C7M-Accept Recommendation Band Shell Management ServicesCOMMISSION IIEM SUMMARY
ionofTheCityofMiamiBeach,Florida'AcceptingThe
Recommendation Of TheCity Manager Pertaining To The Ranking Of Proposals, Pursuant To lnvitation to
iate (lTN) No.2014-215-LR, For Band Shell Services.
Condensed Title:
Item Summary/Recommendation :
Data Environmental Scan. etc: N/A
dtheissuanceofthelTN,whichwasissuedonApril24,
2014, with an opening date of June 26, 2014. A pre-proposal conference was held on May 14,20M. The
City received thiee (3) proposals from Fantasy Theatre Factory, lnc., The Market Company and The Rhythm
Foundation.
On August 18, 2014, the City Manager appointed an Evaluation Committee (the "Committee"), which
conrenid on August 21,2014-lo consider proposals received. The Committee was instructed to score and
rank each propoial pursuant to the evaluation criteria established in the RFQ. The results of the evaluation
committee process were presented to the City Manager for his recommendation to the City Commission.
While the ITN process allows for negotiations with multiple proposers, the results of the evaluation process
indicate that The Rhythm Founda[ion is overwhelmingly the most qualified proposer; therefore, after
reviewing the submissions and the Evaluation Committee's rankings of proposals received, the City Manager
recomm6nds that the Mayor and the City Commission, pursuant to lnvitation to Negotiate (lTN) No. 2014-
21s-LR, for Band Shell Management Services, authorize the Administration to enter into negotiations with
The Rhythm Foundation; and iurther authorize the City Manager to execute an Agreement upon conclusion
of successful negotiations by the Administration. The Administration recommends that if successful
negotiations cannot be reached with The Rhythm Foundation, that the Mayor and City Commission authorize
the Administration to negotiate with the Fantasy Factory Theatre and The Market Company.
RECOMMENDATION
The Admtpistration recommends that the Mayor and the City Commission, pursuant to lnvitation to Negotiate
(lTN)) No.2O14-215-LR, for Band Shell Management Services, authorize the Administration to enter into
nego[iations with The Rhythm Foundation; and further authorize the City Manager to execute an Agreement
up6n conclusion of successful negotiations by the Administration. The Administration recommends that if
successful negotiations cannot be reached with The Rhythm Foundation, that the Mayor and City
Commission authorize the Administration to negotiate with the Fantasy Factory Theatre and The Market
Company.
RECOMMENDATION
the Resolution.
Advisorv Board Recommendation :
Clerk's Office
,U0 1 4\September 1 0\lTN 201 4-21 Services -ary.doc
AGENDA ITEil
DATE
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01 1-0950-000312 (FY 14t15)
expenditureisbasedonFY14l15anlicipatedapprovedbudgeted
Alex is. Extension 6641
* MIAMIBTACH 289
g MIAMI BEACH
City of Miomi Beoch, l70O Convention Center Drive, Miomi Beoch, Florido 33,l39, www.miomibeochfl.gov
COMMISSIO MEMORANDUM
TO:Mayor Philip Levine and Members the City
FRoM: Jimmy L. Morales, City Manager
DATE: September 10,2014
SUBJECT: A RESOLUTION OF THE MA 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
tNVtTATtON TO NEGOTTATE NO. 201+215-LR (THE ITN), FOR BAND SHELL
MANAGEMENT SERVIGES.
ADM INISTRATION RECOMMEN DATION
Adopt the Resolution.
FUNDING
Account No. 011-0950-000312 (FY 14115) - $45,000
BACKGROUND
The City of Miami Beach is seeking a public or private (not-for-profit or for-profit) entity to
manage the North Beach Band Shell and activate the facility with year-round programming. The
successful proposer must program the facility a minimum of 35 events annually, including
programming for the monthly food truck events. Annual programming must include a
combination of free and paid ticketed events.
ln exchange for these services, the City will provide up to $45,000 annually toward the operation
of the facility, continue to provide dayto-day maintenance, as well fund all capital
improvements. The City is also budgeting for the purchase of a tent to cover the open air
portion of the band shell to be used to shade attendees from inclement weather.
Proposers were encouraged to submit proposals that will address the needs of the community
and provide both daytime and nighttime uses if possible. Collaborations in order to provide a
wide array of community offerings including, but not limited to, music, theater, dance, and other
performing arts were encouraged.
RFP PROGESS
On April 23,2014, the City Commission approved the issuance of the lTN, which was issued on
April24,2014, with an opening date of June 26, 2014. A pre-proposal conference was held on
May 1 4,2014. The City received three (3) proposals.
o Fantasy Theatre Factory, lnc.. The Market Company. The Rhythm Foundation
290
Commission Memorandum - ITN 2014-215-LR Band Shell Management Services
September 10,2014
Page 2
On August 18,2014, the City Manager appointed an Evaluation Committee (the "Committee"),
consisting of the following individuals:
. Cynthia Casanova, Parks Facilities Manager, Parks & Recreation Departmento Mark Milisits, Leasing Specialists, Tourism, Culture & Economic Development. Charles Million, City of Miami Beach Cultural Arts Council
Alternates:. Carlos DaCruz, Office Associate V, Parks & Recreation Department
The Committee convened on August 21,2014, to consider the proposal received. The
Committee was provided an overview of the project, information relative to the City's Cone of
Silence Ordinance and the Government Sunshine Law. The Committee was also provided
general information on the scope of services, references, and a copy of each proposal. The
Committee was instructed to score and rank the proposal pursuant to the evaluation criteria
established in the RFP.
The evaluation process resulted in the following:
ln determining responsiveness and responsibility of the firms, the Department of Procurement
Management verified compliance with the minimum requirements established in the lTN, and
financial capacity as contained in the Dun & Bradstreet Supplier Qualifier Report.
The Rhvthm Foundation, is a Miami-Beach based non-profit organization, established in 1988 to
promote international cultural exchange through the presentation of live music. Special focus is
given to those cultures of greatest interest to South Florida residents and visitors, allowing
better understanding between communities. The Rhythm Foundation has grown to become one
of the largest independent presenting organizations of its kind in the United States, with year-
round programming and a budget of over $1,000,000. They provide similar services to the
Hollywood Community Redevelopment Agency for the Hollywood ArtsPark Experience; the City
of Miami's Little Haiti Cultural Center for their Big Night in Little Haiti; and the City of Boca
Raton's for the Boca Brazilian Beat.
Fantasv Theatre Factorv. lnc., is a non-for-profit professional theater and cultural arts institution
founded in 1978, and incorporated in 1982. lts primary mission is to make the arts and culture
more accessible to people of all cultures and backgrounds. Fantasy Theatre Factory produces
all street entertainers and specialty skills acts for the annual Art Deco Weekend festival; yearly
theatre for young audiences at schools, parks, museum and numerous other venues throughout
the City, as well as, Miami-Dade and Broward Counties.
Cynthia
Casanova Rankino
Mark
Milisits Rankino
Charles
Million Rankinq
LOW
AGGREGATE
TOTALS
Final
Flankinos
Fantasy Theatre
Factorv. lnc.75 2 80 2 82 2 tt 2
The Market Comoanv 45 3 67 3 74 3 9 3
I ne Knytnm
Foundation 98 1 95 1 95 1 3 1
291
Commission Memorandum - ITN 2014-21s-LR Band Shell Management Services
September 10,2014
Page 3
The Market Companv, has produced and managed the Lincoln Road Farmers Market since
1997. lt also runs the Normandy Village Marketplace and Espanola Way Weekend Festival
which includes artistic presentations. The Market Company produces ten (10) additional
markets each year throughout Miami-Dade County.
MANAGER'S DUE DILIGENCE & RECOMMENDATION
@wsfornegotiationswithmultiplepropoSerS,theresultsofthe
evaluation process indicate that The Rhythm Foundation is ovenruhelmingly the most qualified
proposer; therefore, after reviewing the submissions and the Evaluation Committee's rankings
of proposals received, the City Manager recommends that the Mayor and the City Commission,
pursuant to lnvitation to Negotiate (lTN) No.2014-215-LR, for Band Shell Management
bervices, authorize the administration to enter into negotiations with The Rhythm Foundation;
and further authorize the City Manager to execute an Agreement upon conclusion of successful
negotiations by the Administration. The Administration recommends that if successful
negotiations cannot be reached with The Rhythm Foundation, that the Mayor and City
Commission authorize the Administration to negotiate with the Fantasy Factory Theatre and The
Market Company.
CONCLUSION
The Admtnistration recommends that the Mayor and the City Commission, pursuant to lnvitation
to Negotiate (lTN) No.2014-215-LR, for Band Shell Management Services, authorize the
Administration to enter into negotiations with The Rhythm Foundation; and further authorize the
City Manager to execute an Agreement upon conclusion of successful negotiations by the
Administration. The Administration recommends that if successful negotiations cannot be
reached with The Rhythm Foundation, that the Mayor and City Commission authorize the
Administration to negotiate with the Fantasy Factory Theatre and The Market Company.
JLM/fr tMrtMS/AD
T:\AGENDA\2014Uuly\Procurement\lTQ 2014-21s-LR Band Shell Management Services - Memo.doc
292
RESOLUTION NO.
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE C!ry OF
MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE
CITY MANAGER PERTAINING TO THE RANKING OF PROPOSALS,
PURSUANT tNVtTATtON TO NEGOTIATE NO. 2014-215-LR (THE lrN), FOR
BAND SHELL MANAGEMENT SERVICES; AUTHORIZING THE
ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH THE RHYTHM
FOUNDATION, !NG.; AND lF UNSUCCESSFUL lN NEGOTIATING AN
AGREEMENT WITH THE RHYTHM FOUNDATION, INC., AUTHORIZE THE
ADMINISTRATION TO NEGOTIATE WITH THE FANTASY THEATRE
FACTORY, lNC. AND THE MARKET COMPANY, lNG.; AND FURTHER
AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AN
AGREEMENT UPON GONCLUSION OF SUCCESSFUL NEGOTIATIONS BY
THE ADMINISTRATION.
WHEREAS, lnvitation to Negotiate No. 2014-215-LR (the ITN) was issued on April 23,
2014, with an opening date of June 26, 2014; and
WHEREAS, a voluntary pre-proposal meeting was held on May 14,2014; and
WHEREAS, the City received a total of three (3) proposals; and
WHEREAS, on August 18, 2014, the City Manager via Letter to Commission (LTC) No.
290-2014, appointed an Evaluation Committee (the "Committee"), consisting of the following
individuals:
. Cynthia Casanova, Parks Facilities Manager, Parks & Recreation Department. Mark Milisits, Leasing Specialists, Tourism, Culture & Economic Developmento Charles Million, City of Miami Beach CulturalArts Council
Alternates:
. Carlos DaCruz, Office Associate V, Parks & Recreation Department
WHEREAS, the Committee convened on August 21, 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 ITN; and
WHEREAS, the Committee's ranking was as follows: The Rhythm Foundation, lnc., as
the top-ranked firm; Fantasy Theatre Factory, lnc., second highest ranked; and The Market
Company, lnc., the third highest ranked; and
293
WHEREAS, after reviewing all the submissions
rankings, the City Manager exercised his due diligence
and the
and is
Evaluation Committee's
recommending that the
Administration be authorized to enter into negotiations with The Rhythm Foundation, lnc.; and
further authorize the City Manager to execute an Agreement upon conclusion of successful
negotiations by the Administration. The Administration recommends that if successful
negotiations cannot be reached with The Rhythm Foundation, lnc., that the Mayor and City
Commission authorlze the Administration to negotiate with the Fantasy Factory Theatre, lnc.
and The Market Company, lnc.
NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY
COMMISSION OF THE CIry OF MIAMI BEACH, FLORIDA, that the Mayor and City
Commission hereby accept the recommendation of the City Manager pertaining to the ranking
of proposals, pursuant to lnvitation to Negotiate (lTN)) No.2014-21s-LR, for Band Shell
Management Services; authorize the Administration to enter into negotiations with the top-
ranked proposer, The Rhythm Foundation, lnc.; and if unsuccessful in negotiating an agreement
with The Rhythm Foundation, lnc., authorize the Administration to negotiate with the Fantasy
Factory Theatre, lnc. and The Market Company, lnc.; 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:
2014.
Rafael E. Granado, City Clerk Philip Levine, Mayor
T:\AGENDA\2014\Septemberl0\Procurement\lTN 2014-215-LR Band Shell Management Services - Resolution.doc
day of
APPROVED AS TO
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& FOR EXECUTIONt\tlk
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