2010-27538 Reso RESOLUTION NO. 2010 -27538
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE CITY
MANAGER PERTAINING TO THE RANKING OF PROPOSALS PURSUANT TO
REQUEST FOR PROPOSALS (RFP) NO. 24-09/10, FOR MANAGEMENT AND /OR
DEVELOPMENT OF THE BYRON CARLYLE THEATER COMPLEX; AUTHORIZING
THE ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH BROWARD
STAGE DOOR THEATRE CO. INC.
WHEREAS, the City of Miami Beach purchased the Byron Carlyle Theater in 2001 and
renovated the facility into a performance theater; and
WHEREAS, the City's intent was for the Byron Carlyle to serve as a catalyst to the
redevelopment of the 71 Street corridor in North Beach; and
WHEREAS, since reopening the Byron Carlyle in 2003, the City has subsidized the operating
deficit of the facility ; and
WHEREAS, bookings at the Byron Carlyle have historically not been strong enough to activate
the space and neighborhood regularly; and
WHEREAS, the Neighborhoods and Community Affairs Committee, at its meeting on January
19, 2010 unanimously recommended that the Administration issue a Request for Proposals for the
management of the Byron Carlyle; and
WHEREAS, on February 3, 2010, the Mayor and City Commission approved the issuance of
Request for Proposals (RFP) No. 24 -09/10 for the Management and /or Development of the Byron
Carlyle Theater (the RFP); and
WHEREAS, the RFP was issued on February 18, 2010 with an opening date of April 19, 2010;
and
WHEREAS, a pre - proposal meeting was held on March 8, 2010, and four (4) additional site
visits were offered to potential proposers, which resulted in the receipt of three (3) proposals; and
WHEREAS, the City Manager via Letter to Commission (LTC) No. 128 -2010, appointed an
Evaluation Committee ( "the Committee "); and
WHEREAS, the Committee convened on March 21, 2010 to review the proposals and listen to
presentations; and
WHEREAS, the Evaluation Committee unanimously recommended the Administration initiate
discussion with the two (2) top ranked proposers, Broward Stage Door Theater Company and New
Theater; and
WHEREAS, at its meeting on July 29, 2010, the Finance and Citywide Projects Committee
discussed the item and unanimously recommended Broward Stage Door Theatre Company; and
WHEREAS, the City Manager, after conducting his own due diligence and independent review
of the proposals, concur's with the Finance and Citywide Projects Committee recommendation; and
WHEREAS, Broward Stage Door has a proven track record of market development, as
evidenced by its annual sales revenue of more than $1.4 million, and proposes to offer twice as many
productions as New Theater, which will activate the neighborhood more frequently; and
WHEREAS, Broward Stage Door also provides market- driven programming geared toward
general audiences, which is better suited for the North Beach neighborhood; and
WHEREAS, the City Manager recommends that the Mayor and City Commission authorizes
the Administration to enter into negotiations with Broward Stage Door Theater Co, Inc., as the
recommended proposer.
NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY COMMISSION
OF THE CITY OF MIAMI BEACH, FLORIDA, the Mayor and City Commission hereby accept the
recommendation of the City Manager, pertaining to the ranking of proposals pursuant to Request for
Proposals (RFP) No. 24- 09/10, for Management and /or Development of the Byron Carlyle Theater
Complex, and authorize the administration to enter into negotiations with Broward Stage Door Theatre
Co. Inc.
PASSED AND ADOPTED this Q7■da Y of OC-4 0C- 661 2010.
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CITY CLERK
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COMMISSION ITEM SUMMARY
Condensed Title:
A Resolution Accepting The Recommendation of The City Manager Pertaining To The Ranking of Proposals Pursuant to
Request for Proposals (RFP) No. 24- 09/10, for Management and /or Development of The Byron Carlyle Theater Complex;
Authorize The Administration To Enter Into Negotiations With The Broward Stage Door Theater Co. Inc.
Key Intended Outcome Supported:
Maximize Miami Beach as a Brand Destination and Diversify Business Base in Miami Beach
Supporting Data (Surveys, Environmental Scan, etc.): The 2009 Community Satisfaction Survey indicated that
respondents attended performances at the Byron Carlyle Theater less than 1 time (0.64) per year on average.
Issue:
Shall the Mayor and the City Commission authorize the Administration to enter into negotiations with the Broward Stage
Door Theater Co, Inc for the management of the Byron Carlyle Theater?
Item Summary /Recommendation:
On February 3, 2010, the Mayor and City Commission approved the issuance of Request for proposals (RFP) No. 24- 09/10,
for Management and /or Development of the Byron Carlyle Theater Complex. The RFP was issued on February 18, 2010, with
an opening date of April 19, 2010. A pre - proposal conference to provide information to the proposers submitting a response
was held on March 8, 2010. Additionally, four (4) site visits were offered to potential proposers on March 8, 2010, March 23,
2010, March 30, 2010, and April 8, 2010.
BidNet issued bid notices to 151 prospective proposers, BidSync (formerly known as RFP Depot) issued bid notices to 44
prospective proposers, and 175 proposers were notified via mail, e-mail, and fax circulation, which resulted in the receipt of
three (3) proposals. The City Manager via Letter to Commission (LTC) No. 128 -2010, appointed an Evaluation Committee
( "the Committee "). On May 21, 2010, the Committee convened and a quorum was attained. The Committee discussed their
individual perceptions of the contractor's qualifications, experience, proposed revenues, and competence, and ranked the
proposers being evaluated accordingly.
Although Broward Stage Door Theater Co, Inc was ranked number one (1) by three out of the five (5) Committee members, the
Committee said it would be happy to have either Broward Stage Door Theater Co, Inc or New Theatre at the Byron Carlyle.
The Evaluation Committee stated that both proposers were strong candidates and recommended the Administration to
approach both. A motion was presented by Sol Genet, seconded by Liliam Lopez, and unanimously approved by all
Committee members for recommending the Administration to initiate discussions with the two (2) top ranked proposers:
Broward Stage Door Theater Co, Inc and New Theatre.
This item was presented to the Finance and Citywide Projects Committee at their regular meeting July 29, 2010. The
Administration expressed concern with entering into a Tong -term agreement (initial term of five (5) years, with an option to
renew for an additional five (5) year term) essentially rent free. The Scope of Services for this RFP sought proposals with
cultural themed uses for the facility. The Administration believes that eliminating this restriction would yield additional
proposals that might generate a greater economic impact for the neighborhood, which should be considered before entering
into a Tong -term rent -free agreement. The Committee discussed the item and unanimously recommended awarding the
management agreement to Broward Stage Door Theatre Company with benchmarks included.
The Administration agrees that if the Commission wishes to pursue an agreement for cultural programming at this location,
that Broward Stage Door Theatre offers the City several advantages over the other bidders.
ACCEPT THE CITY MANAGER'S RECOMENDATION.
Advisory Board Recommendation:
The Finance and Citywide Projects Committee discussed the item at their July 29, 2010 meeting and unanimously
recommended awarding the management agreement to Broward Stage Door Theatre Company with benchmarks included.
Financial Information:
Source of Amount Account Approved
Funds: 1
OBPI Total
Financial Impact Summary: The Administration's intent is to eliminate the City's financial obligation with the privatization of
the Byron Carlyle. It should be noted that there are some personnel expenses that are shared between the Byron Carlyle and
the Colony theaters and staff projects an additional $5,200 in expenses at the Colony if this agreement is awarded.
City Clerk's Office Legislative Tracking:
Max Sklar, TCD Director, Ext. 6116
Sign -Offs:
Department Director J 0- I 4 i tant Ci M.. ager . _ �, r , : ger
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DATE 10- "2-7-10
MIAMI BEACH
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov
COMMISSION MEMORANDUM
TO: Ma a t Matti Herrera Bower and M ers of the City Commission
FROM: Jo e o alez, ity Manager
DATE: October 27, 2010
SUBJECT: A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE CITY
MANAGER PERTAINING TO THE RANKING OF PROPOSALS PURSUANT TO
REQUEST FOR PROPOSALS (RFP) NO. 24- 09/10, FOR MANAGEMENT AND /OR
DEVELOPMENT OF THE BYRON CARLYLE THEATER COMPLEX;
AUTHORIZING THE ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH
BROWARD STAGE DOOR THEATRE CO. INC.
ADMINISTRATION RECOMMENDATION
Adopt the Resolution.
FUNDING
Each fiscal year of the Theater's operation has yielded operating deficits for the Byron Carlyle,
with the largest being $195,000 in 2006. In 2009, the last full year of operation, the operating
deficit was approximately $40,000, and it is projected that the Theater will have an operating
loss of almost $66,000 in the current fiscal year. The Administration's intent is to eliminate the
City's financial obligation with the privatization of the Byron Carlyle and would seek to do so in
the negotiation of a management agreement with the successful bidder.
It should be noted that currently there are some personnel expenses that are shared between
the Byron Carlyle and the Colony theaters. With the privatization of the Byron Carlyle there
would be some additional expenses that the Colony would have to absorb. However, staff
anticipates that the Colony would benefit from additional bookings that would help to offset the
expenses. At this time, staff estimates an additional $5,200 in expenses (net of new
revenues) at the Colony if this agreement is awarded.
KEY INTENDED OUTCOME SUPPORTED
Maximize Miami Beach as a Brand Destination and Diversify Business Base in Miami Beach.
ANALYSIS
The purpose of this Request for Proposals (RFP) is to select a proposer for the Management
and /or Development of the Byron Carlyle Theater Complex, located at 500 71st Street,
between Byron Avenue and Carlyle Avenue.
The Byron Carlyle Theater Complex (the "Theater "), located at 500 71 Street, between Byron
Avenue and Carlyle Avenue, originally opened in December 1968 as twin cinemas hosting
Commission Memorandum
RFP # 24 -09 -10 For Management and /or Development of the Byron Carlyle Theater Complex
October 27, 2010
Page 2
first -run movies in the heart of North Beach. A total of 994 seats were originally built, with the
large auditorium having a capacity of 590 seats. In the mid- 1970s, the Theater was re-
developed into a multiplex cinema; the larger auditorium to the west was subdivided into five
(5) smaller theaters. Following the opening of the Regal Cinemas on Lincoln Road, the
theater was closed by its owner, Wometco Enterprises, and the City of Miami Beach
purchased it in 2001, for $1.7 million.
The North Beach Town Center Plan, adopted in July, 2007, identifies a wide range of
strategies to attract new development. The most important of the strategies identified includes
the assemblage of one or two sites large enough to provide the critical mass of activity
necessary to serve as anchors to support smaller site development in the district; to program
the Byron Carlyle Theater and the North Beach Bandshell as cultural anchors to bookend both
sides of the district; and to provide convenient public parking to lower the cost of development.
The Byron Carlyle Theater property was identified as an important piece of the Town Center
redevelopment strategy because of the location, size, public ownership and potential to
provide a cultural anchor. Undoubtedly, cultural facilities are proven magnets for economic
revitalization, both for the business community and for residential development by making the
community more attractive. Indeed, the purchase and renovation of the theater was intended
for economic development purposes, as well as to assist the local talent by providing a venue
for rehearsal, performances, office space, and to ensure that, once established, the arts would
be able to remain in a rejuvenated North Beach. However, for the Byron Carlyle Theater to
succeed in this role, a few of the other supporting elements of the plan should be underway.
PAST COMMISSION DIRECTIVES
Issuance of RFP /2008:
In May of 2008, the City Commission directed the Administration to research and propose
alternatives for the privatization of the Byron Carlyle Theater. Subsequently, at the July 9,
2008 Finance and Citywide Projects Committee meeting, the Committee recommended the
issuance of a Request for Proposals (RFP) and directed staff to place this item on the July 16,
2008 City Commission agenda. RFP No. 39 -07/08 was issued on July 22, 2008 and two
proposals were received. The evaluation committee unanimously recommended to reject both
proposals and to request the re- issuance of a new RFP for the Management and /or
Development of the Byron Carlyle Theater Complex. The Finance and Citywide Projects
Committee considered this matter at its meeting on March 10, 2009, and also recommended
that the City reject both proposals and issue a new RFP. It was recommended that the new
RFP should encourage potentially different uses for the facility, and should request superior
evidence of financial capacity of the proposers and demonstrated capacity to sustain the
proposed programming.
Visioning Sessions:
Following discussion at the April 22, 2009 City Commission meeting, the Mayor and
Commission directed the Administration to engage the community in a discussion of possible
alternative uses for the Byron Carlyle Theater before issuing another RFP. Staff of the
Department of Tourism and Cultural Development, in conjunction with Planning Department
staff, convened two public visioning sessions to discuss the future of the theater. The first was
held on June 17, 2009 at 9 a.m. in the City Commission chambers with 25 representatives of
the various nonprofit arts groups which apply for grants funding through the Cultural Arts
Council. The second was held on June 24, 2009 at 6:30 p.m. at the Byron Carlyle Theater.
Both meetings were publicly noticed on the City's website and in the Miami Herald. To
Commission Memorandum
RFP # 24 -09 -10 For Management and /or Development of the Byron Carlyle Theater Complex
October 27, 2010
Page 3
publicize the June 24 meeting, 3,000 palm cards in both English and Spanish were distributed
to North Beach businesses, residents and facilities, including the North Shore Park Youth
Center, the Hispanic Community Center and the Normandy Pool. Twenty -five (25) residents
attended this second meeting. At both meetings each individual in attendance was invited to
speak, and questionnaires were distributed requesting opinions and comments on current and
future uses.
The comments of the arts groups were typical: users of the Theater like its size but
complained about its lack of wing space, limited backstage area and rental costs; non -users
complained about its location, neighborhood ambience and lack of parking. The responses at
the second community meeting were a bit more surprising, especially considering that over
90% of the residents in attendance had never attended a single performance at the Theater:
the desire for the Byron Carlyle to remain a theater of some kind seemed to be unanimous. A
few individuals suggested dinner cinema /theater or cinema brewpub concepts, and several
expressed interest in film screenings, or in moving the Cinematheque there. A couple of
people asked for a resident theater company. Nearly everyone wanted to see a cafe or
restaurant included in future plans.
Other Uses for Facility:
Previously, the City Commission had also directed staff to contact educational institutions to
inquire about whether they might have an interest in the facility. Contacted institutions
included the University of Miami, Miami -Dade College, Florida International University, Florida
Atlantic University, Barry University, the University of Florida, University of South Florida,
University of Central Florida, Nova Southeastern University, St. Thomas University and
Johnson & Wales University. Florida Atlantic University, University of Florida and Miami Dade
College requested additional information, but have yet to express an interest in the facility.
In terms of the discussion regarding reactivating a movie theater at the Byron Carlyle Theater,
City Staff was directed to contact theater chains to gauge their interest in the facility. Muvico
was the only major movie theater chain that expressed the slightest interest; however, they
would require the City to fund the build -out of any improvements they require. They
subsequently stopped responding to City calls. While it seems to be a desire to have a major
movie theater chain like an AMC, Regal, Cobb or Muvico, industry conditions don't support
that type of operation. Theater chains have invested heavily the past decade in stadium
seating and digital projection, and the model of distribution has changed such that the
"window" from when a movie is in theaters to being on video or available for digital download
has shrunk considerably, something being pushed further by studios who are frequently
spending more on the marketing than the production of a film, and would like to have that
marketing stay fresh to consumers through this shortened window. As a result, no major chain
will likely operate a single theater venue. While build -out of the Byron Carlyle to accommodate
additional screens is an option that some may explore, that process will take much longer
and /or may require capital investment from the City. In the future there may be an
independent movie company interested. These typically run more avant -garde or independent
films and thus are not under the same pressures as the mainstream chains
The City Administration has also initiated discussions with City National Bank regarding a
potential joint venture which would include a parking facility. Discussions have been limited
thus far, but inclusion of the Byron Carlyle Theater is one alternative being considered
because it is adjacent to the property owned by City National Bank. Please note that if the
City and City National Bank agree to terms, design and construction is still a three to five year
process. Additionally, there has been a suggestion that the North Shore Library could possibly
Commission Memorandum
RFP # 24 -09 -10 For Management and/or Development of the Byron Carlyle Theater Complex
October 27, 2010
Page 4
be relocated to the empty portion of the Byron Carlyle building. However, no funding has been
identified for such a move.
Neighborhoods and Community Affairs Committee/2009:
This subject was discussed again at the October 2009 Neighborhoods and Community Affairs
Committee meeting following a discussion at the September 9, 2009 City Commission meeting
regarding the potential marketing of the property by a broker for either rental or sale. At the
time, the City had just received an "Opinion of Value" for the property.
Much of the subsequent Committee discussion centered on reactivating a movie theater
operation at the Byron Carlyle with potentially some food, beverage and alcohol component,
rather than selling the facility. Also discussed was the possibility of removing Global Spectrum
from managing the facility to make it less expensive for users to rent, as well as whether or not
the City should assume responsibility for directly programming the facility, instead of operating
it as a rental facility. The Administration advised the Committee that eliminating Global
Spectrum and /or having the City program the facility would require additional staff, which
carries a cost that is not currently funded. The Administration also advised the Committee that
the Cultural Arts Council (CAC) approved a new grant category for Fiscal Year 2010/11 called
the "Byron Bonus" which would fund the rental fees and hard costs associated with renting the
Byron Carlyle for any non - profit groups awarded funding in this category.
The Committee directed staff to return to the Neighborhoods /Community Affairs Committee
with its suggestions for the programming and management of the Byron Carlyle Theater, such
as having an organization selected to be responsible for also making the facility available for
other programming. It was understood by staff that the expectation was that the organization
selected would assume all costs, providing a savings to the City.
At the January 19, 2010, Neighborhoods and Community Affairs Committee, the
Administration reviewed the history of this item and also explained that recently a number of
organizations toured the facility. Some of the organizations were referred by members of the
City Commission, while others were initiated through the Tourism and Cultural Development
Department. Committee members present also clarified to the Administration that they would
also consider subsidizing costs at the Byron if a resident company were able to activate the
space regularly. The Committee unanimously recommended that the Administration
immediately issue an RFP for management and /or development of the Byron Carlyle Theater.
Additionally, the Committee unanimously recommended the Administration simultaneously
work with the City's broker in order to determine if there is a commercial client interested in
leasing or purchasing the facility. All options would be presented to the City Commission for
consideration.
The Koniver Stern Group conducted a site visit of the facility, but has not been successful in
finding an interested commercial entity to date.
SCOPE OF SERVICES
Based on the direction provided at the Neighborhoods and Community Affairs Committee
Meeting, the following was the Scope of Work and Specifications for the RFP:
Summary:
The City was interested in proposals for use of the existing theater portion of the building as a
theater or with some similar cultural use. Proposers were encouraged to submit proposals that
would address the needs of the community and provide both daytime and nighttime uses if
Commission Memorandum
RFP # 24 -09 -10 For Management and /or Development of the Byron Carlyle Theater Complex
October 27, 2010
Page5
possible. The City would also consider proposals that incorporate the closed, western portion
of the building, or for only the western portion of the building, for a use compatible to the
theater use. The City was open to proposals that considered the use of the current theater
facility on the eastern portion of the complex only, the unrenovated western portion of the
facility only, or for the overall complex. Proposers had the ability to submit proposals for the
use or development of the entire complex or only for one of the two portions of the complex.
Collaborations among theater, film, dance, and other performing and /or presenting cultural
organizations are encouraged.
The proposer would be responsible for any and all renovation or alteration to the portions of
the facility requested via this RFP, including funding for any renovation or alteration;
maintenance and equipment; marketing; coordination of utilization; and any and all other
responsibilities as may be required for the proposed use.
It was anticipated that the successful proposer would negotiate with the City for a long -term
contract with an initial term of five (5) years, with an option to renew for an additional five (5)
year term, at the City's sole discretion.
Goals and Objectives:
The goal of this RFP was the selection of a public or private (not - for - profit or for - profit) entity to
develop and implement active cultural uses for all or part of the complex, while managing and
operating all or a portion of the complex in a first class, high quality, state -of- the -art manner
that meets the needs of the residents, visitors, tourists, City businesses, and the general
public. To that end, proposals were to present a comprehensive, well- articulated program for
use and /or development of a portion or all of the complex, complete with supporting
documentation, including design sketches, if necessary, that demonstrated how the proposed
project would enhance the vitality of the 71st Street corridor and neighboring business district
(refer to the North Beach Town Center Plan provided with the RFP).
A theatrical or other cultural use (film, dance, theater, or other performing art) for the facility
was desired by the City. Proposers were encouraged to submit proposals that provided both
daytime and nighttime uses. As previously stated, the City would accept proposals for the use
and development of the entire complex or only for one portion of the complex.
Proposers had to present their experience, reputation and financial and managerial capability
appropriate for the successful development and operation of a project of the type they are
proposing, and they had to present uses for the portion(s) of the site for which they are
submitting this proposal. If renovations are anticipated, the proposers must demonstrate their
experience in previously overseeing a similar renovation project.
Furthermore, the City has multiple objectives which proposers had to successfully address in
their response to this RFP:
• How they would efficiently operate the facility, while eliminating or minimizing direct
costs to the City;
• How they would properly maintain and safeguard the City's capital investment in the
facility through the exercise of the highest standards of maintenance and preservation
and, as the need arises, make or recommend capital improvements;
• How they would manage day -to -day operations of all or the portion of the facility for
which the proposer is submitting a proposal;
• How they would oversee and provide superior services to users of the facility and
Commission Memorandum
RFP # 24 -09 -10 For Management and /or Development of the Byron Carlyle Theater Complex
October 27, 2010
Page 6
patrons and visitors attending the facility, thereby maximizing customer satisfaction as
exhibited by an industry-wide positive image;
• How they would achieve the greatest possible profit by developing and implementing
innovative ways to generate revenue and penetrate new markets, attract new events
and promote the facility to maximize usage, during daytime and evening hours;
• How they would actively solicit, promote or co- promote the facility and any proposed
prog ram (s) /services;
• How they would create a comprehensive strategic plan for the future of all or a portion
of the facility;
• How they would achieve all objectives with the least possible disruption to the City and
its citizens;
• How they would achieve all objectives in a professional manner, consistent with best
industry practices and all applicable laws and ordinances;
• How they would respond to the ever - changing needs of the community and users of
the facility with recommendations for expansions, renovations and upgrades of
services;
RFP PROCESS
On February 3, 2010, the Mayor and City Commission approved the issuance of Request for
proposals (RFP) No. 24- 09/10, for Management and /or Development of the Byron Carlyle
Theater Complex. RFP No. 24 -09/10 was issued on February 18, 2010, with an opening date
of April 19, 2010. A pre - proposal conference to provide information to the proposers submitting
a response was held on March 8, 2010. Additionally, four (4) site visits were offered to
potential proposers on March 8, 2010, March 23, 2010, March 30, 2010, and April 8, 2010.
BidNet issued bid notices to 151 prospective proposers, BidSync (formerly known as RFP
Depot) issued bid notices to 44 prospective proposers, and 175 proposers were notified via
mail, e-mail, and fax circulation, which resulted in the receipt of following three (3) proposals:
1. Bollywood /Hollywood Productions, Inc.
2. Broward Stage Door Theatre Co, Inc
3. New Theatre
The City Manager via Letter to Commission (LTC) No. 128 -2010, appointed an Evaluation
Committee ( "the Committee ") consisting of the following individuals:
o Sol Genet, Vice -Chair of the Cultural Arts Council
o Eric Lawrence, North Beach Resident
o Liliam Lopez, President/CEO of the South Florida Hispanic Chamber and former CAC
Member
o Joyce Meyers, Principal Planner
o David Philips, CFO of the New World Symphony
o Alan Randolph, North Beach Resident
o Daniel Veitia, North Beach Resident
On May 21, 2010, the Committee convened and a quorum was attained. Resident, Alan
Randolph, and CFO of the New World Symphony, David Phillips were unable to participate.
Gary Farmer, Cultural Affairs Program Manager from the Tourism and Cultural Development
Department, addressed the Committee and provided general information on the scope of
Commission Memorandum
RFP # 24 -09 -10 For Management and /or Development of the Byron Carlyle Theater Complex
October 27, 2010
Page 7
services. The Committee members were also provided with Performance Evaluation Surveys
and presentations from all responsive proposers.
The following Evaluation Criteria was used to evaluate and rank the groups or individuals:
1) Experience and qualifications of the proposer and key staff 30 points
(including development and /or management of similar uses)
2) Organization philosophy and approach for use of all or some 30 points
portion of the facility, including the demonstrated ability
to achieve the goals and objectives of the City, including
the quality, suitability and sustainability of the program /concept
within the community; ability to meet proposed project timelines;
and marketing plan
3) Term sheet to include proposed revenue to the City 10 points
4) Preliminary five -year pro forma, including capital pro forma (if applicable) 15 points
5) Staffing, operating and transition plan 15 points
The Committee discussed their individual perceptions of the contractor's qualifications,
experience, proposed revenues, and competence, and ranked the proposers being evaluated
accordingly.
f'. r te , , .. _ y
nak
,gam ; 'ry ' ri h;Y. Si4
m oa : � ' Sol Eric Liliam Joyce Daniel ALOW
GGREGATE
m " Genet Lawrence Lopez Meyers Veitia TOTALS
BOLLYWOOD /HOLLYWOOD 49 (3) 60 (3) 68 (3) 60 (3) 45 (3) 15
NEW THEATRE 83 (1) 82 (1) 87 (2) 80 (2) 75 (2) z,L, 8
BROWARD STAGE DOOR
THEATRE 64 (2) 80 (2) 94 (1) 90 (1) 85 (1) 7
. m ` ( # 1) ( #'s 2) ( #'s 3)
BOLLYWOOD /HOLLYWOOD - - 5
NEW THEATRE 2 3 -
BROWARD STAGE DOOR
THEATRE 3 2
RANKING ORDER
1. Broward Stage Door Theatre Co, Inc
2. New Theatre
3. Bollywood /Hollywood Productions, Inc.
Although Broward Stage Door Theatre Co, Inc was ranked number one (1) by three out of the
five (5) Committee members, the Committee expressed that it would be happy to have either
Broward Stage Door Theatre Co, Inc or New Theatre at the Byron Carlyle. Both of these
theater groups have offered to accommodate dates already booked at the Byron for next
Commission Memorandum
RFP # 24 -09 -10 For Management and/or Development of the Byron Carlyle Theater Complex
October 27, 2010
Page 8
season by other groups, and both are favorable to offering discounted tickets to Miami Beach
residents.
The Evaluation Committee stated that both proposers were very strong candidates and
recommended the Administration to approach both to really determine and discuss the most
adequate and suitable programming to the space and the community, proposed package
discounts for residents, review potential small renovations to the space at no cost to the City,
and truly prove that they will achieve the multiple goals and objective for the facility.
A motion was presented by Sol Genet, seconded by Liliam Lopez, and unanimously approved
by all Committee members for recommending the Administration to initiate discussions with
the two (2) top ranked proposers: Broward Stage Door Theatre Co, Inc and New Theatre.
Broward Stage Door Theatre Co, Inc.
Broward Stage Door Theatre Co, Inc ( "Stage Door Theatre ") is a non - profit 501(c)3 that was
formed in 1993. The Stage Door Theatre proposes to operate a professional theatre company
in the eastern portion of the Byron Carlyle Theater. The Stage Door Theatre proposes a high
quality state -of- the -art performing arts facility that will operate with the needs of the residents,
city businesses, tourism, and the general public in mind.
The performance schedule includes both matinees and evenings, keeping the facility operating
both weekdays and weekend. Programming at the theatre would include both musicals and
plays, with an awareness of family values and appropriate content for a municipal venue. The
Stage Door Theatre is best known for productions of large scale musicals, but has also
received critical acclaim for dramas as well.
Stage Door Theatre proposes to operate the facility at no cost to the City, with regard to
utilities, personnel, insurance, and other daily operating expenses. The Stage Door Theatre
proposes to pay $1 per year in rent, so that all moneys collected from the box office will be
reinvested in the organization, making it possible for the company to continue to grow and
expand its offerings. Even though the Stage Door Theatre is a 501(c)3 nonprofit corporation, it
does not rely on grants and it is fully funded by its revenues.
Stage Door Theatre has managed its current location in Coral Springs for seventeen (17)
years. It successfully operated a second location in Wilton Manors for seven (7) years. The
Stage Door has a proven record of marketing prowess and has shown its ability to develop
and maintain a new and loyal audience base. The organization is familiar with the need to
generate revenue and create financial stability. As a team, Derelle Wilson Bunn and David R.
Torres, have produced over 200 shows. They have also produced on the national tour level,
and Off - Broadway. The theatre company currently produces approximately twelve (12) —
fifteen (15) shows per year.
One of the organization's goals is the use of young talent from nearby universities and high
schools, furthering their education and career goals. In addition, the Stage Door Theatre will
cooperate with other arts organizations and community projects by making possible for them
to take advantage of the facility, as allowed by scheduling. Further, the organization welcomes
the opportunity to have arts exhibits in the lobby, and to work whenever possible with other
groups to raise arts awareness.
Commission Memorandum
RFP # 24 -09 -10 For Management and/or Development of the Byron Carlyle Theater Complex
October 27, 2010
Page 9
The Stage Door Theatre is an active community partner, donating tickets to events that range
from fund raisers for the Boy Scouts, to helping support the Make a Wish Foundation.
The Stage Door Theatre's goal is to establish the Byron Carlyle as a facility that contributes to
the vibrancy and beauty of the area, while becoming a destination which will further the
economic growth and development of the surrounding community.
New Theatre
New Theatre is a 501(c)3 non - profit corporation. New Theatre relies heavily on grants from
Miami -Dade County Department of Cultural Affairs office, the Funding Arts Network, the
National New Play Network and other similar organization in addition to ticket sales to support
its productions.
New Theatre is a live professional theatre company which produces classical and new works.
New Theatre has been in existence for twenty four years, having received many awards for its
productions. New Theatre wishes to inhabit the renovated portion of the Byron Carlyle Theater
in its current condition with the sole exception of adding showers to the stage restrooms.
New Theatre is looking for a partnership with the City for a rent -free facility in which to
continue to produce live theatre. In addition, New Theatre would intend that all revenue be
used to support the activities of New Theatre. New Theatre anticipates that the City of Miami
Beach would maintain the facility with the exception of day -to -day maintenance and cleaning
needs. The only modification to the existing floor plan, which New Theatre would request the
City make, is the addition of showers to the stage restroom /dressing rooms as the existence of
showers is required by the Actors' Equity Union.
New Theatre intends to operate a live theatre with a full year -round season. New Theatre
currently produces six (6) - eight (8) plays per season, each running four to five weeks. New
Theatre has approximately 450 subscribers and sells many single tickets as well. The larger
Byron Carlyle Theater will permit New Theatre to put in place plans which the current space
has not allowed included, but not limited to, the sharing of the space with other organizations.
In addition, New Theatre has discussed the implementation of an acting school to be taught by
Artistic Director Ricky Martinez and New Theatre's company of actors.
The theatre is run on a day -to -day basis by Eileen Suarez, the Theatre's Managing Director,
who has been in this position for almost fifteen (15) years. The theatre is also managed and
run by Ricky Martinez, the Artistic Director, who has been in this position for in excess of five
(5) years, and prior thereto was the Assistant Artistic Director.
FINANCE AND CITYWIDE PROJECTS COMMITTEE RECOMMENDATION
This item was presented to the Finance and Citywide Projects Committee at their regular
meeting July 29, 2010. The Administration expressed concern with entering into a long -term
agreement (initial term of five (5) years, with an option to renew for an additional five (5) year
term) essentially rent free. The Scope of Services for this RFP sought proposals with cultural
themed uses for the facility. The Administration believes that eliminating this restriction with
the same flexibility on rent would yield additional proposals that might generate a greater
economic impact for the neighborhood, and which should be considered before entering into a
long -term rent -free agreement.
Commission Memorandum
RFP # 24 -09 -10 For Management and /or Development of the Byron Carlyle Theater Complex
October 27, 2010
Page 10
The Committee discussed the item and unanimously recommended awarding the
management agreement to Broward Stage Door Theatre Company with benchmarks included.
ADMINISTRATION RECOMMENDATION
While both proposals have their strengths, the Administration agrees with the Finance and
Citywide Projects Committee that if the desire is to continue cultural uses at the facility,
Broward Stage Door Theatre offers the City several advantages over the other bidders. Its
proven record of market development is evidenced by its annual sales revenue of more than
$1.4 million, ten times greater than that of New Theatre. Stage Door also is proposing to offer
twice as many productions as New Theatre, which will mean more active nights for the Byron
Carlyle and its surrounding neighborhood. The Administration also believes that Stage Door's
market - driven programming, which is geared to general audiences rather than to theater
aficionados, has the better chance for success in the North Beach neighborhood. Moreover,
New Theatre is seeking support from the City for ongoing maintenance and capital
improvements, while Stage Door does not.
CONCLUSION
The Administration recommends that the Mayor and City Commission of the City of Miami
Beach, Florida accept the recommendation of the City Manager pertaining to the ranking of
proposals pursuant to Request for Proposals (RFP) No. 24- 09/10, for Management and /or
Development of the Byron Carlyle Theater Complex; Authorize the Administration to enter into
negotiations with Broward Stage Door Theatre Co. Inc.; and further authorize the Mayor and
City Clerk to execute an agreement upon the conclusion of successful negotiations by the
Administration.
During negotiations, the Administration will include annual benchmarks, as well as attempt to
obtain more of a market rate rent instead of $1 per year as proposed by Broward Stage Door.
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