Resolution 2021-31671 RESOLUTION NO. 2021-31671
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) 2021-083-WG
FOR HOLIDAY LIGHTING; AUTHORIZING THE ADMINISTRATION TO ENTER INTO
SIMULTANEOUS NEGOTIATIONS WITH FLORIDA CDI, LLC D/B/A CHRISTMAS
DESIGNERS AND SOUTH FLORIDA LIGHTING TEAM, LLC D/B/A MIAMI
CHRISTMAS LIGHTS, AS THE TOP RANKED PROPOSERS; PROVIDED,
HOWEVER, THAT THE FINAL SELECTION OF THE RECOMMENDED
PROPOSER(S) AND CONTRACT(S) SHALL BE SUBJECT TO APPROVAL BY THE
MAYOR AND CITY COMMISSION.
WHEREAS, on November 9, 2017 the City entered into an agreement with Artistic
Holiday Designs, LLC, pursuant to RFP 2017-077-JC for Holiday Lighting and Decorations; and
WHEREAS, the initial term of the agreement was for a three (3) year term with two (2)
additional one-year renewal options; and
WHEREAS, the present agreements are scheduled to expire November 6, 2021; and
WHEREAS, the City seeks a qualified firm or firms that can provide 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; and
WHEREAS, the City expects to retain the firm(s) that can 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; and
WHEREAS, on January 13, 2021, the Mayor and City Commission authorized the
issuance of Request for Qualifications (RFQ) 2021-083-WG for Holiday Lighting; and
WHEREAS, RFQ responses were due and received on February 24, 2021; and
WHEREAS, the City received proposals from the following four firms: Florida CDI, LLC
d/b/a Christmas Designers, South Florida Lighting Team, LLC d/b/a Miami Christmas Lights,
Simple Solutions Exterior Cleaning, LLC d/b/a We Hang Christmas Lights and Plant
Professionals Inc; and
WHEREAS, all of the proposals submitted were found to be responsive to the
requirements of the RFQ; and
WHEREAS, on March 20, 2021, the Interim City Manager appointed an Evaluation
Committee, comprised of Robin Jacobs, Miami Beach resident (Middle Beach), Justin Karr,
Real Estate Asset Specialist, Economic Development, Santiago Sellan, Senior Administrative
Manager, Property Management Department, Heather Shaw, Assistant Director, Tourism &
Cultural Development Department, Daniel Veitia, Miami Beach resident (North Beach), Tony
Wright, Miami Beach resident (South Beach); 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; and
WHEREAS, the Committee was also provided with general information on the scope of
services, and a copy of each proposal and was further instructed to score and rank each
proposal pursuant to the evaluation criteria established in the RFQ; and
•
WHEREAS, the evaluation process resulted in the proposers being ranked by the
Evaluation Committee in the following order:
1st- Florida CDI, LLC d/b/a Christmas Designers
1st- South Florida Lighting Team, LLC d/b/a Miami Christmas Lights
3rd - Simple Solutions Exterior Cleaning, LLC d/b/a We Hang Christmas Lights
4th - Plant Professionals, Inc.
WHEREAS, after reviewing all of the submissions and the results of the Evaluation
Committee process, the Interim City Manager concurs with the Evaluation Committee and finds
that Florida CDI, LLC d/b/a Christmas Designers and South Florida Lighting Team, LLC d/b/a
Miami Christmas Lights, to be the best qualified firms to provide a comprehensive, turn-key
approach to seasonal design, furnish, install & remove, maintain, and store holiday lighting and
decorations, for the City's major thoroughfares.
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) 2021-083-WGfor Holiday Lighting; authorize the Administration to enter
into simultaneous negotiations with Florida CDI, LLC d/b/a Christmas Designers and South
Florida Lighting Team, LLC d/b/a Miami Christmas Lights, as the top ranked proposers;
provided, however, that the final selection of the recommended proposer(s) and contract(s) shall
be subject to approval by the Mayor and City Commission.
PASSED AND ADOPTED this 29 day of�//,� 2021.
ATTEST:
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RAFA E. GRANADO, ITY CLERK DAN GELBER, MAYOR
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Resolutions-C7 M
MIAMI BEACH
COMMISSION MEMORANDUM
TO: Honorable Mayor and Members of the City Commission
FROM: Raul J.Aguila, Interim City Manager
DATE: April 29, 2021
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) 2021-083-WG FOR HOLIDAY LIGHTING; AUTHORIZING THE
ADMINISTRATION TO ENTER INTO SIMULTANEOUS NEGOTIATIONS
WITH FLORIDA CDI, LLC D/B/A CHRISTMAS DESIGNERS AND SOUTH
FLORIDA LIGHTING TEAM, LLC D/B/A MIAMI CHRISTMAS LIGHTS, AS
THE TOP RANKED PROPOSERS; PROVIDED, HOWEVER, THAT THE
FINAL SELECTION OF THE RECOMMENDED PROPOSER(S) AND
CONTRACT(S) SHALL BE SUBJECT TO APPROVAL BY THE MAYOR AND
CITY COMMISSION.
RECOMMENDATION
The Administration recommends that the Mayor and City Commission approve the Resolution
accepting the City Manager's recommendation pertaining to proposals received, pursuant to
RFQ 2021-083-WG, for holiday lighting services, to negotiate with the two top-ranked
proposers, with the final selection(s) and contract(s) subject to approval by the City
Commission.
BACKGROUND/HISTORY
The City's current contract for the maintenance and installation of holiday lighting expires in
November 2021. As such, through the RFQ, the City is seeking proposals from qualified firms)for
a comprehensive, turn-key approach to holiday lighting and decorations, including installing, storing,
and maintaining existing lighting and decorations, and designing and manufacturing new ones, as
commissioned by the City.
In response to this RFQ, proposers submitted proposals outlining its qualifications for the desired
services which included, but were not 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. The RFQ states that the City will negotiate a final agreement(s) with the top
qualified firm(s).
Through the RFQ, the Administration intends to continue to enhance the City's thoroughfares,
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Lincoln Road, and City Hall, as well as other key locations, during the holiday season with quality
and cost-effective designs.
ANALYSIS
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 D/B/A Christmas Designers; South Florida Lighting Team, LLC D/B/A Miami
Christmas Lights; Simple Solutions Exterior Cleaning, LLC D/B/A We Hang Christmas Lights;
and Plant Professionals, Inc. All of the proposals submitted were determined to be responsive
to the requirements of the RFQ.
On March 20, 2021, the Interim City Manager appointed an Evaluation Committee to consider
the proposals received. The Committee was comprised of: Robin Jacobs, Miami Beach
Resident (Middle Beach); Justin Karr, Real Estate Asset Specialist, Economic Development
Department; Santiago Sellan, Senior Administrative Manager, Property Management
Department; Heather Shaw, Assistant Director, Tourism & Cultural Development Department;
Daniel Veitia, Miami Beach Resident(North Beach); Tony Wright, Miami Beach Resident(South
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 proposers being ranked by the Evaluation Committee in
the following order(See Attachment A):
1st- Florida CDI, LLC D/B/A Christmas Designers
1st- South Florida Lighting Team, LLC D/B/A Miami Christmas Lights
3rd -Simple Solutions Exterior Cleaning, LLC D/B/A We Hang Christmas Lights
4th- Plant Professionals, Inc.
A summary of the two top-ranked firms follows:
1. Florida CDI. LLC D/B/A Christmas Designers.
Florida CDI, LLC / Christmas Designers is a local organization. A merged partnership of
2 professional commercial holiday decorating companies in the State of Florida,
Christmas Designers 40+ years in business and Holiday Illuminations 25+ years in
business.
Their South Florida offices, located in both Broward and Palm Beach county, consist of 33
year-round employees and approximately 130 seasonal employees with a fleet of 40 truck
vehides during season. The firm has previously performed services for the City with a good
performance record.
2. South Florida Lighting Team. LLC D/B/A Miami Christmas Lights
Miami Christmas Lights was founded in 2008 in efforts to provide services to
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municipalities and commercial clients throughout the state of Florida. Their primary service
consists of design, fabrication, installation, maintenance, removal and storage of large,
complex holiday lighting and decor programs. Their complete decor management service,
coupled with their world-class design team has fueled Miami Christmas Lights'growth over
the past decade, catapulting them to one of South Florida's premiere holiday vendors.
Miami Christmas Lights is based out of a 15,000 square foot, climate-controlled facility in
Miami Gardens, Florida, providing a centralized hub only 7 miles from the City of Miami
Beach.
Over the years, they have provided services for local municipal clients such as the City of
Fort Lauderdale, Town of Surfside, Village of Bal Harbour, and City of Sunny Isles. The
firm has previously performed services for the City with a good performance record.
SUPPORTING SURVEY DATA
Not Applicable
FINANCIAL INFORMATION
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.
CONCLUSION
City Manager's Recommendation.
After reviewing all of the submissions and the Evaluation Committee process, I concur with the
Evaluation Committee and find 1) Florida CDI, LLC D/B/A Christmas Designers ("Christmas
Designers") and 2) South Florida Lighting Team, LLC D/B/A Miami Christmas Lights ("Miami
Christmas Lights") to be the best qualified firms to commence negotiating with both firms
provided a comprehensive, turn-key approach to seasonal design, furnish, install & remove,
maintain, and store holiday lighting and decorations.
Some of the highlights of Christmas Designers proposal, as articulated by the Evaluation
Committee, include the following.
• The firm has vast experience providing turn-key, comprehensive holiday lighting and
display programs throughout the State of Florida for municipalities, such as City of Miami
Beach, City of Tavares, Florida, City of North Miami Beach, City of West Palm Beach,
Village of Bal Harbour, City of Delray, Village of Key Biscayne.
• The capacity for in-house custom display creations.
• The firm retains a large seasonal staff and fleet to address installation and maintenance
demands.
• Locally out of Broward and Palm Beach, Florida.
Some of the highlights of Miami Christmas Lights, experience, qualifications, approach, and
methodology to project delivery include:
• The firms has vast experience providing turn-key, comprehensive holiday lighting and
display programs throughout the State of Florida for municipalities, event venues, resorts
and casino such as City of Miami Beach, Miami International Airport, 600 Brickell World
Center, City of Fort Lauderdale, Hard Rock Hotel and Casino, Disney, Town of Surfside,
Village of Bal Harbour, City of Sunny Isles, and Orlando International Airport.
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• Clearly articulated the intricacies of working in Miami Beach.
• Local based out of Miami Gardens, Florida.
As noted,the Evaluation Committee process resulted in a tie for first ranked between Christmas
Designers and Miami Christmas Lights. I am therefore, recommending to engage both firms in
a simultaneous negotiation process to finalize designs and cost. The final selection and the
negotiated contract shall be subject to approval by the City Commission.
I am for the reasons stated herein, I recommend that the Mayor and City Commission approve
the Resolution authorizing the Administration to enter into simultaneous negotiations with 1)
Florida CDI, LLC D/B/A Christmas Designers, Inc., and 2) South Florida Lighting Team, LLC
D/B/A Miami Christmas Lights as the top ranked proposers; and further providing that the final
selection of the recommended proposer(s)and contract(s)shall be subject to the prior approval
of the Mayor and City Commission.
Is this a"Residents Right Does this item utilize G.O.
to Know" item, pursuant to Bond Funds?
City Code Section 2-14?
Yes No
Strategic Connection
'
Prosperity - Market and promote Miami Beach as a world class arts, culture, and quality
entertainment destination.
Legislative Tracking
Property Management/Procurement
ATTACHMENTS:
Description
❑ Attachment A
❑ Resolution
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•
•
"Rini
RFQ 20214111We g g Low
Holiday Lighting Robin Jacobs Justin Kerr Santiago Milian Heather Bhaw Daniel Valtia Troy Wright A n at®
41,,, Totals
Qualitative Quantitative Subtotal Qualitative Quantitative Subtotal Qualitative Quantitative Subtotal Qualitative Quantitative Subtotal Qualitative Quantitative Subtotal Qualitative Quantitative Subtotal
Florida CDI LLC/Christmas ,.'','r
Designers 96 0 98 2 95 __0 95 3 _ 90 0 ___90 3 94 0 94 1 95______R 95 1 95 0 95 1_ �_ 11 1
_ 77South Florida Lighting Team,LLC
DBA Miami Christmas Lights 97 0 97 1 100 0 100 1 97 0 97 ,1 91 0 91 2 90 0 90 2 85 0 85 4,...;,',,,,4 11 1
Plant Professionals Inc. 95 0 95 4 80 0 80 4 75 0 75 4 87 0 87 4 75,____ 0 75 4 95 0 95 1 dia 21 4
nit
Simple Solutions Exterior Cleaning i".l'
DBA We Hang Christmas Lights 96 0 96 2 100 0 100 1 91 0 91 2 90 0 _90 3 80 0 80 3 95 0 _ 95 1.'?!1; 12 3
uaVoks'/ Wiry+-0'•E"fam�?a���^t'.w!i.,�1i or2Ng 'i.."t 4u 40..
V.I.nn'. Toll m rsoUrs+.
Proposer Pdd. IV.1n.n'.t
Florida CDI LLC/Christmas s o
.Designers _
South Florida Lighting Team,LLC s o
DBA Miami Christmas Lights
Plant Professionals Inc. _ s a
Simple Solutions Exterior Cleaning s o
DBA We Hang Christmas Lights
FOR DISPLAY PURPOSES ONLY.FINAL RANKING DOES NOT CONSTITUTE AN AWARD RECOMMENDATION.
•
•
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