Resolution 2022-32264 RESOLUTION NO. 2022-32264
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE
CITY OF MIAMI BEACH, FLORIDA, ACCEPTING THE
RECOMMENDATION OF THE CITY MANAGER, PURSUANT TO
INVITATION TO BID (ITB) 2022-421-ND CULTURAL PROGRAMMING
AND EVENT PRODUCER SERVICES; PREQUALIFYING ACT
PRODUCTIONS INC.; AEG PRESENTS SE, LLC; BLUE PURPLE VAIL
LLC; FUNKSHION PRODUCTIONS LLC; IDEKO PRODUCTIONS LLC;
LOUD AND LIVE, INC.; THE RHYTHM FOUNDATION, INC.; AND
SWARM, INC. AS THE INITIAL POOL OF CONSULTANTS; FURTHER
AUTHORIZING THE CITY MANAGER TO KEEP THE ITB OPEN FOR
THE PURPOSE OF PREQUALIFYING ADDITIONAL CONSULTANTS;
DELEGATING AUTHORITY TO THE CITY MANAGER TO ADD
CONSULTANTS TO THE POOL, PROVIDED THAT ANY SUCH
CONSULTANT MEETS THE REQUIREMENTS OF THE ITB, AND TO
REMOVE CONSULTANTS FOR NON-PERFORMANCE; AND
FURTHER PROVIDING THAT ANY SERVICES IN EXCESS OF
$100,000 SHALL BE SUBJECT TO THE PRIOR APPROVAL OF THE
. CITY COMMISSION.
WHEREAS, on June 1, 2022, the Administration issued ITB 2022-421-ND
Prequalification Pool for Cultural Programming and Event Producer Services; and
WHEREAS, on June 22, 2022, the City received applications from the following
eight (8) firms: ACT Productions Inc., AEG Presents SE, LLC, Blue Purple Vail LLC,
Funkshion Productions LLC, Ideko Productions LLC, Loud and Live, Inc., The Rhythm
Foundation, Inc., and SWARM, Inc.; and
WHEREAS, the ITB stated that following the review of applications, the
responsive and responsible bidder(s) meeting all terms and conditions of the ITB will be
recommended for award; and
WHEREAS, the Procurement Department and Tourism and Culture Department
found that ACT Productions Inc.; AEG Presents SE, LLC; Blue Purple Vail LLC;
Funkshion Productions LLC; Ideko Productions LLC; Loud and Live, Inc.; The Rhythm
Foundation, Inc.; and SWARM, Inc. met the requirements of the ITB; and
WHEREAS, ACT Productions Inc.; AEG Presents SE, LLC; Blue Purple Vail
LLC; Funkshion Productions LLC; Ideko Productions LLC; Loud and Live, Inc.; The
Rhythm Foundation, Inc.; and SWARM, Inc. have been deemed responsive,
responsible bidders meeting all terms and conditions of the ITB and are recommended
for award; and
WHEREAS, when a project or event is identified, staff will seek proposals from
all prequalified consultants; and
WHEREAS, for purchases up to $100,000, the approval of the City Manager or
designee will be required in accordance with the City Manager's existing delegated
procurement authority under the City Code and purchases exceeding $100,000 will be
submitted to the City Commission for its consideration and approval; and
WHEREAS, to maximize competition among the prequalified consultants, the
Administration recommends that the ITB remain open, to permit the City Manager to
prequalify additional consultants as part of the pool, provided that such consultants
meet all of the requirements of the ITB.
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 accept the recommendation of the City Manager, pursuant to
Invitation .to Bid (ITB) No. 2022-421-ND, Cultural Programming And Event Producer
Services; prequalify the initial pool of consultants: ACT Productions Inc.; AEG Presents
SE, LLC; Blue Purple Vail LLC; Funkshion Productions LLC; Ideko Productions LLC;
Loud and Live, Inc.; The Rhythm Foundation, Inc.; and SWARM, Inc.; further, authorize
the City Manager to keep the ITB open for the purpose of prequalifying additional
consultants, and delegate authority to the City Manager to add consultants to the pool,
provided that any such consultant meets the requirements of the ITB; and to remove
consultants for non-performance; and further provide that any services in excess of
$100,000 shall be subject to the prior approval of the City Commission.
PASSED AND ADOPTED this /V day of Ce/9 "4'''2022.
ATTEST: 1 , - '';
IIWCORP ORATED
,CH Zg, ::..
RAFAE E. G NADO, CITY CLERK DAN GELBER, MAYOR
SEP 2 1 2022
APPROVED AS TO
FORM&LANGUAGE
&FOR EXECUTION
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City Attorney A' Da
Competitive Bid Reports-C2 C
MIAMI BEACH
COMMISSION MEMORANDUM
TO: Honorable Mayor and Members of the City Commission
FROM: Alina T. Hudak, City Manager
DATE: September 14, 2022
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 INVITATION TO BID (ITB)2022-421-
ND CULTURAL PROGRAMMING AND EVENT PRODUCER SERVICES;
PREQUALIFYING ACT PRODUCTIONS INC.; AEG PRESENTS SE, LLC;
BLUE PURPLE VAIL LLC; FUNKSHION PRODUCTIONS LLC; IDEKO
PRODUCTIONS LLC; LOUD AND LIVE, INC.; THE RHYTHM FOUNDATION,
INC.; AND SWARM, INC. AS THE INITIAL POOL OF CONSULTANTS;
FURTHER AUTHORIZING THE CITY MANAGER TO KEEP THE ITB OPEN
FOR THE PURPOSE OF PREQUALIFY1NG ADDITIONAL CONSULTANTS;
DELEGATING AUTHORITY TO THE CITY MANAGER TO ADD
CONSULTANTS TO THE POOL, PROVIDED THAT ANY SUCH
CONSULTANT MEETS THE REQUIREMENTS OF THE ITB, AND TO
REMOVE CONSULTANTS FOR NON-PERFORMANCE; AND FURTHER
PROVIDING THAT ANY SERVICES IN EXCESS OF $100,000 SHALL BE
SUBJECT TO THE PRIOR APPROVAL OF THE CITY COMMISSION.
RECOMMENDATION
It is recommended that the Mayor and City Commission approve the Resolution authorizing the
Administration to establish a pool of prequalified firms that will be used various cultural
programming and event producer services as needed. When the need for services arises, the
prequalified firms will be contacted for proposals and costs. The Resolution authorizes the initial
pool of prequalified firms:ACT Productions Inc., AEG Presents SE, LLC, Blue Purple Vail
LLC, Funkshion Productions LLC, Ideko Productions LLC, Loud and Live, Inc., The Rhythm
Foundation, Inc., and SWARM, Inc. The Resolution also authorizes the City Manager to keep
the ITB open to prequalify additional firms and delegates authority to the City Manager to add
firms to the pool, provided such firms meet the requirements of the ITB or remove firms for
non-performance.Any service order in excess of$100,000 shall be subject to the prior approval
of the City Commission.
This solicitation is currently under the cone of silence.
BACKGROUND/HISTORY
On July 29, 2020, the City awarded Request for Qualifications (RFQ) No. 2020-057-ND, for
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cultural programming and event producers and authorized the Administration to establish a pool
of prequalified consultants for specific tasks relating to cultural programming and event
producing services. The initial term of the current agreements expires in 2023.
The current pool of prequalified consultants is comprised of three (3) firms; which restricts the
City's ability to produce events that may differ in size and scope The City seeks to expand the
pool to allow the City the flexibility to work with various production firms that have the ability to
bring original ideas and programming vision to drive tourism and hotel room nights, reduce traffic
impact, increase the resident quality of life and enhance the Miami Beach brand.
Through the solicitation, the City seeks to prequalify firms that may be engaged in the future as
the need arises to assist with cultural programming and event-producing services. This
solicitation was not issued for a current project or event needed at this time. Rather, the
solicitation was issued to ensure a sufficient pool of consultants to assist the City with its future
cultural programming or special events on a project-by-project basis when the need arises.
When a project or event for which programming assistance is needed, staff will seek proposals
from the pool of prequalified consultants to select the best firm for the particular need.
ANALYSIS
On June 1, 2022,the Administration issued ITB 2022-421-ND Prequalification Pool for Cultural
Programming and Event Producer Services. Responses were due and received on June 22,
2022. The City received applications from the following eight (8) firms:ACT Productions Inc.,
AEG Presents SE, LLC, Blue. Purple Vail LLC, Funkshion Productions LLC, Ideko
Productions LLC, Loud and Live, Inc., The Rhythm Foundation, Inc., and SWARM, Inc.
The ITB stated that following the review of applications, the responsive and responsible
bidder(s) meeting all terms and conditions of the ITB will be recommended for award. The
Procurement Department and Tourism and Culture Department found that ACT Productions
Inc., AEG Presents SE, LLC, Blue Purple Vail LLC, Funkshion Productions LLC, Ideko
Productions LLC, Loud and Live, Inc., The Rhythm Foundation, Inc., and SWARM, Inc. met
the requirements of the ITB.Accordingly,ACT Productions Inc.,AEG Presents SE, LLC, Blue
Purple Vail LLC, Funkshion Productions LLC, Ideko Productions LLC, Loud and Live, Inc.,
The Rhythm Foundation, Inc., and SWARM, Inc. have been deemed responsive, responsible
bidders meeting all terms and conditions of the ITB and are recommended for award.
SUPPORTING SURVEY DATA
Based on the 2019 resident survey, 88.5% of residents feel that cultural activities (such as art
shows, film festivals, musicals, and live performances) contribute to the quality of life in Miami
Beach. 63.5% of businesses feel that cultural activities (such as art shows, film festivals,
musicals, and live performances) contribute to the success of their business. To continue to
provide these cultural activities and increase the satisfaction of the residents and businesses,
the City is creating a pool of prequalified consultants that will be used for cultural programming
and event-producing services.
FINANCIAL INFORMATION
There is no fiscal impact at this time. The pool of prequalified consultants will ensure that
projects or events are awarded competitively, maximizing available funds. Staff will seek
proposals from the pool of prequalified consultants when services are required. Any service
order in excess of$100,000 shall be subject to the prior approval of the City Commission. It is
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not anticipated that grant funding will be utilized for these projects or events.
CONCLUSION
Proactively prequalifying firms that can be contacted for proposals for.future work will expedite
the City's response to future programming needs relating to cultural programming and event-
producing services. Otherwise, the City would need to begin the solicitation process when the
need for an event producer is identified, which would significantly delay getting an event
• producer on board.
Therefore, I recommend that the Mayor and City Commission of the City of Miami Beach, Florida,
approve the Resolution, prequalifying the initial pool of consultants: ACT Productions Inc., AEG
Presents SE, LLC, Blue Purple Vail LLC, Funkshion Productions LLC, ldeko Productions LLC,
Loud and Live, Inc., The Rhythm Foundation, Inc., and SWARM, Inc.; further authorizing the City
Manager to keep the (TB open for the purpose of prequalifying additional consultants; and
delegating to the City Manager the authority to add consultants to the pool, provided that any such
consultant meets the requirements of the ITB, and to remove consultants for non-performance; and
further providing that any purchase in excess of$100,000 shall be subject to the prior approval of the
City Commission.
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
Tourism and Culture/Procurement
ATTACHMENTS:
Description
❑ Resolution
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