159-1999 LTC
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CITY OF MIAMI BEACH
CITY' HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139
htlp:\\ci.miami-beach.f1.us
L.T.C. No. 159- 1999
LETTER TO COMMISSION
July 21, 1999
TO: The Honorable Mayor Neisen O. Kasdin
and Members of the Ci Commission
FROM: Sergio Rodriguez
City Manager
SUBJECT: AN OVERVIEW OF THE 1999 CITYWIDE HOLIDAY DECORATIONS
PROGRAM AND PLAN FOR ITS IMPLEMENTATION BASED ON
AVAILABLE RESOURCES.
.The following is an overview of the 1999 Citywide Holiday Decorations Plan being developed by the
Administration. In order to fully comprehend the proposed program, it is first important to understand
a brief history of this matter.
HISTORY
For several years prior to the 95/96 holiday season, the City's Parks Department provided limited
holiday decorations in specific areas of Miami Beach. These areas included the more traveled
thoroughfares such as 17th Street and Convention Center Drive, the fountain areas on the various
residential islands and City Hall. The decorations were owned, maintained and installed by the Parks
Department. The decorations were removed and stored in the Parks Division yard. Each year, the
inventory was considerably reduced due to wear and tear, until it was near total depletion.
The Parks and Recreation Department included a request in its 96/97 budget submittal seeking $80,000
to procure the contractual services necessary to provide, install, remove and maintain holiday
decorations throughout the City. This allocation would have been the first step in implementing a long
term plan (2-3 years) that would begin to comprehensively address the requests of the merchants,
hotels, and other businesses, as well as those of the residential community for a quality holiday
decorations program in Miami Beach. This budget request was not approved, The Parks Department
installed the old decorations remaining in their inventory throughout the city and purchased $2,000 of
lights and other decorations.
During the 97/98 budget process, the Parks and Recreation Department requested funding in the
amount of $120,000 for a Citywide Holiday Decorations Program, however this request was not
approved. Following the passage of the budget, in mid November of 1997, the City Commission
requested the Administration to fund the holiday decorations. $51,936 was expended from funds
identified by the Budget Department to procure the services of a private contractor to provide, install
and remove lights, unlit pole decorations and tree wraps (lights, ribbons, garland etc.). The Eden Roc
and Fontainebleu Hotels also contributed $2,337.50 each for additional lighting in the Collins medians
in front of their properties, and the Lincoln Road organization contributed $2,143 for added lighting
for the trees on the Road. The grand total for the 1997 Citywide Holiday Decorations program was
$58,754. It should be noted that the cost was for a one time rental for the 1997 season only.
The $58,754 was expended as follows:
*
Ocean Drive/ Lummus Park Light Pole Wraps
(White lights, garland and red velvet bows)
180 Pole Unit Decorations / Citywide
Collins Avenue Palm Tree Wraps
(White lights w/garland and gold bow)
Lincoln Road Lights
$ 3,295
*
*
18,000
25,316
*
12.143
$ 58,754
In 1998/99, the Parks and Recreation Department also submitted a request for funding in the amount
of$120,000 to initiate a Citywide Holiday Decorations Program, $55,000 were allocated in the overall
budget under the Citywide Projects fund that were not expended, This now means that we have
$55,000 to cover this year's costs.
1999 HOLIDAY DECORA nONS IMPLEMENT A nON PLAN
One key element for the installation of holiday decorations is advanced planning. The majority of
municipalities that install seasonal decorations generally have their plan approved and ready for
implementation by mid-October. The City's budget preparation time line seriously impedes this
advanced planning process because there is less than eight (8) weeks after the budget approval in
September to bid, award and install the decorations. Additionally, due to the fact the City orders very
late in the season, the higher quality decorations have already been committed to other clients and any
potential discount for early ordering is lost. Since the $55,000 for decorations for the 1998 season was
not expended, the Administration will utilize this funding for the 1999 season. The $55,000 will permit
the City to procure the services of an outside contractor to provide and install these select decorations.
The City, through its bidding process, will seek to obtain the best price possible for these services and
will evaluate the option of either obtaining said services on a single year rental/install/remove basis
or a multi-year lease, if it is deemed to the City's advantage.
In anticipation of the 1999 holiday season, Administrative staff have met with representatives from the
North Beach, Lincoln Road, Ocean Drive and 41 st Street to gain their comments and input. The
purpose of the meetings was to arrive at a consensus for a decoration theme that could be implemented
citywide. During the meetings, it was requested by the Administration that each of the area
organizations make a matching contribution to fund an expanded program, but none responded
positively to this request. However, a consensus was reached that a simple white light snowflake
skyline (40') to cross the traffic lanes, palm/tree white light wraps and a white light pole decoration
were acceptable.
ADMINISTRATION'S RECOMMENDATION
Based on the current budget allocation of $55,000, the Administration offers the following
recommendation for the 1999 Holiday Decorations Program.
Equally Distribute Available Funds in Five Major Areas
Procure the services of a contractor to provide, install, remove and maintain a lighting program for
each of the following areas, allocating the amounts indicated to accomplish the task:
. North Beach Business District (Collins 71st to 78th)
. Normandy Isle Business District (Fountain and 71st)
. Collins Avenue (41st to 58th! Pending FDOT approval)
. Lincoln Road (Collins to Alton)
. South Beach (5th St., Washington Avenue, Ocean Drive)
. City Departments costs
(estimated cost of electrical related expenses)
$10,000
10,000
10,000
10,000
10,000
5.000
Total: $55,000
The Parks and Recreation Department will pursue a funding request from the VCA (Visitor and
Convention Authority) and, if awarded, will be added to the areas listed above to expand the programs.
It is important to keep in mind that the Holiday Decorations Program presented in 1997 for $58,750
consisted of a combination of lighted and unlit decorations that had minimal impact. The allocation
~of$IO,OOO per area will have lesser impact. Therefore, it is the Administration's recommendation that
each area select a focal point(s) to highlight for the $10,000. An example would be the new fountain
located at 71st Street. The fountain and palms could be decorated with white lights to provide a very
festive holiday feature.
Each point will need to be evaluated for power access and permitting requirements (ie. Collins Avenue
has no permanent power source therefore City forces or an outside contractor would need to install
temporary electrical service and the work would require approval from the Florida Department of
Transportation).
The Parks and Recreation, Property Management and Public Works Departments will work very
closely to complete the evaluation and permitting process. The cost of labor, materials and supplies
necessary to install temporary power sources will also come from the per area allocation.
Following your review of this information, it would be greatly appreciated if you please forward your
comments to this office within the next week. Absent any comments, we will proceed with its
implementation.
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