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HomeMy WebLinkAbout2005-25803 Reso RESOLUTION NO. 2005-25803 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, REJECTING ALL PROPOSALS RECEIVED PURSUANT TO REQUEST FOR PROPOSALS (RFP) NO. 66-02/03 REGARDING A CORPORATE SPONSORSHIP PROGRAM. WHEREAS, in April 2004, the City received proposals from a variety of consultants proposing to assist the City of Miami Beach with the development and implementation of a Corporate Sponsorship Program pursuant to Request for Proposals (RFP) No. 66-02/03;and WHEREAS, the Corporate Sponsorship Program was intended to broadly market the City of Miami Beach and to attract revenues to the City of Miami Beach by allowing corporate sponsoring entities to identify with the City; and WHEREAS, as the City has held the original Corporate Sponsorship proposals for nearly a one year period of time, the proposals are out of date and there is also a need for the City to reassess how to approach and structure this potential service contract; and WHEREAS, the rejection of all proposals received pursuant to the RFP was discussed at the January 27, 2005 Finance and Citywide Projects Committee (the "Committee") meeting; and WHEREAS, the Committee expressed an interest in continuing to discuss how the City might approach a Corporate Sponsorship Program at a future time; and WHEREAS, the Committee voted to recommend to the City Commission that all proposals received pursuant to RFP No. 66-02/03 for a Corporate Sponsorship Program be rejected. 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 herein reject all proposals received pursuant to Request for Proposals (RFP) No. 66-02/03 regarding a Corpor Sponsorship Program. ATTEST: ~te~ ,2005 PASSED AND ADOPTED THIS APPROVED AS TO FORM & LANGUAGE T:\AGENDA\2005\Feb0205\Consent\SponsorshipRFP.Reso.doc & FOR EXECUTION CITY OF MIAMI B~ACH COMMISSION ItEM SUMMARY m Condensed Title: A Resolution rejecting RFP #66-02/03 regarding a Corporate Sponsorship Program and a Resolution authorizing an RFP for vending machine services at City Facilities. Issue: Shall the Commission approve the Corporate Sponsorship RFP rejection and authorize issuance of an RFP for vending machine services at City facilities? Item Summary/Recommendation: In April 2004, the City received proposals from a variety of consultants proposing to assist the City of Miami Beach with development and implementation of a Corporate Sponsorship Program in RFP #66- 02/03. One of the contract assets that were intended to be included in the Corporate Sponsorship RFP Program was an existing contract for soda and snack vending at different City owned facilities. In light of the passage of time and need to reassess the City's service needs, the Administration is recommending to the Mayor and City Commission that those proposals be rejected. As there is not going to be a replacement contract for the current month to month vending and snack machine contract in the immediate future by virtue of a new comprehensive Corporate Sponsorship Agreement, it is recommended that the City Commission authorize a new RFP for the vending contract so that it can be brought up to date while the City determines how to address a broader Corporate Sponsorship Program. The proposed RFP Scope of Services and Evaluation Criteria are attached. These items were discussed at the January 27, 2005 Finance and Citywide Projects Committee meeting. The Committee voted to recommend to the full Commission that RFP #66-02/03 regarding a Corporate Sponsorship Program be rejected and to authorize the issuance of an RFP for a vending machine contract for City facilities. Advisory Board Recommendation: I Financial Information: Source of Funds: D Finance Dept. Ci Clerk's Office Le islative Trackin Robert C. Middaugh F :lcmgrl$ALL IBOB\sponsorshipvendingRFPsum.doc C7F ;l.-il,-oS- CITY OF MIAMI BEACH CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139 www.miamibeachfl.gov COMMISSION MEMORANDUM From: Mayor David Dermer and Members of the City Commission Jorge M. Gonzalez ).. ~~ City Manager . 0 REJECTION OF ORPORA TE SPONSORSHIP RFP'S RECEIVED APRIL 2004 AND AUTHORIZATION TO ISSUE VENDING MACHINE RFP. Date: February 2, 2005 To: Subject: 1) A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, REJECTING RFP #66-02/03 REGARDING A CORPORATE SPONSORSHIP PROGRAM. 2) A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, AUTHORIZING AN RFP FOR VENDING MACHINE SERVICES AT CITY FACILITIES. ADMINISTRATION RECOMMENDATION Approve the Resolutions. ANALYSIS In April 2004, the City received proposals from a variety of consultants proposing to assist the City of Miami Beach with development and implementation of a Corporate Sponsorship Program in RFP #66-02/03. The Corporate Sponsorship Program was intended to broadly market the City of Miami Beach and to attract revenues to the City of Miami Beach by allowing corporate sponsoring entities to identify with the City. The intention of the RFP process was that rather than to approach sponsor agreements on a piece meal basis, the City would develop a comprehensive program that embraced all of the assets which the City had available to market or offer to potential sponsors. One of the contract assets that were intended to be included in the Corporate Sponsorship RFP Program was an existing contract for soda and snack vending at different City owned facilities. As the City did the preparatory work for the Corporate Sponsorship RFP, a decision was made to place the existing and expiring vending and snack machine contract on a month to month basis with the expectation that it would be replaced by a broader Corporate Sponsorship Program. This action of the City occurred in late 2002 and the vending and snack machine contract has operated on a month to month basis since that point in time. As the City has held the original Corporate Sponsorship RFP's for nearly a one year period of time, the proposals are out of date. With the final resolution of a bid protest filed in the RFP process, there is also a need for the City to reassess how to approach and structure this potential service contract. In light of the passage of time and need to reassess the City's service needs, the Administration is recommending to the Mayor and City Commission that those proposals be rejected. The Administration will be further recommending that given the knowledge gained as part of the Corporate Sponsorship RFP process, the City Commission undertake a policy discussion on if and how the City should proceed with this particular activity. This discussion can be organized at some future point at the Commission's convenience. As there is not going to be a replacement contract for the current month to month vending and snack machine contract in the immediate future by virtue of a new comprehensive Corporate Sponsorship Agreement, it is recommended that the City Commission authorize a new RFP for the vending contract so that it can be brought up to date while the City determines how to address a broader Corporate Sponsorship Program. The proposed RFP Scope of Services and Evaluation Criteria are attached. The vending machine RFP is very similar to the last RFP used by the City when this program was last bid and reflects a current list of City facilities in which machines are located. This particular agreement provides for two streams of revenues to the City from a successful vendor. There is a contract minimum guarantee which at the present time is $1,917.00 per month that is applied against the commission paid to the City for all sales. The commission per vended item varies. The revenue in the last fiscal year to the City of Miami Beach through this contract was $21,566.00. These items were discussed at the January 27, 2005 Finance and Citywide Projects Committee meeting. The Committee expressed an interest in continuing to discuss how the City might approach a Corporate Sponsorship Program at a future time and agreed that a new RFP for vending machines be issued. The Committee asked that a specific clause on termination for convenience be added to the vending machine RFP in light of a possible Corporate Sponsorship Program in the future. The clause has been added to the RFP terms. The Committee voted to recommend to the full Commission that RFP #66- 02/03 regarding a Corporate Sponsorship Program be rejected and to authorize the issuance of an RFP for a vending machine contract for City facilities. The two actions which will be requested of the City Commission are: 1. Rejection of previously received Corporate Sponsorship RFP's and referral of a future discussion on a Sponsorship Program to the Finance & Citywide Projects Committee. 2. Authorization to issue an RFP for a vending and snack machine agreement. JMG\RCM\sam F:\cmgrl$ALLIBOB\SponsorshipVendingRFPcomm.doc Attachments