2015-29109 Reso RESOLUTION NO. 2015-29109
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
QUALIFICATIONS NO. 2015-144-YG (THE RFQ), FOR PUBLIC
INFORMATION OUTREACH (PIO) SERVICES ON RIGHT OF WAY
AND FACILITIES CONSTRUCTION PROJECTS; AUTHORIZING THE
ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH HML
PUBLIC OUTREACH, LLC., INFINITE SOURCE COMMUNICATIONS
GROUP, LLC., MEDIA RELATIONS GROUP, LLC., AND QUEST
CORPORATION OF AMERICA, INC., TO ESTABLISH A POOL OF
CONSULTANTS THAT CAN PROVIDE THE REQUIRED PIO
SERVICES ON AN AS NEEDED BASIS; AND FURTHER
AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE
AGREEMENTS UPON CONCLUSION OF SUCCESSFUL
NEGOTIATIONS BY THE ADMINISTRATION.
WHEREAS, Request for Qualifications (RFQ) No. 2015-144-YG for Public Information
Outreach Services on Right of Way and Facilities Construction Projects was issued on May 8,
2015, with an opening date of July 14, 2015; and
WHEREAS, a pre-proposal conference was held on May 20, 2015; and
WHEREAS, the City received four (4) proposals from HML Public Outreach, LLC.,
Infinite Source Communications Group, LLC., Media Relations Group, LLC., and Quest
Corporation of America, Inc; and
WHEREAS, on August 11, 2015 an Evaluation Committee appointed by the City
Manager convened to consider all proposals; and
WHEREAS, the Committee was provided an overview of the project, information relative
to the City's Cone of Silence Ordinance and the Government Sunshine Law; general information
on the scope of services, references, and a copy of the proposal; and engaged in a question
and answer session after the presentation of each proposer; and
WHEREAS, the Committee was instructed to score and rank the proposals pursuant to
the evaluation criteria established in the RFQ; and
WHEREAS, the Committee's ranking was as follows: Media Relations Group, LLC, top-
ranked; HML Public Outreach, LLC., and Infinite Source Communications Group, LLC., were
tied as the second highest ranked firm; and Quest Corporation of America, Inc., fourth highest
ranked; and
WHEREAS, after reviewing all the submissions and the Evaluation Committee's
rankings, the City Manager exercised his due diligence, and is recommending that the
Administration be authorized to enter into simultaneous negotiations with the following
proposers: Media Relations Group, LLC, HML Public Outreach, LLC., Infinite Source
Communications Group, LLC., and Quest Corporation of America, Inc.; to establish a pool of
consultants that can provide services to the City on an as needed basis.
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 pertaining to the ranking
of proposals pursuant to Request for Qualifications No. 2015-144-YG (the RFQ), for Public
information Outreach (PIO) Services On Right of Way and Facilities Construction Projects;
authorizing the Administration to enter into negotiations with Media Relations Group, LLC, HML
Public Outreach, LLC., Infinite Source Communications Group, LLC., and Quest Corporation of
America, Inc., to establish a pool of consultants that can provide the required PIO Services on
an as needed basis; and further authorizing the Mayor and City Clerk to execute Agreements
upon conclusion of successful negotiations by the Administration.
PASSED AND ADOPTED this 2 day of SeptPv,ber 2015.
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T:\AGENDA\2015\September\PROCUREMENT\RFQ 2015-144-YG Public Information Outreach Services -Reso.doc
COMMISSION ITEM SUMMARY
Condensed Title:
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 Qualifications (RFQ) No. 2015-144-YG for Public
Information Outreach Services On Right of Way and Facilities Construction Projects.
Key Intended Outcome Supported:
Enhance External And Internal Communication From And Within The City
Supporting Data (Surveys, Environmental Scan, etc: N/A
Item Summary/Recommendation:
The Administration issued RFQ 2015-144-YG to seek the proposals from qualified contractors to
provide Public Information Outreach Services On Right of Way and Facilities Construction
Projects. The RFQ was approved for issuance by the City Commission on May 6, 2015. The RFQ
was released on May 8, 2015.A pre-proposal conference to provide information to the proposers
submitting a response was held on May 20, 2015. On July 14, 2015, the City received proposals
from: HML Public Outreach, LLC; Infinite Source Communications Group, LLC; Media Relations
Group, LLC; and Quest Corporation of America, Inc.
On August 11, 2015, the Evaluation Committee appointed by the City Manager convened to
consider the responsive proposals received.The Committee was instructed to score and rank the
sole proposal received pursuant to the evaluation criteria established in the RFQ.The results of the
evaluation committee process were presented to the City Manager for his recommendation to the
City Commission.
After reviewing the submission and the Evaluation Committee's rankings of proposals received,the
City Manager recommends that the Mayor and the City Commission, pursuant to RFQ No. 2015-
144-YG, for Public Information Outreach Services On Right of Way and Facilities Construction
Projects, authorize the Administration to enter into negotiations with Media Relations Group, LLC,
HML Public Outreach, LLC., Infinite Source Communications Group, LLC.,and Quest Corporation
of America, Inc., to establish a pool of consultants that can provide services to the City on an as
needed basis. Further, the City Manager recommends the Mayor and City Clerk be authorized to
execute Agreements upon conclusion of successful negotiations by the Administration.
RECOMMENDATION
Adopt the resolution.
Advisory Board Recommendation:
Financial Information:
Source of Amount Account
Funds: 1 The annual cost associated with the parking
attendant services is subject to the funds availability
approved through the City's budgeting process
OBPI Total
Financial Impact Summary:
City Clerk's Office Legislative Tracking:
Alex Denis, Extension 6641
Sign-Offs:
Departm: t Director Assistan :;± anager City Hager
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T:\AGENDA\2015\Se•t- ber\PROCUREMENT\RFQ 2015-144- Public Information Outreach Services - ary.doc
1,1,,,1 MIAMI BEAC.H AGENDA STEM C7 D
DATE
'N—/S
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 oi the City Co r fission
1
FROM: Jimmy L. Morales, City Manager
DATE: September 2, 2015
SUBJECT: A RESOLUTION OF THE MAYO AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, ACCE'` ING THE RECOMMENDATION OF THE CITY
MANAGER PERTAINING TO THE RANKING OF PROPOSALS PURSUANT TO
REQUEST FOR QUALIFICATIONS NO. 2015-144-YG (THE RFQ), FOR PUBLIC
INFORMATION OUTREACH SERVICES ON RIGHT OF WAY AND FACILITIES
CONSTRUCTION PROJECTS.
ADMINISTRATION RECOMMENDATION
Adopt the Resolution.
KEY INTENDED OUTCOME SUPPORTED
Enhance External And Internal Communication From And Within The City
FUNDING
The annual cost associated with the parking attendant services is subject to the funds
availability approved through the City's budgeting process.
BACKGROUND
Neighborhood right of way improvements, parking lots, parking garages, structural and park
facilities, as well as capital renewal and replacement projects are underway in each of the
three (3) City districts. The additional activity produced by these projects in turn generates an
exponential need for proper and timely notification to the City's stakeholders. Keeping
residents, business owners and civic organizations well informed and actively involved is a
key factor of the City's ongoing and growing commitment to maintain residents informed at all
times.
The City's present contract, established pursuant to RFQ 19-11/12 expires October 1, 2015
and all renewal options have been exhausted. Issuance of a new RFQ will enable the City to
establish a pool qualified consultants that will serve to facilitate the assignment of these
services for all neighborhood and facility projects.
RFP PROCESS
On May 6, 2015, the City Commission approved to issue the Request for Qualifications (RFQ)
No. 2015-144-YG for Public Information Outreach Services on Right of Way and Facilities
Construction Projects. On May 8, 2015, the RFQ was issued. A voluntary pre-proposal
conference to provide information to the proposers submitting a response was held on May 20,
2015. RFQ responses were due and received on July 14, 2015. The City received a total of
four(4) proposals.
The City received proposals from the following firms:
HML Public Outreach, LLC.
Infinite Source Communications Group, LLC.
Commission Memorandum—RFQ 2015-144-YG for Public Information Outreach Services on
Right of Way and Facilities Construction Projects
September 2, 2015
Page 2
Media Relations Group, LLC.
Quest Corporation of America, Inc.
On July 8, 2015, the City Manager via Letter to Commission (LTC) No. 279-2015 appointed an
Evaluation Committee (the "Committee"), consisting of the following individuals:
• Diana Fontani, Public Information Specialist, Office of Capital Improvement Projects
• Melissa Berthier, Public Information Specialist, Office of Communications
• Lynn Bernstein, Sustainability and Outreach Coordinator, Department of Public
Works
Alternates:
• Nannette Rodriguez, Director, Office of Communications
• Elizabeth Wheaton, Assistant Building Director, Building Department, Office of the
City Manager
On August 4, 2015, the City Manager via Letter to Commission (LTC) No. 309-2015, revised
the Evaluation Committee (the "Committee"), as follows:
• Diana Fontani, Public Information Specialist, Office of Capital Improvement Projects,
was unable to participate as an evaluation committee member and was therefore
removed. Furthermore, alternates Elizabeth Wheaton, Assistant Building Director,
Building Department and Nannette Rodriguez, Director, Office of Communications,
were also unable to serve on the evaluation committee.
• Margarita Wells, Environmental and Sustainability Specialist, Building Department,
Office of the City Manager, was added.
• Maria Cerna, Division Director, Office of Capital Improvement Projects was added.
The Committee convened on August 11, 2015 to consider proposals received and interview
the proposers. 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 also
provided general information on the scope of services, references, and a copy of each
proposal. Additionally, the Committee engaged in a question and answer session after the
presentation of each proposer. 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 ranking of proposers as indicated in the table below.
RFQ#2015=144-YG'„
Public Information.,
Outreach Services on
Right of Way and' MY
'Facilities Construction Lynn Melissa Maria Margarita AGGREGATE
Projects" Bernstein Ranking Berthier Ranking Cema Ranking Wells Ranking TOTALS Rank
HML Public Outreach,LLC 97 2 96 1 93 2 95 4 9 2
Infinite Source
Communications Group,
LLC 96 3 93 3 94 1 98 2 9 2
Media Relations Group,
LLC 98 1 95 2 92 3 99 1 7 1
Quest Corporation of
America,Inc. 95 4 91 4 90 4 97 3 15 4
Commission Memorandum—RFQ 2015-144-YG for Public Information Outreach Services on
Right of Way and Facilities Construction Projects
September 2, 2015
Page 3
MANAGER'S DUE DILIGENCE & RECOMMENDATION
After reviewing all the submissions and the results of the evaluation process, the City Manager
recommends that the Mayor and City Commission authorize the Administration to enter into
negotiations with Media Relations Group, LLC, HML Public Outreach, LLC., Infinite Source
Communications Group, LLC., and Quest Corporation of America, Inc., to establish a pool of
consultants that can provide services to the City on an as needed basis. Further, the City
Manager recommends that the Mayor and City Clerk be authorized to execute Agreements
upon successful negotiations by the Administration.
CONCLUSION
The Administration recommends that the Mayor and City Commission approve the resolution
accepting the recommendation of the City Manager pertaining to the ranking of proposals,
pursuant to Request for Qualifications No. 2015-144-YG (the RFQ), for Public Information
Outreach Services on Right of Way and Facilities Construction Projects.
JLM/MT/KGB/SF/AD/YG
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