Resolution 2020-31207 RESOLUTION NO. 2020-31207
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, APPROVING, IN SUBSTANTIAL FORM,
AMENDMENT NO. 4 TO THE PROFESSIONAL SERVICES AGREEMENT,
DATED NOVEMBER 7, 2017, BETWEEN THE CITY AND ARTISTIC HOLIDAY
DESIGNS, LLC; SAID AMENDMENT EXPANDING THE SCOPE OF THE
AGREEMENT FOR FY 2019-2020 BY: (1) RETROACTIVELY APPROVING
ADDITIONAL LIGHTING AND DECOR SERVICES FOR THE SUPER BOWL LIV
•
EVENT, IN THE AMOUNT OF $71,772.00; AND (2) RETROACTIVELY
APPROVING THE MAINTENANCE SERVICE OF SAID INSTALLATION UNTIL
APRIL 1, 2020, IN THE AMOUNT OF $39,160.00, INCREASING THE
CONTRACT SUM FROM $756,325.51 TO AN AMOUNT NOT TO EXCEED
$867,257.51; AND FURTHER AUTHORIZING THE CITY MANAGER AND CITY
CLERK TO EXECUTE THE FINAL AMENDMENT.
WHEREAS, on July 26, 2017, the Mayor and City Commission approved the award of
Request for Proposals (RFP) No. 2017-077-JC for design, furnish, install, maintain, remove and
store holiday lighting and decorations, City-wide (the RFP) to Artistic Holiday Designs, LLC
("Consultant") in an estimated annual amount of$394,917.38, and
WHEREAS, on November 7, 2017, the City and Consultant executed a Professional
Services Agreement, which incorporated the RFP and Consultant's bid, for an initial term of three
(3) years, with two (2), one (1) year renewal options, at the City's discretion (the "Agreement");
and
WHEREAS, on December 1, 2017, pursuant to Section 4.2 of the Agreement, the City and
the Consultant executed a Consultant Service Order, increasing the scope of the Agreement to
incorporate the additional lighting of 41St Street, in the total amount of$40,522.90, increasing the
total annual contract amount to $435,440.28; and
WHEREAS, on October 17, 2018, the Mayor and City Commission adopted Resolution No.
2018-30537, approving Amendment No. 1 to the Agreement, increasing the scope of the
Agreement to include additional facilities and locations that will be enhanced by holiday decor and
lighting for FY 2018-2019, in the additional amount of $100,000.00, and referencing a not to
exceed contract amount of$494,917.38, instead of$535,440.28; and
WHEREAS,on May 8, 2019, the Mayor and City Commission adopted Resolution No. 2019-
30816 accepting the recommendation of the Neighborhood/Community Affairs Committee
(NCAC) and approving Amendment No. 2 to the Agreement, increasing the total contract sum to
a not to exceed amount of$675,440.28 for FY 2019-2020; and
WHEREAS, on January 15, 2020, the Mayor and City Commission adopted Resolution No.
2020-31123, approving Amendment No. 3 to the Agreement; said amendment expanding the
scope of the Agreement for FY 2019-2020 by: (1) retroactively approving the pilot program for
permanent lighting along 41st Street, in the amount of $17,950.00; (2) retroactively approving
enhanced holiday lighting services for additional sites, in the amount of $30,280.23; and (3)
approving additional lighting and decor services for the Super Bowl LIV event, in the amount of
$32,655.00, increasing the total contract sum to a not to exceed amount of $756,325.51 for FY
2019-2020; and
WHEREAS, the Super Bowl LIV event lighting services will be provided from January to
April, 2020; and
WHEREAS, pursuant to Section 49 the Agreement, additional locations and services may
be added for special events, holidays or for other location; and
WHEREAS, the City Manager recommended that supplementary lighting and decor be
installed for Super Bowl LIV event, in the amount of$71,772.00, with previously appropriated
funds; and
WHEREAS, the City Manager further recommended that maintenance service be provided
for said installation, in the amount of$39,160.00, with previously appropriated funds; and
WHEREAS,the City Manager recommends the approval, in substantial form,of Amendment
No. 4 to the Agreement, a copy of which is incorporated herein by reference and attached to this
Resolution as Attachment"A", incorporating these additional services.
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
approve, in substantial form, Amendment No. 4 to the Professional Services Agreement, dated
November 7, 2017, between the City and Artistic Holiday Designs, LLC; said amendment
expanding the scope of the Agreement for FY 2019-2020 by: (1) retroactively approving
additional lighting and decor services for the Super Bowl LIV event, in the amount of$71,772.00;
and (2) approving the maintenance service of said installation in the amount of $39,160.00,
increasing the contract sum from $756,325.51 to an amount not to exceed $867,257.51; and
further authorize the City Manager and City Clerk to execute the final amendment.
PASSED AND ADOPTED this 18th day of March, 2020.
2-3 .11___ __
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,,,,V,..,..•••'... 1',,, Dan Gelber, Mayor
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ATTEST: ':il+coF,TRATEo ,
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Rafael E. Grana o, ity Clerk
APPROVED AS TO
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City Attorney ,r1 Date
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MIAMI BEACH
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139,
www.miamibeachfl.qov
COMMISSION MEMORANDUM
TO: Honorable Mayor Dan Gelber and M mbers of he City Commission
FROM: Jimmy L. Morales, City Manager
DATE: March 18, 2020
SUBJECT: A RESOLUTION OF THE MA OR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA,APPROVING, IN SUBSTANTIAL FORM,AMENDMENT
NO. 4 TO THE PROFESSIONAL SERVICES AGREEMENT, DATED NOVEMBER
7, 2017, BETWEEN THE CITY AND ARTISTIC HOLIDAY DESIGNS, LLC; SAID
AMENDMENT EXPANDING THE SCOPE OF THE AGREEMENT FOR FY 2019-
2020 BY: (1) RETROACTIVELY APPROVING ADDITIONAL LIGHTING AND
DECOR SERVICES FOR THE SUPER BOWL LIV EVENT, IN THE AMOUNT OF
$71,772.00; AND (2) RETROACTIVELY APPROVING THE MAINTENANCE
SERVICE OF SAID INSTALLATION UNTIL APRIL 1, 2020, IN THE AMOUNT OF
$39,160.00, INCREASING THE CONTRACT SUM FROM $756,325.51 TO AN
AMOUNT NOT TO EXCEED $867,257.51; AND FURTHER AUTHORIZING THE
CITY MANAGER AND CITY CLERK TO EXECUTE THE FINAL AMENDMENT.
RECOMMENDATION
The Administration recommends adopting the Resolution.
BACKGROUND
On November 7, 2017, the Mayor and City Clerk executed a Professional Services Agreement
(the Agreement) with Artistic Holiday Designs, LLC (the Consultant)for a term of three (3) years
to design, furnish, install, maintain, remove and store holiday lighting and decorations Citywide.
On October 17, 2018, the Mayor and City Commission adopted Resolution No. 2018-30537,
approving Amendment No. 1 to the Agreement, increasing the scope to include additional facilities
and locations enhanced by holiday decor and lighting for FY 2018-2019 (year two). In response
to the Neighborhood/Community Affairs Committee (NCAC) and City stakeholders' requests, the
Property Management Department presented renderings to the Committee that incorporated,
alternate lighting options, relocation of prior installations to new areas and additional locations to
further augment and beautify the City with holiday decorations. Consequently, on April 24, 2019,
the Neighborhood/Community Affairs Committee passed a motion, recommending in favor of
including in the budget for FY 2019-2020, an enhancement to the current service level.
Consequently, on May 8, 2019, Resolution No. 2019-30816 was adopted, approving Amendment
No. 2 to the Agreement, and memorializing the enhancements recommended by NCAC for FY
2019-2020, thereby increasing the total contract sum to a not to exceed amount of$675,440.38.
Thereafter, on January 15, 2020, the Mayor and City Commission adopted Resolution No. 2020-
31123, approving Amendment No. 3 to the Agreement, said amendment expanded the scope of
the Agreement by 1) retroactively approving the permanent lighting along the 41st Street corridor,
in the amount of $17.950.00; 2) retroactively approving enhanced holiday lighting services for
additional sites, which incorporated the areas of Ocean Drive, Anchor Garage and Normandy
Fountain, in the amount of $30,280.23; and 3) approving additional lighting and decor services
for the Super Bowl LIV special event, in the amount of $32.655.00 thereby increasing the total
contract sum to a not to exceed amount of$756,325.51 for FY 2019-2020.
ANALYSIS
In January 2020, upon the installation of the decor for the Super Bowl LIV special event, the City
Manager recommended supplementing the lighting services to additional areas. The scope
incorporated additional trees within Lummus Park, in the total amount of$71,772.00, funded from
previously appropriated funds for this project, and more particularly described in Schedule B-3 to
the proposed Amendment No. 4, attached hereto.
Currently, the City Manager is recommending maintenance services for the Super Bowl LIV
decorations and lighting, in the amount of$39,160.00 and more particularly described in Schedule
B-3 to the proposed Amendment No. 4, attached hereto.
Pursuant to Section 49 of the Agreement, additional locations and services may be added for
special events, holidays or for other location. Accordingly, an amendment is necessary in order
to'incorporate the additional lighting and maintenance of Super Bowl LIV special event for FY
2019-2020 in the total amount of$110,932.00, increasing the contract sum in the not to exceed
amount of$867,257.51.
CONCLUSION:
The Administration recommends approving, in substantial form, Amendment No. 4 to the
Agreement; said amendment memorializing the additional enhanced services for fiscal year 2019-
2020; and further authorize the City Manager and City Clerk to execute the final amendment.
ATTACHMENTS
Attachment A— Resolution with Amendment No. 4 to the Agreement
AMENDMENT NO. 4 TO THE PROFESSIONAL SERVICES AGREEMENT
BETWEEN
THE CITY OF MIAMI BEACH, FLORIDA
AND
ARTISTIC HOLIDAY DESIGNS, LLC
This Amendment No. 4 (Amendment) to the Professional Services Agreement, dated
November 7, 2017, by and between the CITY OF MIAMI BEACH, FLORIDA a municipal
corporation organized and existing under the laws of the State of Florida, having its principal
offices at 1700 Convention Center Drive, Miami Beach, Florida 33139(the"City"), and ARTISTIC
HOLIDAY DESIGNS, LLC, whose address is 2030 Parkes Drive, Broadview, IL 60155
("Consultant"), is entered into this day of March 2020.
RECITALS
WHEREAS, on July 26, 2017, the Mayor and City Commission adopted Resolution
No.2017-29956, approving the award of Request for Proposals("RFP") No. 2017-077-JC
for design, furnish, install, maintain, remove and store holiday lighting and decorations,
City-wide (the "RFP") to Artistic Holiday Designs, LLC ("Consultant") in an estimated
annual amount of$394,917.38, and
WHEREAS, on November 7, 2017, the City and Consultant executed a Professional
Services Agreement(the"Agreement"),which incorporated the RFP and Consultant's bid,
for an initial term of three(3)years,with two(2),one(1)year renewal options, at the City's
discretion; and
WHEREAS, pursuant to Section 49 the Agreement,additional locations and services
may be added for special events, holidays or for other location; and
WHEREAS, on October 17, 2018, the Mayor and City Commission adopted
Resolution No. 2018-30537, approving Amendment No. 1 to the Agreement, increasing
the scope of the Agreement to include additional facilities and locations that will be
enhanced by holiday decor and lighting, for FY 2018-2019, in the additional amount of
$100,000.00, and referencing a not to exceed contract amount of$494,917.28, instead of
$535,440.28; and
WHEREAS, on May 8, 2019, the Mayor and City Commission adopted Resolution
No. 2019-30816 accepting the recommendation of the Neighborhood/Community Affairs
Committee (NCAC) and approving Amendment No. 2 to the Agreement, increasing the
total contract sum to a not to exceed amount of$675,440.28 for FY 2019-2020; and
WHEREAS, on January 15, 2020, the Mayor and City Commission adopted Resolution
No. 2020-31123, approving Amendment No. 3 to the Agreement; said amendment 1)
retroactively approving the permanent lighting along the 41st Street corridor; 2) approving
the enhancement of holiday lighting to additional sites which incorporated the areas of
Ocean Drive,Anchor Garage and Normandy Fountain; and 3)approving additional lighting
for the Super Bowl LIV special event, thereby increasing the total contract sum to a not to
exceed amount of$756,325.51; and
WHEREAS, March 18, 2020, the Mayor and City Commission adopted Resolution
No. approving Amendment No. 4 to the Agreement; said amendment expanding
Page 1 of 4
ATTACHMENT"A"
lighting and decor services for the Super Bowl LIV event, in the amount of $71,772.00;
and (2) approving the maintenance service of said installation until April 1. 2020, in the
amount of$39,160.00, increasing the contract sum from$756,325.51 to$867,257.51; and
WHEREAS, these Super Bowl LIV event lighting services will be provided from
January, 2020 to April, 2020, as a one-time service, as more particularly described in
Schedule "B-3" to Exhibit"A" of the Agreement.
NOW THEREFORE, in consideration of the mutual promises and conditions
contained herein, and other good and valuable consideration, the sufficiency of which is
hereby acknowledged, the City and Consultant hereby agree to amend the Agreement as
follows:
1. ABOVE RECITALS.
The above recitals are true and correct and are incorporated as part of this
Amendment.
2. MODIFICATIONS.
The Agreement is hereby modified (deleted items struck and inserted
items underlined)as follows:
(a) Section 2.1 (C)of the Agreement is hereby deleted in its entirety and replaced with
the following:
2.1
C. ADDITIONAL SERVICES FOR 2019-2020("YEAR 3").
During year 3 of the Agreement, the Services provided by Consultant are more
particularly described in the proposals attached as composite Schedule "B-2" and
Schedule"B-3"to Exhibit"A",for a total not to exceed contract sum of$867,257.51.
d) Section IV to Schedule "B" to Exhibit "A", entitled "Annual Cost to the City", is
hereby deleted and replaced with the attached new Subsection IV.
3. RATIFICATION.
Except as amended herein, all other terms and conditions of the Agreement shall
remain unchanged and in full force and effect. In the event there is a conflict
between the provisions of this Amendment and the Agreement, the provisions of
this Amendment shall govern.
THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK.
Page 2 of 4
IN WITNESS WHEREOF, the parties hereto have caused this Amendment to be
executed by their appropriate officials, as of the date first entered above.
FOR CITY: CITY OF MIAMI BEACH, FLORIDA
ATTEST:
By:
Rafael E. Granado, City Clerk Jimmy L. Morales, City Manager
Date Date
FOR CONSULTANT: ARTISTIC HOLIDAY DESIGNS,
LLC
ATTEST:
By:
Secretary President
Print Name Print Name
Date Date
Page 3 of 4
SCHEDULE"B-3"
(SUPER BOWL LIV EVENT EXTENDED TREE LIGHTING SERVICES (THROUGH APRIL 1, 2020))
•
Page 4 of 4
A
Artistic Holiday Designs, LLC
202 Stephen Street Invoice 1352
S I C
Lemont, IL 60439
Holiday Designs
BILL TO
City of Miami Beach
Accounts Payable Divison, DATE PLEASE PAY DUE DATE
Fiance Department 02/24/2020 $71,772.00 02/24/2020
1700 Convention Center
Drive, 3rd Floor
Miami Beach, FL 33139
ACTIVITY QTY RATE AMOUNT
Super Bowl Trees 1 71,772.00 71,772.00
Add-on
TOTAL DUE $71 ,772.00
THANK YOU.
AvHlsfic
Holiday Designs
2/5/2020
Extended Tree Lighting
CITY OF MIAMI BEACH • ELOH DA • USA
•
•
2020 Holiday Lighting I Artistic Holiday Designs 7
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Y:
• t.
Ate.. A_ .
•
•
P •
Ocean Drive - Tree lighting extended thru April 1, 2020
d Miami Beach / Florida Holiday Designs
2.020 Holiday Lighting I Artistic Holiday Designs 2
•
11
•
t Vi . / '1' ••'
•
•
•
Lummus - Tree lighting extended thru April 1, 2020 !
9 9 P AY- is+iC 1
i Miami Beach / Florida Holiday Designs
2020 Holiday Lighting 1 Artistic Holiday Designs 3
•
LOCATION DESCRIPTION COSTS
Ocean Drive Extend Tree lighting until April 1,2020 $39,160.00
TOTAL: $39,160.00
Service Includes:
• On site service technician
• 7 days a week, 24 hours a day. (Will work a maximum of 12 hours in a 24 hour cycle)
• Bucket truck on site and available for the service time
• Service dates February 7th through April 1st
• Removal dates April 2nd through April 10th
• Replacement light sets as needed
• Replacement power cord as needed
• Replacement power connections as needed
2020 Holiday Lighting Artistic Holiday Designs 4
THIS PAGE INTENTIONALLY LEFT BLANK
Resolutions -C7 Q
MIAMI BEACH •
COMMISSION MEMORANDUM
TO: Honorable Mayor and Members of the City Commission
FROM: Jimmy L. Morales, City Manager
DATE: March 18, 2020
SUBJECT:A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY
OF MIAMI BEACH, FLORIDA, APPROVING, IN SUBSTANTIAL FORM,
AMENDMENT NO. 4 TO THE PROFESSIONAL SERVICES AGREEMENT,
DATED NOVEMBER 7, 2017, BETWEEN THE CITY AND ARTISTIC
HOLIDAY DESIGNS, LLC; SAID AMENDMENT EXPANDING THE SCOPE
OF THE AGREEMENT FOR FY 2019-2020 BY: (1) RETROACTIVELY
APPROVING ADDITIONAL LIGHTING AND DECOR SERVICES FOR THE
SUPER BOWL LIV EVENT, IN THE AMOUNT OF $71,772.00; and (2)
RETROACTIVELYAPPROVING THE MAINTENANCE SERVICES OF SAID
INSTALLATION UNTIL APRIL 1, 2020 IN THE AMOUNT OF $39,160.00, FOR
A TOTAL CONTRACT SUM, IN THE AMOUNT NOT TO EXCEED
$867,257.51; AND FURTHER AUTHORIZING THE CITY MANAGER AND
CITY CLERK TO EXECUTE THE FINAL AMENDMENT.
(ITEM TO BE SUBMITTED IN SUPPLEMENTAL)
Applicable Area
Citywide
Is this a"Residents Right Does this item utilize G.O.
to Know" item,pursuant to Bond Funds?
City Code Section 2-14?
No No
Legislative Tracking
Property Management
Page 511 of 1097