2017-29887 Reso RESOLUTION NO. 2017-29887
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, INC., IN A FORM ACCEPTABLE
TO THE CITY MANAGER AND THE CITY ATTORNEY, FOR A
THREE (3) YEAR TERM, IN AN AMOUNT NOT TO EXCEED
$130,740.00, TO MAINTAIN THE SOUND SYSTEM AT
SOUNDSCAPE PARK.
WHEREAS, at the July 23, 2014 City Commission Meeting, Resolution No. 2014-28657
(Exhibit "A") was passed waiving, by 5/7ths vote, the formal competitive bidding requirement
and approving and authorizing the City Manager to execute a maintenance service agreement
with Pro Sound, Inc. ("Pro Sound") for a three (3) year term, in an amount not to exceed
$134,450.00, to maintain the sound system at Soundscape Park; and
WHEREAS, the City subsequently entered into a three-year maintenance service
agreement with Pro Sound which expires on September 30, 2017; and
WHEREAS, prior to 2014, Pro Sound was the company that designed and installed the
original sound system and made occasional repairs to the audio system at Soundscape Park
and, together with the New World Symphony ("NWS"), the City contacted Pro Sound in 2014
and requested an annual service maintenance proposal; and
WHEREAS, the City Administration has requested a proposal (Exhibit "B") from Pro
Sound for continuing the monthly maintenance of the sound system at Soundscape Park, which
outlines the cost for annual maintenance as $42,740.00 for FY 2017/18, $44,000 for FY
2018/19, and $44,000 for FY 2019/20; and
WHEREAS, both the Administration and the NWS are in favor of moving forward with Pro
Sound services because they have provided excellent service through the past years and they
designed and installed the original system.
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 waive, by 5/7th 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, Inc., in a form
acceptable to the City Manager and the City Attorney, for a three (3) year term, in an amount
not to exceed $130,740.00, to maintain the sound system at Soundscape Park.
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MIAMI BEACH
COMMISSION MEMORANDUM
TO: Honorable Mayor and Members of the City Commission
FROM: Jimmy L. Morales, City Manager
DATE: June 7, 2017
SUBJECT: A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY
OF MIAMI BEACH, FLORIDA, WAIVING, BY 5/7TH 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, INC., FORA THREE (3) YEAR
TERM, IN AN AMOUNT NOT TO EXCEED $130,740, TO MAINTAIN THE
SOUND SYSTEM AT SOUNDSCAPE PARK.
RECOMMENDATION
Commission vote on waiving, by 5/7ths vote, the formal competitive bidding requirement and
approving and authorizing the City Manager to execute a maintenance service agreement with Pro
Sound, Inc. for a three (3)year term, in the amount of$130,740.00, to maintain the sound system at
Soundscape Park.
ANALYSIS
At the July 23, 2014 City Commission Meeting, Resolution No. 2014-28657 (Exhibit A) was
passed waiving, by 5/7ths vote, the formal competitive bidding requirement and approving and
authorizing the City Manager to execute a maintenance service agreement with Pro Sound, Inc.
for a three (3) year term, in the amount of $134,450.00, to maintain the sound system at
Soundscape Park. The maintenance service agreement expires on September 30, 2017.
Prior to 2014, Pro Sound, Inc. was the company who designed and installed the original system
and made occasional repairs to the audio system at Soundscape Park. Together with New
World Symphony (NWS), the City contacted Pro Sound, Inc. in 2014 and requested an annual
service maintenance proposal. Pro Sound, Inc.'s proposal brought the system back to its
original condition. Through the annual maintenance agreement, Pro Sound, Inc. kept the system
in good working condition ensuring the audio quality of the Soundscape Cinema Series and the
NWS WALLCASTTM events, which attracts hundreds of visitors.
Administration has requested a proposal from Pro Sound, Inc. for continuing the monthly
maintenance of the sound system at Soundscape Park. The proposal (Exhibit B) outlines the
cost for annual maintenance being $42,740.00 for FY 2018, $44,000 for FY 2019 and $44,000
Page 729 of 1414
for FY 2020.
Both the Administration and the NWS feel comfortable moving forward with Pro Sound, Inc.'s
services as they have provided excellent service through the past years and designed and
installed the original system. NWS also supports moving forward with Pro Sound, Inc. as
indicated on their letter of support (Exhibit C).
Amount 1 $33,650.00 for Account 1 168-9964-000325-29-400-592-00-00-00-
FY 18
Legislative Tracking
Parks and Recreation
ATTACHMENTS:
Description
• Exhibit A- Resolution No. 2014-28657
D Exhibit B - Pro Sound, Inc. Proposal
o Exhibit C - Letter of Support
Page 730 of 1414
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 023 day of ✓ , 2014,
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T:\AGENDA12014\July\Public Works\Bid Waiver Soundscape Park RESO(2).doc
Page 731 of 1414
PRE
SOUND B VIDEO
April 25, 2017
City of Miami Beach
Attn: Jose Del Risco
500 — 17th Street
Miami Beach, FL 33139
RE: Miami Beach Soundscape - Sound & Control Systems Maintenance
Dear Mr. Del Risco:
This letter is written to provide information for support and maintenance functions during a
multi-year period for the subject project. Pro Sound is the original programmer and installer
(Integrator) of the current Soundscape systems. The systems were installed and
operational in January of 2011 with no warranty left.
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 still no other known installations in
the United States of this type and use. The Integrator managing these systems must 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, as required;
• Removal of any rust that may accumulate and sealing the outdoor exposed
equipment. Apply appropriate touch-up paint to hardware or seal enclosure,
when required;
• Replacement of loudspeaker grills as they deteriorate from environmental
factors;
1375 NE 123 Street
Miami,FL 33161
TEL:(305)891.1000
FAX:[305)891.3000
Page 732 of 1414
City of Miami Beach
April 25, 2017
Page 2
• 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 will be applied only if needed and at the discretion of
Integrator to maintain operation;
• UPS batteries are to be replaced every 18 months;
• 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 if required 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 as
close to factory finish as reasonably possible;
• 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) DA024 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, Maintenance 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 5 hours at site to diagnose and resolve problems on weekdays
and three to nine hours on weekends;
• 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 on a cost-
plus basis to restore to normal operation.
• Pro Sound will visit the site quarterly or as required to site observe and perform
basic services as deemed necessary by Pro Sound. Once a year Pro Sound will
do an extensive maintenance of the system installed to verify operation and
assure good operating functions, which takes up to three weeks to perform with
resolution to problems during off season.
IR
SOUND Ei VIDEO
Page 733 of 1414
City of Miami Beach
April 25, 2017
Page 3
Notes:
• Maintenance will require the use of a motorized lift with a boom arm to access
the overheard loudspeakers. This lift will have large tires to prevent from tearing
up the park's landscaping; however, if landscaping or underlying sprinklers or
pipe is damaged it is to be replaced by the City at no cost to Integrator. 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;
• 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 park accessible 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 — 10/112017 to 9/30/2017 $42,740.00
Maintenance Service — 10/1/2018 to 9/30/2019 $44,000.00
Maintenance Service — 10/1/2019 to 9/30/2020 $44,000.00
Thereafter— Subject to review but should be similar to 9/30/2020 — +10%.
Other Costs:
Cost plus Service— 15% plus freight, tax & labor
• Labor rates—
o Standard Discounted Labor- $72.00 an hour.
o Overtime and emergency billed at time and one half.
o Weekend rates —double standard labor.
o Programmer rates - $110.00 an hour.
o Travel is billed at standard rates listed.
o All applicable taxes or permits are reimbursable.
• Please note that sprinklers or power washing that spray the loudspeakers
causing damage or deterioration cannot be covered under maintenance.
El
SOUND 9 VIDEO Page 734 of 1414
City of Miami Beach
April 25, 2017
Page 4
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 as noted below. The City
should carry a 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:
2018 - $32,000.00
2019 - $36,000.00
2020 - $40,500.00
2021 - $47,000.00
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 to budget going forward. If there are any questions, please contact the
undersigned.
Very truly yours,
Rod Sintow, CEO
Pro Sound & Video
State Licensed Contractor ES0000149
/ms
PID
SOUNDS VIDEO
Page 735 of 1414
-.i■■ni
TassNOW
New World Symphony
America's Orchestral Academy
Michael Titson Thomas,Artistic Director
May 30,2017
Jose del Risco
City of Miami Beach
Department of Parks&Recreation
1701 Meridian Avenue,Suite 401
Miami Beach, FL 33139
Dear Jose:
New World Symphony strongly recommends that ProSound's maintenance contract for the sound
system in Soundscape Park be renewed. ProSound designed and built the sound system that was first
used in January 2011 and has been maintaining it satisfactorily for the last three years.
Kind Regards,
111,
u. Arli
... 0 t 4,,,
ose M. Lamadrid
Vice President of Facilities
New World Symphony, America's Orchestral Academy
Page 736 of 1414
500 17th Street,Miami Beach,FL 331391862
305.673.3330 Fax 305.673 6749 www.nws.edu