2001-24684 Reso
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RESOLUTION NO.
2001-24684
A RESOLUTION OF THE MAYOR AND THE CITY COMMISSION OF
THE CITY OF MIAMI BEACH, FLORIDA, AUTHORIZING THE
ISSUANCE OF REQUEST FOR PROPOSALS (RFP) FOR
PROFESSIONAL DESIGN SERVICES FOR THE JACKIE GLEASON
THEATER STAGE LIGHTING, SOUND SYSTEM, AND LOBBY
VIDEO MONITORING SYSTEM.
WHEREAS, the City Commission allocated $537,500 for stage lighting
improvements in fiscal year 98-99, and $550,000 for sound improvements in 00-01,
respectively from the Convention Center Capital fund; and
WHEREAS, the Jackie Gleason Theater for Performing Arts (TOPA) stage lighting
and sound system is currently twelve years old and no longer "state of the art"; and
WHEREAS, the stage lighting, sound system, and lobby video monitoring system
are essential in maintaining TOPA's marketability, competiveness, and necessary to
meet our patron's expectations; and
WHEREAS, the Administration is seeking proposals from professional design
consultants to provide recommendations, design, bid documents, and installation
oversight; and
WHEREAS, the Miami Beach Convention Center Capital Projects Oversight
Committee approved this project on April 24, 2001; and
WHEREAS, the Administration requested the project be put on hold until roofing and
weatherproofing were completed, and, at this time, recommends proceeding.
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 herein authorize the issuance of Request for Proposals (RFP) for
professional design services for the Jackie Gleason Theater for Performing Arts (TOPA)
stage lighting, sound system, and lobby video monitoring em.
PASSED and ADOPTED this 19th
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TV CLERK
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APPROVED AS 10
FORM & lANGUAGE
& FOR E)(ECUTlON
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CITY OF MIAMI BEACH
COMMISSION ITEM SUMMARY
to
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Condensed Title:
A Resolution authorizing the issuance of a Request for Proposals (RFP) for Professional Design Services
for the Jackie Gleason Theater for Performing Arts (TOPA) - Stage lighting, Sound System. and Video.
Issue:
I Whether the RFP should be issued?
Item Summary/Recommendation:
The existing lighting and sound system at TOPA were installed in 1989-90. The lighting system is obsolete
and requires a complete replacement, inclusive of lighting instruments. The RFP seeks the services of
a professional stage lighting and sound consultant to provide recommendations, design, and installation
oversight pursuant to a detailed scope of services. APPROVE THE ISSUANCE OF THE RFP.
Advisory Board Recommendation:
Miami Beach Convention Center Capital Projects Oversight Committee approved this project on April 24,
2001.
Financial Information:
Amount to be expended:
D
Finance Dept.
Source of
Funds:
~
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AGENDA ITEM Co 7C-
DATE/:l.-/f..of
CITY OF MIAMI BEACH
CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139
www.ci.miami-beach.fl.us
COMMISSION MEMORANDUM
To:
From:
Mayor David Dermer and
Members of the City Commission
Jorge M. Gonzalez ~ ~
City Manager O. u
Date: December 19, 2001
Subject:
A RESOLUTION OF THE MAYOR AND THE CITY COMMISSION OF THE
CITY OF MIAMI BEACH, FLORIDA, AUTHORIZING THE ISSUANCE OF
REQUEST FOR PROPOSALS (RFP) FOR PROFESSIONAL DESIGN
SERVICES FOR THE JACKIE GLEASON THEATER FOR THE
PERFORMING ARTS (TOPA) STAGE LIGHTING, SOUND SYSTEM, AND
LOBBY VIDEO MONITORING SYSTEM.
ADMINISTRATION RECOMMENDATION:
Adopt the Resolution.
ANALYSIS:
The City Commission allocated $537,500 for stage lighting improvements in Fiscal Year
98-99, and $550,000 for sound improvements in Fiscal Year 00-01, respectively from the
Convention Center Capital fund. The project was placed on hold until replacement of the
roof and exterior waterproofing was completed.
The existing theatrical lighting and sound system were installed at the Jackie Gleason
Theater for Performing Arts (TOPA) in 1989-1990. The lighting system is obsolete and
requires a complete replacement. Arts Environments Inc. ("the Consultant") was utilized
by management in 1999 to provide a recommendation on whether it was feasible to
refurbish the present equipment. The Consultant recommended a complete replacement
based on the equipment's age, cost, and electrical savings. TOPA's sound system needs
to be evaluated by a professional design consultant for upgrades to bring the system to
"state-of-the-art" .
SCOPE OF SERVICES
The City of Miami Beach and SMG are seeking the services of a professional stage lighting
and sound consultant to provide recommendations, design, bid documents, and installation
oversight of the following:
1. "State-of-the-art Stage lighting system, including, but not limited to, stage dimmer racks,
house dimmer racks, auxiliary rack, emergency lighting transfer system, relay panels,
memory control console, and remote interface and focus units. Secondly, provide
specifications for lighting instruments.
I
2. Provide recommendations on improvements to the sound system. Once agreed and
approved by management, the consultant will provide design, bid documents, and
oversight of the installation.
3. Provide design, bid documents, and installation oversight of a video monitor system in
the lobbies for late guests to view the stage performance, and allow theater
management to show promotional videos. The system will encompass locations at all
three lobby levels.
4. The consultant will provide all construction documents and blueprints, including
electrical to the City of Miami Beach Building Department for approval prior to bidding.
MINIMUM REQUIREMENTS/QUALlFICATIONS:
1. Proposer must have completed similar work for a performing arts facility.
2. Proposer must provide letter of recommendation from previous work.
EVALUATION/SELECTION PROCESS: CRITERIA FOR EVALUATION
The procedure for proposal evaluation and selection is as follows:
1. Request for Proposals issued.
2. Receipt of proposals.
3. Opening and listing of all proposals received.
4. An Evaluation Committee, appointed by the City Manager, shall meet to evaluate each
proposal in accordance with the requirements of this RFP. If further information is
desired, proposers may be requested to make additional written submissions or oral
presentations to the Evaluation Committee.
5. The Evaluation Committee shall recommend to the City Manager the proposal or
proposals acceptance of which the Evaluation Committee deems to be in the best
interest of the City.
The Evaluation committee shall base its recommendations on the following factors:
A. Experience and qualifications of the proposer as it specifically relates to this project:
20 points.
B. Experience and qualification of individuals assigned to this project: 15 points.
C. Fees: 25 points.
D. References: 10 points
E. Methodology and Approach: 15 points
F. Financial Capability 15 points
6. After considering the recommendation(s) of the Evaluation Committee, the City
Manager shall recommend to the Mayor and Commission the proposals or proposals
acceptance of which the City Manager deems to be in the best interest of the City.
7. The City Commission shall consider the City Manager's recommendation(s) and, if
appropriate, approve the City Manager's recommendation(s). The Mayor and
Commission may reject City Manager's recommendation(s) and select another
proposal or proposals. In any case, the Mayor and Commission shall select the
proposal or proposals acceptance of which the Mayor and Commission may also reject
all proposals.
8. Negotiations between the selected proposer and the City Manager take place to arrive
at a contract. If the Mayor and Commission has so directed, the City Manager may
proceed to negotiate a contract with a proposer other than the top-ranked proposer if the
negotiations with the top-ranked proposer fail to produce a mutually acceptable contract
within a reasonable period of time.
9. A proposed contract or contracts are presented to the Mayor and Commission for
approval, modification and approval, or rejection.
10. If and when a contract or contracts acceptable to the respective parties is approved by
the Mayor and Commission, the Mayor and City Clerk sign the contract(s) after the
selected proposer(s) has (or have) done so.
The Administration recommends that the Mayor and Commission adopt the attached
Resolution, which authorizes the issuance of a Request for Proposals (RFP) for professional
design services for the Jackie Gleason Theater for Performing Arts (TOPA) stage lighting,
sound system, and lobby video monitoring system.
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