Resolution 2020-31335 RESOLUTION NO. 2020-31335
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.
WHEREAS, on December 11, 2019, the Mayor and City Commission approved the
issuance of the Request for Qualifications (RFQ) No. 2020-057-ND for Cultural Programming
and Event Producers; and
WHEREAS, Request for Qualifications No. 2020-057-ND (the "RFQ") was released on
December 24, 2019; and
WHEREAS, a voluntary pre-proposal meeting was held on January 7, 2020; and
WHEREAS, on February 10, 2020, the City received a total of 4 proposals, from Ideko
Productions LLC, Riddims Marketing, Inc., SWARM, Inc., and Tom Bercu Presents, Inc.; and
WHEREAS, the evaluation committee ("Committee)" convened on June 26, 2020 to
review and score the remaining proposals; and
WHEREAS, the Committee was provided an overview of the project, information relative
to the City's Cone of Silence Ordinance and the Government Sunshine Law, general information
on the scope of services, and a copy of each proposal; and
WHEREAS, the Committee's ranking was as follows: Tom Bercu Presents, Inc., as the
first ranked proposer, and Ideko Productions LLC and SWARM, Inc., as the tied second ranked
proposers; and
WHEREAS, any engagement over $100,000 will be subject to prior City Commission
approval; and
WHEREAS, after reviewing the qualifications of each firm, and having considered the
Evaluation Committee's rankings, the City Manager is recommending that the Mayor and the
City Commission authorize the Administration to establish a pool of pre-qualified consultants for
specific tasks relating to cultural programming and event producing services, and further
authorize 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.
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 hereby accept the recommendation of the City Manager, pursuant to Request for
Qualifications (RFQ) No. 2020-057-ND for Cultural Programming and Event Producers;
authorize the Administration to establish a pool of pre-qualified consultants for specific tasks
relating to cultural programming and event producing services; and authorize 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, authorize
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.
PASSED AND ADOPTED this c2q day of JI'/ 2020.
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Dan Gelber, Mayor
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Rafa 'I E. Granado, City Clerk FORM&LANGUAGE
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F:\PURC\Solicitations\2020\2020-057-ND RFQ Cultural Programming and Event Producers\10-Commission Award
Documents\RFQ-2020-057-ND-Resolution FINAL.doc
Resolutions-C7 R
MIAMI BEACH
COMMISSION MEMORANDUM
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.
RECOMMENDATION
Adopt the Resolution accepting the City Manager's recommendation.
BACKGROUND1HISTORY
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
Page 360 of 2461
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.
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
Page 361 of 2461
public sectors. I deko 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.
FINANCIAL INFORMATION
The cost of the related services, determined upon successful negotiations, are subject to funds
availability approved through the City's budgeting process.
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.
Applicable Area
Citywide
Is this a"Residents Right Does this item utilize G.Q.
to Know" item. pursuant to Bond Funds?
Page 362 of 2461
City Code Section 2-14?
Yes No
Legislative Tracking
Tourism and Culture/Procurement
ATTACHMENTS:
Description
o Attachment A
o Resolution
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_
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RFQ 2020.057-ND a
Cultural ProgiaIng and Cynthia Cassanova 1 Tonya Dankris Brandt Reddlek .E
JIG Brandt Salty 1 1.,. Low r
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Event Producers 2 2 r2 g ,,, Totals g
Qualitative Quantitativo Subtotal QuelltatIve Quentttative Subtotal Qualitative Quantitative Subtotal Qualltative Quanwsur• Subtotal I:
Idako Productions LLC 840 64 3 90 0 90 1 98 0 98 2 65 0 65 3_I 9 2
. —
Riddlms Marketing,Inc. _ 70 0 70 4 75 o 76 —4 87 0 87 4 50 0 — 50 4 T' 16 4
SWARM.Inc. 90 0 90 2 87 0 87 3 90 0 90 3 85 0 .—
-—85 1 ,' 9 2
Tom Elemu Presents,Inc. 89 5 94 1 as5 90 --.._1_98 5 — 103 1 80 5 86 -- 1 7— 4 . 1
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khx.PI oductkr•LLC 0 . 0
Rkictrns Makdiva.frc 0 0 0
SWARM Ire 0 0 0
Ire flaw Present.Inc 0 0 0
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Page 364 of 2461