A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE FINANCE AND CITYWIDE PROJECTS COMMITTEE, AND WAIVING, BY 5/7TH VOTE, THE COMPETITIVE BIDDING REQUIREMENT PURSUANT TO SECTION 2-367 OF THE CITY CODE, AND FINDING SUCH WAIVER TO BE IN THE BEST INTEREST OF THE CITY; APPROVING, IN CONCEPT, A SCOPE OF WORK FOR A FUTURE AGREEMENT BETWEEN THE CITY OF MIAMI BEACH AND RER CONSULTING ENTERPRISE LLC, FOR CONSULTING SERVICES RELATED TO THE CITY'S CULTURAL PROGRAMMING DURING THE 2019 MEMORIAL DAY WEEKEND; AND AUTHORIZING THE CITY MANAGER TO NEGOTIATE, DRAFT, AND EXECUTE, IN A FORM ACCEPTABLE TO THE CITY ATTORNEY, AN AGREEMENT IN AN AMOUNT NOT TO EXCEED $80,000, THE TERMS OF WHICH AGREEMENT MAY INCLUDE (I) IDENTIFYING AND/OR CONTRACTING WITH PERFORMERS AND OTHER EVENT-RELATED VENDORS, (II) SECURING SPONSORSHIPS, AND (III) PRODUCING THE FULL ACTIVATION OF CULTURAL PROGRAMMING AND RELATED SPECIAL EVENTS DURING THE 2019 MEMORIAL DAY WEEKEND.

Administration recommends approving, in concept, a scope of work for a future agreement between the City of Miami Beach and RER Consulting Enterprise LLC, for consulting services related to the City's cultural programming during the 2019 Memorial Day Weekend; and authorizing the City Manager to negotiate, draft, and execute, in a form acceptable to the City Attorney, an agreement in an amount not to exceed $80,000, the terms of which agreement may include (i) identifying and/or contracting with performers and other event-related vendors, (ii) securing sponsorships, and (iii) producing the full activation of cultural programming and related special events during the 2019 Memorial Day Weekend.

In 2018, the Mayor's Blue Ribbon Task Force on Memorial Day Weekend spent several months in discussing initiatives to enhance both the safety and cultural vibrancy of activities on Miami Beach during Memorial Day Weekend.  The Task Force recommended providing cultural programming to include a potential gospel concert, spoken word event, welcome center, and other low impact activity throughout the City. 

At the February 23, 2018 meeting of the Finance and Citywide Projects Committee (FCWPC), the Committee recommended funding this cultural programming in the amount of $100,000, which was subsequently approved as part of the FY 2018/19 operating budget. 

Prior to the Memorial Day Weekend, the City invited key stakeholders and residents to engage in an open dialogue, titled Unity in the Community, to share how to make Memorial Day Week welcoming to all residents and guests, address and ease perceived cultural differences in the community,  and explore how to have a safe, fun and pedestrian friendly weekend that compliments the Air & Sea show.

During the 2018 Memorial Day Weekend, despite the rainy weekend and the cancelation of the Mayor's Basketball Game and Junkanoo, the following events were produced successfully and well received: Welcome Center at MDPL, Sunday gospel choir performance, poetry reading, jazz performance, movie screening and youth poetry slam. See exhibit A for the FY 17/18 budget and actuals.

During the September 2018 City Commission meeting, Commissioner Arriola proposed continuing the cultural programming and $100,000 funding for Memorial Day Weekend 2019 with execution of the cultural programming by Ruban Roberts.  Mr. Roberts had previously been co-chair of the Mayor's Blue Ribbon Task Force on Memorial Day Weekend in 2018.. The City Commission approved and referred the item to the FCWPC.

The City is currently negotiating terms and conditions of an agreement with RER Consulting Enterprise LLC ("RER"), whose Chief Executive Officer is Ruban Roberts.  RER would be responsible for executing cultural programming for Memorial Day Weekend 2019 on the City's behalf. RER is requesting $65,000 in fees, $5,000 in out-of-pocket fees and a $10,000 bonus payment on the successful execution of the Memorial Day Weekend events.

This $80,000 payment to RER would be in addition to the $100,000 budgeted for cultural programming. Any additional costs, beyond the $100,000, for the execution and activation of Memorial Day Weekend cultural programming would be subject to sponsorships secured by RER.  In kind service needed for the event have not yet been determined and would subject to approval of the master plan and budget by the City Manager, and may require additional budget approval.

During the November 2019 FCWPC, the committee approved, in concept, the plan, budget and recommended the City Commission approve.

Administration recommends approval to proceed with negotiations for a future agreement with RER