2003-25121 Reso
RESOLUTION NO. 2003-25121
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
RECEIVED PURSUANT TO REQUEST FOR PROPOSALS (RFP) NO. 48-
01/02, FOR PLANNING, DESIGN AND CONSTRUCTION ADMINISTRATION
SERVICES FOR A CITYWIDE WAYFINDING SIGNAGE SYSTEM;
AUTHORIZING THE ADMINISTRATION TO ENTER INTO NEGOTIATIONS
WITH THE TOP-RANKED FIRM OF HILLIER, AND SHOULD THE
ADMINISTRATION NOT BE ABLE TO NEGOTIATE AN AGREEMENT WITH
THE TOP-RANKED FIRM; AUTHORIZING THE ADMINISTRATION TO
NEGOTIATE WITH THE SECOND-RANKED FIRM OF TOM GRABOSKI
ASSOCIATES, INC/MEEKER & ASSOCIATES, INC., AND SHOULD THE
ADMINISTRATION NOT BE ABLE TO NEGOTIATE AN AGREEMENT WITH
THE SECOND-RANKED FIRM; FURTHER AUTHORIZING THE
ADMINISTRATION TO NEGOTIATE WITH THE THIRD-RANKED FIRM OF
THE DOUGLAS GROUP.
WHEREAS, On July 10, 2002, the Administration authorized the issuance of a
Request for Proposals from environmental graphic design firms for the purpose to facilitate
the City with a detailed planning and design for a Citywide Wayfinding Signage System;
and
WHEREAS, approximately $1 million has been identified to fund this signage
program, including design fees, fabrication and installation of the signs; and
WHEREAS, RFP No. 48-01/02 was issued by the City on July 24, 2002 with an
opening date of September 6, 2002; and
WHEREAS, sixteen (16) proposals were received in response to the RFP, and five
(5) firms were short listed for presentations. The following are the short listed firms that
submitted proposals in response to the RFP:
. Hunt Design / Corbin
. Hillier
. Thinkframe
. The Douglas Group
. Tom Graboski Associates I Meeker & Associates; and
WHEREAS, an Evaluation Committee was appointed by the City Manager
consisting of the following individuals:
. Joyce Meyers, (Project Manager) Planning Department
. Ronnie Singer, Capital Improvements Office
. Doug Tober, Miami Beach Convention Center
. Saul Francis, Parking Department Director
. Linda Polansky, Transportation and Parking Committee
. Ada L1erandi, Cultural Arts Committee
. Grissette Roque-Marcos, Visitor and Convention Authority;
and
WHEREAS, the Committee convened on several occasions to evaluate proposals,
listened to a 30 minute presentation from the five (5) short listed firms and conducted
question and answer sessions with each firm, and afterwards agreed to rank the top three
firms as follows:
. First:
. Second:
. Third:
Hillier
Tom Graboski Associates / Meeker & Associates
The Douglas Group; and
WHEREAS, the City Manager has reviewed the Evaluation Committee's
recommendation, and herein recommends that the Mayor and City Commission enter into
negotiations with the first-ranked firm of Hillier, and if unsuccessful, negotiate with the
second-ranked firm of Tom Graboski Associates/Meeker & Associates. and if
unsuccessful, negotiate with the third-ranked firm of The Douglas Group.
NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND THE CITY
COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City
Commission herein accept the recommendation of the City Manager pertaining to the
qualifications received pursuant to Request for Qualifications (RFP) No. 48-01/02 for
Planning, Design and Construction Administration Services for a Citywide Wayfinding
Signage System; authorizing the Administration to enter into negotiations with the top-
ranked firm of Hillier, and, should the Administration not be able to negotiate an Agreement
with the top-ranked firm, authorizing the Administration to negotiate with the second-ranked
firm of Tom Graboski Associates/Meeker & Associates; and. should the Administration not
be able to negotiate an Agreement with the second-ranked firm, further authorizing the
Administration to negotiate with the third-ranked firm of he Douglas Group.
PASSED and ADOPTED this 5th da
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CITY CLERK
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CITY OF MIAMI BEACH
COMMISSION ITEM SUMMARY
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Condensed Title:
Acceptance of the City Manager's recommendation relative to the ranking of firms pursuant to RFP No. 48-01/02
for Planning, Design and Construction Administration Services for a Citywide Wayfinding Signage System.
Issue:
Whether to approve the City Manager's recommendation relative to the rankings of firms.
Item SummarY/Recommendation:
On July 10, 2002, the Administration authorized the issuance of a Request for Proposals from environmental
graphic design firms for the detailed planning and design of a Citywide Wayfinding Signage System. A total of $1
million has been identified to fund this signage program including professional design fees, fabrication and
installation of the signs.
RFP No. 48-01/02 was issued on July 24,2002 with an opening date of September 6,2002. A pre-proposal
conference to provide information to firms considering submitting a response was held on August 7, 2002.
DemandStar by On via issued bid notices to 1,309 prospective proposers, resulting in 51 proposers requesting
RFP packages, which resulted in the receipt of 16 proposals, by firms, in response to the RFP.
On October 25, 2002, the Evaluation Committee appointed by the City Manager evaluated the proposal's
submitted by all firms and were able to shortlist five (5) firms for presentations. These firms were:
. Hunt Design / Corbin
. Hillier
. Thinkframe
. The Douglas Group
. Tom Graboski Associates / Meeker & Associates
The firms were provided the opportunity to address the Committee with a 30-minute presentation. Additionally,
the Committee reviewed references and Dun and Bradstreet reports secured by the Procurement staff. During
deliberations, the Committee members discussed their individual ranking of the five firms and arrived at the
following Committee ranking:
. First: Hillier
. Second: Tom Graboski / Meeker
. Third: The Douglas Group
The firm of Hillier was deemed to be the top ranked firm, and the firm of Graboski/Meeker was deemed the second-
ranked firm based on their experience and qualifications. Both firms (Hillier and Graboski/Meeker) have been invited
to provide a 15-minute presentation relative to their experience, qualifications, and proposed signage design to the
Mayor and City Commission at its February 5, 2003 meeting.
ACCEPT THE CITY MANAGER'S RECOMMENDATION AND AUTHORIZE NEGOTIATIONS.
Advisory Board Recommendation:
IN/A
Financial Information:
Source of Amount Account Approved
Funds: 1
D 2
3
4
Finance Dept. Total
Assistant City Manager
CMC
City Manager
tf7E.
DATE ~- ~-:"O...3
T:\AGENDA\2003\feb0503\regularIRFP48WA YFINDINGSIGNAGE summary.doc
CITY OF MIAMI BEACH
CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139
www.ci.miami-beach.fl.us
To:
From:
Subject:
COMMISSION MEMORANDUM
Mayor David Dermer and Date: February 5, 2003
Members of the City Commission
Jorge M. Gonzalez ). lJA~
City Manager .- - ()
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
RECEIVED PURSUANT TO REQUEST FOR PROPOSALS (RFP) NO. 48-
01/02, FOR PLANNING, DESIGN AND CONSTRUCTION
ADMINISTRATION SERVICES FOR A CITYWIDE WAYFINDING SIGNAGE
SYSTEM; AUTHORIZING THE ADMINISTRATION TO ENTER INTO
NEGOTIATIONS WITH THE TOP-RANKED FIRM OF HILLIER GROUP,
INC., AND SHOULD THE ADMINISTRATION NOT BE ABLE TO
NEGOTIATE AN AGREEMENT WITH THE TOP-RANKED FIRM;
AUTHORIZING THE ADMINISTRATION TO NEGOTIATE WITH THE
SECOND-RANKED FIRM OF TOM GRABOSKI ASSOCIATES, INC. 1
MEEKER AND ASSOCIATES, INC., AND SHOULD THE
ADMINISTRATION NOT BE ABLE TO NEGOTIATE AN AGREEMENT
WITH THE SECOND-RANKED FIRM; FURTHER AUTHORIZING THE
ADMINISTRATION TO NEGOTIATE WITH THE THIRD-RANKED FIRM OF
THE DOUGLAS GROUP,INC.
ADMINISTRATIVE RECOMMENDATION
Adopt the Resolution.
ANALYSIS
A comprehensive signage program is vital to any tourism-oriented community. Enabling
visitors to easily navigate and orient themselves and take full advantage of what the City of
Miami Beach (the "City") has to offer will add greatly to visitor satisfaction. From the
moment travelers enter our city, a systematic signage system would "route" them to points
of interest and link neighborhood to neighborhood. A comprehensive signage system will
address pedestrian needs and improve the City's "walkability" as well as providing
information to vehicular traffic.
On December 20, 2000, the Mayor and City Commission adopted Resolution No. 2000-
24222, appropriating funds in the amount of $16,000 from the $92 million General
Obligation Bonds Series 2000 as a City match to the $16,000 allocated by the Miami
Beach Visitor and Convention Authority (VCA) for a citywide signage program analysis.
The VCA funds were allocated to support the cost of a signage course at the Florida
International University (FlU) School of Architecture, with the students conducting an
inventory and analysis of signage needs of the City.
Commission Memo
RFP 48-01/02
February 5, 2003
Page 2
ANALYSIS (Cont.)
The City bond funds were specifically earmarked to offset costs for a forum, with
representatives from the Florida Department of Transportation (FOOT) and representatives
from the Department of Transportation in other cities where a progressive wayfinding
system has been established.
The FlU student inventory and analysis provided an excellent database for this project.
Subsequently, City staff continued to coordinate with the Society for Environmental Graphic
Design (SEGD), which planned and coordinated the FlU project, and also retained the
services of the Foundation for Architecture. With their assistance, staff outlined basic
elements of the signage system and successfully obtained FOOT approval to move forward
with an application for a municipal"Signage District". This signage district concept is
modeled after similar districts in Philadelphia and other cities, wherein the city produces a
Signage System Manual that contains graphic standards, sign location and installation
standards and long term maintenance and management standards. The intent is for FOOT
and Miami-Dade County Public Works to approve the Signage System Manual and enter
into an agreement with the City to delegate responsibility for implementing the signage
system according to the standards in the Manual.
The City, the VCA, and stakeholders representing major attractions and facilities
throughout the City have partnered to create a wayfinding and identity system for the City.
This wayfinding system will be designed to project a consistent image for the City; ease
vehicular congestion; promote walking and mass transit; and be sustainable as well as
expandable.
Over the last six months the City has developed an agenda, budget and conceptual
framework for a citywide sign system. This program is meant to capitalize and integrate
recommendations made to date.
The City is seeking the services of a qualified environmental graphics design firm to
provide professional services for the planning, design, installation and long-term
maintenance of a graphically unified family of directional and identification signs developed
to guide motorists and pedestrians on streets throughout Miami Beach. The family of signs
will initially encompass the following and will be capable of expansion to other signage and
graphic needs in the City:
1. District gateway signs for entrances to the city and major business and cultural districts
2. District directional signs that include information leading to municipal garages and lots
3. Destination directional signs that direct visitors to cultural attractions, public beaches,
shopping districts and major government buildings
4. Trailblazer directional signs
5. Pedestrian wayfinding map and signs
6. Pedestrian/bicycle trail signs
7. Arrival signs marking the entrance to parking facilities and major cultural institutions
8. Street name signs for arterial streets and neighborhood residential streets
9. Consistent city map for handouts in parking facilities, kiosks and attractions.
Commission Memo
RFP 48-01/02
February 5, 2003
Page 3
ANALYSIS CCont.l
The following is an outline of the specific items that will be required to be completed. Each
consultant was asked to provide a more detailed work description of the Scope of Services
to demonstrate their level of interest and understanding of the project. Consultants were
encouraged to submit specific recommendations for completing the required work that
would help distinguish individual proposals. The proposals included all items that the
consultant believes are necessary to complete the project regardless as to whether it is
listed in the RFP. The proposal was not limited to the principal tasks as described below.
Failure to address any of the areas listed below included the reason for the omission and
was explained by the consultant(s).
Phase One - Wayflndlng Slgnage Master Plan
The first phase of the project includes a review of planning work accomplished to date;
design of all proposed prototype signs including purpose, message, size, format,
typography, color, support mechanism, etc.; preliminary route schedules based upon
destination criteria provided by the City; preliminary estimate of quantity and cost of each
sign. This phase will also include review and approval of the master plan by City of Miami
Beach stakeholder groups and the Historic Preservation Board and Design Review staff.
The consultant will also prepare Graphic Standards for the application to the Florida
Department of Transportation (FOOT) and Miami-Dade County Public Works Department
for a citywide Sign District Permit in coordination with the City of Miami Beach. The
consultant will address the elements that the FOOT will require for signage approval:
design, planning standards, and a methodology/schedule for sign cleaning and
replacement.
Phase Two - Final Design and Bid Documents
This phase includes for all sign types: final design, fabrication and construction
documentation; route plan leading to all major destinations based upon destination criteria,
sign message schedule; sign location plans; cost estimates; assembly and field testing of
sample signs; specifications for on-going sign replacement and maintenance; and
preliminary permit approval. This phase will require final approval of all proposed signs by
the Historic Preservation Board or the Design Review staff. The City will authorize the
consultant to proceed with final design only for portions of the signage program with
construction funding available. Currently, the construction budget is estimated to be
$750,000.
Phase Three - Bidding and Award Services
The consultant will assist the City to identify qualified bidders; clarify plans and bid
documents, if necessary; and submit a written evaluation of bids received for sign
fabrication and installation.
Commission Memo
RFP 48-01/02
February 5, 2003
Page 4
ANALYSIS lCont.)
Phase Four - Construction Administration
The consultant will be responsible for reviewing the fabrication and installation ofthe signs;
to certify that work is done according to the bid documents; to approve change orders, and
approve payments to the contractor.
The City reserves the right to apply, modify or use the materials, processes and designs
funded and developed in this project for other uses at a future date. Consultants will not be
held liable for any design modifications and changes subsequent to contract completion.
The Proposal is limited to those items developed as part of this project and does not
include the proprietary materials; designs and processes that a consultant could bring into
use on the project that were developed without the project's funding.
Consultant responsibilities include performing all work as outlined in this request. In order
to develop plans, the consultant shall obtain input as necessary from the City, FOOT, utility
companies, railroads, federal, state and local agencies, community organizations,
representatives and key property owners as required.
The City will oversee the project through the Working Group, which will include members of
City staff and stakeholders. The City Manager will be responsible for appointing Working
Group members.
All existing City planning studies and applicable documents will be made available for use
by the consultant. A list of information available through the City will be provided at the
pre-proposal meeting.
All meetings with the City staff, Working Group, other publiC agencies, community
organizations, stakeholders, etc. to gather information will be included in the proposed cost
of the study.
Funding
A total of $1 million has been identified to fund this signage program including professional
design fees, fabrication and installation of the signs. The funding includes $400,000 from
the Convention Center Signage Project and $600,000 from Parking Enterprise Funds. The
Administration hopes to offset some of the parking funds with a grant from the Visitor and
Convention Bureau. After the specific quantity, location and cost of all signs is determined
during the design phase, the amount of funding from each source will be adjusted
accordingly and RDA funds will be used to cover the costs for signs within the
Redevelopment Districts. Resort Tax funds may be an additional source offunding. There
will also be annual costs of maintenance, replacement and administration of the signage
system, estimated to be $50,000 - $60,000 annually. Typically in other cities that have
similar wayfinding signage systems, the annual operating costs are shared by all of the
destinations (public and private) that are named on the signs. An outside management
contract may be appropriate.
Commission Memo
RFP 48..()1/02
February 5, 2003
Page 5
ANALYSIS (Cont.l
The Administration also proposes to enter into a contract with the Society for
Environmental Graphics Design (SEGD) for a fee of $1 0,000 plus $1,600 in expenses. The
SEGD staff will continue to guide the negotiations with FOOT on the Signage District,
including preparation of the permit application and manual of technical specifications.
Funding is available for this contract from the Series 2000 GO Bonds previously
appropriated in Resolution No. 2000-24222 for the wayfinding signage forum with FOOT.
A previous contract with the Foundation for Architecture was completed for $11,500 from
the Off-Street Parking Operations Fund. The Planning Department will continue to
coordinate this project.
On July 10, 2002, the Administration authorized the issuance of a Request for Proposals
from environmental graphic design firms for the detailed planning and design of a Citywide
Wayfinding Signage System.
RFP No. 48-01/02 was issued on July 24,2002 with an opening date of September 6,
2002. A pre-proposal conference to provide information to firms considering submitting a
response was held on August 7, 2002. DemandStar by Onvia issued bid notices to 1,309
prospective proposers, resulting in fifty-one (51) proposers requesting RFP packages,
which resulted in the receipt of sixteen (16) proposals, by firms, in response to the RFP.
The following are the firms that submitted a proposal for this RFP:
. Gensler
. Lebowitz/Gould/Design, Inc.
. Hunt Design / Corbin
. Seibert Perkins Design
. RTKL
. Catt Lyon Design
. Guidance Pathway Systems, Inc.
. Hillier
. Thinkframe
. Carter & Burgess
. The Douglas Group
. Two Twelve Associates
. A. Epstein & Sons International, Inc.
. Informing Design, Inc.
. Tom Graboski Associates / Meeker & Associates
. Wilbur Smith Associates
In reviewing the proposal received from Tom Graboski Associates / Meeker & Associates
(TGA/MA), it was discovered that they took exception to the Indemnification requirements
as set forth in Section V of subject RFP. The City Attorney's Office opined that this
exception didn't deem the TGA/MA proposal as non-responsive, however should this Firm
enter into negotiations with the City, that TGA would be required to comply with the
Indemnification provisions set forth in Section V, paragraph B.
On September 19, 2002, the City Manager via Letter to Commission (LTC) No. 214-2002,
Commission Memo
RFP 48-01/02
February 5, 2003
Page 6
appointed an Evaluation Committee ("the Committee") consisting of the following
individuals:
. Joyce Meyers, (Project Manager) Planning Department
. Ronnie Singer, Capital Improvements Office
. Doug Tober, Miami Beach Convention Center
. Saul Frances, Parking Department Director
. Linda Polansky, Transportation and Parking Committee
. Ada L1erandi, Cultural Arts Council
. Grissette Roque-Marcos, Visitor and Convention Authority
On October 10,2002, the initial Committee convened and all Committee members were in
attendance. Joyce Meyers who was selected as the Chairperson of the Committee
provided the project overview and background information. The Procurement Division
briefed the Committee on the Cone of Silence Ordinance, the Government in the Sunshine
Law, and the following evaluation criteria for the selection of an Environmental Graphics
Design firm:
. Demonstrated record of accomplished work on signage system design and planning
for municipalities (30 points)
. Understanding of sign hardware including fabrication, installation, ongoing
maintenance and Department of Transportation (DOT) standards (10 points)
. Project approach and methodology (25 points)
. Project team organization and accessibility (10 points)
. Estimated cost of services (25 points)
On October 25, 2002, the Committee evaluated the proposals submitted by all firms and
was able to shortlist five (5) firms for presentations. These firms were:
. Hunt Design I Corbin
. Hillier
. Thinkframe
. The Douglas Group
. Tom Graboski Associates I Meeker & Associates
The firms were provided the opportunity to address the Committee with a 30-minute
presentation, followed by a 20-minute question and answer session. Additionally, the
Committee reviewed references and Dun and Bradstreet reports secured by the
Procurement staff.
During deliberations, the Committee members discussed their individual ranking of the five
firms and arrived at the following Committee ranking, based upon individual rankings (1 -
5) rather than total scores:
Commission Memo
RFP 48-01/02
February 5, 2003
Page 7
HUNT/CORBIN HILLIER THINKFRAME GRABOSKI/MEEKER DOUGLAS
Joyce Meyers 4 (81) 1 (89) 5 (69) 2 (88) 3 (86)
Ronnie Singer 4 (85) 1 (93) 5 (70) 3 (88) 2 (89)
Doug Tober
Saul Frances 4 (67) 2 (86) 5 (45) 1 (94) 3 (71)
Linda Polansky 4 (75) 3 (88) 5 (72) 2 (93) 1 (97)
Ada L1erandi 4 (82) 3 (92) 5 (68) 2 (93) 1 (95)
Grissette Roque-
Marcos 4 (73) 1 (86) 4 (73) 2 (84) 3 (82)
RANKINGS 24 (4) 11 (1) 29 (5) 12 (2) 13 (3)
The Committee agreed to evaluate and rank each proposal based on the total low number
score assigned by the Committee Members. This resulted in the following ranking:
Too-Ranked: Hillier (total score of 11). The firm of Hillier received a total score of 11,
based on three first place votes, one second place vote, and two third place votes.
Second-Ranked:Graboski/Meeker (total score of 12). The firm of GraboskVMeeker received
a total score of 12, based on one first-place vote, four second-place votes, and one third-
place vote.
Third-Ranked: The Douglas Group (total score of 13). The firm of the Douglas Group
received a total score of 13, based on two first-place votes, one second-place vote, and
three third-place votes.
The firm of HILLIER was deemed to be the top-ranked firm based on the experience and
qualifications of their team. Hillier has extensive experience in designing wayfinding
signage systems in cities throughout the United States. The reasons the Committee
ranked Hillier in first place includes:
. Hillier has a demonstrated record of successful wayfinding projects in cities of equal or
greater size and complexity as Miami Beach, including projects in Dallas, Texas,
Camden, NJ, Newark, NJ, and Jersey City, NJ.
. Hillier has successfully negotiated with the state's Department of Transportation in their
previous urban wayfinding system projects to achieve designs that both meet the
DOT's permitting standards and achieved the city's goals to create a distinctive identity
and sense of place. The committee believes that Hillier, together with subconsultant,
F.R. Aleman & Associates, is the best qualified to successfully work with FOOT and
Miami-Dade County to resolve difficult issues with signage design standards on state
and county roadways.
. Hillier has demonstrated understanding of sign hardware including fabrication,
installation, ongoing maintenance and DOT standards.
. Hillier presented a project approach and methodology that responds to Miami Beach's
Commission Memo
RFP 48-01/02
February 5, 2003
Page 8
needs; and demonstrates an exceptional ability to organize complex information and
communicate it graphically and verbally with clarity and simplicity. One of the most
important aspects of this project is the ability to facilitate multiple layers of community
input. John Boscio, Principal-in-Charge from Hillier, will be present at all meetings and
will act as both facilitator and presenter. Cesar Garcia-Pons from EDAW brings a
successful track record of community involvement as well as an understanding of the
local fabric of the City.
. The Hillier team is efficiently organized and includes all of the disciplines that will be
needed to accomplish this project. EDAW will act as the Miami Beach-based project
manager, and F.R. Aleman, also a local firm, will playa leading role in meetings with
FOOT and the County.
. The Hillier team's cost proposal was approximately equal to the second ranked firm
after adjustments for differences in the scope of services included in the fees.
Bid Protest
On December 10, 2002, Meeker and Associates filed a timely protest ofthe City Manager's
recommendation pertaining to the ranking of proposals received pursuant to this RFP
process. The City Manager withdrew his recommendation from the City Commission
meeting of December 11, 2002, in order to thoroughly review the issues presented in
Meeker's protest. Meeker's statements and the Administration's response to the same
were as follows:
Statement No.1: We understand that the City Manager's written recommendation to the
City Commission was issued today, December 11, 2002. Accordingly, it appears that the
time limitation placed on bid protests in December 6, 2002 letter is not in conformity with
the time limitation for post-bid opening protests provided in Ordinance No. 2002-3344.
Response to Statement No.1: Ordinance No. 2002-3344, which has been codified as
Section 2-371 in the City Code, and is entitled Authority to Resolve Protested Bids and
Proposed Awards, sets forth the following "time limitation" on bid protests:
The City will allow such bid protest to be submitted anytime until two (2)
busIness days following the release of the City Manager's written
recommendation to the City Commission, as same is set forth and
released In the City Commission agenda packet, for award of the bid In
question.
Commission Memo
RFP 48-01102
February 5, 2003
Page 9
The City Manager's written recommendation to the City Commission was released on
December 6, 2002, the same day that the Procurement Division notified your firm of your
due process right to file a protest. You were advised on December 6, 2002, that the City
would allow a bid protest to be submitted by noon on December 10, 2002. Your protest
letter dated December 10, 2002 was filed in a timely manner, and as such, the City
Manager elected to withdraw his recommendation before the City Commission meeting of
December 11, 2002, to allow for the issues raised in your protest to be researched and
resolved.
Statement No.2: The ranking arrived at by the City Manager was based on tallies that
included mathematical errors at the total scores to be assigned to each bidder. The tally
sheet of one evaluator Joyce Meyers, has a one-point error in addition, causing the
Graboski/Meeker bid to be underrated by one point.
Response to Statement No.2: The tally sheet of Joyce Meyers was in error by one point
(total listed as 87, but should have been 88). This one-point error did not offset or affect
the evaluation results. Ms. Meyers ranked Hillier as her top-ranked firm with a total score
of 89, and your firm as her second-ranked with a total (corrected score) of 88.
Statement No.3. The addition of all evaluator's scores, as evidenced by the table in the
December 11, 2002 Commission Memo by George {Jorge} M. Gonzalez, City Manager,
was incorrectly added. When the addition of the evaluator's ratings is done correctly, the
proposal submitted by Tom Graboski/Meeker & Associates received 540 points from the
evaluation committee. This is 6 points higher than any other firm who submitted, including
Hillier. Accordingly, the recommendation to the Commission is incorrect, as it erroneously
ranks Hillier ahead of Graboski/Meeker.
Response to Statement No.3. The Committee agreed to evaluate and rank each
proposal based on the total low number score assigned by the Committee Members. The
Committee agreed to evaluate and rank each proposal based on the total low score.
Graboski/Meeker's total score is 12, and the top-ranked firm's (Hillier's) score is 11. The
firm of Hillier received a total score of 11, based on three first-place votes, one second-
place vote, and two third-place votes. Your company received a total score of 12, based
on one first-place vote, four second-place votes, and one third-place vote.
Based on the aforementioned, Meeker's protest was denied. Meeker was advised that they
may appeal the City Manager's decision by filing an original action in the Circuit Court of
the Eleventh Judicial Circuit in and for Miami-Dade County, Florida, in accordance with the
applicable court rules. Any action not brought in good faith shall be subject to sanctions
including damages suffered by the City and attorney's fees incurred by the City in defense
of such wrongful action.
In addition, several letters from both Hillier and GraboskilMeeker regarding the selection
were received (see attached). The City Attorney's Office and the Procurement Division
have reviewed the issues raised. The City Manager also met with the Chair of the
Evaluation Committee and reviewed both proposals independently as part of his due
diligence. After reviewing all of the material, the City Manager still concurs with the
Commission Memo
RFP 48-01/02
February 5, 2003
Page 10
recommendation of the Evaluation Committee and recommends Hillier as the top-ranked
firm. However, since the firm of Graboski/Meeker was a close second, and this is an
important citywide project, it is recommended that both firms provide a 15-minute
presentation to the Mayor and City Commission relative their experience, qualifications,
and proposed signage design.
CONCLUSION
The Administration recommends that the Mayor and City Commission adopt the attached
resolution which accepts the City Manager's recommendation, and authorizes the
Administration to enter into negotiations with the top-ranked firm of Hillier Group, Inc. and
should the Administration not be able to negotiate an agreement with the top ranked firm;
authorizing the Administration to negotiate with second-ranked firm of Tom Graboski
Associates Inc./ Meeker and Associates Inc., and should the Administration not be able to
negotiate an agreement with the second-ranked firm; further authorizing the Administration
to negotiate with the third-ranked firm of The Douglas Group, Inc.
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