2002-25072 reso infoPage 1 oft
Hatfield, Liliam
From: Cuervo, Christina
Sent: January 27, 2003 10:29 AM
To: Parcher, Robert; Rodriguez, Rocio; Aguila, Raul
Cc: Hatfield, Liliam; Williams, Mercedia; Martinez, Maria
Subject: RE: ERA Agreement
RAR, did you do the reso?
As to termination date, it is intended to terminate when assignment is completed..I will speak to Raul about what
is best date to insert or how to word ..Thanks, CMC.
-----Original Message-----
From: Parcher, Robert
Sent: Monday, January 27, 2003 8:37 AM
To: Cuervo, Christina
Cc: Hatfield, Liliam; Williams, Mercedia; Martinez, Maria
Subject: ERA Agreement
Christina,
Page 3 of the Agreement, section 4.3 Duration and Extent of Agreement: The term of this Agreement
shall commence upon execution of this Agreement, by all parties hereto, and shall terminate on ((( date
missing ))))))).
What date?
PS: I also need a resolution for this item. The November 13, 2002 Agenda item stated "Resolution to be
submitted".
See Afteraction below:
November 13, 2002
AdminisVation To Negotiate With The Top-Ranked Firm Of Economic Research
The
The
ACTION: Resolution No 2002-25072 adopted as amended. Motion made by Commissioner Steinberg to
approve the City Manager's recommendation with the provision that the consultant will not be providing
this service for the City of Miami or Miami-Dade County; seconded by Commissioner Smith; Voice vote:
6-0; Absent Vice-Mayor Cruz. Christina Cuervo to handle.
City Cferk's Note: 1/27!03 -City's contribution for services shall not exceed $100,000. The City may
reimburse consultant for additional expenses incurred in an amount equal to 15% of the City's portion of
the total Agreement cost. However the expenses must be approved in writing by the City prior to incurring
the costs.
Liliam, see me for a copy of the Agreement and attached letters.
U 1/27/2003
Page I of l
Williams, Mercedja
From: Williams, Mercedia
Sent: Tuesday, November 18, 2003 3:03 PM
To: Lopez, Gus
Cc: Hatfield, Liliam
Subject: Resolution No. 2002-25072
Gus,
Please review the action of the City Commission at the November 13,2002 Commission meeting to adopt the
resolution below that was not included with the agenda packet and was to be submitted after the fact.
Please draft the resolution and forward it to the Legal Department for form approval and have them forward it to
me for execution.
R7G A Kcsohuion Accepting "1'hc Rcconuncndation Of'l he City hlanagcr I'crtautine 1'0 "1'hc Kattking
Of' Proposals Received In Response To Request For Proposals (RFP) 49-OU02, Review.
Assessment, Attd Kecottunended Struchtre Of The Greater Miami Convention And Visitors
Bureau; authorizing "Ihc Administration To 1\cgotiatc ~Vidt'fhc'fop-Rattkcd firm Of Economic
Research Associates (ER.A), And If Unsuccessful, Authorizing The .Administration To Negotiate
With Thz Second-Ranked Pinn Of C.II. Johnson Consultutg; Further Authorizing The Mayor
And City Clerk 'fo L'xccutc An Agreement Gpon 'fhe Admutistration Succcssfiilly 1\egotiatittg
.An Agreement.
(City Manager's Office)
ACTION: Resolution No. 2002-25072 adopted as amended. Motion made by Commissioner
Steinberg to approve the City Manager's recommendation with the provision that the consultant
will not bz providing this service for the City of Miami or btiami-T)ade Count}; seconded by
Commissioner Smith; Voice vote: 6-U: Absent: Vice-Mayor Cntz. Christina Cuervo to handle.
Thanks.
1 lJ1>;,~2003
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Economics Research Associates
Jamtan~ 1 G, 2003
Christina Cuenro
assistant Cinr N[anager
City of Iviianti Beach
City Hall
1700 Convention Center Drive, Fourth Floor
ivliami Beach. FL 3 3139 ERA \o. 14932
Re: Signed contract
Dear Ms. Cuervo:
I am unclear whether the most recent version of the contract is acceptable to the City or
not. As time is of the essence, however, l thought I should assume it is, and deliver the
signed copies herein before the upcomute long weekend starts. Also included arc the
side letter and the approval to use a subconsultant as discussed this last week.
Obviously, i I' further changes are needed we could sign revised copies. but we do need
to gain some assurance immediately so as to he able to purchase plane tickets and the
like.
Respect~lly submitted,
~~
~~~~_
Steven E. Spickard~
Senior Vice President
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Economics Research Associates
January 15,2003
Christina Cuervo
Assistant City Manager
City of Miatni Beach
City Hall
l 700 Comrention Center Dmrc, Fourth Floor
Miami Beach, FL 33139 ERA No. 14932
Re: Supplemental Letter to City and G~4CVB Contracts
Dear Ms. Cucnro:
It is the understanding oC the p.3rties that by virtue of ERA conducting both the Market
Assessment and the Evaluation of the GViCVB governance structure concumntly, that
certain savings in the cost of professional services maybe realized of 52000 to the not
to exceed 534,000 contract and approximately 57,500 to the not to exceed $100,000
contract, respectively. As a result of entering into 2 different contracts, one with the
Citv and one with the GMCVB, those savings may no longer materialize. However, if
the consultant deems that the savings can attained, he will pass [here onto the City and
CiViCVB, upon conclusion of its services.
i,
;/
Steven L. Sptckar
Senior Vice President
Respcctfu,Fly submitted,,
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Economics Research Associates
January 8, 2003
Christina Cuervo
Assistant City Manager
City of'~4iami Beach
City Hall
1 i 00 Convention Center Drive, Fourth Floor
~Ii:uni Beach, FL X3139 ERA Rio. 14)3Z
Rc: Approval for use of subcontractor
Dear ifs. Cuen o:
Pursuant to Section 4.11 of the r\grcement between Economics Research Associates
(ERA) and the City of Miami Beach regarding the consultant study for Review,
Assessment and Recommended Stntcture of the Greater Miami Convention & Visitors
Bureau, this letter seeks approval for use of a subcontractor in conducting the work. As
described in Exhibit A of the Agreement, the subconsultant Tourism Development
Associates (TD.A) is an integral part of the consulting leant.
City approval of the use of this subconsulatrtt maybe indicated by return of one
countersigned copy of this letter. Thank you.
Respectfi~}~, submitted,
~~,,'
/~.~*~__
~t •en E. Spickard
Senior Vice President
Use of Subconsultant /,
TDA approved by: f - '~ ~ - _ Date: ~
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PROFESSIONAL SERVICES AGREEMENT
BETWEEN THE CITY OF MIAMI BEACH
AND ECONOMICS RESEARCH ASSOCIATES (ERA)
THIS AGREEMENT made and entered into this ~th day of a. „,~, , 2003, by
and between the CITY OF MIAMI BEACH, FLORIDA (hereinafter referred to as City),
having its principal offices at 1700 Convention Center Drive, Miami Beach, Florida, 33139,
and ECONOMICS RESEARCH ASSOCIATES (ERA) (hereinafter referred to as
Consultant), whose address is 388 Market Street, San Francisco, California, 94111.
SECTION 1
DEFINITIONS
Agreement: This Agreement between the City and Contractor.
City Manager: The Chief Administrative Officer of the City.
Contractor: For the purposes of this Agreement, Contractor shall be deemed to
be an independent contractor, and not an agent or employee of the
City.
Services: All services, work and actions by the Contractor performed pursuant
to or undertaken under this Agreement, as described in Section 2.
Fee: Amount paid to the Contractor to cover the costs of the Services.
Risk Manager: The Risk Manager of the City, with offices at 1700 Convention Center
Drive, Third Floor, Miami Beach, Florida 33139, telephone number
(305) 673-7000, Ext. 6435, and fax number (305) 673-7023.
SECTION 2
SCOPE OF WORK
The scope of work to be performed by Contractor is set forth in Exhibit "A," entitled
"Scope of Services" (Services).
SECTION 3
COMPENSATION
3.1 FEE
Consultant shall be compensated by the City for the Services to be provided
herein, pursuant to the Schedule of Payments set forth in Exhibit "A", attached hereto.
The City's contribution fee for Services satisfactorily performed by Consultant
shall not exceed the total sum of One Hundred Thousand and 00(100 Dollars
($100,000). Notwithstanding the foregoing, however, the City may reimburse Consultant
for additional expenses incurred by Consultant, in an amount equal to 15% of the City's
portion of the total Agreement cost ($100,000). However, any such reimbursable
expenses must be approved in writing by the City prior to Consultant incurring costs for
same. The City shall have no duty or responsibility to reimburse Consultant for any
unapproved expenses.
3.2 INVOICING
Contractor shall submit an invoice, which includes the purchase order number
and a detailed description of the Services provided.
3.3 METHOD OF PAYMENT
Payments shall be made within thirty (30) days of the date of invoice, in a manner
satisfactory to and as approved and received by, the City. Contractor shall mail all
invoices to:
City of Miami Beach
Accounts Payable
1700 Convention Center Drive
3`d Floor
Miami, Florida 33139
SECTION 4
4.1 RESPONSIBILITY OF THE CITY
The City in requesting advertisement services should provide to Contractor a
"camera ready" advertisement by the deadline specified in Exhibit "A."
4.2 PUBLIC ENTITY CRIMES
A State of Florida Form PUR 7068, Sworn Statement under Section
287.133(3)(a) Florida Statute on Public Entity Crimes shall be filed with the City's
Procurement Division, prior to commencement of the Services herein.
4.3 DURATION AND EXTENT OF AGREEMENT
The term of this Agreement shall commence upon execution of this
Agreement, by all parties hereto, and shall terminate on
4.4 TIME OF COMPLETION
The Services to be rendered by the Contractor shall be commenced upon
receipt of a written Notice to Proceed from the City subsequent to the execution
of the Agreement, and Contractor shall adhere to the schedule as referenced by
Exhibit "A" hereto.
A reasonable extension of time shall be granted in the event the work of
the Contractor is delayed or prevented by the City of by any circumstances
beyond the reasonable control of the Consultant, including weather conditions
or acts of Cod render performance of the Consultant's duties impracticable.
4.5 INDEMNIFICATION
Contractor agrees to indemnify and hold harmless the City of Miami
Beach and its officers, employees and agents, from and against any and all
actions, claims, liabilities, losses, and expenses, including, but not limited to,
attorneys' fees, for personal, economic or bodily injury, wrongful death, loss of
or damage to property, at law or in equity, which may arise or be alleged to have
arisen from the negligent acts, errors, omissions or other wrongful conduct of the
Contractor, its employees, agents, sub-consultants, or any other person or entity
acting under Consultant's control, in connection with the Contractor's
performance of the Services pursuant to this Agreement; and to that extent, the
Contractor shall pay all such claims and losses and shall pay all such costs and
judgements which may issue from any lawsuit arising from such claims and
losses, and shall pay all costs and attorneys' fees expended by the City in the
defense of such claims and losses, including appeals. The parties agree that one
percent (1 %) of the total compensation to the Contractor for performance of the
Services under this Agreement is the specific consideration from the City to the
Contractor for the Contractor's Indemnity Agreement.
The Contractor's obligation under this Subsection shall not include the
obligation to indemnify the City of Miami Beach and its officers, employees and
agents, from and against any actions or claims which arise or are alleged to have
arisen from negligent acts or omissions or other wrongful conduct of the City and
its officers, employees and agents. The parties each agree to give the other
party prompt notice of any claim coming to its knowledge that in any way directly
or indirectly affects the other party.
4.6 TERMINATION. SUSPENSION AND SANCTIONS
4.6.1 Termination for Cause
If the Contractor shall fail to fulfill in a timely manner, or otherwise violate
any of the covenants, agreements, or stipulations material to this Agreement, the City
shall thereupon have the right to terminate the Services then remaining to be
performed. Prior to exercising its option to terminate for cause, the City shall notify the
Contractor of its violation of the particular terms of this Agreement and shall grant
Contractor seven (7) days to cure such default. If such default remains uncured after
seven (7) days, the City, upon three (3) days' notice to Contractor, may terminate this
Agreement and the City shall be fully discharged from any and all liabilities, duties and
terms arising out of/or by virtue of this Agreement.
Notwithstanding the above, the Contractor shall not be relieved of liability
to the City for damages sustained by the City by any breach of the Agreement by the
Consultant. The City, at its sole option and discretion, shall additionally be entitled to
bring any and all legal/equitable actions that it deems to be in its best interest in order
to enforce the City's right and remedies against the defaulting party. The City shall be
entitled to recover all costs of such actions, including reasonable attorneys' fees. To
the extent allowed by law, the defaulting party waives its right to jury trial and its right
to bring permissive counter claims against the City in any such action.
4.6.2 Termination for Convenience of City
THE CITY MAY ALSO, FOR ITS CONVENIENCE AND WITHOUT
CAUSE, TERMINATE THE SERVICES THEN REMAINING TO BE PERFORMED AT
ANY TIME DURING THE TERM HEREOF BY GIVING WRITTEN NOTICE TO
CONTRACTOR OF SUCH TERMINATION, WHICH SHALL BECOME EFFECTIVE
FORTY-FIVE (45) DAYS FOLLOWING RECEIPT BY THE CONTRACTOR OF THE
WRITTEN TERMINATION NOTICE. IN THAT EVENT, ALL FINISHED OR
UNFINISHED DOCUMENTS AND OTHER MATERIALS, AS DESCRIBED IN
SECT-ON 2 AND IN EXHIBIT "A" SHALL BE PROPERLY ASSEMBLED AND
DELIVERED TO THE CITY AT CONTRACTOR'S SOLE COST AND EXPENSE. IF
THE AGREEMENT IS TERMINATED BY THE CITY AS PROVIDED IN THIS
SUBSECTION, CONTRACTOR SHALL BE PAID FOR ANY SERVICES
SATISFACTORILY PERFORMED, AS DETERMINED BY THE CITY AT ITS
DISCERTION, UP TO THE DATE OF TERMINATION.
4.6.3 Termination for Insolvency
The City also reserves the right to terminate the remaining Services to
be performed in the event the Contractor is placed either in voluntary or involuntary
bankruptcy or makes an assignment for the benefit of creditors. In such event, the
right and obligations for the parties shall be the same as provided for in Section 4.6.2.
4.6.4 Sanctions for Noncomaliance with Nondiscrimination Provisions
In the event of the Contractor's noncompliance with the
nondiscrimination provisions of this Agreement, the City shall impose such sanctions
as the City or the State of Florida may determine to be appropriate, including but not
limited to, withholding of payments to the Contractor under the Agreement until the
Contractor complies and/or cancellation, termination or suspension of the Services.
In the event the City cancels or terminates the Services pursuant to this Subsection
the rights and obligations of the parties shall be the same as provided in Section
4.6.2.
4.7 Changes and Additions
Changes and additions to the Agreement shall be directed by a written
amendment signed by the duly authorized representatives of the City and Consultant. No
alteration, change, or modification of the terms of this Agreement shall be valid unless
amended in writing, signed by both parties hereto, and approved by the City Commission
of the City.
4.8 AUDIT AND INSPECTIONS
At any time during normal business hours and as often as the City may
deem necessary, there shall be made available to the City and/or such
representatives as the City may deem to act on its behalf, to audit, examine and
make audits of all contracts, invoices, materials, payrolls, records of personnel,
conditions of employment and other data relating to atl matters covered by this
Agreement. Contractor shall maintain any and all records necessary to document
compliance with the provisions of this Agreement.
4.9 ACCESS TO RECORDS
Contractor agrees to allow access during normal business hours to all
financial records to the City and/or such authorized representatives as it may deem
to act on its behalf, and agrees to provide such assistance as may be necessary to
facilitate financial audit by the City or its representatives when deemed necessary to
insure compliance with applicable accounting and financial standards. Contractor
shall allow access during normal business hours to all other records, forms, files, and
documents which have been generated in performance of this Agreement, to those
personnel as may be designated by the City.
4.10 ASSIGNMENT, TRANSFER OR SUBCONTRACTING
The Contractor shall not subcontract, assign, or transfer any work under
this Agreement without the prior written consent of the City.
4.11 SUB-CONTRACTORS
The Contractor shall be liable for the Consultant's services,
responsibilities and liabilities under this Agreement and the services, responsibilities
and liabilities of sub-contractors, and any other person or entity acting under the
direction or controls of the Contractor. When the term "Contractor" is used in this
Agreement, it shall be deemed to include any sub-contractors and any other person
or entity acting under the direction or control of Contractor. All sub-contractors must
be approved of in writing prior to their engagement by Contractor.
4.12 EQUAL EMPLOYMENT OPPORTUNITY
In connection with the performance of this Agreement, the Contractor
shall not discriminate against any employee or applicant for employment because of
race, color, religion, ancestry, sex, age, and national origin, place of birth, marital
status, or physical handicap. The Contractor shall take affirmative action to ensure
that applicants are employed and that employees are treated during their
employment without regard to their race, color, religion, ancestry, sex, age, national
origin, place of birth, marital status, disability, or sexual orientation. Such action shall
include, but not be limited to the following: employment, upgrading, demotion, or
termination; recruitment or recruitment advertising; layoff or termination; rates of pay,
or other forms of compensation; and selection for training, including apprenticeship.
4.13 CONFLICT OF INTEREST
The Contractor agrees to adhere to and be governed by the Metropolitan
Miami-Dade County Conflict of Interest Ordinance (No. 72-82), as amended; and by
the City of Miami Beach Charter and Code, which are incorporated by reference
herein as if fully set forth herein, in connection with the Agreement conditions
hereunder.
The Contractor covenants that it presently has no interest and shall not
acquire any interest, direct or indirectly which should conflict in any manner or degree
with the performance of the Services. The Contractor further covenants that in the
performance of this Agreement, no person having any such interest shall knowingly
be employed by the Consultant. No member of or delegate to the Congress of the
United States shall be admitted to any share or part of this Agreement or to any
benefits arising therefrom.
4.14 PATENT RIGHTS: COPYRIGHTS: CONFIDENTIAL FINDINGS
Any patentable result arising out of this Agreement, as well as all
information, design specifications, processes, data and findings, shall be made
available to the City for public use.
No reports, other documents, articles or devices produced in whole or in
part under this Agreement shall be the subject of any application for copyright or
patent by or on behalf of the Contractor or its employees or subcontractors.
4.15 NOTICES
All notices and communications in writing required or permitted
hereunder may be delivered personally to the representatives of the Contractor and
the City listed below or may be mailed by registered mail, postage prepaid (or
airmailed if addressed to an address outside of the city of dispatch).
Until changed by notice in writing, all such notices and communications
shall be addressed as follows:
TO CONSULTANT: Economics Research Associates
Attn: Steven E. Spickard
388 Market Street, Suite 1580
San Francisco, California 94111
TO CITY: City of Miami Beach
Attn: City Clerk
1700 Convention Center Drive
Miami Beach, Florida 33139
(305) 673-7411
WITH COPIES TO: Office of the City Attorney
Attn: Murray H. Dubbin
City of Miami Beach
1700 Convention Center Drive
Miami Beach, FL 33139
Notices hereunder shall be effective:
If delivered personally, on delivery; rf mailed to an address in the city of dispatch,
on the day following the date mailed; and if mailed to an address outside the city of
dispatch on the seventh day following the date mailed.
4.16 LITIGATION JURISDICTIONNENUE
This Agreement shall be enforceable in Miami-Dade County, Florida, and
if legal action is necessary by either party with respect to the enforcement of any or all
of the terms or conditions herein, exclusive venue for the enforcement of same shall
lie in Miami-Dade County, Florida.
4.17 ENTIRETY OF AGREEMENT
This writing and the Services embody the entire Agreement and
understanding between the parties hereto, and there are no other agreements and
understandings, oral or written with reference to the subject matter hereof that are not
merged herein and superseded hereby. The Services and the Proposal Documents
are hereby incorporated by reference into this Agreement.
4.18 LIMITATION OF CITY'S LIABILITY
The City desires to enter into this Agreement onry if in so doing the City can place
a limit on the City's liability for any cause of action for money damages due to an
alleged breach by the City of this Agreement, so that its liability for any such breach
never exceeds the sum of $1,000. Contractor hereby expresses its willingness to enter
into this Agreement with Consultant's recovery from the City for any damage action for
breach of contract to be limited to a maximum amount of $1,000.
Accordingly, and notwithstanding any other term or condition of this Agreement,
Contractor hereby agrees that the City shall not be liable to the Contractor for damages
in an amount in excess of $1,000 for any action or claim for breach of contract arising
out of the performance or non-performance of any obligations imposed upon the City
by this Agreement. Nothing contained in this paragraph or elsewhere in this
Agreement is in any way intended to be a waiver of the limitation placed upon the City's
liability as set forth in Section 768.28, Florida Statutes.
[REMAINDER OF PAGE INTENTIONALLY LEFT BLANFn
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be
executed by their appropriate officials, as of the date first entered above.
FOR CITY:
ATTEST:
~'i
J } f1
City Clerk
CITY OF MIAMI BEACH, FLORIDA
City Manager
FOR CONSULTANT:
ATTEST:
//` ~ ,,.
By• ;- - ~-
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`/~ui~ ~`lcs Q/j~D~r7
(TITLE)
APPROVED AS rt+0
FORM 8 LANGUAGE
i FOR EXECUTION
` -Y/-d
Corporate Seal
EXHIBIT "A"
SCOPE OF SERVICES:
The Scope of Services presented below in eight steps describes the sequence of tasks
the Contractor will perform in order to produce all the desired study outputs.
Task 1: Project Orientation
At the outset of the consulting assignment, and in preparation for the initial trip
to Miami Beach, the ERA Team will request and review a variety of written
documents, plans, statistics and websites. ERA staff will also work with the Ciry
to identify potential stakeholders and schedule a week's worth of interviews.
Base Information Needed
The ERA Team will solicit help from CMB Staff, GMCVB Staff, and
others throughout Tasks 1 and 2 to collect an initial data base that
includes, but is not limited to:
• GMCVB Current Annual Work Plan and Goal Statement;
• GMCVB organization chart, board composition, and other
indicators of existing structure;
• Budget information from CMB and GMCVB including summary
data on key measures from the past three to five years;
• Identification of current partnership arrangements and outside
firms involved in advertising and marketing;
• Hotel inventory data for Miami Beach and the Greater Miami
area, including trends in transient occupancy tax collections;
and
• Current status and any output to date /rom the Market
Assessment.
Task 2: Stakeholder Interviews
Three key staff (Steve Spickard, Trudy McNulty, and one of ERA's Associates)
will then spend a week in the greater Miami region conducting interviews with
stakeholders (approximately 15 person-days). The ERA Team will start with
CMB staff, and will include multiple interviews with key staff of the Greater Miami
Convention and Visitors Bureau (GMCVB). Interviews will be held with other
stakeholders as well; including for example, hoteliers, staff of other cities,
convention center management, and (if appropriate) selected city commissioners
and bureau board members.
During this initial trip, the ERA Team will seek to gain a thorough understanding
of all issues, the existing structures of the GMCVB and the relationship of the
Bureau with the City, the marketing programs in place, existing partnership
arrangements in place, etc. We will expect to collect additional documents and
materials beyond those briefly reviewed in Task 1.
to
DELIVERABLE 1: Issues Identification
Upon returning from our meetings in Miami Beach and the greater
Miami area. the ERA team will submit Working Memorandum #1
to City staff describing what we heard in the stakeholder interviews.
A central focus of this memorandum will be identification of issues
to be addressed by the remainder of the study.
Task 3: Benchmarking other Bureaus
Among the many topics discussed during the ERA Team's week in the Miami
area will be the similarity of the Greater Miami situation to other metro areas with
a significant convention and tourism draw. After returning to our respective
offices, the ERA Team will initiate a "benchmarking" research effort to gather and
format information describing other major metro marketing efforts to compare
with that of the GMCVB. ERA will discuss the applicability of European examples
with the tourism development staff in our London office, and may include one or
more European metropolitan areas in the mix of comparable cities for
benchmarking. The majority, however, will be other major US metro areas for
which individual city vs. metro area marketing is a potential issue.
This research effort will establish industry standards, as well as suggest
alternative structures and strategies that are currently working well in other
locations (along with lessons learned from failed experiments elsewhere).
DELIVERABLE 2: Draft Benchmarking Findings
The benchmarking data collected from other destinations will be
presented to fhe City in draft form as Working Memorandum #2.
A refined version of the benchmarking findings will also appear as
a section in the final report document.
Task 4: Initial Analysis of the GMCVB
A!I insights and material collected in the Greater Miami area in Tasks 1 and 2 will
be compared with the industry information gained in Task 3, and analyzed with
the goal of addressing every point requested in the RFP Scope of Services. The
ERA Team will develop initial findings on all points, but before proceeding with
preparation of a formal report, the ERA Team will again visit Miami Beach (in
Task 5).
Task 5: Initial Findings/Additional Interviews
The two senior analysts (Steve Spickard and Trudy McNulty) will meet with City
staff to present initial findings from the research and analysis conducted to date.
The ERA Team will budget for a couple days in the Miami area, presenting an
opportunity to meet with other stakeholders who could not be available during the
initial visit. If deemed appropriate by City staff, the consultants could also
present selected initial findings to the GMCVB allowing them to correct any
misperceptions or explain extenuating circumstances during this visit
Specific Approach to Managing Conflicting Opinions
and Obtaining Consensus
One objective of this interim trip will be to help build credibility and
acceptance for the final report. The experience of the consulting
team has taught us that in situations such as these, there is the
potential for such a divergence of interests that consensus on final
recommendations maybe unobtainable. We have found the best
methodology is to conduct many individual and small group
interviews allowing specific and sensitive issues to be adequately
aired and factored into the analysis, and to stay away from
`workshops"and other open forums. The role of the consultants is
to provide the City of Miami Beach with the best objective advice
in the interests of the Miami Beach community. In the end, some
individuals in the greater Miami area may, or may not, be happy
with the ultimate findings and recommended direction of the report,
but the goal of our study process is to have consensus agreement
that the study process and report itself were fair, inclusive,
comprehensive, accurate, responsible, and reasonable.
DELIVERABLE 3: Initial Findings
The third deliverable in the study process will be a draft outline of
the study report along with Working Memorandum #3 which we
will bring with us when presenting our initial findings. In our
meetings in Miami Beach, the consultants will also have preliminary
drags of specific tables, graphs, and some other written material
that will ultimately appear in the final. Issues addressed in draft
outline bullet form in the initial assessment will include:
• The measurement of the Bureau's performance against stated
goals and work plan.
• A comparison of the Bureau's operation against other
comparable organizations.
• An evaluation of the Bureau's strengths, weaknesses,
opportunities and challenges in the context of its market
competition.
• An identification of areas where productivity can be improved.
• An assessment of the Bureau's key processes in sales,
marketing, customer service, administration and support
services.
• An evaluation of the research conducted by the Bureau,
including prioritization of initiatives and concentration of
resources.
• An assessment of the effectiveness of the Bureau's
measurement system for evaluating performance.
Task 6: Formulate Draft Report
Upon returning from the Task 5 trip, the ERA Team will formulate all draft
recommendations and prepare a formal written report. Each of the five topics in
the RFP Scope of Services will be specifically addressed. The report will be
delivered in draft form to the City for review.
DELIVERABLE 4: Draft Report
!n addition to covering the findings reported in Task 5, the report
will recommend strategic approaches to the following:
• Targeting -the current and future markefs.
• Positioning - to accentuate differentiation of destination.
• Communications -ranging from public relations and advertising
to community relations and government affairs.
The draft report will address al! of fhe questions raised in Section
ll of the RFP Scope of Services, including the fundamental issue
of continuing to market the Greater Miami area versus Miami
Beach alone.
Task 7: Present Draft Report to Staff
The ERA Team principal analyst (Steve Spickard) will meet with City staff to
discuss the draft report. If deemed appropriate by City staff, some or all of the
draft report recommendations and conclusions could be presented to others
(e.g., the GMCVB) during the same trip.
Task 8: Finalize Report
The ERA Team wilt respond to comments on the draft and refine the anarysis as
necessary to produce a final report. Fifteen bound copies and an electronic copy
in pdf format will be delivered.
DELIVERABLE 5: Final Report
The final report will address alt of the concerns in the RFP Scope
of Services. In summary, these will include:
1. Assessment of the current GMCVB governance, structure,
processes and operations.
2. Recommendation of an ideal governance, structure, and
operating model for the future of Miami Beach as if no
marketing organization currently existed in the region.
3. Benchmarlcing of the GMCVB relative to other comparable
major metro marketing organizations and industry standards.
4. Recommended strategic approaches for meeting the objectives
of the upcoming Market Assessment.
5. Assessment of whether continuing to participate in the Greater
Miami marketing effort is more or less effective than focusing on
Miami Beach alone in meeting the objectives of the Miami
Beach City and community.
Additional services
The key staff on the ERA Team will remain available for other services on a time and
expenses basis as requested by the City. For example, the key ERA staff could make
a presentation of the final report to the City Commission if needed.
Payments to the Contractor would be tied to submission of deliverables as follows:
Milestone:
Working Memorandum #1
Working Memorandum #2
Working Memorandum #3
Upon submission of Draft Report
Upon submission of Final Report
Project Totals
Amount:
$25,000 + any expenses to date
$25,000 + any expenses to date
$20,000 + any expenses to date
$20,000 + any expenses to date
$10.000 + anv expenses to date
$100,000 + expenses