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2002-24947 Reso RESOLUTION NO. 2002-24947 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, AUTHORIZING THE ISSUANCE OF REQUEST FOR PROPOSAL NO. 57-01/02 FOR THE MANAGEMENT AND OPERATION OF STREET MARKETS ON ESPANOLA WAY, LINCOLN ROAD AND NORMANDY VILLAGE, AND AUTHORIZING THE ISSUANCE OF A REQUEST FOR PROPOSAL FOR THE MANAGEMENT AND OPERATION OF AN ANTIQUE MARKET ON LINCOLN ROAD IN SPRING 2003. WHEREAS, the City is desirous of having street market operations in the Espanola Way, Lincoln Road and Normandy Village neighborhoods; and WHEREAS, street markets attract additional activity to these neighborhoods and enhance their economic vitality; and WHEREAS, various street markets have operated as special events in the City over the past several years; and WHEREAS, street market operations take place on the public right-of- way; and WHEREAS, street markets are year-round operations that do not meet the short-term criteria of special events; and WHEREAS, the City is desirous of establishing annual agreements with market producers; and WHEREAS, the season for the antique and collectibles market begins in October and ends the following April; and WHEREAS, on June 21, 2002, the Community Affairs Committee recommended the issuance of a Request for Proposals for the management and operation of street markets. NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City Commission authorize the issuance of Request for Proposal No. 57-0102 for the management and operation of street markets on Espanola Way, Lincoln Road, and Normandy Village, and further authorizing the issuance of a Request for Proposals in the Spring of 2003 for the management and operation of an antique and collectibles market on Lincoln Road. PASSED and ADOPTED this 31st day of July, 2002. r a ATTEST: 480 RP ORATED: City Clerk Resolution .No. 2002-24947 26 APPROVED AS TO f ORM&LANGUAGG &FOR EXEGUT CITY OF MIAMI BEACH COMMISSION ITEM SUMMARY Condensed Title: Issue a Request for Proposals (RFP) for the management and operation of street markets on Espanola Way, Lincoln Road,and Normandy Village, and to issue another RFP in the Spring of 2003 for the antique market on Lincoln Road. Issue: There are currently four markets operating within Miami Beach—two on Lincoln Road, one on Espanola Way and one in Normandy Village. These RFPs will ensure a fair process in bidding and selecting the producer(s) and the criteria required for the continued operations of these neighborhood markets. Item Summary/Recommendation: Approve the Resolution and issue the Requests for Proposals Advisory Board Recommendation: Community Affairs Committee meeting of June 21,2002 recommended approval with certain amendments. Input for the market operations was also gathered from Lincoln Road, Normandy Village and Espanola Way. Financial Information: Amount to be expended: Source of Amount Account Approved Funds: 1 2 3 4 Finance Dept. Total City Clerk's Office Legislative Tracking: Kevin Crowder Sign-Offs: Department Director Assistant City Manager City Manager T:\AGENDA\2002\JUL3102\REGULAR\Markets Summary.doc AGENDA ITEM l 7` Y DATE 7 SI-V L CITY OF MIAMI BEACH CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH,FLORIDA 33139 r www.ci.miami-beach.fl.us ell COMMISSION MEMORANDUM To: Mayor David Dermer and Date: July 31, 2002 Members of the City Commission From: Jorge M. Gonzalez City Manager Subject: A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, AUTHORIZING THE ISSUANCE OF REQUEST FOR PROPOSAL NO. 57-01/02 FOR THE MANAGEMENT AND OPERATION OF STREET MARKETS ON ESPANOLA WAY, LINCOLN ROAD AND NORMANDY VILLAGE,AND AUTHORIZING THE ISSUANCE OF A REQUEST FOR PROPOSAL FOR THE MANAGEMENT AND OPERATION OF AN ANTIQUE MARKET ON LINCOLN ROAD IN SPRING 2003. ADMINISTRATION RECOMMENDATION Adopt the Resolution. ANALYSIS For the past several years, street markets have operated in various locations throughout the City. The Lincoln Road Farmer's Market was originally created by the Lincoln Road Partnership, and when that organization was dissolved the market continued under a special event permit obtained by the Market Company. The market and festival on Espanola Way has grown from a one-day Sunday event originally organized by the Washington Avenue Association and the Miami Beach Community Development Association into a Friday night through Sunday night event operated by the Market Company through a special event permit. An additional weekly market was created by the Market Company at Normandy Circle. An antique and collectibles market organized by Louis Bondi and Tony Angione has been operating on Lincoln Road for several years under a special event permit. This market takes place every 2nd and 4th Sunday for 15 weeks per year. Given the seasonal nature and logistic/organizational needs of the antique market circuit, and after consulting with the market organizer,the Administration recommends the issuing a separate RFP for this type of market in the first quarter of 2003 that will better meet the timing requirements for the 2003/04 season that begins each October. On July 17, 2001, the Mayor and the City Commission referred a discussion regarding special events policies regarding markets to the Community Affairs Committee. On July 25, 2001, the Community Affairs Committee voted to direct the City Attorney's Office and the Administration to work on a concession agreement for recurring markets. On January 29, 2002,the Community Affairs Committee requested the Administration research how other cities handle permitting of markets and to bring options for permitting of markets to the next meeting. On February 9, 2002, a report on other market operations was made to the Community Affairs Committee, and they requested the Administration seek additional input from the neighborhood associations where the markets are currently located and seek their recommendations regarding events, or market operations in the various business districts. On June 21, 2002, the Community Affairs Committee reviewed and commented on the proposed scope of services, and recommended that a Request for Proposals for the market operations be issued, with the following amendments: a. The respondents to the RFP should be the operators of the market and not allow for the respondent to subcontract the operation. b. The RFP should include language that allows respondent to submit a program of what will be done in each of the venues. These programs may vary by location. c. The RFP should allow for diversification. d. The contract should include criteria for termination for convenience and the term of the contract should be for one year with a one-year renewal. e. The City should place more weight in evaluating the quality of program submitted in each proposal as opposed to the financial return to the City. f. The RFP should reflect the minimum and maximum number of booths allowed in each of the venues as guidelines to the respondents. g. The RFP should require the proposers to list their experience in operating markets or similar operations. While this is desirable it is not a minimum requirement because it would limit the number of respondents. The Administration held meetings with the various business districts where markets are currently held. These meetings were held on the following dates: Espanola Way April 17 First Floor Conference Room Normandy Village May 7 Hispanic Community Center Lincoln Road May 15 Miami Beach Community Church The meetings focused on: • location • frequency and hours of operation • selection criteria and process ■ exclusivity of product ■ operating and management standards ■ music/entertainment A summary of each of these issues is attached. Antique and Collectibles RFP The RFP for the Antique and Collectibles market on Lincoln Road will include the same Scope of Services as detailed below, with the following adjustments: Location Lincoln Road Antique Market .Lincoln Road, between Washington Avenue and Pennsylvania Avenue, and between Lincoln Lane North and Lincoln Lane South Market Type Lincoln Road Antique Market Antiques and Collectibles Entertainment No Entertainment SCOPE OF SERVICES The Administration has developed a Request for Proposals (RFP),with a proposed Scope of Services that includes times, location, the market types, entertainment, security, insurance, sanitation, and fee information. The RFP requires substantial detail on the type of market operation, including experience, booth presentation, parking, signage, coordination with the neighborhood associations, logistics, and vendor regulations. Additionally,the RFP addresses other issues that will impact the proposals. The proposers must be the operating and management entity, not an organization that will subcontract with a third party. The operations of the successful bidders will be subject to periodic audity by the City, and a process for vendor complaints will be included in the final negotiated contract. The proposals will be based on four criteria: experience, quality, positive neighborhood impact and financial return to the City. At the request of the Community Affairs Committee, the greatest weight during evaluation is given to the quality of the proposed market. Responses to the RFP will be due on Tuesday, September 24, 2002 at 4 p.m. The evaluation committee will convene during the week of October 20, 2002, and award recommendations will be presented to the City Commission at the November meeting.The Administration anticipates that the start date of the negotiated contract will be January 1, 2003. In addition to the normal advertising vehicles, the Administration is researching additional advertising opportunities that will reach the appropriate potential respondents. Applicants may submit proposals for one or more of the following market operations: 1. Espanola Way Friday 6 p.m. to 11 p.m. Saturday 10 a.m. to 11 p.m. Sunday 10 a.m. to 11 p.m. 2. Normandy Village Saturday 10 a.m. to 11 p.m. 3. Lincoln Road Farmers Market Sunday 10 a.m. to 7 p.m. Please specify which market operation(s) are being applied for. Proposals for street markets in other areas of the City will be subject to positive recommendation by the neighborhood that the market is proposed to take place in, followed by a public bidding process with an evaluation process as proposed herein, with final approval by the City Commission. Location: Espanola Way Street Closure Espanola Way between Washington and Drexel Drexel from Espanola to the Cul-de-Sac Normandy Village Normandy Fountain and Normandy Drive Lincoln Road Farmers Market Lincoln Road between Drexel Avenue and Alton Road Market Type: Espanola Way A variety of'unique items. First option given to local merchants for space in front of their current location. Market vendor fees will apply to local merchants that participate in the market. Non-compete with local merchants unless a waiver is granted by the affected merchant. Normandy Village A variety of unique items. First option given to local merchants for space in front of their current location. Market vendor fees will apply to local merchants that participate in the market. Non-compete with local merchants unless a waiver is granted by the affected merchant. Lincoln Road Farmers Market Farmers Market (Greens, produce, flowers only) Entertainment Espanola Way Solo, duo or trio performers Must comply with noise ordinance at all times Normandy Village Solo, duo or trio performers Must comply with noise ordinance at all times Lincoln Road Farmers Market Not applicable Off-Duty Police The need for off-duty police presence will be determined during contract negotiations with the successful proposer(s). Insurance Insurance and indemnification in the form provided by the City's Risk Manager must be provided. Fees/Concession Revenue to the City of Miami Beach Minimum of 10% of gross receipts to the market producer. Sanitation Responsible for daily pick-up and removal of all trash to the market and pressure cleaning of market areas once per month. Fee Schedule All proposers must submit a fee schedule for vendor/booth locations and the basis for those fees. Other The Espanola Way Market may operate on Mondays that are recognized holidays. All proposers MUST include a proposed site plan. All interested applicants must provide a narrative description of the following ts 1. Experience of the proposer in operating markets or other similar operations 2. Market Description 3. Vendor Content/Type 4. Number of Vendors 5. Describe Booth Presentation 6. Load in and Load out policy 7. Vendor Parking 8. Electricity needs 9. Organizational Structure (Incorporated, Not-For-Profit, etc) 10.Describe Advertising Plan 11.Signage Plan 12.Coordination Plan with Neighborhood Associations 13.Please describe any additional regulations for individual vendors Additional Information: 1. Respondents to this Request for Proposals must be the proposed operating & management organization for the market. Market operations & management may not be subcontracted to a third party. 2. Market operations will be subject to periodic audit by the City of Miami Beach. 3. The terms of the final contracts for market operations will be for one-year with a one- year renewal option. 4. The final contract for market operations will allow for termination for convenience by the City of Miami Beach. 5. Operators and vendors must have all applicable licenses and tax certificates 6. While financial return to the City of Miami Beach is important, the most important criteria for market operations is the quality of the market and the impact of the market on the neighborhood. 7. A process for the resolution of vendor complaints about the market operations will be included in the final negotiated contract. 8. The final contract will include language regarding excluded dates due to situations such as special events, photo and film productions, etc. Evaluation Criteria (100 points): 10 points Experience of the Proposer 50 points Quality of the Proposed Market 25 points Positive Impact of the Proposed Operation on the Neighborhood 15 points Proposed Financial Return to the City of Miami Beach JMG\CftKC\rar T:\AGENDA\2002\JUL3102\REGULAR\Markets RFP Memo.doc Summary of Community Meeting to Discuss Street Markets LOCATION • Espanola Way: Good location, possible extension north on Drexel Avenue, and explore the potential use of the area between Collins and Washington Avenues. • Normandy Village: Good location, possible extension west along Harding Avenue. • Lincoln Road: Address the entire road by spreading out vendors; possibly alternate street ends so that every store has exposure to the patrons that visit the markets. FREQUENCY AND HOURS OF OPERATION Both of these criteria are working well with the markets, the neighborhoods are happy with the current times that they take place. It was recommended that the markets be kept as consistent as possible throughout the year, and with as little disruption from special events as possible. If the market maintains consistent hours, location and frequency, patrons begin to depend on it and are more likely to visit the business district. The markets should continue operating in the mornings, in order to maintain a neighborhood feel. SELECTION CRITERIA AND PROCESS This was one of the most widely discussed topics at the meetings. It was recommended that guidelines for selection criteria be established by the City in order to provide clear definition, and the business districts and/or merchants associations monitor the implementation of the criteria and serve in an advisory capacity. EXCLUSIVITY OF PRODUCT In the case of the farmers markets, there was concern expressed by some businesses that too many of the products being sold make the market appear more like a flea market rather than a green market. As it relates to other types of products, the businesses would like to see more competition between the vendors within the market, rather than between the vendors and the merchants. Competition between vendors will enhance the quality of the overall market, as long as a standard is put in place. Merchants strongly expressed their opposition to competition with market vendors. Therefore, non-compete provisions will be incorporated into the requirements of any future market award. OPERATING AND MANAGEMENT STANDARDS Businesses felt that an oversight committee should be established to monitor the market operations as it relates to selection criteria, fees, and product standards. MUSIC/ENTERTAINMENT The merchants like the idea of music and entertainment to attract additional activity to the districts. They feel that it should be spread throughout the district as much as possible, and be performed at various intervals to allow patrons to listen and shop. MEETING SUMMARY While the local merchants want to keep, and even possibly expand the various markets, they desire more clarification on several issues: Selection process Vendor criteria Identification of a monitoring organization There was the recommendation of implementing a one-year contract in order to evaluate whether or not the improved market operations meet the needs of the neighborhoods. Page 1 ofl Williams, Mercedia From: Cuervo, Christina Sent: V\lednesday, August 07,200206:55 PM To: Wiliams, Mercedia Cc: Rodriguez, Rocio; Crowder, Kevin Subject: RE: Amended Resolution KC, I believe you drafted original reso..,can you revise....CMC, -----Original Message----- From: Williams, Mercedia Sent: Wednesday, August 07,20024:54 PM To: Cuervo, Christina Cc: Rodriguez, Rocio Subject: Amended Resolution Please note the below changes needed: R7H A Resolution Authorizing The Issuance Of Request For Proposal No. 57- 01/02 For The Management And Operation Of Street Markets On Espanola Way, Lincoln Road And Normandy Village, And Authorizing The Issuance Of A Request For Proposal For The Management And Operation Of An Antique Market On Lincoln Road In Spring 2003. (Economic Development) ACTION: Resolution No. 2002-24947 adopted with the RFP amended by Commissioners Garcia and Gross. Motion made by Commissioner Bower; seconded by Commissioner Gross; Voice vote: 7-0. Gus Lopez to issue the RFP. Christina Cuervo to handle. Commissioner proposers to creativity. Bower stated that language should be added that would allow submit creative ideas. This will allow for flexibility for Christina Cuervo to add language. Commissioner Gross is not comfortable with the weight given to experience. It was agreed that the proposals would be evaluated based on the 40/40/20 formula; A weigh of 40 for experience, 40 for quality and 20 for financial return to the City. Commissioner Garcia stated that "quality" is very subjective and hard to measure. The bidders need to provide a history of what they have produced and what is going to bring more revenue to the City. Christina CUervo to handle. Thanks. 08/08/2002 Page 1 ofl Williams, Mercedia From: Williams, Mercedia Sent: \Nednesday, August 07,200204:54 PM To: Cuervo, Christina Cc: Rodriguez, Rocio Subject: Amended Resolution Please note the below changes needed: R7H A Resolution Authorizing The Issuance Of Request For Proposal No. 57-01/02 For The Management And Operation Of Street Markets On Espanola Way, Lincoln Road And Normandy Village, And Authorizing The Issuance Of A Request For Proposal For The Management And Operation Of An Antique Market On Lincoln Road In Spring 2003. (Economic Development) ACTION: Resolution No. 2002-24947 adopted Commissioners Garcia and Gross. Motion made by by Commissioner Gross; Voice vote: 7-0. Gus Christina Cuervo to handle. wi th the RFP amended. by Commissioner Bower; seconded Lopez to issue the RFP. Commissioner proposers to creativity. Bower stated that language should be added submit creative ideas. This will allow for Christina Cuervo to add language. that would allow flexibility for Commissioner Gross is not comfortable with the weight given to experience. It was agreed that the proposals would be evaluated based on the 40/40/20 formula; A weigh of 40 for experience, 40 for quality and 20 for financial return to the City. Commissioner Garcia stated that "quality" is very subjective and hard to measure. The bidders need to provide a history of what they have produced and what is going to bring more revenue to the City. Christina Cuervo to handl.e . Thanks. 08/07/2002 Afteraction July 31,2002 Draft#1 City of Miami Beach R7H A Resolution Authorizing The Issuance Of Request For Proposal No. 57-01/02 For The Management And Operation Of Street Markets On Espanola Way, Lincoln Road And Normandy Village. And Authorizing The Issuance Of A Request For Proposal For The Management And Operation Of An Antique Market On Lincoln Road In Spring 2003, (Economic Development) ACTION: Resolution No. 2002-24947 Adopted as amended by Commissioners Garcia and Gross. Motion made by Commissioner Bower; seconded by Commissioner; Voice vote: 7-0, Gus Lopez to issue the RFP. Christina Cuervo to handle, Commissioner Bower stated that language should be added that proposes can submit ideas. This will allow for flexibility for creativity. Commissioner Gross is not comfortable with the weight given to experience. He feels this is the most important criteria, He suggested to delete " positive impact.,.. and more weight added to experience, He stated that experience should be very clear. Commissioner Garcia stated that "quality. is very subjective and hard to measure. Commissioner Garcia stated to see the history. Commissioner Gross asked for a rank of criteria for experience. Jorge Gonzalez, City Manager, stated that quality is more important than financial retum. It was agreed that the proposals would be evaluated based on the 40/40/20 formula; A weigh of 40 for experience, 40 for quality and 20 for financing. Prepared by the City Clerk's Office page # 23 F:\CLER\COMMON\2002\20020731 \020731 d5.doc RESOLUTION NO. 2002-24947 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, AUTHORIZING THE ISSUANCE OF REQUEST FOR PROPOSAL NO. 57-01/02 FOR THE MANAGEMENT AND OPERATION OF STREET MARKETS ON ESPANOLA WAY, LINCOLN ROAD AND NORMANDY VILLAGE, AND AUTHORIZING THE ISSUANCE OF A REQUEST FOR PROPOSAL FOR THE MANAGEMENT AND OPERATION OF AN ANTIQUE MARKET ON LINCOLN ROAD IN SPRING 2003. WHEREAS, the City is desirous of having street market operations in the Espanola Way, Lincoln Road and Normandy Village neighborhoods; and WHEREAS, street markets attract additional activity to these neighborhoods and enhance their economic vitality; and WHEREAS, various street markets have operated as special events in the City over the past several years; and WHEREAS, street market operations take place on the public right-of- way; and WHEREAS, street markets are year-round operations that do not meet the short-term criteria of special events; and WHEREAS, the City is desirous of establishing annual agreements with market producers; and WHEREAS, the season for the antique and collectibles market begins in October and ends the following April; and WHEREAS, on June 21, 2002, the Community Affairs Committee recommended the issuance of a Request for Proposals for the management and operation of street markets. NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City Commission authorize the issuance of Request for Proposal No. 57-0102 for the management and operation of street markets on Espanola Way, Lincoln Road, and Normandy Village, and further authorizing the issuance of a Request for Proposals in the Spring of 2003 for the management and operation of an antique and collectibles market on Lincoln Road. PASSED and ADOPTED this 31st ATTEST: City Clerk Resolution No. 2002-24947 day of July, 2002. Mayor ~M1O fORM&~ .fOR~ CITY OF MIAMI BEACH COMMISSION ITEM SUMMARY m Condensed Title: Issue a Request for Proposals (RFP) for the management and operation of street markets on Espanola Way, Lincoln Road, and Normandy Village, and to issue another RFP in the Spring of 2003 for the antique market on Lincoln Road. Issue: There are currently four markets operating within Miami Beach - two on Lincoln Road, one on Espanola Way and one in Normandy Village, These RFPs will ensure a fair process in bidding and selecting the producer(s) and the criteria required for the continued operations of these neighborhood markets. Item Summary/Recommendation: Approve the Resolution and issue the Requests for Proposals Advisory Board Recommendation: Community Affairs Committee meeting of June 21, 2002 recommended approval with certain amendments. Input for the market operations was also gathered from Lincoln Road, Normandy Village and Espanola Way. Financial Information: Amount to be expended: D Finance Dept. Source of Funds: City Clerk's Office Legislative Tracking: I Kevin Crowder T:\AGENDA\2002\JUL3102\REGULARlMarkets Summary.doc AGENDA ITEM DATE 1?7H 7-3/-oL CITY OF MIAMI BEACH CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139 www.cj.miami-beach.fl.us COMMISSION MEMORANDUM From: Mayor David Dermer and Members of the City Commission Jorge M, Gonzalez ~ ~A~~ City Manager 0 II"' - 0 Date: July 31,2002 To: Subject: A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, AUTHORIZING THE ISSUANCE OF REQUEST FOR PROPOSAL NO. 57-01102 FOR THE MANAGEMENT AND OPERATION OF STREET MARKETS ON ESPANOLA WAY, LINCOLN ROAD AND NORMANDY VILLAGE, AND AUTHORIZING THE ISSUANCE OF A REQUEST FOR PROPOSAL FOR THE MANAGEMENT AND OPERATION OF AN ANTIQUE MARKET ON LINCOLN ROAD IN SPRING 2003. ADMINISTRATION RECOMMENDATION Adopt the Resolution. ANALYSIS For the past several years, street markets have operated in various locations throughout the City. The Lincoln Road Farmer's Market was originally created by the Lincoln Road Partnership, and when that organization was dissolved the market continued under a special event permit obtained by the Market Company. The market and festival on Espanola Way has grown from a one-day Sunday event originally organized by the Washington Avenue Association and the Miami Beach Community Development Association into a Friday night through Sunday night event operated by the Market Company through a special event permit. An additional weekly market was created by the Market Company at Normandy Circle. An antique and collectibles market organized by Louis Bondi and Tony Angione has been operating on Lincoln Road for several years under a special event permit. This market takes place every 2nd and 4th Sunday for 15 weeks per year. Given the seasonal nature and logistic/organizational needs of the antique market circuit, and after consulting with the market organizer, the Administration recommends the issuing a separate RFP for this type of market in the first quarter of 2003 that will better meet the timing requirements for the 2003/04 season that begins each October. On July 17, 2001, the Mayor and the City Commission referred a discussion regarding special events policies regarding markets to the Community Affairs Committee. On July 25, 2001, the Community Affairs Committee voted to direct the City Attorney's Office and the Administration to work on a concession agreement for recurring markets. On January 29, 2002, the Community Affairs Committee requested the Administration research how other cities handle permitting of markets and to bring options for permitting of markets to the next meeting. On February 9, 2002, a report on other market operations was made to the Community Affairs Committee, and they requested the Administration seek additional input from the neighborhood associations where the markets are currently located and seek their recommendations regarding events, or market operations in the various business districts, On June 21, 2002, the Community Affairs Committee reviewed and commented on the proposed scope of services, and recommended that a Request for Proposals for the market operations be issued, with the following amendments: a. The respondents to the RFP should be the operators of the market and not allow for the respondent to subcontract the operation. b. The RFP should include language that allows respondent to submit a program of what will be done in each of the venues. These programs may vary by location. c, The RFP should allow for diversification. d. The contract should include criteria for termination for convenience and the term ofthe contract should be for one year with a one-year renewal. e. The City should place more weight in evaluating the quality of program submitted in each proposal as opposed to the financial return to the City. f. The RFP should reflect the minimum and maximum number of booths allowed in each of the venues as guidelines to the respondents, g. The RFP should require the proposers to list their experience in operating markets or similar operations, While this is desirable it is not a minimum requirement because it would limit the number of respondents. The Administration held meetings with the various business districts where markets are currently held. These meetings were held on the following dates: Espanola Way Normandy Village Lincoln Road April 17 May? May 15 First Floor Conference Room Hispanic Community Center Miami Beach Community Church The meetings focused on: · location · frequency and hours of operation . selection criteria and process · exclusivity of product · operating and management standards · music/entertainment A summary of each of these issues is attached. Antiaue and Collectibles RFP The RFP for the Antique and Collectibles market on Lincoln Road will include the same Scope of Services as detailed below, with the following adjustments: Location Lincoln Road Antique Market Lincoln Road, between Washington Avenue and Pennsylvania Avenue, and between Lincoln Lane North and Lincoln Lane South Market Tvoe Lincoln Road Antique Market Antiques and Collectibles Entertainment No Entertainment SCOPE OF SERVICES The Administration has developed a Request for Proposals (RFP), with a proposed Scope of Services that includes times, location, the market types, entertainment, security, insurance, sanitation, and fee information. The RFP requires substantial detail on the type of market operation, including experience, booth presentation, parking, signage, coordination with the neighborhood associations, logistics, and vendor regulations. Additionally, the RFP addresses other issues that will impact the proposals. The proposers must be the operating and management entity, not an organization that will subcontract with a third party. The operations of the successful bidders will be subject to periodic audity by the City, and a process for vendor complaints will be included in the final negotiated contract. The proposals will be based on four criteria: experience, quality, positive neighborhood impact and financial return to the City. At the request of the Community Affairs Committee, the greatest weight during evaluation is given to the quality of the proposed market. Responses to the RFP will be due on Tuesday, September 24, 2002 at 4 p.m. The evaluation committee will convene during the week of October 20, 2002, and award recommendations will be presented to the City Commission at the November meeting. The Administration anticipates that the start date of the negotiated contract will be January 1, 2003. In addition to the normal advertising vehicles, the Administration is researching additional advertising opportunities that will reach the appropriate potential respondents. Applicants may submit proposals for one or more of the following market operations: 1. Espanola Way Friday Saturday Sunday 6 p.m. to 11 p.m. 10 a.m. to 11 p.m. 10 a.m. to 11 p.m. 2. Normandy Village Saturday 10 a.m. to 11 p.m. 3. Lincoln Road Farmers Market Sunday 10 a.m. to 7 p.m. Please specify which market operation(s) are being applied for. Proposals for street markets in other areas of the City will be subject to positive recommendation by the neighborhood that the market is proposed to take place in, followed by a public bidding process with an evaluation process as proposed herein, with final approval by the City Commission. Location: Espanola Way Street Closure Espanola Way between Washington and Drexel Drexel from Espanola to the Cul-de-Sac Normandy Village Normandy Fountain and Normandy Drive Lincoln Road Farmers Market Lincoln Road between Drexel Avenue and Alton Road Market Tvoe: Espanola Way A variety of unique items. First option given to local merchants for space in front of their current location. Market vendor fees will apply to local merchants that participate in the market. Non-compete with local merchants unless a waiver is granted by the affected merchant. Normandy Village A variety of unique items. First option given to local merchants for space in front of their current location. Market vendor fees will apply to local merchants that participate in the market. Non-compete with local merchants unless a waiver is granted by the affected merchant. Lincoln Road Farmers Market Farmers Market (Greens, produce, flowers only) Entertainment Espanola Way Solo, duo or trio performers Must comply with noise ordinance at all times Normandy Village Solo, duo or trio performers Must comply with noise ordinance at all times Lincoln Road Farmers Market Not applicable Off-Duty Police The need for off-duty police presence will be determined during contract negotiations with the successful proposer(s). Insurance Insurance and indemnification in the form provided by the City's Risk Manager must be provided. Fees/Concession Revenue to the City of Miami Beach Minimum of 10% of gross receipts to the market producer. Sanitation Responsible for daily pick-up and removal of all trash to the market and pressure cleaning of market areas once per month, Fee Schedule All proposers must submit a fee schedule for vendor/booth locations and the basis for those fees. Other The Espanola Way Market may operate on Mondays that are recognized holidays. All proposers MUST include a proposed site plan. All interested aoolicants must orovide a narrative description of the followino items: 1. Experience of the proposer in operating markets or other similar operations 2. Market Description 3. Vendor ContentlType 4. Number of Vendors 5. Describe Booth Presentation 6. Load in and Load out policy 7. Vendor Parking 8. Electricity needs 9. Organizational Structure (Incorporated, Not-For-Profit, etc) 10. Describe Advertising Plan 11 . Signage Plan 12. Coordination Plan with Neighborhood Associations 13. Please describe any additional regulations for individual vendors Additional I nformation: 1, Respondents to this Request for Proposals must be the proposed operating & management organization for the market. Market operations & management may not be subcontracted to a third party. 2. Market operations will be subject to periodic audit by the City of Miami Beach. 3. The terms of the final contracts for market operations will be for one-year with a one- year renewal option. 4. The final contract for market operations will allow for termination for convenience by the City of Miami Beach. 5. Operators and vendors must have all applicable licenses and tax certificates 6. While financial return to the City of Miami Beach is important, the most important criteria for market operations is the quality of the market and the impact of the market on the neighborhood. 7. A process for the resolution of vendor complaints about the market operations will be included in the final negotiated contract. 8. The final contract will include language regarding excluded dates due to situations such as special events, photo and film productions, etc. Evaluation Criteria (100 points): 10 points Experience of the Proposer 50 points Quality of the Proposed Market 25 points Positive Impact of the Proposed Operation on the Neighborhood 15 points Proposed Financial Return to the City of Miami Beach JMG\c~\rar T:\AGENDA\2002\JUL3102\REGULARlMarkets RFP Memo.doc Summary of Community Meeting to Discuss Street Markets LOCATION . Esoanola Wav: Good location, possible extension north on Drexel Avenue, and explore the potential use of the area between Collins and Washington Avenues, . Normandv Villaoe: Good location, possible extension west along Harding Avenue. . Lincoln Road: Address the entire road by spreading out vendors; possibly' alternate street ends so that every store has exposure to the patrons that visit the markets. FREQUENCY AND HOURS OF OPERATION Both of these criteria are working well with the markets, the neighborhoods are happy with the current times that they take place. It was recommended that the markets be kept as consistent as possible throughout the year, and with as little disruption from special events as possible. If the market maintains consistent hours, location and frequency, patrons begin to depend on it and are more likely to visit the business district, The markets should continue operating in the mornings, in order to maintain a neighborhood feel. SELECTION CRITERIA AND PROCESS This was one of the most widely discussed topics at the meetings. It was recommended that guidelines for selection criteria be established by the City in order to provide clear definition, and the business districts and/or merchants associations monitor the implementation of the criteria and serve in an advisory capacity. EXCLUSIVITY OF PRODUCT In the case of the farmers markets, there was concern expressed by some businesses that too many of the products being sold make the market appear more like a flea market rather than a green market. As it relates to other types of products, the businesses would like to see more competition between the vendors within the market, rather than between the vendors and the merchants. Competition between vendors will enhance the quality of the overall market, as long as a standard is put in place. Merchants strongly expressed their opposition to competition with market vendors. Therefore, non-compete provisions will be incorporated into the requirements of any future market award. OPERATING AND MANAGEMENT STANDARDS Businesses felt that an oversight committee should be established to monitor the market operations as it relates to selection criteria, fees, and product standards. MUSIC/ENTERTAINMENT The merchants like the idea of music and entertainment to attract additional activity to the districts. They feel that it should be spread throughout the district as much as possible, and be performed at various intervals to allow patrons to listen and shop, MEETING SUMMARY While the local merchants want to keep, and even possibly expand the various markets, they desire more clarification on several issues: Selection process Vendor criteria Identification of a monitoring organization There was the recommendation of implementing a one-year contract in order to evaluate whether or not the improved market operations meet the needs of the neighborhoods.