C7Q-Accept Recomm Event Planning-Marketing Services For Citys Centennial CelebCOMMISSION ITEM SUMMARY
Condensed Title:
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, Pursuant To Request For
Proposals (RFP) No.2014-182-LR, For Event Planning And Marketing Services For City's Centennial
Celebration.
Data Environmental Scan. etc: N/A
Item Summary/Recommendation :
On March 5,2014, the Mayor and City Commission directed the Administration to draft and issue a Request
for Qualifications (RFQ) for event planning and marketing services for the Miami Beach's Centennial. As
directed, the scope of services was provided to the Mayor's Office for review and the full RFQ was provided
to the Mayor and City Commissioners via LTC #086-2014 on March 17, 2014. The RFQ was issued on
March 20,2014.
On March 28, 2014, the City Manager, via Letter to Commission (LTC) No. 097-2014, appointed an
Evaluation Committee (the "Committee"). On May 1, 2014, the evaluation committee convened to score
proposals received. However, on May 6,2014, following the evaluation of proposals, one (1) of the three (3)
Committee members reported a possible conflict of interest. ln an abundance of caution, the participation by
the Committee member reporting the possible conflict has been disqualified. As a result, the evaluation
process was also be disqualified because a quorum no longer existed which resulted in an invalidation of the
evaluation process held on May 1 , 2014. After consulting with the City Attorney's qffice, the Administration
decided to reconvene a new evaluation committee to evaluate proposals receiVed.
On May 28,2014, the City Manager, via Letter to Commission (LTC) No. 176-2014, appointed a new
Evaluation Committee (the "Committee"). The Committee convened on June 16, 2014, to consider
proposals received. The Committee was provided an overview of the project, information relative to the
Cone of Silence Ordinance and the Government in the Sunshine Law. The Committee was also provided
general information on the scope of services, references and a copy of each proposal. The results of the
evaluation process were presented to the City Manager for his review and recommendation to the City
Commission.
CITY MANAGER'S DUE DILIGENCE/RECOMMENDATION
After reviewing all the submissions and the Evaluation Committee's ranking of proposals received, the City
Manager exercised his due diligence and is recommending that the Mayor and City Commission accept the
recommendation of the City Manager pertaining to the ranking of proposals, pursuant to Request for
Qualifications (RFP) No.2014-182, Event Planning and Marketing Service for the City's Centennial
celebration, and authorize the administration to enter into negotiations with the top-ranked firm, ACT
Productions, lnc., and should the Administration not be successful in negotiating an agreementwith the top-
ranked proposer, authorizing negotiations with the second-ranked proposer, Logistic Management Group;
and should the administration not be successful in negotiating an agreement with the second-ranked
proposer, authorizing negotiations with the third-ranked proposer, Engine Shop LLC; and further authorize
the City Manager to execute an agreement upon conclusion of successful negotiations bythe Administration.
ADOPT THE RESOLUTION
Financial lnformation:
Source of
Funds:
OBPI
Amount Account
1 N/A
Total $
Financial !mpact Summarv:
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City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139,
www.miamibeachfl.gov
COMMISSION MEMORANDUM
FROM: Jimmy L. Morales, City Manager
DATE: July 23,2014
SUBJECT:A RESOLUTION OF THE MAYOR AND Clry COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, ACGEPTING THE RECOMMENDATION OF THE CITY
MANAGER PURSUANT TO REQUEST FOR QUALIFICATIONS (RFO) NO. 2014-
182-LR, FOR EVENT PLANNING AND MARKETING FOR THE CITY'S
CENTENNIAL CELEBRATION.
ADMI NISTRATION RECOMMEN DATION
Adopt the Resolution.
KEY INTENDED OUTCOME SUPPORTED
FUNDING
Funding is subject to appropriation by the City Commission.
BACKGROUND
The City of Miami Beach issued a Request for Qualifications for a vendor to collaborate with
the City in planning, managing, and marketing the "Miami Beach Centennial Celebration" on
March 26,2015. The City envisions a celebration of Miami Beach's heritage that promotes
awareness of our history and creates lasting legacies as we move into the future. The City's
desire is to host a year-long celebration of public events and educational initiatives to
celebrate Miami Beach's past, present and future. The celebrations will begin September
2014 and run through August 2015, with a major public event on the Centennial, March 26,
2015. The City may also utilize services awarded pursuant to this solicitation for other City
events as mutually agreed upon by the City and Contractor.
RFP PROCESS
On March 5,2014, the Mayor and City Commission directed the Administration to draft and
issue a Request for Qualifications (RFO) for event planning and marketing services for the
Miami Beach's Centennial. As directed, the scope of services was provided to the Mayor's
Office for review and the full RFQ was provided to the Mayor and City Commissioners via LTC
#086-2014 on March 17,2014. On March 20,2014, the RFQ was issued, with an opening
date of April 21 , 2014. A pre-proposal conference to provide information to the prospective
proposers was held on March 26,2014. Twenty (20) prospective proposers downloaded the
solicitation from Public Purchase. Additionally, the Department of Procurement Management
notified sixteen (16) additional firms via e-mail, which resulted in the receipt of proposals from
the following six (6) firms.
o ACT Productions, lnc.. Advanced Concert Productions. Diversified Product Services. Engine Shop LLC. Logistics Management Group
TO:
477
Commission Memorandum - RFQ 2014-182-LR Event Planning and Marketing Sevices
July 23, 2014
Page 2
o Siinc Agency
On March 28, 2014, the City Manager, via Letter to Commission (LTC) No. 097-2014,
appointed an Evaluation Committee (the "Committee"). The following individuals participated
on the Evaluation Committee: Frankie Ruiz, Michel Vega and Ana Cecilia Velasco. Pauline
Winick was not able to serve, and Robert Goodman, Gary Farmer, Victoria Rodgers and Jaie
Laplante were unable to attend due to scheduling conflicts.
On May 1, 2014, the evaluation of proposals was scheduled to be held by the Evaluation
Committee, noticed to the City Commission via LTC#097-2014. However, of the five (5)
Committee members and two (2) alternates, only three (3) Committee members were
available on the day the evaluation meeting was scheduled. Because of the desire to expedite
the award pursuant to the RFQ so that the centennial planning could begin and, given that a
quorum was established with three (3) of the five (5) committee members present, the
evaluation of proposals proceeded.
However, on May 6,2014, following the evaluation of proposals, one (1) of the three (3)
Committee members reported a possible conflict of interest. ln an abundance of caution, the
participation by the Committee member reporting the possible conflict has been disqualified.
As a result, the evaluation process was also be disqualified because a quorum no longer
existed which resulted in an invalidation of the evaluation process held on May 1 ,2014. After
consulting with the City Attorney's office, the Administration decided to reconvene a new
evaluation committee to evaluate proposals received.
On May 28,2014, the City Manager, via Letter to Commission (LTC) No. 176-2014, appointed
a new Evaluation Committee (the "Committee"). The following individuals participated in the
Evaluation Committee: Seth Bramson, Sheila Duffy-Lehrman, Reagan Pace and Frank
Trullenque. Robert Goodman, Cheryl Jacobs, Gary Farmer, Victoria Rogers, and Jaie
Laplante were unable to attend due to scheduling conflicts.
The Committee convened on June 16,2014, to consider proposals received and interview the
proposers. The Committee was provided with information relative to the City's Cone of Silence
and Government in the Sunshine Law, general information on the scope of services, reference
responses, and additional pertinent information from all responsive proposers.
After proposer's presentations and interviews, the Committee discussed the proposers'
qualifications, experience, and competence, and further scored the proposers accordingly.
The Committee was instructed to score each proposal pursuant to the evaluation criteria
established in the RFQ.
Total rP'6ints,E va I u ati 6'4.:,€d te ria
50 Proposer Experience and Qualifications, including Financial
Caoabilitv
25 Scope of Services
30 Approach and Methodoloqv
Additional points, over the aforementioned potential points were to be allocated, if applicable and in
accordance to the following ordinances.
LOCAL PREFERENCE: The City, through the Procurement Division, will assign an additional five (5)
points to Proposers which are a Miami Beach-based vendor as defined in the City's Local Preference
478
Commission Memorandum - RFQ 2014-182-LR Event Planning and Marketing Services
July 23, 2014
Page 3
Ordinance. One firm, ACT Productions, lnc., qualified and was allocated the five (5) points for local
preference.
VETERANS PREFERENCE: The City, through the Procurement Division, will assign an additionalfive
(5) points to Proposers which are a small business concern owned and controlled by a veteran(s) or a
service-disabled veteran business enterprise, as defined in the City's Veterans Preference Ordinance.
Please note that no proposer was eligible for Veteran's preference.
The Committee's rankings were as follows:
ACT PRODUCTIONS. lNC. has been in the business since 1987 in the event industry with
headquarters in the City of Miami Beach. ACT has a wide breath of experience having
produced work for Presidential lnaugurations, Super Bowls, Orange Bowls, televisions shows,
rock concerts, award shows, charity galas, as well as, the annual Beach Polo World Cup.
LOGISTICS MANAGEMENT GROUP has been in the business for twenty-five years and has
produced over 100 national acts. Logistics Management Group ("LMG") past performance
include the City of Miami's Centennial Celebration, City of Miami Beach Sleepless Nights, and
U.S. Mayor's Conference to name a few. Their portfolio of skills includes comprehensive
production, logistics and operations, sponsorships and marketing campaigns.
ENGINE SHOP LLC was incorporated in 2012 and uses an experiential marketing program for
their clients, utilizing a 360 degree marketing approach which considers all angles during
planning and work with their clients to ensure every asset and outlet are utilized to maximize
the output of the program. Agency personnel have spearheaded major campaigns for brands
such as American Express, Diageo, Mercedes-Benz, Corona, Omega, Lexus and others.
MANAGER'S DUE DILIGENCE
ln accordance with the ranking results pursuant to the evaluation process outlined herein and
the due diligence review by the City Manager, the Administration recommends that the Mayor
and City Commission of the City of Miami Beach, Florida accept the recommendation of the
City Manager pertaining to the ranking of proposals, pursuant to RFQ 2014-182 tor Event
Planning and Marketing Services, as outlined in the recommendation section below.
The City Administration intends to immediately negotiate terms for the Centennial Celebration
Event Planning and Marketing Services and return to the City Commission with an item for
Seth
Bramson Rankinq
Sheila
Duffy-
Lehrman Rankino
Reagan
Pace Rankino
Frank
Trullenoue Rankino
LOW
AGGREGATE
TOTALS
ACT Productions, lnc. 87 1 85 1 85 4 105 1 7 1
Advanced Concert
Productions 50 5 EE 5 65 6 96 4 20 5
Enqine Shop 65 4 80 2 95 1 99 3 10 3
Logistic Management
Grouo 75 2 71 4 95 I 100 2 o 2
Siinc Aoencv 74 3 80 2 95 1 95 5 11 4
Diversified Production
Services 40 6 40 6 75 5 85 6 23 6
479
Commission Memorandum - RFQ 2014-182-LR Event Planning and Markelrng Servrbes
July 23, 2014
Page 4
approval of an agreement at the July 30,2014 Commission meeting.
CONCLUSION
The Administration recommends that the Mayor and City Commission of the City of Miami
Beach, Florida accept the recommendation of the City Manager pertaining to the ranking of
proposals, pursuant to Request for Qualifications (RFP) No. 2014-182-LR, Event Planning and
Marketing Services For the City's Centennial celebration; authorizing the administration to
enter into negotiations with the top-ranked firm, ACT Productions, lnc.; and should the
Administration not be successful in negotiating an agreement with the top-ranked proposer,
authorizing negotiations with the second-ranked proposer, Logistic Management Group; and
should the administration not be successful in negotiating an agreement with the second-
ranked proposer, authorizing negotiations with the third-ranked proposer, Engine Shop LLC;
and further authorizing the Mayor and City Clerk to execute agreements upon completion of
successful negotiations by the Administration.
JLM /KGB/MT/AD/MS
T:\AGENDA\2014Ju1y23\RFQ 2014-182-LR Event Planning & Marketing Services - Memo Final.doc
480
RESOLUTION NO.
A RESOLUTION OF THE MAYOR AND CIry COMMISSION OF THE CITY OF
MIAM! BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THECIry MANAGER PERTAINING TO THE RANKING OF PROPOSALS,
PURSUANT TO REQUEST FOR QUALIFICATIONS NO. 2014-182.LR, FOR
EVENT PLANNING AND MARKETING SERVIGES FOR THE CITY'S
CENTENNIAL CELEBRATION; AUTHORIZING THE ADMINISTRATION TO
ENTER INTO NEGOTIATIONS WITH THE TOP RANKED PROPOSER, ACT
PRODUCTIONS, INC.; AND SHOULD THE ADMINISTRATION NOT BE
SUCCESSFUL IN NEGOTIATING AN AGREEMENT WITH THE TOP.RANKED
PROPOSER, AUTHORIZING NEGOTIATIONS WITH THE SECOND.RANKED
PROPOSER, LOGISTIC MANAGEMENT GROUP; AND SHOUD THE
ADMINISTRATION NOT BE SUCCESSFUL IN NEGOTIATING AN
AGREEMENT WITH THE SECOND-RANKED PROPOSER, AUTHORIZING
NEGOTATIONS WITH THE THIRD.RANKED PROPOSER, ENGINE SHOP
LLC; AND FURTHER AUTHORIZING THE MAYOR AND Clry CLERK TO
EXECUTE AN AGREEMENT UPON COMPLETION OF SUCCESSFUL
NEGOTIATIONS BY THE ADMINISTRATION.
WHEREAS, Request for Qualifications (RFO) No. 2014-182-LR was issued on March
20,2014, with an opening date of April21,2014;and
WHEREAS, a pre-proposal conference was held on March 26,2014; and
WHEREAS, the City received six (6) proposals; and
WHEREAS, on March 28, 2014, the City Manager, via Letter to Commission (LTC) No.
097-2014, appointed an Evaluation Committee (the "Committee") consisting of the following
individuals:
o Pauline Winick, Miami Beach Resident and former Executive Vice President of
the Miami Heat. Frankie Ruiz, Chief Running Officer, Life Time Athletic Events (Miami Marathon)o Robert Goodman, President, Garber & Goodman Advertising, lnc.o MichelVega, William Morris Entertainmento Ana Cecilia Velasco, Executive Vice President and Chief Operating Officer,
Miami Beach Chamber of Commerce
The following individuals were appointed as alternates:
o Gary Farmer, CulturalAffairs Program Manager, City of Miami Beach. Victoria Rodgers, New World Symphony. Jaie Laplante, Executive Director, Miami lnternational Film Festival
WHEREAS, the Committee convened on May 1 ,2014, however, of the five (5) available
Committee members and two (2) alternates, only three (3) Committee members were available
on the day the evaluation meeting was scheduled; and
481
WHEREAS, because of the desire to expedite the award pursuant to the RFQ so that
the centennial planning could begin, and given that a quorum was established with three (3) of
the five (5) committee members present, the evaluation of proposals proceeded; and
WHEREAS, on May 6,2014, following the evaluation of proposals, one (1) of the three
(3) Committee members reported a possible conflict of interest; and
WHEREAS, in an abundance of caution, the participation by the Committee member
reporting the possible conflict was disqualified, reducing the voting committee members to two
(2), which was not sufficient to carry a quorum, thereby resulting in the disqualification of the
evaluation process held on May 1 ,2014; and
WHEREAS, On May 28, 2014, the City Manager, via Letter to Commission (LTC) No.
176-2014, appointed a new Evaluation Committee (the "Committee") consisting of the following
individuals:
. Seth Bramson, Historian and Professor. Sheila Duffy-Lehrman, Chief Operating Otficer, Tropic Survival Advertising &
Marketingo Robert Goodman, President, Garber & Goodman Advertising, lnc.. Cheryl Jacobs, Executive Vice President, Miami Center for Architecture and
Designo Jaie Laplante, Executive Director, Miami lnternational Film Festival. Reagan Pace, Chairperson, Centennial Committeeo Frank Trullenque, Chairperson, Hispanic Affairs Committee
The following individuals were appointed as alternates:
. Gary Farmer, CulturalAffairs Program Manager, City of Miami Beacho Victoria Rodgers, New World Symphony
WHEREAS, the Committee convened on June 16, 2014, to consider the proposals
received; and
WHEREAS, the Committee was provided an overview of the project; information relative
to the City's Cone of Silence Ordinance and the Government Sunshine Law; general information
on the scope of services, references, and a copy of each proposal; and engaged in a question
and answer session after the presentation of each proposer; and
WHEREAS, the Committee was instructed to score and rank each proposal pursuant to
the evaluation criteria established in the RFQ; and
WHEREAS, the Committee's ranking was as follows: ACT Productions, lnc., top ranked;
Logistic Management Group, second highest ranked; Engine Shop LLC, third highest ranked;
Siinc Agency, fourth highest ranked; Advanced Concert Productions, fifth highest ranked; and
Diversified Production Services, sixth highest ranked; and
WHEREAS, after reviewing all the submissions and the Evaluation Committee's and
rankings, the City Manager exercised his due diligence and is recommending that the
Administration be authorized to enter into negotiations with the top-ranked firm, ACT
482
Productions and should the Administration not be successful in negotiating an agreement with
the top-ranked proposer, authorizing negotiations with the second-ranked proposer, Logistic
Management Group; and should the administration not be successful in negotiating an
agreement with the second-ranked proposer, authorizing negotiations with the third-ranked
proposer, Engine Shop LLC;
NOW, THEREFORE, BE !T DULY RESOLVED BY THE MAYOR AND CITY
COMMISSION OF THE CITY OF MIAMI BEAGH, FLORIDA, that the Mayor and City
Commission hereby accept the recommendation of the City Manager pertaining to the ranking
of proposals, pursuant to Request for Qualifications No. 2014-182-LR (the RFQ), for Event
Planning and Marketing Services for the Centennial Celebration; and authorize the
Administration to enter into negotiations with the top ranked proposer, ACT Productions, lnc.;
and should the Administration not be successful in negotiating an agreement with the top-
ranked proposer, authorizing negotiations with the second-ranked proposer, Logistic
Management Group; and should the administration not be successful in negotiating an
agreement with the second-ranked proposer, authorizing negotiations with the third-ranked
proposer, Engine Shop LLC; and further authorize the Mayor and City Clerk to execute an
Agreement upon conclusion of successful negotiations by the Administration.
PASSED AND ADOPTED this
ATTEST:
Rafael E. Granado, City Clerk Philip Levine, Mayor
day of 2014.
,8ffiYiR8tlB'
& FOREXECUTIONJO""u ,{fu
Dote
483