HomeMy WebLinkAboutResolution 2025-339582025-33958
RESOLUTION NO.
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE
CITY MANAGER PURSUANT TO REQUEST FOR QUALIFICATIONS (RFQ)
2025-423-DF FOR PUBLIC INFORMATION OUTREACH SERVICES;
AUTHORIZING THE ADMINISTRATION TO ENTER INTO NEGOTIATIONS
WITH THE FOLLOWING THREE FIRMS FOR THE PROVISION OF PUBLIC
INFORMATION OUTREACH SERVICES ON AN AS -NEEDED BASIS: HML
PUBLIC OUTREACH LLC AND INFINITE SOURCE COMMUNICATIONS
GROUP, LLC, AS THE TIED FIRST RANKED PROPOSERS, AND MEDIA
RELATIONS GROUP, LLC AS THE THIRD RANKED PROPOSER; AND
FURTHER, AUTHORIZING THE CITY MANAGER AND CITY CLERK TO
EXECUTE AGREEMENTS WITH EACH OF THE FOREGOING UPON THE
CONCLUSION OF SUCCESSFUL NEGOTIATIONS BY THE
ADMINISTRATION.
WHEREAS, on June 25, 2025, the Mayor and City Commission authorized the issuance
of Request for Qualifications (RFQ) No. 2025-423-DF (the "RFQ") for Public Information Outreach
("PIO") Services; and
WHEREAS, the RFQ was released on June 27, 2025; and
WHEREAS, a voluntary pre -proposal meeting was held on July 7, 2025; and
WHEREAS, on August 25, 2025, the City received eight (8) RFQ proposals from EXP
U.S. Services Inc., HML Public Outreach LLC, Infinite Source Communications Group, LLC,
Ingage Biz, Inc., Media Relations Group, LLC, Quest Corporation of America, Inc., Raftelis
Financial Consultants, Inc., and Sirena Media LLC; and
WHEREAS, on August 4, 2025, the City Manager, via Letter to Commission No. 324-
2025, appointed an Evaluation Committee comprised of Maria Came, Assistant Director, Office
of Capital Improvement Projects, Lauren Firtel, Neighborhood Affairs Manager, Office of
Marketing and Communications, Rodney Knowles, Assistant Director, Public Works Department,
Lindsey Precht, Assistant Director, Environment and Sustainability Department, and Otniel
Rodrigez, Assistant Director, Transportation and Mobility Department; and
WHEREAS, the Evaluation 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 and a copy of each proposal; and
WHEREAS, the Evaluation Committee was instructed to score and rank each proposal
pursuant to the evaluation criteria established in the RFQ; and
WHEREAS, the evaluation process resulted in the proposers being ranked by the
Evaluation Committee in the following order:
Vt HML Public Outreach LLC
1s' Infinite Source Communications Group, LLC
3rd Media Relations Group, LLC
41" Quest Corporation of America, Inc.
5" Ingage Biz, Inc
6� EXP U.S. Services Inc.
7" Raftelis Financial Consultants, Inc.
8' Sirens Media LLC; and
WHEREAS, after reviewing all of the submissions and the Evaluation Committee process,
the City Manager concurs with the Evaluation Committee and finds that HML Public Outreach
LLC, Infinite Source Communications Group, LLC, and Media Relations Group, LLC are the best
qualified firms to be included in the prequalified pool of consultants for future engagements
relating to public information outreach services; and
WHEREAS, these firms are current City vendors for PIC services and have performed to
the City's satisfaction; and
WHEREAS, these fines have also provided the same services for neighboring
municipalities and other public agencies; and
WHEREAS, accordingly, the City Manager recommends that the Mayor and City
Commission (1) authorize the Administration to enter into negotiations with the following three
firms for the provision of public information outreach services on an as -needed basis: HML Public
Outreach LLC and Infinite Source Communications Group, LLC, as the tied first ranked proposers,
and Media Relations Group, LLC as the third ranked proposer, and (ii) authorize the City Manager
and City Clerk to execute agreements with each of the foregoing upon the conclusion of
successful negotiations by the Administration.
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 pursuant to Request for
Qualifications (RFQ) 2025-423-DF for public information outreach services; authorize the
Administration to enter into negotiations with the following three firms for the provision of public
information outreach services on an as -needed basis: HML Public Outreach LLC and Infinite
Source Communications Group, LLC, as the tied first ranked proposers, and Media Relations
Group, LLC as the third ranked proposer; and further, authorize the City Manager and City Clerk
to execute agreements with each of the foregoing upon the conclusion of successful negotiations
by the Administration.
PASSED and ADOPTED this 11 day of 4pwmbe" 202,51.
Steven Meiner, Mayor
ATTEST
/ DEC 2 2 2025
Rafael E. Grana o, City Clerk +,:Prg4
..,, APPROVED AS TO
FORM & LANGUAGE
..iN,&FOR EXECUTION
City Aflorney Date
Procurement Requests - C2 A
MIAMI BEACH
COMMISSION MEMORANDUM
TO: Honorable Mayor and Members of the City Commission
FROM: Eric Carpenter, City Manager
DATE: December 17, 2025
TITLE: A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE CITY
MANAGER PURSUANT TO REQUEST FOR QUALIFICATIONS (RFQ) 2025-423-
DF FOR PUBLIC INFORMATION OUTREACH SERVICES; AUTHORIZING THE
ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH THE FOLLOWING
THREE FIRMS FOR THE PROVISION OF PUBLIC INFORMATION OUTREACH
SERVICES ON AN AS -NEEDED BASIS: HML PUBLIC OUTREACH LLC AND
INFINITE SOURCE COMMUNICATIONS GROUP, LLC, AS THE TIED FIRST
RANKED PROPOSERS, AND MEDIA RELATIONS GROUP, LLC AS THE THIRD
RANKED PROPOSER; AND FURTHER, AUTHORIZING THE CITY MANAGER
AND CITY CLERK TO EXECUTE AGREEMENTS WITH EACH OF THE
FOREGOING UPON THE CONCLUSION OF SUCCESSFUL NEGOTIATIONS BY
THE ADMINISTRATION. (MARKETING AND COMMUNICATIONS)
The City Administration ("Administration") recommends that the Mayor and City Commission
("City Commission") approve the Resolution.
This solicitation is under the Cone of Silence.
BACKGROUND/HISTORY
Since 2011, the City of Miami Beach ("City") has utilized the services of firms to provide public
information outreach (PIO) services to regularly communicate with the public regarding
Neighborhood Improvement Projects (NIPS) and other city efforts that involve the local
community, although not exclusively, pursuant to an open and competitive procurement process.
These firms, or proposers, work closely with city staff to develop and execute communication
efforts, including public relations (PR), content production, social media coordination, video
production, and email blasts for events, among others, for both active and future construction of
Capital Improvement Projects (CIP), Public Works Projects, Environmental & Sustainability
projects, Transportation initiatives, Parks, and other citywide efforts. The proposers may also
assist with communication for public works operations, special projects, citywide initiatives, and
public safety marketing campaigns.
On October 14, 2020, the Mayor and City Commission approved the award of contracts pursuant
to Request for Qualifications (RFO) 2020-118-WG for PIO services related to right-of-way and
facilities construction projects. The following four (4) firms were awarded contracts pursuant to
the RFQ: Infinite Source Communications Group, LLC; HML Public Outreach LLC; Media
Relations Group, LLC; and The Valerin Group, Inc. The contract had an initial term of three (3)
years, with an option to renew for two (2) additional one-year periods. The current contract is set
to expire on January 10, 2026, with no further renewals available. The estimated annual
expenditure for this contract is approximately $214,000.00 and may increase or decrease based
on workload and the City's budgeting process.
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In order to consider a replacement agreement, the Administration developed RFQ 2025423-DF
for public information outreach (PIO) services in order to ensure there is no gap in the delivery of
services.
ANALYSIS
On June 25, 2025, the Mayor and City Commission authorized the issuance of RFQ 2025-423-
DF for public information outreach (PIO) services. On June 27, 2025, the RFQ was issued. A
voluntary pre -proposal conference was held on July 7, 2025, to provide information to proposers
submitting a response. Three (3) addenda were issued, and 104 prospective bidders accessed
the advertised solicitation. RFQ responses were due and received on August 25, 2025. The City
received eight (8) proposals from:
EXP U.S. Services Inc.
HML Public Outreach LLC
Infinite Source Communications Group, LLC
Ingage Biz, Inc.
Media Relations Group, LLC
Quest Corporation of America, Inc.
Raftelis Financial Consultants, Inc.
Sirena Media LLC
On August 4, 2025, the City Manager appointed the Evaluation Committee ("Committee") via
Letter to Commission (LTC) # 324-2025. The Committee was comprised of Maria Came,
Assistant Director, Office of Capital Improvement Projects; Lauren Firtel, Neighborhood Affairs
Manager, Office of Marketing and Communications; Rodney Knowles, Assistant Director, Public
Works Department; Lindsey Precht, Assistant Director, Environment and Sustainability
Department; and Otniel Rodrigez, Assistant Director, Transportation and Mobility Department.
The Committee convened on September 12, 2025, to consider the proposals 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 and a copy of each proposal. 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 below and in
Attachment A.
1°' HML Public Outreach LLC
10 Infinite Source Communications Group, LLC
30 Media Relations Group, LLC
4" Quest Corporation of America, Inc.
5^ Ingage Biz, Inc
6v EXP U.S. Services Inc.
71° Raftelis Financial Consultants, Inc.
V Sirena Media LLC
The Evaluation Committee scoring resulted in both HML Public Outreach LLC and Infinite Source
Communications Group, LLC being ranked as the top proposers, tied as first.
The Committee highlighted that HML Public Outreach LLC ("HML") submitted a proposal that,
despite being a long-standing City incumbent vendor showed eagerness and contained innovative
solutions to benefit future City projects. Their experience was showcased by providing a targeted
proposal specific to the City's needs. The Committee also noted that HML's previous experience
with the City included noteworthy communication and responsiveness, as well as HML's intuitive
selection of team members who always met the appropriate bandwidth requirements for any given
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City project
Over the past 15 years, HML Public Outreach LLC has continued to grow and expand its depth
of resources by developing talented professionals who are dedicated to addressing the questions
and expectations of Miami Beach's vibrant and diverse community. Throughout its years of
service, HML has intentionally focused on South Florida projects, particularly in coastal
communities, allowing its team to become deeply entrenched in the neighborhoods it serves.
HML's local experience includes resilience, transportation and neighborhood improvements
projects such as the multi -phase West Avenue Neighborhood Improvements, Indian Creek Drive
Flooding Mitigation Project, and 41 Street Corridor Revitalization Project. HML has provided
services to the Florida Department of Transportation (FDOT), the Village of Key Biscayne, and
the City of Hollywood Community Redevelopment Agency (CRAP. All references provided
positive feedback. HML is also an incumbent vendor in the City's current RFQ 2020-118-WG for
PIO services and has received satisfactory evaluations from City staff.
Infinite Source Communications Group, LLC ("ISC") was also top -ranked. The Committee noted
that Infinite Source, also an incumbent vendor, submitted a proposal that did not rest on its laurels
by providing new strategies that could be applied to future outreach campaigns. The Committee
emphasized that the proposal did well to lay out its many tools available to the City for future City
projects. The Committee added that ISC's past experience, specifically with the City, showcases
its in-house capacity to understand the targeted audience and appropriate stakeholders to deliver
the City's messaging effectively. The Committee specifically mentioned Infinite Source's positive
outcome with regard to the City's reforestation efforts that help fortify rapport between the
Administration, residents, and elected officials.
Founded in 2009, ISC specializes in delivering adaptable, creative, and results -driven
communication strategies across both general and Hispanic markets. With over 20 years of
industry experience, ISC supports a diverse clientele including municipalities, agencies, and
private sector companies through high -quality branding, outreach, and public engagement
services. ISC is certified as a Small Business Enterprise (SBE) by Miami -Dade County. ISC has
provided services for the Florida Department of Transportation (FDOT), Miami -Dade County,
Univision Communications, Inc. All references provided positive feedback. ISC is also an
incumbent vendor in the City's current RFQ 2020-118-WG for PIO services and has received
satisfactory evaluations from City staff.
The Evaluation Committee also deemed Media Relations Group, LLC ("MRG") the third -ranked
proposer well qualified to provide PIO services. The Committee highlighted MRG's proposal,
which provided new and fresh ideas, despite being an incumbent vendor. The Committee noted
that MRG's previous experience with the City includes work that emphasized community outreach
that was early and often, and MRG's invaluable input in providing information regarding projects
happening in the surrounding areas beyond City limits, which keeps the Administration abreast of
significant changes to the community at large. In addition, the Committee spoke highly of MRG's
in-house capabilities, including an Emmy-awarded video production staff that produces impactful
campaigns for its clients.
Based in Miami, MRG specializes in multilingual media relations, grassroots consensus building,
and creative services tailored to transportation and infrastructure projects. MRG is known for its
hands-on approach, acting as an extension of its clients' teams to deliver strategic, cost-effective
public involvement campaigns. In 2023, the firm supported the citywide water meter upgrade
project which transferred over 60,000 customers to new Badger water meters. MRG also supports
community service initiatives and offers in-house graphic design, branding, and digital media
solutions. MRG is certified as a small business enterprise (SBE) by Miami -Dade County. Its clients
include the Florida Department of Transportation (FDOT), Miami -Dade County, and the Broward
Metropolitan Planning Organization (BMPO). All references provided positive feedback. MRG is
also an incumbent vendor in the City's current RFQ 2020-118-WG for PIO services and has
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received satisfactory evaluations from City staff.
FISCAL IMPACT STATEMENT
The budget for these services is allocated from projects that the City will require in the future, as
needed. All funds are contingent upon funding availability within the project and/or approval during
a future budget process. It is not anticipated that grant funding will be utilized for this project.
Does this Ordinance require a Business Impact Estimate?
(FOR ORDINANCES ONLY)
If applicable, the Business Impact Estimate (BIE) was published on:
See BIE at: https://www.miamibeachfl.gov/city-hall/city-clerkimeeting-notices/
FINANCIAL INFORMATION
N/A
CONCLUSION
Based on the foregoing, it is recommended that the Mayor and City Commission approve the
Resolution authorizing the Administration to establish a pool of pre -qualified consultants for
specific tasks relating to public information outreach (PIO) services; authorizing the Administration
to enter into negotiations with HML Public Outreach LLC, Infinite Source Communications Group,
LLC, and Media Relations Group, LLC, as the top -ranked proposers. The Resolution also
authorizes the City Manager and City Clerk to execute the agreements upon the conclusion of
successful negotiations by the Administration.
Applicable Area
Citywide
Is this a "Residents Riaht to Know" item. Is this item related to a G.O. Bond
pursuant to City Code Section 2-17? Project?
im
No
Was this Agenda Item initially requested by a lobbyist which, as defined in Code Sec. 2-481,
includes a principal engaged in lobbying? No
If so, specify the name of lobbyist(s) and principal(s):
Department
Procurement
Soonsorls)
65 of 345E
Co-soonsor(s)
Condewied Title
Award RFQ 2025-423-DF, Public Information Outreach Services. MC/PR
Previous Action (For City Clerk Use Only)
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