C2A-Award Contract Furnishing And Installation Of Holiday DecorationsCOMMISSION ITEM SUMMARY
Gondensed Title:
REQUEST FOR APPROVAL TO AWARD A CONTRACT PURSUANT TO INVITATION TO BID (ITB)
2014.343.SW FOR THE FURNISHING AND INSTALLATION OF HOLIDAY DECORATIONS.
Item Summarv/Recommendation :
!ntended Outcome
Maximize The Miami Beach Brand As A World Class Destination.
Supporting Data (Surveys, Environmenta! Scan, etc.): N/A
The City Commission, at its July 30, 2014 meeting, approved terminating the City's current holiday
lighting contract for storage, maintenance, and installation of City's inventory of holiday lighting
decorations, awarded pursuant to lnvitation to Bid (lTB) No. 201 3-179-SW, and directed staff to release
a new ITB for the rental and installation of holiday lighting. ln the new lTB, the ownership of City's
inventory of holiday lighting decorations was to be transferred to the successful bidderfor a fee; thereby,
eliminating the need for future storage requirements and adopting a "rent only" model for City-wide
holiday decorations. Since there is an ongoing storage component for the City's owned inventory of
holiday lighting decorations, termination of the current contract becomes effective upon the award of a
new contract.
The ITB was issued on September 10, 2014,with bids due on September 30,2014. The City received
bids from Christmas Designers, lnc. (CDl) and South Florida Lighting Team, LLC d/b/a MiamiChristmas
Lights.
After considering the review and recommendation of City staff, the City Manager exercised his due
diligence and is recommending to the Mayor and City Commission to award a contract to South Florida
Lighting Team, LLC d/b/a Miami Christmas Lights, the lowest bidder, as the primary vendor, and
Christmas Designers, lnc., the second lowest bidder, as the secondary vendor. The secondary bidder
would be utilized in the event that the primary bidder was unable to perform the requirements of the
contract.
RECOMMENDAT!ON
Based on the aforementioned, the Administration recommends that the Mayor and City Commission
award a contract to South Florida Lighting Team, LLC d/b/a Miami Christmas Lights, as the primary
vendor and Christmas Desi lnc., as the secondary vendor.
Advisorv Board Recommendation:
Financia! lnformation :
Financiat lmpact Summary: The annual cost associated with the furnishing and installation of holiday
decorations is subiect to funds availability approved through the City's
Alex Denis, Director Ext # 6641
Clerk's Office
1 4\October 29\Procu rement\lTB 20 1 4-34 lnstall Holiday Decorations
AGENDA *TEM C4S nAIAMISTACH oew /o-d?- /V16
MIAMIBEACH
City of Miomi Beqch, lZ00 Convention Center Drive, Miomi Beoch, Florido 33139, www.miomibeochfl.gov
COMMISSION MEMORANDUM
TO:Mayor Philip Levine and Members of t
FROM: Jimmy L. Morales, City Manager
DATE: October 29,2014
SUBJECT:REQUEST FOR APPROVAL AWARD A CONTRACT PURSUANT TO
|NVTTATTON TO BtD (tTB) 2014-343-SW FOR THE FURNISHING AND
INSTALLATION OF HOLIDAY DECORATIONS.
ADMI NISTRATION RECOMM ENDATION
Adopt the Resolution.
KEY INTENDED OUTCOME SUPPORTED
Maximize the Miami Beach Brand as a World Class Destination.
FUNDING
Account Code No.: 160-4300-000355 Amount: $230,000
BACKGROUND
The City Commission, at its July 30, 2014 meeting, approved terminating the City's current
holiday lighting contract for storage, maintenance, and installation of City's inventory of holiday
lighting decorations, awarded pursuant to lnvitation to Bid (lTB) No. 2013-179-SW, and
directed staff to release a new ITB for the rental and installation of holiday lighting. ln the new
lTB, the ownership of City's inventory of holiday lighting decorations was to be transferred to
the successful bidder for a fee; thereby, eliminating the need for future storage requirements
and adopting a "rent only" model for City-wide holiday decorations. Since there is an ongoing
storage component for the City's owned inventory of holiday lighting decorations, termination
of the current contract becomes effective upon the award of a new contract.
lTB PROCESS
The ITB was issued on September 10,2014, with bids due on September 30,2014. Two (2) addenda
were issued. The Procurement Department issued bid notices utilizing the Public Group and
via email.
The ITB resulted in the receipt of two (2) responses from Christmas Designers, lnc. (CDl) and
South Florida Lighting Team, LLC d/b/a Miami Christmas Lights.
The ITB stated that the lowest responsive, responsible bidder(s) meeting all terms, conditions,
and specifications of the ITB will be recommended for award by bid item, bid group, or for the
entirety of all bid items, as deemed in the best interest of the City, to the City Manager for his
consideration. Veteran's preference was considered during the tabulation of the bids received.
However, veteran's preference was not applicable to any of the bidders.
17
Commission Memorandum - ITB No. 2014-343-SW, Furnish and lnstall Holiday Lighting Decorations
October 29,2014
Page2
ln evaluating the bids received it has been determined that South Florida Lighting Team, LLC
d/b/a Miami Christmas Lights, was the lowest responsive and responsible bidder, and
Christmas Designers lnc., was the second lowest bidder.
South Florida
Lighting Team
d/b/a Miami
Christmas
Liehts
Christmas
Designers, lnc.
Group A iztg,47r.oo s190,691.25
Group B s80,485.65 S75,855.00
Group C s238,s00.00 5352,471.5O
Group D s28,800.00 s38.610.00
Group E s258,904.80 s39s,029.s0
Total for Groups A - E
Group F - Rebate for Owned Equipment
Grand Total (3 Years)
$82s,161.4s $L,os2,6s7.2s
s25,000 s10,000.00
Sgoo,tot.+s 5L,o42,6s7.25
ln its due diligence, the Procurement Department verified the following:
Minimum Qualifications and Requirements
The ITB stated that bids will only be considered from firms that are qualified to satisfactorily
perform the specified services. Evidence shall include all information necessary to certify that
the bidder: maintains a permanent place of business; has not had just or proper claims
pending against him or his firm; and has provided similar type products and/or services. The
evidence of similar type products and/or services will consist of a listing of contracts for having
provided holiday d6cor installation to public and/or private sector clients, from three (3)
references within the last five (5) years. The determination of capacity pursuant to this
requirement is solely at the City Manager's discretion.
South Florida Lighting Team, LLC d/b/a Miami Christmas Lights, provided verifiable
references from the Foram Group, 600 Brickell World Center; Continuum South
Beach, and Aventura Mall.
Christmas Designers, lnc., provided verifiable references from Kennedy Space
Center, Benderson Development, Stiles Las Olas City Center, Gaylord Palms
Resort and Convention Center, and Town of Palm Beach. Along with being the
vendor providing holiday decorations for the City for the last eighteen (18) years.
MANAGER'S DUE DILIGENCE & RECOMMENDATION
After considering the responsiveness of the bids received, the City Manager exercised his due
diligence and is recommending to the Mayor and City Commission to award a contract to
South Florida Lighting Team, LLC d/b/a Miami Christmas Lights, as the primary vendor, and
Christmas Designers, lnc., as the secondary vendor.
JLM/MT/EC/AD
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