Resolution 2022-32264 (2) DocuSign Envelope ID:40853FA8-C200-41 B4-990E-034D57E31532
REQUEST FOR CITY MANAGER
MIAMI BEACH APPROVAL
PROCUREMENT DEPARTMENT 2022-421-ND
Batch 1
Requested.Action
Piggyback Approval Award of ITQ
Contract Execution Request for Contract Term Renewal
Change Order Approval XXX Other:Approval
Request approval from the City Manager,pursuant to authority established in Resolution No. 2022-322634,to add
qualified contractors to the existing prequalified pool for cultural programming and event production services.
Why is the requested action necessary?
On September 21,2022,the City of Miami Beach, Florida("City")adopted Resolution No.2022-322634(attachment
A)for the establishment of a pool of cultural programming and event production contractors for future projects with
a contract price of$100,000 or less.The Resolution allows for Administration to continue to accept prequalification
applications and delegates to the City Manager the authority to cultural programming and event production
contractors to the pool of prequalified contractors, provided such contractors meet the requirements of the ITB.
The Procurement Department has received one (1) additional responsive and responsible application pursuant to
the ITB from 1)Tom Bercu Presents, Inc.The Tourism and Culture Department and the Procurement Department
staff have determined that the additional contractor meets the requirements established in the ITB and should be
added to the pool of prequalified contractors for cultural programming and event production services.
This item seeks the City Manager's approval, pursuant to the authority established in Resolution No. 2022-322634,
to add one(1) contractor to the existing cultural programming and event production prequalified contractor pool.
Previous Action(s)
N/A
Authority
Resolution 2022-322634,which authorizes the City Manager to keep the ITB active for the purpose of prequalifying
additional contractors;and to add new(or remove for non-performance)contractors to the pool,provided such added
contractors meet the requirements of the ITB.
Fiscal Impact
N/A
Term
2/11/2020-2/10/2023
Attachments
Attachment A: Resolution 2022-322634
Attachment B: Vendor List Prequalification Pool 2022-421-ND •
Approval
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Reviewed by Kristy Bada
DocuSign Envelope ID:40853FA8-C200-41B4-990E-034D57E31532
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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
DocuSign Envelope ID:40853FA8-C200-41B4-990E-034D57E31532
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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 1TB.
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 Managers 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; ldeko Productions LLC;
Loud and Live, Inc.; The Rhythm Foundation, Inc.; and SWARM, Inc.; further, authorize
the City Manager to keep the 1TB 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.
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PASSED AND ADOPTED this 15( day'of C-O'4'''2022.
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ATTEST: = `; cy. '• •• •
oe '
111CORP'ORATED
•n,Cy'Zc,'
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RAFAE E. G NADO, CITY CLERK DAN GELBER, MAYOR
SEP 2 1 2022
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APPROVED AS TO
FORM&LANGUAGE
FOR EXECUTION•
. 22
• - City Attorney .A' Da
DocuSign Envelope ID:40853FA8-C200-41 B4-990E-034D57E31532
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 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.
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
prequaliified•frms 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 JIB 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..
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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
nrnnneale from thA nnnl of nrpnnatifirri cnnsultants when services are recuired.Any service
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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, Ideko Productions LLC,
Loud and Live, Inc., The Rhythm Foundation, Inc., and SWARM, Inc.; further authorizing the City
Manager to keep the ITB 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
ATTACHM ENTS:
Description
❑ Resolution
DocuSign Envelope ID:40853FA8-C200-41B4-990E-034D57E31532
ATTACHMENT B
ITB 2022-421-ND
Cultural Programming & Event Producers
1. ACT Productions Inc.
2. Blue Purple Vail LLC
3. AEG Presents SE, LLC
4. IDEKO Productions LLC
5. Loud and Live, Inc.
6. Funkshion Productions LLC
7. The Rhythm Foundation, Inc.
8. SWARM Inc.
9. Tom Bercu Presents, Inc.1