2014-28657 Reso RESOLUTION NO; 2014-28657
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, WAIVING, BY 5/7THS VOTE, THE FORMAL
COMPETITIVE BIDDING REQUIREMENT, FINDING SUCH WAIVER TO BE IN
THE BEST INTEREST OF THE CITY,AND APPROVING AND AUTHORIZING THE
CITY MANAGER TO EXECUTE A MAINTENANCE SERVICE AGREEMENT WITH
PRO SOUND&VIDEO, FOR A THREE(3)YEAR TERM, IN AN AMOUNT NOT TO
EXCEED $134,450, TO MAINTAIN THE SOUND SYSTEM AT SOUNDSCAPE
PARK.
WHEREAS,the sound system at Soundscape Park is unique and highly specialized, in that
there are presently no other known installations in the United States; and
WHEREAS, the maintenance of this sound system requires specialized knowledge and
training in the design, setup, programming, and operation of the system; and
WHEREAS, Pro Sound & Video was the original Contractor, and has provided routine
warranty related services; and
WHEREAS, in order to ensure continuity of services and avoid disruption to Soundscape
Park operations, the Administration recommends that the Mayor and City Commission waive, by
5/7ths vote,the formal competitive bidding requirement,finding such waiver to be in the best interest
of the City.
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 waive, by
5/7ths vote,the formal competitive bidding requirement,finding such waiver to be in the best interest
of the City, and approve and authorize the City Manager to execute a maintenance service
agreement with Pro Sound & video, for a three (3) year term, in an amount not to exceed of
$134,450, to maintain the sound system at Soundscape Park.
PASSED and ADOPTED this OU day of ✓ , 2014.
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TAAGENDA\2014\Ju1y\Pub1ic Works\Bid Waiver Soundscape Park RESO(2).doc
COMMISSION ITEM SUMMARY
Condensed Title:
A Resolution Of The Mayor And City Commission Of The City Of Miami Beach, Florida, Waiving, By
5/7ths Vote, The Formal Competitive Bidding Requirement, Finding Such Waiver To Be In The Best
Interest Of The City, And Authorizing The City Manager To Negotiate And Execute A Maintenance Service
Agreement, A Three Year Term, With Pro Sound & Video, For The Maintenance Services, In A Not To
Exceed Three Year (3) Term: Year One $33,650; Year Two $39,420; Year Three $42,740 And Known
State Of Repair Cost Of$18,640, To Maintain A Sound System At Soundsca a Park.
Key Intended Outcome Supported:
Ensure well maintained facilities
Supporting Data (Surveys, Environmental Scan, etc: In a recent study, 87% of residents and 83% of
businesses rated the appearance of City facilities as excellent or good.
Item Summa /Recommendation:
The City entered into a Development and Lease Agreement with the New World Symphony (NWS),
providing for the design, development and construction of a 50,000 square foot educational performance
and internet broadcast facility and exterior screen and park, now known as SoundScape Park, and a
public parking garage located on 17th Street and Pennsylvania Avenue.
The City developed and produced the SoundScape Cinema Series, which launched in March 2011 and
allows the public to view FREE weekly movies. The Cinema Series is part of the City's Arts in the Park
program that was launched in 2006, in response to the results of community surveys and focus groups
indicating that residents would like to see more free cultural events. The SoundScape Cinema Series
uses the state-of-the-art visual and audio technology in SoundScape Park to present the entertainment on
a 7,000-square-foot projection wall.
The inaugural season of the Cinema Series ran for fourteen (14) weeks, with movies shown on
Wednesday nights, in an effort to bring consumers to the area during a slower night of the week. The
SoundScape Cinema Series has been very well received by the Community, generating an average
weekly attendance of 900 people. Attendees continue to provide very positive feedback to City Staff
regarding the experience and many say it has enhanced their sense of community and quality of life.
Today.com, in cooperation with Travel + Leisure, ran a story in the travel section of the website on June
10, 2011, highlighting America's Best Outdoor Movie Theaters, which included the City's SoundScape
Cinema Series.
The NWS WALLCASTTM concerts are equally as successful attracting in excess of 2,000 people for each
event. Each WALLCASTTM concert is free to the public. Both the City and NWS have invested in the
maintenance of the audio and video system in SoundScape Park. However, there has been no regular
service or maintenance of the sound system since it was installed and first used in January 2011.
ProSound was the company who designed and installed the original system and who has made
occasional repairs to the audio system. The City in cooperation with NWS contacted ProSound and
requested an annual service maintenance proposal. ProSound's proposal will bring the system back to its
original condition and keep it in good working condition ensuring the audio quality of WALLCASTTM
events. Funding is subject to approval of the FY 2014/15 proposed City Center RDA budget.
Advisory Board Recommendation:
N/A
Financial Information:
Source of Amount Account
Funds:
OBPI 1 $33,650 168-9964-000325 RDA
2 $18,640 168-9964-000325 RDA
Total $52,290
Financial ct Summary: N/A
City Clerk's Office Legislative Tracking:
Sign-Offs: Department Assistant Manager City fnager
irector -
ETC M JLM
T:\AGENDA\20 July\Public Works\Bid Waiver Soundscape Sy SUMMARY.docx
AGENDA ITEM C'.71 " !'
M
1A/01 *` EAC` DATE
MIAMI BEACH
City of(Miami Beach, 1700 Convention Center Drive,Miami Beach, Florida 33139,www.miamibeachfl.gov
COMMISSION MEMORANDUM
TO: Mayor Philip Levine and Members the City Co mission
FROM: Jimmy L. Morales, City Manager
DATE: July 23, 2014
SUBJECT: A RESOLUTION OF THE MAYOR ND CITY COMMISSION OF THE CITY OF MIAMI
BEACH, FLORIDA, WAIVING, BY 5/7THS VOTE, THE FORMAL COMPETITIVE
BIDDING REQUIREMENT, FINDING SUCH WAIVER TO BE IN THE BEST INTEREST
OF THE CITY, AND AUTHORIZING THE CITY MANAGER TO NEGOTIATE AND
EXECUTE A MAINTENANCE SERVICE AGREEMENT, A THREE YEAR TERM,WITH
PRO SOUND&VIDEO, FOR THE MAINTENANCE SERVICES, IN A NOT TO EXCEED
THREE YEAR (3) TERM: YEAR ONE $33,650; YEAR TWO $39,420; YEAR THREE
$429740 AND KNOWN STATE OF REPAIR COST OF$18,6409 TO MAINTAIN A SOUND
SYSTEM AT SOUNDSCAPE PARK.
BACKGROUND
The City entered into a Development and Lease Agreement with the New World Symphony(NWS),
providing for the design, development and construction of a 50,000 square foot educational
performance and internet broadcast facility and exterior screen and park, now known as
SoundScape Park, and a public parking garage located on 17th Street and Pennsylvania Avenue.
The City developed and produced the SoundScape Cinema Series,which launched in March 2011
and allows the public to view FREE weekly movies. The Cinema Series is part of the City's Arts in
the Park program that was launched in 2006, in response to the results of community surveys and
focus groups indicating that residents would like to see more free cultural events. The SoundScape
Cinema Series uses the state-of-the-art visual and audio technology in SoundScape Park to present
the entertainment on a 7,000-square-foot projection wall.
The inaugural season of the Cinema Series ran for fourteen (14) weeks, with movies shown on
Wednesday nights, in an effort to bring consumers to the area during a slower night of the week.
The SoundScape Cinema Series has been very well received by the Community, generating an
average weekly attendance of 900 people. Attendees continue to provide very positive feedback to
City Staff regarding the experience and many say it has enhanced their sense of community and
quality of life. Today.com, in cooperation with Travel + Leisure, ran a story in the travel section of
the website on June 10, 2011, highlighting America's Best Outdoor Movie Theaters,which included
the City's SoundScape Cinema Series.
The NWS WALLCASTTM concerts are equally as successful attracting in excess of 2,000 people for
each event. Each WALLCASTTM concert is free to the public. Both the City and NWS have invested
in the maintenance of the audio and video system in SoundScape Park. However, there has been
Commission Memorandum
ProSound Bid Waiver
July 23, 2014
Page 12
no regular service or maintenance of the sound system since it was installed and first used in
January 2011.
ProSound was the company who designed and installed the original system and who has made
occasional repairs to the audio system. The City in cooperation with NWS contacted ProSound and
requested an annual service maintenance proposal. ProSound's proposal (ATTACHED)will bring
the system back to its original condition and keep it in good working condition ensuring the audio
quality of WALLCASTTm events. Funding is subject to approval of the FY 2014/15 proposed City
Center RDA budget.
CONCLUSION
The Administration recommends approving the Resolution.
TAAGENDA\2014\July\Public Works\Bid Waiver Soundscape Park MSA-MEMO (2).doc
SOUND B VIDEO
March 25, 2014
City of Miami Beach
c/o New World Symphony
500- 17 th Street
Miami Beach, FL 33139
Attn: Jose Lamadrid & David Phillips
i
RE: Miami Beach Soundscape - Sound & Control Systems Maintenance
Gentlemen:
This letter is written to provide information for support and maintenance functions during a
multi-year period for the subject project. Pro Sound was the original programmer and
installer of the current Soundscape systems. The systems were installed and operational
in January of 2011 with a three year warranty on all loudspeakers and two years for other
electronics. All systems are currently out of warranty.
As the equipment ages and based on environmental and operational considerations, the
cost for maintaining the system installed at Soundscape will increase leveling off around
year 7. The costs for maintenance services for the next 3 years are included below.
This system is unique and highly specialized. There are presently no other known
installations in the United States. The Integrator managing these systems is to have
specialized knowledge and training in the design, setup, programming, and operation of
these systems. Every consideration during installation of these systems were taken into
account considering that it is an outdoor environment to include weather rated options for
equipment and cable.
Maintenance Service:
Standard maintenance of these systems to be performed is noted below. While the
loudspeakers have a water resistant treatment applied, they are still subject to good
maintenance standards to prolong their life. The basic maintenance services involve
observation and in cases removal of the metal grills covering the loudspeakers. Standard
maintenance includes:
• Wipe down and rust prevention of the loudspeaker equipment due to the
environment they are operated in;
• Removal of any rust that may accumulate and sealing the outdoor exposed
equipment. Apply appropriate touch-up paint to hardware or seal enclosure;
• Replacement of loudspeaker grills as they deteriorate from environmental
1.375 NE 123 Street
Miami,Ft 33:161
TEL(305)891.1000
FAX.(305)891.3000
City of Miami Beach
c/o New World Symphony
March 25, 2014
Page 2
factors;
• Replace connectors that may rust due to environment;
• Check and confirm that rigging, bolts, and support hardware is in good condition
and replace as needed;
• Electronics should be checked for operation. This includes reviewing speaker
amplifiers using the Meyer Sound RMS system;
• Check subwoofers and front loudspeakers for operation and to check quality of
finishes. Wipe down and paint as needed. Replace any rusting parts;
• Software updates should be applied as they are released and checked;
• UPS batteries are to be replaced annually;
• Check air-conditioning filters and notify others to replace regularly;
• Verify humidity in projection tower is between 45 and 60%;
• Replace battery in Crestron controller annually;
• Remove and physically verify each loudspeaker on an annual basis prior to
seasonal use all loudspeakers. Repair or replace parts or amplifiers as
necessary. Any loudspeaker showing rust should be removed and restored to
factory finish as when first installed;
• Maintain spare inventory of amplifiers to include 2 for the Melodies, 1 for the
700HP subwoofers, one for the UPJ's, and one for the UPQ-1 P's.
• Maintain one Meyer Sound DAIO-168 module as a spare for the Constellation
equipment. Maintain (1) DAO24 output module as a spare;
• Maintain one spare AVB enabled network switch as a spare;
• Verify that all microphones that are specific to this system contained in the
symphony hall are working. Replace as necessary;
Emergency and Repair Services:
• Pro Sound technicians will be available on an emergency basis for support
services for this project. An emergency constitutes a complete system failure
and gets priority services. Priority service normally gets a response time
between 1 and 3 hours at site to diagnose and resolve problems;
• Normal repair services take place in 1 to 3 business days. This does not include
the time to perform equipment repairs should they be necessary;
• All repairs and service calls will receive priority service due to the live nature of
this venue;
• This proposal includes repair of all equipment that fails from normal use. It does
not cover repairs from lightning, acts of God (such as hurricanes, etc.), acts of
vandalism, abuse, misuse or electrical damage, which would be billed at a cost
plus basis to restore to normal operation.
• Pro Sound will visit the site quarterly to perform basic services. Once a year Pro
Sound will do an extensive maintenance of the system installed to verify
operation and assure good operating functions.
Notes:
SOUND Er V10E13
City of Miami Beach
c/o New World Symphony
March 25, 2014
Page 3
• Maintenance will require the use of a motorized lift with a boom arm to access
the overheard loudspeakers. This lift must have large tires to prevent from
tearing up the park's landscaping. This lift has been included in our maintenance
proposal;
® Removal of the metal grills covering loudspeakers is quite tenuous and takes
time to remove and reinstall;
Y Replacement of low voltage cable below ground is not included in the
maintenance contract. This would be billed on a time and materials basis;
• Power issues are not included under any maintenance work. Power issues to be
resolved by a licensed electrical contractor when they arise;
• Architectural, structural and landscaping issues that arise outside of the specific
scope of this work but are related to this work are not included. Any problems
that occur in these areas will be resolved on a cost plus basis as it affects the
operation of the sound and control system;
® Required parking to be provided by the City of Miami Beach;
• The NWS operations team is obligated to perform general tasks such as setting
levels, verifying general operation, and providing information in the event of
service related issues;
• Items not included — Portable equipment (other than Meyer Cue Console).
Costs of the Proposed Services (as enumerated herein):
Maintenance Service —Year 1 $331650.00
Maintenance Service —Year 2 $39.420.00
Maintenance Service —Year 3 $42,740.00
Years 4 thru 7 — Subject to review but should be similar to year 3 — +10%.
Other Costs:
Cost plus Service — 15% plus freight, tax & labor
• Labor rates—
• Standard Discounted Labor- $72.00 an hour.
• Overtime and emergency billed at time and one half.
• Weekend rates — double standard labor.
• Programmer rates - $110.00 an hour.
• Travel is billed at standard rates listed.
• All applicable taxes or permits are reimbursable.
In order to place this Maintenance Proposal into effect, the Soundscape sound and control
equipment must be placed into a known state as it has had no maintenance since
installation other than simple warranty work. The following represents an estimate to go
through the system, check and do basic clean-up of all the loudspeakers, and check the
P3 1 I<Li
E13UNO S VIDE❑
City of Miami Beach
c/o New World Symphony
March 25, 2014
Page 4
condition to place in a good maintainable condition:
Labor Costs - $10,080.00
Lift Rental - $ 31760.00
Parts allowance - $ 4,800.00
Total — $18,640.00
• Please -note that sprinklers or power washing that spray the loudspeakers
cannot be covered under maintenance.
Looking Forward:
Sound systems installed in outdoor environments usually have a life of 8-10 years when
directly exposed to weather and harsh outdoor environments. The goal of placing many of
these speakers in the ballet barres (aside from aesthetics) and partially (mostly) trying to
cover them helps prolong their useful lives. We estimate with continuing maintenance that
this system should last 12-15 years with some of the loudspeakers necessitating
replacement that are most exposed to the sun and weather. The City should car a
p p Y carry
separate budget for the following years as a reserve allowance to cover replacement
equipment that cannot be fixed from deterioration. The costs noted below assume that
continual maintenance is ongoing by a qualified Integrator:
Year 7 - $32,000.00
Year 8 - $36,000.00
Year 9 - $40,500.00
Year 10 - $471000.00
Original value of Meyer Sound equipment: $1,050,912.00
We trust that the above is in keeping with the services desired. This provides a known cost
to the City o budget going forward. If there are an questions, lease contact the
Y 9 9 g Y q p
undersigned.
Very Y trul yours,
t
Rod Sintow, CEO
Pro Sound & Video
State Licensed Contractor ES0000149
/ms
P FR El
SOUND E VIDE❑