It is recommended that the Mayor and City Commission of the City of Miami Beach, Florida approve the material terms of an agreement with South Florida Lighting Team, LLC dba Miami Christmas Lights, pursuant to Request for Qualifications (RFQ) 2021-083-WG for Holiday Lighting; and authorize the City Manager and City Clerk to execute the agreement upon finalization by the City Manager and City Attorney.

The City of Miami Beach requires a qualified firm(s) for a comprehensive, turn-key approach to seasonal design, furnish, install & remove, maintain, and store holiday lighting and decorations, in an effort to accentuate the City’s major thoroughfares. The firm(s) shall meet the challenges of a dynamic, world-class city capable of providing reliable and expedient response times to meet project deadlines, staff requests, and outstanding service delivery. In addition, the firm shall be able to provide technical assistance and maintain industry best practices throughout the project.

In order to consider the qualifications of interested parties, the City prepared an RFQ.  In response to the RFQ, bidders submitted proposals outlining their qualifications for the desired services which include but not be limited to; planning, development, design, fabrication, furnish, delivery and installation of lighting, decorations, displays, and project management, as well as post-project removal and storage, in support of the City’s special events lighting projects and annual holiday program.  

On January 13, 2021, the Mayor and City Commission approved the issuance of Request for Qualifications (RFQ) 2021-083-WG for Holiday Lighting.  RFQ responses were due and received on February 24, 2021.  The City received proposals from the following four firms: Florida CDI LLC dba Christmas Designers, Inc., South Florida Lighting Team, LLC dba Miami Christmas Lights, Simple Solutions Exterior Cleaning LLC dba We Hang Christmas Lights and Plant Professionals Inc.  On March 20, 2021, the Interim City Manager appointed Evaluation Committee convened to consider proposals received. 

The evaluation process resulted in the proposers being ranked by the Evaluation Committee in the following order:

1st ranked (tied) - Florida CDI LLC dba Christmas Designers, Inc.

1st ranked (tied) - South Florida Lighting Team, LLC dba Miami Christmas Lights

3rd - Simple Solutions Exterior Cleaning LLC dba We Hang Christmas Lights

4th - Plant Professionals Inc.

On April 21, 2021, via Resolution No. 2021-31671 the Mayor and City Commission authorized the Administration to enter into simultaneous negotiations with Florida CDI LLC dba Christmas Designers, Inc. and South Florida Lighting Team, LLC dba Miami Christmas Lights, the two top-ranked proposers, and further provided that the final selection of the recommended proposer, and contract, be subject to the prior approval of the Mayor and City Commission.

As directed the by the City Commission, staff proceeded with simultaneous negotiations and requested project costs and material terms for the Project. However, shortly thereafter, Florida CDI LLC dba Christmas Designers, Inc withdrew from the process during the initial stage of negotiations citing labor and cost challenges due to the initial term installation timeline. Nonetheless, the Administration has successfully negotiated the following material terms with South Florida Lighting Team, LLC dba Miami Christmas Lights:

·       Turn-key per corridor cost totaling $318,100.00 annually for 20 pre-established corridors, which includes installation, maintenance, removal and storage of city-owned holiday lighting and decorations.

·       Procedures to ensure the safety and protection of city-owned holiday lighting and decorations during an emergency event (i.e. weather event).

·       Procedures for alteration to design and product installation, requests for repairs, refurbishment or replacement of décor as necessary for enhancement of existing corridors as well as other key locations and/or the addition of corridors with quality and cost-effective holiday season designs.

·       Procedures for the timely return and proper transfer of ownership of city-owned holiday lighting and decorations at contract termination.

The current holiday lighting program is included in Attachment B. 

The costs of the related services are subject to funds availability approved through the City’s budgeting process.  Grant funding will not be utilized for this project.

After reviewing the results of the negotiation process, I believe staff and South Florida Lighting Team, LLC dba Miami Christmas Lights, have successfully negotiated an agreement that will provide the City with an attractive, well-maintained, turn-key program for the City’s holiday lighting goals on major thoroughfares.  

Therefore, I recommend that the that the Mayor and City Commission of the City of Miami Beach, Florida approve the Resolution accepting the recommendation of the City Manager and approving the material terms, pursuant to Request For Qualifications (RFQ) 2021-083-WG for Holiday Lighting; and authorizing the City Manager and the City Attorney to take the necessary and appropriate steps for the implementation thereof; and further authorizing the City Manager and City Clerk to execute an agreement with South Florida Lighting Team, LLC dba Miami Christmas Lights.