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2010-27323 Reso2010-27323 RESOLUTION NO. 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 PROPOSALS (RFP) NO. 4-09/10, FOR ELECTRIC FIREWORKS AND PYROTECHNICS FOR THE CITY OF MIAMI BEACH FOURTH OF JULY EVENT; AUTHORIZING THE ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH THE TOP RANKED PROPOSER, ZAMBELLI FIREWORKS, AND SHOULD THE ADMINISTRATION NOT BE SUCCESSFUL IN NEGOTIATING AN AGREEMENT WITH THE TOP-RANKED PROPOSER, AUTHORIZING NEGOTIATIONS WITH THE SECOND-RANKED PROPOSER, PYROTECNICO; AND FURTHER AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AN AGREEMENT UPON COMPLETION OF SUCCESSFUL NEGOTIATIONS BY THE ADMINISTRATION, IN THE NOT TO EXCEED AMOUNT OF $75,000. WHEREAS, Request for Proposals (RFP) No. 4-09/10 for a for Electric Fireworks and Pyrotechnics for the City of Miami Beach Fourth of July Event was issued on October 28, 2009, with an opening date of November 27, 2009; and WHEREAS, apre-proposal conference was held on November 12, 2009; and WHEREAS, the deadline for receipt of proposals was extended until December 2, 2009 due to the inclusion of additional information, and to allow sufficient time to respond to questions by prospective proposers; and WHEREAS, BidSync, BidNet and the Procurement Division issued bid notices to over 678 prospective proposers combined, which resulted in the receipt of three proposals; and WHEREAS, on December 10, 2009, the City Manager via Letter to Commission (LTC) No. 343-2009, appointed an Evaluation Committee ("the Committee") consisting of the following individuals: Marlo Courtney, Goldman Properties and Ocean Drive Association; Jim Sterling, Resident and Leadership Academy Graduate; David Mogen, Fire Fighter II, City of Miami Beach Fire Department; Daniel Veitia, Resident and Leadership Academy Graduate; Graham Winick, Film and Event Production Manager; and WHEREAS, the Committee convened on January 5, 2010, and Max Sklar, Director of the Tourism and Cultural Development Department provided the Committee with an overview of the project; and WHEREAS, the Committee members were also provided with Performance Evaluation Surveys and presentations from all firms being evaluated; and WHEREAS, the Committee unanimously recommended Zambelli Fireworks as the top- ranked firm, and Pyrotecnico as the second yanked firm; and WHEREAS, the City Manager concurs with the Committee's recommendation. NOW, THEREFORE, BE IT 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 pertaining to Request for Proposals (RFP) No. 4-09/10, for Electric Fireworks and Pyrotechnics for the City of Miami Beach Fourth of July Event; authorize the Administration to enter into negotiations with the top ranked proposer, Zambelli Fireworks, and should the Administration not be successful in negotiating an agreement with the top-ranked proposer, authorize negotiations with the second-ranked proposer, Pyrotecnico; and further authorize the Mayor and City Clerk to execute an agreement upon completion of successful negotiations by the Administration, in the not to exceed amount of $75,000. PASSED AND ADOPTED THIS .3 ATTEST: ~ P~~ CITY CLERK DAY OF F2 b rKC, r y 2010. MA R T:\AGENDA12010\February 3\Consent\RFP 4-09-10 Fireworks RFP RESO.doc APPROVED AS TO ORM LANGUAGE & FO~EXECUTION ~ Z& Id a COMMISSION ITEM SUMMARY Condensed Title: Accept the City Managers Recommendation Pursuant To Request For Proposals (RFP) No. No. 4-09110, For Electric Fireworks And Pyrotechnics For The City Of Miami Beach Fourth Of July Event; Authorizing The Administration To Enter Into Negotiations With The Top Ranked Proposer, Zambelli Fireworks; And Should The Administration Not Be Successful In Negotiating An Agreement With The Top-Ranked Proposer, Authorizing Negotiations With The Second-Ranked Proposer, Pyrotecnico; And Further Authorizing The Mayor And City Clerk To Execute An Agreement Upon Completion Of Successful Negotiations By The Administration In The Not To Exceed Amount of $75,000. Ke Intended Outcome Su orted: Maximize Miami Beach as a Destination Brand. Increase Communi Satisfaction with Ci Services. Supporting Data (Surveys, Environmental Scan, etc.): Shall the City Commission approve the City Manager's recommendation? RFP No. 14-09/10 was issued on October 28, 2009 with an opening date of November 27, 2009. Apre- proposal conference was held on November 12, 2009. Two addenda were issued to provide additional information and to respond to questions by prospective proposers, thus extending the deadline for receipt of proposals until December 2, 2009. BidSync and BidNet issued bid notices to over 669 prospective proposers combined, in addition to a-mail notification by the Procurement Division. The notices resulted in the receipt of three (3) bids from the following companies: • Bay Fireworks • Pyrotecnico • Zambelli Fireworks The City Manager via, Letter to Commission (LTC) No. 343-2009, appointed an Evaluation Committee ("the Committee") which convened on January 5, 2010 to evaluate and rank the proposals received. The Committee unanimously approved to recommend Zambelli Fireworks for potential award for the electric fireworks and pyrotechnics for the City of Miami Beach Fourth of July event. Financial Information: Source of Amount Account Funds: 1 $45,000 Citywide July 4th Account Number 011-9322-000353 2 $30,000 Sponsorships 3 O PI Total $ 75,000 Not to Exceed Financial Impact Summary: Clerk's Gus Lopez, EM. 6641 Sign-Offs: l\ Depa ent Director As istan ity Manager City Manager GL MS H PDW JMG T: WGENDA\201ro1February 3\COnsent\RFP 4-OB-10 Fireworks R~tlMMARV.tloc / I / 1 m MIAMIBEACH AG{IE`Nl/D/AIITEM~C7H DATE Z" -/O MIAMI BEACH CiTy of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, viww.miomibeachH.gov COMMISSION MEMORANDUM TO: Mayor Matti Herrera Bower and Members of the City Commission FROM: Jorge M. Gonzalez, City Manager DATE: February 3, 2010 SUBJECT: A RESOLUTION OF THE MAYO AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE CITY MANAGER PURSUANT TO REQUEST FOR PROPOSALS (RFP) NO. 4-09/10, FOR ELECTRIC FIREWORKS AND PYROTECHNICS FOR THE CITY OF MIAMI BEACH FOURTH OF JULY EVENT; AUTHORIZING THE ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH THE TOP RANKED PROPOSER, ZAMBELLI FIREWORKS; AND SHOULD THE ADMINISTRATION NOT BE SUCCESSFUL IN NEGOTIATING AN AGREEMENT WITH THE TOP-RANKED PROPOSER, AUTHORIZING NEGOTIATIONS WITH THE SECOND-RANKED PROPOSER, PYROTECNICO; AND FURTHER AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AN AGREEMENT UPON COMPLETION OF SUCCESSFUL NEGOTIATIONS BY THE ADMINISTRATION IN THE NOT TO EXCEED AMOUNT OF $75,000. ADMINISTRATION RECOMMENDATION Adopt the Resolution. AMOUNT AND FUNDING $45,000 Funding is available from Citywide July 4"' Account Number 011-9322-000353. The cost of shows may vary from year to year and can range from $25,000 to $75,000 depending on any additional sponsorship dollars raised. KEY INTENDED OUTCOME SUPPORTED Maximize Miami Beach as a Destination Brand. Increase Community Satisfaction with City Services. ANALYSIS On October 14, 2009, the Administration proposed that the City issue a Request for Proposals (RFP) to obtain the services of qualified provider of electric fireworks and pyrotechnics for the City's Fourth of July Independence Day Celebration, as each year the City hosts a free Fourth of JDIy Celebration featuring fireworks for the community. TERM OF THE AGREEMENT The contract term will be for one (1) year, with two (2) one (1) year renewals, at the City's sole discretion and subject to the availability of annual funding. Commission Memorandum RFP No. 4-09110 Fireworks 4th of July February 3, 2010 Page 2 RFP PROCESS On October 14, 2009, the Mayor and City Commission approved the issuance of Request for Proposals (RFP) No. 14-09/10 for Electric Fireworks and Pyrotechnics for the City Of Miami Beach Fourth Of July Event. RFP No. 4-09/10 was issued on October 28, 2009 with an opening date of November 27, 2009. Apre-proposal conference was held on November 12, 2009. Two addenda were issued to provide additional information and to respond to questions by prospective proposers, thus extending the deadline for receipt of proposals until December 2, 2009. BidSync and BidNet issued bid notices to over 669 prospective proposers combined. Additionally, the Procurement Division supplemented this listing and sent the bid notification via a-mail, thus inviting 9 additional prospective bidders. The notices resulted in the receipt of three (3) bids from the following companies: • Bay Fireworks • Pyrotecnico • Zambelli Fireworks Scone Of Services The fireworks display shall be in the City of Miami Beach on July 4, 2010 at a time and site to be specified by the City. Traditionally, the fireworks display has been held on the beach east of Ocean Drive and 8th Street due to specific space requirements for public safety. However, the location is subject to change annually. The proposals for fireworks/pyrotechnic display had to include the following: Experience, Qualifications and Past Performance Proposers had to demonstrate at least three (3) years of experience providing firework and pyrotechnic displays on a beach dealing with environmental conditions such as rain, sand and turtle nesting regulations. Bidders had to provide the City with the names, addresses, telephone numbers and electronic mail addresses of a least three (3) other firms or government agencies for whom a similar type of work has been performed in the past twenty- four (24) months. Proposed Cost Proposals were to include electric fireworks displays with budgets ranging from $25,000 up to $75,000, increasing in $10,000 increments (i.e. $25,000, $35,000, $45,000, etc..). Methodology, Approach and Quality of Show Design/Display The proposers had to submit the following: • A narrative description of each proposed fireworks display shall include the order in which the shells are to be fired, The description shall maintain a show intensity of shells shot every two (2) seconds, from multiple locations with no black sky (i.e. no lapse of time between shells). • Length of time of display. • A breakdown of all shells to be used, by size and description and price. • A detailed price breakdown of each shell with a total price for the entire display. • All supplies and equipment necessary to perform the display as proposed. Commission Memorandum RFP No. 4-09110 Fireworks 4t" of July February 3, 2010 Page 3 Transportation of equipment, supplies and personnel necessary to present the display as proposed. • All licensed and /or permitted personnel and labor, as required, needed to transport, set up, shoot, tear down and cleanup the display as proposed. • All licensed and/or. permits required to transport, stage, and shoot display as proposed. • Required insurance as detailed in the RFP. Evaluation of Proposals The City Manager via letter to Commission (LTC) No. 343-2009, appointed an Evaluation Committee ("the Committee") consisting of the following individuals: Marlo Courtney, Goldman Properties and Ocean Drive Association • Jim Sterling, Resident and Leadership Academy Graduate • David Mogen, Fire Fighter II, City of Miami Beach Fire Department • Daniel Veitia, Resident and Leadership Academy Graduate • Graham Winick, Film and Event Production Manager On January 5, 2010 the Evaluation Committee (the "Committee') convened to review and evaluate the proposals received. The Committee unanimously nominated Mr. Graham Winick as Chair of the Committee. Max Sklar, Director of the Tourism and Cultural Development Department, attended the meeting to provide the Committee with an overview of the project and to provide support throughout the meeting. The Committee members were also provided with Performance Evaluation Surveys and presentations from all firms being evaluated. The following Evaluation Criteria was used to evaluate and rank proposers: Experience and Qualifications of the Proposer and Past performance 30 pts Proposed Cost 30 pts Methodology, Approach and Quality of the Show-design/display 40 pts At the end of the interview, the Committee discussed their perceptions of the proposer's qualifications, experience, and competence, and expressed the importance of the logistics involved in this project, the need to understand the usability of the beach, local knowledge of the process, and use of cutting edge-material. Zambelli came across as the company having the best understanding of the logistic side of the project. Additionally, creativity of show was a component of the project that the committee felt Zambelli could accomplish best. Elements that the Committee would like to have addressed during the negotiation process are the need to have a firm cancellation policy satisfactory to the City, and making the successful proposer responsible for the protection of the fireworks from weather conditions and surrounding elements (rain, sand, etc.) to ensure quality of show. Commission Memorandum RFP No. 4-09/10 Fireworks 4'h of July February 3, 2010 Page 4 The Committee ranked the Proposers as follows: Daniel Marlo Graham James David Veitia Courtne Winick Sterlin Mo en Rankin Zambelli Fireworks 85 1 98 1 80 1 95 3 95 1 1 Pyrotechnico of Florida 80 2 85 2 60 2 99 1 80 2 2 Ba Fireworks 75 3 70 3 30 3 96 2 75 3 3 A motion was presented by Graham Winick, seconded by Marlo Courtney and unanimously approved by all Committee members to recommend Zambelli Fireworks for potential award for the electric fireworks and pyrotechnics for the City of Miami Beach Fourth of July event. Zambelli Fireworks Zambelli was incorporated 1960. The company has been in business over 100 years. On July 4'h, 2009 the Zambelli fired over 50 fireworks displays in Florida and more than 550 shows throughout 35 states in the U.S. Some 2009 shows include West Palm Beach, Lantana, Pompano Beach, Bal Harbour, Naples, Siesta Key, Jacksonville, Amelia Island and Lake Worth). Attached please find the Scope of Services and Cost ranging from $25,000 to $75,000 in $10,000 increments. CONCLUSION The Administration recommends that the Mayor and City Commission accept the recommendation of the City Manager pursuant to Request for Proposals (RFP) No. 4-09/10, for Electric Fireworks and Pyrotechnics for the City of Miami Beach Fourth of July Event; authorize the Administration to enter into negotiations with the top ranked proposer, Zambelli Fireworks; and should the Administration not be successful in negotiating an agreement with the top-ranked proposer, authorize negotiations with the second-ranked proposer, pyrotecnico; and further authorize the Mayor and City Clerk to execute an Agreement upon completion of successful negotiations by the Administration in the not to exceed amount of $75,000. T:WGENOA\2010\February 3\ConsentlRFP 4-09-10 Fireworks and Pyrotechnics 4th of July MEMO.doc ATTACHMENT RFP #4A9l10 Section G -Cost and Scone of Services Servlces• • All services included with transportation of fireworks and equipment, set-up, and de-construction after the display is included in the below proposals.: • Per the Miami Beach RFP there are six separate proposals ranging from $25,000 to $75,000 in $10,000 increments. J ~ • Each proposal includes duration of the display, total aerial shells and multi-shot devices, total amount of finale barrage shells and special effects. • Zambelli Fireworks typically does not Include a specific shell by shell list of effects as there will be thousands of various shells fired. The three dominant manufactures used are CT, Sunny and Temple of Heaven manufacturing. Pages 22 and 23 of the Append'oc A have lists of various shells that are ordered every year and included in our displays. • The multi-shot devices/effects include crackling, whistling, salutes, various colors, zipping and dancing cakes, crossettes, willows, comets, mines and other various effects. • Duration of shows are recommended times but can certainly be changed to satisfy the City of Miami Beach. • Any show choreography to music will not add any extra costs. ATTACHMENT RFP #4-09!10 SECTION G -COST PROPOSAL $25,000 s<->EU, DESCRSnoN Qvnx-rrY AvG. Urur S Toru S BODY OF PROGRAM THREE INCH SHELLS T FOUR A'CH SHEL18 FrvE INCH SHELLS SDL LvCH SHELLS GRAND FhvAI.E Sys T'RRFF iNCa sHELLs FOUR INCH SHELLS FIVEINCH SHELLS SIX INCH SHELLS TOTAL AERUI. SHELLS MUtn-SHOT DEVxEs 240 $4.50 $1,080 -210 $8.55 $1,795 -.150 $12.60 51,890 120 $25.00 53,000 400 Sa.so $lsoo 90 58.55 $769 50 $12.60 $630 38 525.00. $950 1,298 3,468 SHOrs (69 DEVICES) $81.00 $11y14 $5,589 PRODUCT COST 4,766 sI~LLS/sxoTS 17 503 DLSPLAY RELATID EXP (PYROTECIITILC4IN, INSURANCE, TRANSPORTATION, MLSC. EXP.) 57.49'/ TOTAL COST ov BODY: DURATION 15 diQ1UTES ~ SHELLS FIItED EVERY 1.25 SECONDS , FwALE: DURATION [S 60 SECONDS TOTAL SHOW D[JRAnON =16 nm.,'UIES ATTACHMENT RFP #4-09/t0 SECTION G -COST PROPOSAL $35.000 SFtfiI.L DESCR>prloN QUAA'TCIY AvG. iJMT S TorAL S BODY OF PROGRAM THREE INCH SHELLS FouR IIaCH SHELLS FrvE INCH SHELLS SIX Q~'CH SHEETS GItAIVD F~vAi.E S>~1t.Ls THREE INCH SHEtts FOUR A'CH SHELLS FIVEINCH SHELLS SIX INCH SHELLS TOTAL AERIAL SHELLS Mut'1't-SHOT DEV[cEs 300 $4.50 $1,350 300 $8.55 - $2,565 240 512.60 $3,024 I50 $25.00 $3,750 600 $a.so $z,7oo 100 $8.55 $855 55 $12.60. $693 54 $25.00 $1,350 1,799 4,810 SH075 (96 DEVICES) $81.00 $16,287 $7,776 PROnuCT CosT 6,609 sI->ELLSIsHOTS 24 063 DISPLAY RELATED EXP (PYROTECHNiCIAN, INSURANCE, TRANSPORTATION, MISC. EXP.) 510_937 TOTAL COST Dura BODY: DURATION 17 MIId[FTES F¢:AIE: DURATION 70 sECONDS SHELLS FIRED EVERY 1 SECOND TOTAL SHOW DuRwrION=18 'lT[FS AND 10 sECOxDs ATTACHMENT RFP #4-09/10 SECTION G -COST PROPOSAL $45.000 SHELL DESCR>stloiv _ QvArrrtry AvG. LTr>ir S TorAL a BODY OF PROG~2ANI TIixEEWCHSHEUS 330 $4S0 $1,485 FOUR INCASHFi.:C 330 $8S5 $2,821 F1VEINCHSHELLS 270 $12.60 53,402 SIXL*ICHSHELLS 240 - $25.00 $6,000 GRA1vD FnvALE SHELLS THREE L"7CH SHELLS 700 $4.50 $3,150 FOURINC1iSHEiis 120 $8.55 $1,026 FIVE INCH SHELLS 90 $12.60 $1,134 Six AICx SHELLS 90 $25.00 $2,250 ToTALAERIALSHELLS 2,170 ~ $21,268 MuLTbSxoTDEV1cES 6,110 sxoTS (122 DEVICES) $81.00 $9,880 PRODUCT COST $,280 SHELLS/SHOTS 31 148 DISPLAY RELATED EXP (PYROTec1~ICIAN, INSURANCE, TRANSPORTATION, MISC. EXP.) $13.852 TOTAL COST nratl n• BODY: DURATION I9MWUfES FINALE: DURATION 80 SECONDS SHELLS FIRED EVERY 0.93 SECONDS TOTAL SHOW DURATION = 20 MINUTES AND 20 ~F~ONDS ATTACHMENT RFP #409110 SECTION G -COST PROPOSAL $55,000 SHEILDFSCRIP'170N QUANTITY AVGL]hRT$ TOTAL$ BODY OF PROG~te1M TxREEINCHSHELLS 350 $4.50 $1,575 FOURIAtCHSItELLS 350 $8.55 $2,993 FIVE INCH SHELLS 300 $12.60 ~ $3,780 SDL INCA S~IIS 300 $25.00 $7,500 GRAND FINALE SHELLS THREEIIQCHSHELLS 900 54.50 S4,050 FOUR 1NCx SxEtts 150 $8.55 S 1,282 FIVEArCIISFtELts 110 $12.60 $1,386 SDC INCH SxEUS 110 $23.00 $2,750 TOTaL AERIAL SHEDS 2,570 $25,316 MIn.TT-SHOTDEVICes 7,955sxOTS(155DEVICis) $81.00 $12,555 PRODUCT COST 10,525 SHELLS/SHOTS $37,871 DISPLAY RELATED EXP (PYROTECHNICIAN, INSURANCE, TRANSRORTATION, MISC. F7Q'.) 7 i29 TOTAL CosT DuRgnOY: BODY: DURATION 21 bIINIIIES FIIJALE: DURATION 90 SECONDS SHELLS FIIIED EVERY 0.95 SECONDS TOTAL SxowDURATION = 22 MAZIIES arm 30 ECOVDs ATTACHMENT RFP #4-09/10 SECTION G -COST PROPOSAL $65.000 sue,, DE~T1oN QUAn~rrrr Avc. Urm' a TOTAL s BODY OF PRO,~RAM 'j'1i12EE1NCHSFD~IC ' 430 $4.50 $1,935 FOUR 1NCH S~[,LS 400 ~ $8.55 $3,420 F[vE 1NCH SxEll.s 350 $12.60 ~ $4,410 SIXINCxSI>EUS 330 $25.00 - S8,250 GltnlvD ~avAr.>; S~,Ls TEDtEE 1NCH SxELts 1100 $4.50 $4,950 FouRINCxSxEUS 150 $8.55 ~ $1,282 FIVEACHSHELLS 150 $12.60 51,890 SDC INCH SHELLS 150 $25.00. 53,750 . TOTAL AERL4L SHELLS 3.060 529,887 MULTI-SHOTDEVIC6'S 9,830sHOTS(185DEV1cES) $81.00 $14,985 PRODUCT COST 12,91 USHELLS/SHOTS 44 $ 2 DISPLAY RELATED EXP (PYROTECHNICiAN, INSURANCE, TRANSPORTATION, Misc. Ear.) 20 128 TOTAL COST DiIRA~7iON' BODY: DURATiox 23 ~'lll'ES F1I~rAta;: DURAnON 100 sECOxDs STIFLES FtitED EVERY 0.91 SECONDS TOTAL SHOW DURATiOx - 24 I.m~rlriES AND 4D s rnunc ATTACHMENT RFP #4-09/10 SECTION G -COST PROPOSAL $75.000 ~.[, DPSCxmrrox Quarrrmr Avo. Ursr a TorAL a BODY OF PROGRAM THREE INCH SHEDS ' 500 54.50 $2,250 FOUR INCHSHEU,S 460 ~ $8.55 ~ $3,933 FrvE INCH SHEDS 400 $12.60 - $5,040 SDt WCH SHELLS 360 $25.00 $9,000 GRAND FIlYALE SHELLS THREE INCH SHELLS 1300 $4.50 $5,850 FovRINCHS1~eLis 180 $8.55 $1,539 FIVE INCHSHELts 180 $12.60 $2,268 SDC WCH SHpT r S ~ 180 S25.00 . $4,500 TOTAL AERIAL SHELLS 3,560 $34,380 MULTI-SHOT DEVICES 11,671 S1i015 (218 DEVICES) $81.00 $17,658 PRODUCT COST 15,231 SHELLS/SHOTS 52 038 DISPLAY RII,ATED ~' (PYROl'ECHN[CIAN,INSURANCE, TRANSPORTATION, A~hSC. EXP.} 22 2 TOTAL COST DuRAnON: BODY: DURATION 25 MINV'CE'S FINALE: DURATION 1105ECONDS SHELLS FIRID EVERY 0.87 SECONDS To'rAi. SHOW DuRwrroN = 26 tvmatrrrs AND so camvnc