C2D-Award Contract Purchase And Delivery Of Stage Lighting For The Colony TheatrCOMMISSION ITEM SUMMARY
Condensed Title:
Request For Approval To Award A Contract To Miami Stagecraft Inc. Pursuant To Invitation To Bid
12-11/12, For Purchase And Delivery Of Stage Lighting For The Colony Theatre, In The Total Amount
Of $41,323.25.
Key Intended Outcome Supported:
Maximize Miami Beach as a destination brand
Supporting Data (Surveys, Environmental Scan, etc.): According to the 2009 Strategic Plan,
there were 33,317 attendees at the Colony Theatre which indicates a significant improvement from a
few years before.
Issue:
Shall the City Commission Approve The Award of Contract?
Item Summary/Recommendation:
In light of deficiencies with the current stage lighting at the Colony Theatre, this project was added to
the FY 2011/2012 Capital Projects Program list, and subsequently approved.
On November 21, 2011, Invitation to Bid (ITB) No. 12-11/12 was issued with an opening date of
December 21, 2011. A Pre-bid conference to provide information to prospective bidders was held on
December 7, 2011, and a site visit of the Colony Theatre was offered via addendum for December 10,
2011. BidNet issued bid notices to 47 prospective bidders. Additionally, the Procurement division
notified 20 local contractors via e-mail, which resulted in the receipt of four (4) bids.
An administrative review of the responsive bidders' qualifications, experience, capability, and
performance evaluations was conducted. Based on the analysis of the four (4) responsive bids
received, two of the three reviewers recommended the lowest bidder, Miami Stagecraft, Inc. based on
surveys, price and experience in working with theatres such as the Adrienne Arsht Center, the Miami
City Ballet, and the South Miami Dade Cultural Arts Center. A third reviewer recommended Barbizon
Delta Corporation, the third lowest bidder, based on past performance and their ongoing technical
support after completion of previous projects at the Colony Theatre.
The Administration concluded that it would be in the best interest of the City to recommend the lowest
bidder, Miami Stagecraft, Inc. The Administration recommends Approving the Award.
Advisory Board Recommendation:
Financial Information:
Source of Amount
Funds: 1 $41,323.25
I I 2
OBPI Total
Financial Impact Summary: N/A
Clerk's Office Le islative Trackin
Gus Lopez, Director Ext # 6641
Si n-Offs:
Department Director
GL MS __
MIAMI BEACH
Account
RDA City Center Projects No. 365-2057-000674
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AGENDA 1TEM ....__.:C~J~D:...___
DATE /~//-/2..
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov
COMMISSION MEMORANDUM
TO:
FROM:
Mayor Matti Herrera Bower and Member~ommission
Jorge M. Gonzalez, City Manager (\,.... u
January 11, 2012 U DATE:
SUBJECT: REQUEST FOR APPROVAL TO AWARD A CONTRACT TO MIAMI
STAGECRAFT, INC., PURSUANT TO INVITATION TO BID (ITB) NO. 12-
11/12, FOR PURCHASE AND DELIVERY OF STAGE LIGHTING FOR THE
COLONY THEATRE, IN THE TOTAL AMOUNT OF $41,323.25.
ADMINISTRATION RECOMMENDATION
Approve the Award of the contract.
KEY INTENDED OUTCOME
Ensure well-maintained facilities
FUNDING
$41 ,323.25 from City Center RDA previously appropriated in FY 2011/12 Capital Budget.
ANALYSIS
The purpose of this bid was to establish a contract to furnish all labor, material, equipment,
supervision and transportation necessary to supply and deliver stage lighting for the City of
Miami Beach Colony Theatre, from a source of supply that will give prompt and efficient
service. This Contract shall remain in effect from the time of award by the Mayor and City
Commission until completion of delivery. This project was approved as part of the FY
2011/2012 Capital Budget Program, and is intended to address deficiencies in the current
stage lighting at the Colony Theatre.
BID PROCESS
On November 21, 2011, Invitation to Bid (ITB) No. 12-11/12 was issued with an opening date
of December 21, 2011. A Pre-bid conference to provide information to prospective bidders
was held on December 7, 2011, and a site visit of the Colony Theatre was offered via
addendum for December 10, 2011. BidNet issued bid notices to 47 prospective bidders.
Additionally, the Procurement division notified 20 local contractors via e-mail, which resulted
in the receipt of four (4) bids from the following vendors:
1. Barbizon Lighting Company
2. Mainstage Theatrical Supply
3. Miami Stagecraft, Inc.
4. SECOA
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Commission Memo
ITB 12-11/12 Purchase and Delivery of Stage Lighting for the Colony Theatre
January 11, 2012
In determining the lowest and best bidder, the City utilized the "Best Value" Procurement
process to select a contractor with the experience and qualifications; the ability; capability,
and capacity; and proven past successful performance for the purchase and delivery of stage
lighting.
An administrative review of the responsive bidders' qualifications, experience, capability, and
performance evaluations was conducted by the following individuals:
• Max Sklar, Division Director, Tourism and Cultural Development Department;
• Valentino Medina, Technical Director, Colony Theatre; and
• Angelo Grande, Director of Operations, Miami Beach Convention Center.
Based on the analysis of the four (4) responsive bids received, Mr. Max Sklar and Mr. Angelo
Grande recommended the lowest bidder, Miami Stagecraft, Inc. based on surveys, price and
experience in working with theatres such as the Adrienne Arsht Center, the Miami City Ballet,
and the South Miami Dade Cultural Arts Center. Mr. Valentino Medina recommended
Barbizon Delta Corporation, the third lowest bidder, based on past performance and their
ongoing technical support after completion of previous projects at the Colony Theatre.
The Administration concluded that it would be in the best interest of the City to recommend
the lowest bidder, Miami Stagecraft, Inc.
CONCLUSION
Based on the aforementioned, the Administration recommends that the Mayor and City
Commission Award a Contract to Miami Stagecraft, Inc., pursuant to ITB No. 12-11/12, for
Purchase and Delivery of Stage Lighting for the Colony Theatre in the total amount of
$41,323.25.
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