C7D-RFQ For Public Information Outreach Serv On ROW And Facilities ConstructionCOMMISSION 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 Qualifications (RFO) No.2015-144-YG for Public
lnformation Outreach Services On Rioht of and Facilities Construction Proi
lntended Outcome Su
Enhance ExternalAnd lnternal Communication From And Within The Ci
Data (Survevs. Environmental Scan, etc: N/A
Item Summary/Recommendation :
The Administration issued RFQ 2015-144-YG to seek the proposals from qualified contractors to
provide Public lnformation Outreach Services On Right of Way and Facilities Construction
Projects. The RFQ was approved for issuance bythe City Commission on May 6,2015. The RFQ
was released on May 8, 2015. A pre-proposal conference to provide information to the proposers
submitting a response was held on May 20,2015. On July 14, 2015, the City received proposals
from: HML Public Outreach, LLC; lnfinite Source Communications Group, LLC; Media Relations
Group, LLC; and Quest Corporation of America, lnc.
On August 11,2015, the Evaluation Committee appointed by the City Manager convened to
consider the responsive proposals received. The Committee was instructed to score and rank the
sole proposal received 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.
After reviewing the submission and the Evaluation Committee's rankings of proposals received, the
City Manager recommends that the Mayor and the City Commission, pursuant to RFQ No. 2015-
144-YG, for Public lnformation Outreach Services On Right of Way and Facilities Construction
Projects, authorize the Administration to enter into negotiations with Media Relations Group, LLC,
HML Public Outreach, LLC., lnfinite Source Communications Group, LLC., and Quest Corporation
of America, lnc., to establish a pool of consultants that can provide services to the City on an as
needed basis. Further, the City Manager recommends the Mayor and City Clerk be authorized to
execute Agreements upon conclusion of successful negotiations by the Administration.
RECOMMENDATION
the resolution.
Financial Information:
Source of
Funds:
OBPI
Amount Account
1 The annual cost associated with the parking
attendant services is subject to the funds availability
aooroved throuqh the Citv's budqetinq process
Total
Financial Impact Summary:
Alex De Extension 6641
Clerk's Office islative
Outreach Services -
AGENI}A
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2015-144-
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City of Miomi Beoch, I 200 Convention Center Drive, Miomi Beoch, Florido 33,l39, www.miomibeochfl.gov
COMMISSI MEMORANDUM
Mayor Philip Levine and Members
Jimmy L. Morales, City Manager
the City
DATE: September 2,2015
SUBJECT: A RESOLUTION OF THE MA AND CITY COMMISSION OF THE CIry OF
MIAMI BEACH, FLORIDA, ACCE THE RECOMMENDATION OF THE CITY
MANAGER PERTAINING TO THE RANKING OF PROPOSALS PURSUANT TO
REQUEST FOR QUALIFTCATTONS NO. 2015-144-YG (THE RFQ), FOR PUBLTC
INFORMATION OUTREACH SERVICES ON RIGHT OF WAY AND FACILITIES
CONSTRUCTION PROJ ECTS.
ADMINISTRATION RECOMM ENDATION
Adopt the Resolution.
KEY INTENDED OUTCOME SUPPORTED
Enhance ExternalAnd lnternal Communication From And Within The City
FUNDING
The annual cost associated with the parking attendant services is subject to the funds
availability approved through the City's budgeting process.
BACKGROUND
Neighborhood right of way improvements, parking lots, parking garages, structural and park
facilities, as well as capital renewal and replacement projects are underway in each of the
three (3) City districts. The additional activity produced by these projects in turn generates an
exponential need for proper and timely notification to the City's stakeholders. Keeping
residents, business owners and civic organizations well informed and actively involved is a
key factor of the City's ongoing and growing commitment to maintain residents informed at all
times.
The City's present contract, established pursuant to RFQ 19-11112 expires October 1,2015
and all renewal options have been exhausted. lssuance of a new RFQ will enable the City to
establish a pool qualified consultants that will serve to facilitate the assignment of these
services for all neighborhood and facility projects.
RFP PROCESS
On May 6,2015, the City Commission approved to issue the Request for Qualifications (RFO)
No. 2015-144-YG for Public lnformation Outreach Services on Right of Way and Facilities
Construction Projects. On May 8, 2015, the RFQ was issued. A voluntary pre-proposal
conference to provide information to the proposers submitting a response was held on May 20,
2015. RFQ responses were due and received on July 14,2015. The City received a total of
four (4) proposals.
The City received proposals from the following firms:
HML Public Outreach, LLC.
lnfinite Source Communications Group, LLC.
TO:
301
Commission Memorandum - RFQ 2015-144-YG for Public lnformation Outreach Services on
Right of Way and Facilities Construction Projects
September 2,2015
Page2
Media Relations Group, LLC.
Quest Corporation of America, lnc.
On July 8,2015, the City Manager via Letter to Commission (LTC) No. 279-2015 appointed an
Evaluation Committee (the "Committee"), consisting of the following individuals:
o Diana Fontani, Public lnformation Specialist, Office of Capital lmprovement Projects
o Melissa Berthier, Public lnformation Specialist, Office of Communications
o Lynn Bernstein, Sustainability and Outreach Coordinator, Department of Public
Works
Alternates:
o Nannette Rodriguez, Director, Office of Communications
. Elizabeth Wheaton, Assistant Building Director, Building Department, Office of the
City Manager
On August 4,2015, the City Manager via Letter to Commission (LTC) No. 309-2015, revised
the Evaluation Committee (the "Committee"), as follows:
o Diana Fontani, Public lnformation Specialist, Office of Capital lmprovement Projects,
was unable to participate as an evaluation committee member and was therefore
removed. Furthermore, alternates Elizabeth Wheaton, Assistant Building Director,
Building Department and Nannette Rodriguez, Director, Office of Communications,
were also unable to serve on the evaluation committee.. Margarita Wells, Environmental and Sustainability Specialist, Building Department,
Office of the City Manager, was added.
o Maria Cerna, Division Director, Office of Capital lmprovement Projects was added.
The Committee convened on August 11,2015 to consider proposals received and interview
the proposers. 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 also
provided general information on the scope of services, references, and a copy of each
proposal. Additionally, the Committee engaged in a question and answer session after the
presentation of each proposer. The Committee was instructed to score and rank each
proposal pursuant to the evaluation criteria established in the RFQ. The evaluation process
resulted in the ranking of proposers as indicated in the table below.
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Lynn
Bemstein Rankino
Melissa
Berthiar Rankino
Maria
Cema Rankino
Margarita
Wells Rankino
LOW
AGGREGATE
T.)TAI Q Rank
-lirl Puhlic Oril.ae.h I I C 97 96 93 95 4 I
nfinite Source
lonYrunications Group,
o6 3 q3 3 q4 0a I
i,|edia Relations Group,ta 9a 1 g5 2 92 3 s9 1 7
)uest Corporation of
VrErica. lnc.95 4 91 4 90 4 97 3 15 i
302
Commission Memorandum - RFQ 2015-144-YG for Public lnformation Outreach Services on
Right of Way and Facilities Construction Projects
September 2,2015
Page 3
MANAGER'S DUE DILIGENCE & RECOMMENDATION
After reviewing all the submissions and the results of the evaluation process, the City Manager
recommends that the Mayor and City Commission authorize the Administration to enter into
negotiations with Media Relations Group, LLC, HML Public Outreach, LLC., lnfinite Source
Communications Group, LLC., and Quest Corporation of America, lnc., to establish a pool of
consultants that can provide services to the City on an as needed basis. Further, the City
Manager recommends that the Mayor and City Clerk be authorized to execute Agreements
upon successful negotiations by the Administration.
CONCLUSION
The Administration recommends that the Mayor and City Commission approve the resolution
accepting the recommendation of the City Manager pertaining to the ranking of proposals,
pursuant to Request for Qualifications No. 2015-144-YG (the RFQ), for Public lnformation
Outreach Services on Right of Way and Facilities Construction Projects.
JLM/MT/KGB/SF/AD/YG
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303
RESOLUTION NO.
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
QUALTFICATTONS NO. 2015-144-YG (THE RFQ), FOR PUBLIC
TNFORMATTON OUTREACH (PlO) SERVICES ON RIGHT OF WAY
AND FACILITIES CONSTRUCTION PROJECTS; AUTHORIZING THE
ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH HML
PUBLIC OUTREACH, LLC., INFINITE SOURCE COMMUNICATIONS
GROUP, LLC., MEDIA RELATIONS GROUP, LLC., AND QUEST
CORPORATION OF AMERICA, INC., TO ESTABLISH A POOL OF
CONSULTANTS THAT CAN PROVIDE THE REQUIRED PlO
SERVICES ON AN AS NEEDED BASIS; AND FURTHER
AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE
AGREEMENTS UPON CONCLUSION OF SUCCESSFUL
NEGOTIATIONS BY THE ADMINISTRATION.
WHEREAS, Request for Qualifications (RFO) No. 2015-144-YG for Public lnformation
Outreach Services on Right of Way and Facilities Construction Projects was issued on May 8,
2015, with an opening date of July 1 4, 2015; and
WHEREAS, a pre-proposal conference was held on May 20, 2015; and
WHEREAS, the City received four (4) proposals from HML Public Outreach, LLC.,
lnfinite Source Communications Group, LLC., Media Relations Group, LLC., and Quest
Corporation of America, lnc; and
WHEREAS, on August 11, 2015 an Evaluation Committee appointed by the City
Manager convened to consider all proposals; 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
un tlre scope of services, references, and a copy of the proposal; and errgaged in a question
and answer session after the presentation of each proposer; and
WHEREAS, the Committee was instructed to score and rank the proposals pursuant to
the evaluation criteria established in the RFQ; and
WHEREAS, the Committee's ranking was as follows: Media Relations Group, LLC, top-
ranked; HML Public Outreach, LLC., and Infinite Source Communications Group, LLC., were
tied as the second highest ranked firm; and Quest Corporation of America, lnc., fourth highest
ranked; and
WHEREAS, after reviewing all the submissions and the Evaluation Committee's
rankings, the City Manager exercised his due diligence, and is recommending that the
Administration be authorized to enter into simultaneous negotiations with the following
proposers: Media Relations Group, LLC, HML Public Outreach, LLC., lnfinite Source
Communications Group, LLC., and Quest Corporation of America, lnc.; to establish a pool of
304
consultants that can provide services to the City on an as needed basis.
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 Manager pertaining to the ranking
of proposals pursuant to Request for Qualifications No. 2015-144-YG (the RFQ), for Public
information Outreach (PlO) Services On Right of Way and Facilities Construction Projects;
authorizing the Administration to enter into negotiations with Media Relations Group, LLC, HML
Public Outreach, LLC., lnfinite Source Communications Group, LLC., and Quest Corporation of
America, lnc., to establish a pool of consultants that can provide the required PIO Services on
an as needed basis; and further authorizing the Mayor and City Clerk to execute Agreements
upon conclusion of successful negotiations by the Administration.
PASSED AND ADOPTED this
ATTEST:
Rafael E. Granado, City Clerk Philip Levine, Mayor
day of 2015.
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