2017-29956 ResolutionRESOLUTION NO. 2017-29956
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.
2017-077-JC, TO DESIGN, FURNISH, INSTALL, MAINTAIN, REMOVE, AND
STORE HOLIDAY LIGHTING AND DECORATIONS; AUTHORIZING THE
ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH ARTISTIC
HOLIDAY DESIGNS, AS THE CITY MANAGER'S FIRST RECOMMENDED
PROPOSER; AND FURTHER, AUTHORIZING THE MAYOR AND CITY CLERK
TO EXECUTE AN AGREEMENT WITH ARTISTIC HOLIDAY DESIGNS UPON
CONCLUSION OF SUCCESSFUL NEGOTIATIONS BY THE
ADMINISTRATION.
WHEREAS, on February 8, 2017, the City Commission directed the Administration to
issue a Request for Proposals (RFP) to Design, Furnish, Install, Maintain, Remove, and Store
Holiday Lighting and Decorations (the "RFP"); and
WHEREAS, the RFP was released on February 9, 2017, with an opening date of April 4,
2017; and
WHEREAS, a voluntary pre-proposal conference was held on March 1, 2017; and
WHEREAS, the RFP provided for a two-step, phased (Phase I and Phase II) evaluation
process; and
WHEREAS, the Phase I evaluation process related to the qualifications and experience
of the proposers, and the key members of the project team; and
WHEREAS, only those proposers short-listed during Phase I were authorized to proceed
to Phase II of the RFP, in which cost and detailed technical proposals would be considered; and
WHEREAS, under Phase I, the City received proposals in response to the RFP from the
following five (5) firms: Artistic Holiday Designs; Florida COi, LLC I Christmas Designers; Jim
Morrison Productions, Inc.; Plant Professionals, Inc.; and The Becker Group; and
WHEREAS, two proposers (namely, Florida COi, LLC I Christmas Designers, and Jim
Morrison Productions, Inc.), were determined to be non-responsive to the RFP, and were
accordingly not entitled to further consideration; and
WHEREAS, on March 27, 2017, via LTC # 163-2017, the City Manager appointed the
Evaluation Committee (the "Evaluation Committee"), which convened on April 20, 2017 to
consider the proposals submitted under Phase I; and
WHEREAS, the Evaluation Committee's Phase I rankings were as follows: 1) Artistic
Holiday Designs; 2) The Becker Group; and 3) Plant Professionals, Inc.; and
WHEREAS, on May 3, 2017, after reviewing the Phase I qualifications proposals and the
Evaluation Committee's scores and rankings, the City Manager exercised his due diligence and
recommended, pursuant to the RFP terms, that all proposers proceed to Phase 11 of the RFP
evaluation process; and
WHEREAS, on May 10, 2017, the Procurement Department issued Phase II of the RFP
to the short-listed proposers; and
WHEREAS, on May 15, 2017, a voluntary pre-proposal conference was held to provide
information to the short-listed proposers pertaining to Phase II of the RFP; and
WHEREAS, on June 15, 2017, the City received technical and cost proposals in
response to Phase II of the RFP from the following two (2) firms: Artistic Holiday Designs, and
The Becker Group; and
WHEREAS, Plant Professionals, Inc., did not submit a Phase II proposal; and
WHEREAS, the Evaluation Committee, appointed by the City Manager via L TC # 163-
2017, convened on June 21, 2017 to consider the proposals received under Phase II; and
WHEREAS, the Evaluation Committee's rankings for Phase II were as follows: 1) The
Becker Group; and 2) Artistic Holiday Designs; and
WHEREAS, the City Manager, conducted his due diligence, and considered the Phase I
and Phase II proposals, including each proposer's oral presentation before the Evaluation
Committee; and
WHEREAS, the City Manager, having further considered the commentary and
deliberation of the Evaluation Committee with respect to the two proposals (as set forth in the
Commission Memorandum attached and incorporated to this Resolution), and particularly the
Evaluation Committee's consensus that Artistic Holiday Designs offered the City a superior
qualifications, design and technical proposal, recommends, as being in the best interest of the
City, that the Mayor and City Commission authorize the Administration to enter into negotiations
with Artistic Holiday Designs, as the City Manager's first recommended proposer.
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 of the City of Miami Beach, Florida hereby accept the recommendation of the City
Manager, pursuant to Request for Proposals (RFP) No. 2017-077-JC, to design, furnish, install,
maintain, remove, and store holiday lighting and decorations; authorize the Administration to
enter into negotiations with Artistic Holiday Designs, as the City Manager's first recommended
proposer; and further authorize the Mayor and City Clerk to execute an Agreement with Artistic
Holiday Designs, upon conclusion of successful negotiations by the Administration.
PASSED AND ADOPTED this
ATTEST:
JI, day of ~2017 .•
APPROVED AS TO
FORM & LANGUAGE
& FOR EXECUTION
--~~ t:r!
City Attorney (l..f~ f Date
Resolutions -R7 AA
MIAMI BEACH
COMMISSION MEMORANDUM
TO: Honorable Mayor and Members of the City Commission
FROM: Jimmy L. Morales, City Manager
DATE: July 26, 2017
SUBJECT: 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. 2017-077-
JC, TO DESIGN, FURNISH, INSTALL, MAINTAIN, REMOVE, AND STORE
HOLIDAY LIGHTING AND DECORATIONS; AUTHORIZING THE
ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH ARTISTIC HOLIDAY
DESIGNS, AS THE CITY MANAGER'S FIRST RECOMMENDED PROPOSER;
AND FURTHER, AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE
AN AGREEMENT WITH ARTISTIC HOLIDAY DESIGNS UPON CONCLUSION OF
SUCCESSFUL NEGOTIATIONS BY THE ADMINISTRATION.
RECOMMENDATION
Approve the Resolution.
ANALYSIS
The City of Miami Beach requested proposals from qualified firm(s) for a comprehensive, turn-key
approach to annual holiday lighting design, installation, and maintenance, in an effort to enhance the
City's major thoroughfares during the holiday season, promote tourism, and increase related holiday
revenues. The City expects to retain a firm(s) that can meet the challenges of our dynamic, world-
class destination, by providing an innovative and aesthetically robust holiday design service, capable
of capturing the diverse holiday traditions celebrated within our iconic city. This project includes, but
is not limited to, designing, planning, furnishing, delivery, maintenance, removal and storage of
lighting, decorations and displays, in support of the City's annual holiday program.
The selected firm(s) pursuant to the RFP will have the technical expertise, physical and financial
resources to develop and implement the design, secure required permitting, accomplish project tasks,
meet City deadlines, provide maintenance, and administration of related services to the City.
RFP PROCESS -PHASE I
On February 8, 2017, the City Commission directed the Administration to issue a Request for
Proposals (RFP) for design, furnish, install, maintain, remove, and store holiday lighting and
decorations. The RFP was released on February 9, 2017, with an opening date of April 4, 2017. A
pre-proposal conference to provide information to the proposers submitting a response was held on
March 1, 2017.
In accordance with Section 287.055, Florida Statutes, the RFP provides for a two-step, phased
evaluation process. The Phase I selection process relates to the qualifications, experience and
Page 1990 of 2495
availability of the proposers and key members of project team, including the design staff, electricians,
installers, managers and manufacturing team. Only those Proposers short-listed during Phase I are
authorized to proceed to Phase II of the RFP selection process, in which price and detailed technical
proposals, based on RFP requirements, will be considered.
Under Phase I, the City received proposals in response to the RFP from the following five (5) firms:
• Artistic Holiday Designs
• Florida CDI, LLC I Christmas Designers
• Jim Morrison Productions, Inc.
• Plant Professionals, Inc.
• The Becker Group
On April 19, 2017, Florida CDI, LLC I Christmas Designers, and Jim Morrison Productions, Inc.,
were both notified that their proposals failed to include the fully completed and executed Certification
Form (Appendix A (pg. 21 ), Proposal Certification, Questionnaire & Requirements Affidavit) as stated
in the RFP, and, accordingly, were deemed non-responsive.
On March 27, 2017 the City Manager appointed the Evaluation Committee via LTC # 163-2017. The
Committee convened on April 20, 2017 to consider proposals received under Phase I. The
Committee was comprised of Tonya Daniels, Director, Office of Communications, City of Miami
Beach; Rodolfo De La Torre, Streets & Street Lighting Superintendent, Public Works, City of Miami
Beach; Robin Jacobs, Resident Representative from 41 st Street; Adrian Morales, Director, Property
Management, City of Miami Beach; Margueritte Ramos, Resident Representative from North Beach;
and lvannia Van Arman, Executive Director, Lincoln Road Business Improvement District (LRBID).
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 was also provided general
information on the scope of services, references, and a copy of each proposal. The Committee was
instructed to score and rank each proposal pursuant to the evaluation criteria established in the RFP.
The evaluation process resulted in the ranking of proposers as indicated in Attachment A, in the
following order:
1st Artistic Holiday Designs
2nd The Becker Group
3rd Plant Professionals, Inc.
On May 3, 2017, after reviewing all the qualifications of each firm and having considered the
Evaluation Committee's comments and rankings, the City Manager approved for all firms submitting
responsive proposals to be shortlisted for Phase II consideration, including: Artistic Holiday Designs;
The Becker Group; and Plant Professionals, Inc.
RFP PROCESS -PHASE II
On May 10, 2017, the Procurement Department issued Phase II of the RFP process to the short-
listed proposers. A pre-proposal conference to provide information to the short-listed proposers was
held on May 15, 2017. On June 15, 2017, the City received proposals in response to Phase II of the
RFP from the following short-listed proposers:
• Artistic Holiday Designs
• The Becker Group
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Additionally, the City received Statement of "No Bid" from Plant Professionals, Inc., wherein
indicating "insufficient time to respond."
The Evaluation Committee, appointed by the City Manager via LTC # 163-2017, convened on June
21, 2017, to consider the technical proposals received under Phase II. The Committee was
comprised of Tonya Daniels, Director, Office of Communications, City of Miami Beach; Rodolfo De
La Torre, Streets & Street Lighting Superintendent, Public Works, City of Miami Beach; Robin
Jacobs, Resident Representative from 41 st Street; Adrian Morales, Director, Property Management,
City of Miami Beach; Margueritte Ramos, Resident Representative from North Beach; and lvannia
Van Arman, Executive Director, Lincoln Road Business Improvement District (LRBID).
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 was also provided general
information on the scope of services, a copy of each proposal, and engaged in a question and
answer session with each proposer. The Committee was instructed to score and rank each proposal
pursuant to the evaluation criteria established in the RFP for Phase II. The evaluation process
resulted in the ranking of proposers as indicated in Attachment B, in the following order:
1st The Becker Group
2nd Artistic Holiday Designs
The Becker Group
According to the information provided by the firm, The Becker Group brings more than sixty (60)
years of expertise and first-hand knowledge in designing, manufacturing, and installing holiday decor
for clients across the glove. Some of their clients include the following, SeaWorld Florida, Tanger
Outlets, Baltimore Washington Airport (BWI), and the Baja Mar Resort, Nassau, Bahamas. Their
respective team includes a stable of production, procurement, operations, installation, supervision,
and project management personnel. The proposed team for this project depicts the manner in which
The Becker Group intends to develop, manage, and communicate project progress, as well as its
approach to status reporting and customer satisfaction.
Some of the highlights of The Becker Group technical proposal, as articulated by the Evaluation
Committee, include:
• The Becker Group can expedite project delivery, as all manufacturing and project production
occurs in the US.
• The Becker Group provided adequate operations planning in their proposal.
• The Becker Group designs include some solar and wind operated decor.
Artistic Holiday Designs
According to the information provided by the firm, Artistic Holiday Designs brings a creative and
innovative approach to holiday decor for the City of Miami Beach, including dynamic interactive
displays, different from the ordinary and more traditional holiday decor options often procured. Some
of their clients include the following, Winter Wonderland in the Village of Rosemont, Illinois, Holiday
Festival for Orland Park, Illinois, Canterbury City Centre in Kent, UK, Town of Golden Beach,
Florida, Weston Town Center, Weston, Florida, and Niagara Falls, Ontario, Canada. Partnering with
Leblanc Illuminations of Le Mans, France, Artistic Holiday Designs benefits from the resources of
Leblanc to include 160 employees, 11 product and graphic designers, in-house manufacturing
facilities, and a current presence in more than 40 countries worldwide.
Some of the highlights of Artistic Holiday Designs technical proposal, as articulated by the Evaluation
Committee, include:
Page 1992 of 2495
• A proposal that represents the unique and vibrant culture of the City, and would allow visitors to
truly experience the spirit of the City of Miami Beach.
• Artistic Holiday Designs gave particular effort to understanding the City's available power
supply in Its proposal.
• A proposal that thoroughly Impressed with its design and creative elements.
CONCLUSION
Having conducted an Independent review of the proposals and having considered the results of the
Evaluation Committee's Phase II review and rankings of proposals received, which resulted in Artistic
Holiday Designs receiving unanimous top ranking for its design and technical proposal, I find that
Artistic Holiday ['.)esigns has provided the best overall proposal for the City's consideration. The
proposal submitted by Artistic Holiday Designs includes outstanding firm qualifications and past
experience, iconic and world-class designs, and a superior proposal for design, fabrication, operating
and maintaining holiday decorative lighting across the City. Additionally, it is important to note the
Artistic Holiday Designs also received top ranking from the Evaluation Committee during Phase I
review of qualifications. While, The Becker Group's proposal did result in overall top ranking,
primarily because of its price, the Evaluation Committee did not find its design and technical proposal
as attractive as the proposal submitted by Artistic Holiday Designs. Becker's proposal is far more
modest, covers less of the city, and does not satisfy the expectations set by the City Commission
when it directed staff to obtain great holiday decorations.
Artistic Holiday Designs is a design and project management firm specializing in turn-key holiday
lighting and decor services across North America and parts of Europe. Artistic Holiday Designs has
partnered with Leblanc Illuminations, a world-class international fabricator of high end decor and
lighting installations, to propose an impressive array of decor and lighting options consistent with the
international and world-class image of Miami Beach.
From a qualifications perspective, Artistic Holiday Designs and its partner Leblanc Illuminations have
an impressive record of high end projects across the globe, including Le Mans, France; Brussels,
Belgium; Canterbury, England; and several locations across the United States. Artistic Holiday
Designs is the sole authorized dealer of Leblanc illuminations in the United States. In considering the
designs proposed, the Evaluation Committee noted that only Artistic Holiday Designs has submitted
a proposal that represents the unique and vibrant culture of the City, and would allow visitors to truly
experience the spirit of the City of Miami Beach.
While the cost proposal submitted by Artistic Holiday Designs is considerably more than the cost
proposal submitted by The Becker Group, I believe that the qualifications and the design proposal,
as well as the understanding of the technical requirements and complexities of the City's needs,
demonstrated by Artistic Holiday Designs outweigh the cost savings that can be experienced by the
proposal submitted by The Becker Group. Additionally, I believe that negotiations will result in
reduced costs while maintaining the spirit of the world-class designs submitted by Artistic Holiday
Designs. Furthermore, the City may also realize savings by paying up front for the initial costs
of manufacturing the decorations with any available one-time funds, rather than amortizing the costs
over the term of the contract.
Therefore, in consideration of the above, I recommend that the Mayor and City Commission approve
the Resolution authorizing the Administration to enter Into negotiations with Artistic Holiday Designs,
pursuant to Request for Proposals (RFP) No. 2017-077-JC for Design, Furnish, Install, Maintain,
Remove, and Store Holiday Lighting and Decorations; and further authorizes the Mayor and City·
Clerk to execute an agreement, upon successful negotiations, with Artistic Holiday Designs.
KEY INTENDED OUTCOMES SUPPORTED
Page 1993 of 2495
Enhance Beauty And Vibrancy Of Urban And Residential Neighborhoods; Focusing On Cleanliness, Historic
Assets, In Select Neighborhoods And Redevelopment Areas
FINANCIAL INFORMATION
Final project costs to be determined.
Legislative Tracking
Property Management/Procurement
ATTACHMENTS:
Description
ci Attachment A Phase I Evaluation Committee Ranking
ci Attachment B Phase 11 Evaluation Committee Ranking
D Resolution
Page 1994 of 2495
RFP 2017-077-JC, Phase I Evaluation Committee Scores and Ranking
RFP 2017-(J77.JC bl Robin Cl Adrian Cl Marguerltte Cl lvannia' Van Cl
Low Cl
Holiday Lighting, Phase I TO'nya £ c: .E c: .s Aggregate c:
Daniels ·.>< Jacob.s :.: Morales
'E Ramos :¥ Arman
"" ~ c: ·~ c: c: fij Q(lalillcatiolis on 4/20/17 .r1 ~· fl. Ill Totals
~ ~ ..
~
Artistic Holidav Desians 100,00 1 96.00 1 98,00 1 100.00 1 100,00 1 5 1
The Becker Grouo 90.00 2 75.00 3 93.00 2 85.00 2 80.00 2 11 2
Plant Professionals, Inc. 70.00 3 82.00 2 85.00 3 75.00 3 75.00 3 14 3
Page 1995 of 2495
RFP 2017-077-JC, Phase II Evaluation Committee Scores and Ranking
RFP 2017·077-JG Tonya
Cl Cl Cl Cl Cl Cl b.2YL Cl
~ Robin ~ Adrian
~ Margueritte c: lvannla Yan c: Ru'dy De c .5 Holiday Lightfn~, Phase II on :;;: :;;: :;;: ~ ;.: Daniels " Jacobs " Morales " Ramos " Arman " La Torre " " 6/21/17 & & & & & & Totals &
Artistic Holldav Desions 71.00 2 73.00 2 74.00 2 71.00 2 68.00 2 71.00 2 12 2
The Becker Grouo 85.00 1 91.00 1 93.00
1 85.00
1 90.00 1 75.00 1 6 1
Page 1996 of 2495