
POOL OF PRE-QUALIFIED CONSULTANTS FOR SPECIFIC TASKS
RELATING TO CULTURAL PROGRAMMING AND EVENT PRODUCING
SERVICES; AUTHORIZING THE ADMINISTRATION TO ENTER INTO
NEGOTIATIONS WITH TOM BERCU PRESENTS, INC., AS THE FIRST
RANKED PROPOSER; AND IDEKO PRODUCTIONS LLC AND SWARM, INC.,
AS THE TIED SECOND RANKED PROPOSERS; AND FURTHER,
AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AGREEMENTS
WITH EACH OF THE FOREGOING PROPOSERS UPON CONCLUSION OF
SUCCESSFUL NEGOTIATIONS BY THE ADMINISTRATION, WHICH
AGREEMENTS SHALL SPECIFY THAT ANY SERVICE ORDERS FOR
ACTIVATIONS IN EXCESS OF $100,000 SHALL BE SUBJECT TO THE
PRIOR APPROVAL OF THE MAYOR AND CITY COMMISSION. |
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| | | | | | | | RECOMMENDATION
| | Adopt the Resolution accepting the City Manager’s recommendation. |
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| | | | | | | | BACKGROUND/HISTORY
| The City of Miami Beach (the “City”) seeks proposals from qualified firms interested in assisting the City to conceive, develop and implement programmatic strategies, activations and events throughout the City. Miami Beach is a world-class city, with unparalleled cultural and artistic offerings. The City would like to expand on those offerings, by partnering with a firm(s) who have the ability to bring original ideas and programming vision to drive tourism and hotel room nights, reduce traffic impact, increase resident quality of life and enhance the Miami Beach brand.
By means of this RFQ, the City seeks to qualify firms to provide the City with cultural programming and event producing services. This RFQ is not being issued for a current particular project or service need at this time. The RFQ is being issued to assure that there is a sufficient pool of consultants to assist the City with its future cultural programming or special events needs on a project by project basis. Therefore, the City may award a pool of one (1) or more consultants that may be eligible to be considered for future work. A master agreement shall be established with each awarded firm. When a project or event is identified, staff will seek proposals from the qualified firm in order to select the best firm for the particular need.
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| | | | | | | | ANALYSIS
| On December 11, 2019, the City Commission approved to issue the Request for Qualifications (RFQ) No. 2020-057-ND for Cultural Programming and Event Producers. On December 24, 2019, the RFQ was issued. A voluntary pre-proposal conference to provide information to proposers submitting a response was held on January 7, 2020. Two addenda were issued. The Procurement Department issued bid notices to 5,199 companies utilizing www.bidsync.com website. 67 prospective bidders accessed the advertised solicitation. RFQ responses were due and received on February 10, 2020. The City received a total of 4 proposals from the following firms: Ideko Productions LLC, Riddims Marketing, Inc., SWARM, Inc., and Tom Bercu Presents, Inc.
On January 8, 2020, the City Manager appointed the Evaluation Committee via LTC # 015-2020. The Evaluation Committee convened on June 26, 2020, to consider proposals received. The Committee was comprised of Cynthia Casanova, Assistant Director, Parks and Recreation Department, City of Miami Beach; Tonya Daniels, Director, Marketing and Communications Department, City of Miami Beach; Brandi Sally, Director of Events and Guest Services, Spectra Venue Management; and Brandi Reddick, Cultural Affairs Program Manager, Tourism and Culture Department, City of Miami Beach. The Committee was provided an overview of the project, information relative to the City’s Cone of Silence Ordinance and the Government Sunshine Law. The Committee was also provided with general information on the scope of services and a copy of each proposal. The Committee was instructed to score and rank each proposal pursuant to the evaluation criteria established in the RFQ.
The evaluation process resulted in the raking of proposers indicated in Attachment A, in the following order:
1. Tom Bercu Presents, Inc.
2. Ideko Productions LLC (tied)
2. SWARM, Inc. (tied)
4. Riddims Marketing, Inc.
A summary of each top-ranked firm follows:
Tom Bercu Presents, Inc.
According to the information provided by the firm, Tom Bercu Presents, Inc. was established in 2007 and has for many years been involved with the planning, marketing, and execution of the Winter Festival and Pride Miami Beach. Tom Bercu Presents, Inc. brings a unique disposition and strength to the table along with expertise in producing award winning events.
Ideko Productions LLC
According to the information provided by the firm, Ideko Productions LLC specializes in designing, permitting, and producing large-scale events. Ideko Productions LLC prides itself on its highly professional team with decades of event production experience in both the private and public sectors. Ideko Productions LLC has produced events such as the Alicia Keys concert in Times Square and the Nike Choose Go 5K which was attended by 2.5 million.
SWARM, Inc.
According to the information provided by the firm, SWARM, Inc. was founded in 2005. This was a collaboration of three local companies that together have over 50 years of combined experience. SWARM, Inc. provides marketing, special event permitting, location and venue scouting, event logistics, staffing and management, sponsorship management, audio, and much more. SWARM, Inc. has produced events such as the NFL SuperBowl LIV Team Arrivals 2020 and Wynwood Pride.
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| | | | | | | | FINANCIAL INFORMATION
| | The cost of the related services, determined upon successful negotiations, are subject to funds availability approved through the City’s budgeting process. |
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| | | | | | | | CONCLUSION
| After reviewing all of the submissions and the Evaluation Committee process, I concur with the Evaluation Committee and find that Tom Bercu Presents, Inc., Ideko Productions LLC, and SWARM, Inc. to be the best qualified firms to be included in the pre-qualified pool of consultants for future engagements relating to cultural programming and event producing services. These firms have a wealth of knowledge in the City of Miami Beach, neighboring municipalities, and other city governments. The three (3) firms have vast experience in producing various events and engaging the community through social media, surveys, and town hall meetings. Additionally, some of the prior experience provided by the firms demonstrated their ability to produce and deliver events with a high level of expertise.
It is important to note that the RFQ was not issued with any particular event in mind; rather, the purpose of the RFQ is to proactively prequalify firms now so that proposals can be expedited when the need for an event producer is identified. Otherwise, the City would need to begin the solicitation process when the need for an event producer was identified, which would significantly delay getting an event producer on board. Any engagement over $100,000 will be subject to prior City Commission approval.
For the reasons stated herein, I recommend that the Mayor and City Commission approve the resolution authorizing the Administration to establish a pool of pre-qualified consultants for specific tasks relating to cultural programming and event producing services; in order to assure that the City’s needs for cultural programming and event producing services is available from firms qualified to perform the work; authorizing the Administration to enter into negotiations with Tom Bercu Presents, Inc., as the first ranked proposer; and Ideko Productions LLC, and SWARM, Inc., as the tied second ranked proposers; and further authorizing the Mayor and City Clerk to execute agreements with each of the foregoing proposers upon conclusion of successful negotiations by the Administration.
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| | | | | | | | | Is this a "Residents Right to Know" item, pursuant to City Code Section 2-14? | | Does this item utilize G.O. Bond Funds? | | | Yes | | No | |
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| | | | | | | | Legislative Tracking
Tourism and Culture/Procurement |
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