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Home My WebLink About2005-25991 Reso RESOLUTION NO. 2005-25991 A RESOLUTION RATIFYING THE CITY MANAGER'S RANKING OF PROPOSALS RECEIVED, PURSUANT TO REQUEST FOR PROPOSALS (RFP) NO. 28-04/05, FOR THE DESIGN, INSTALLATION, ON-GOING SERVICING AND MAINTENANCE OF A CITYWIDE HOLIDAY DECORATIONS PROGRAM; RATIFYING THE ADMINISTRATION'S NEGOTIATIONS WITH THE TOP-RANKED FIRM OF CHRISTMAS DESIGNERS, INC.; AND AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AN AGREEMENT WITH CHRISTMAS DESIGNERS, INC. UPON COMPLETION OF SUCCESSFUL NEGOTIATIONS BY THE ADMINISTRATION; FURTHER AUTHORIZING AND APPROPRIATING $150,000 FROM THE FISCAL YEAR 2004 - 2005 RESORT TAX CONTINGENCY, FOR A PROJECT COST NOT TO EXCEED $300,000. WHEREAS, RFP No. 28-04/05 for the design, installation, on-going servicing and maintenance of a Citywide holiday decorations program was issued on June 24, 2005, with an opening date of July 25, 2005; and WHEREAS, Bidnet issued bid notices to five (5) prospective bidders, and the Procurement Division issued an additional five (5) bid notices which resulted in the receipt of the following three (3) proposals; and WHEREAS, The City Manager via Letter to Commission (LTC) No. 200-2005, appointed an Evaluation Committee ("the Committee") consisting of the following individuals: . Zoila Datorre, Miami Beach Resident . Elizabeth Resnick, Resident and Chair of the City's Beautification Committee . Helene Owen, Resident and member of the City's Beautification Committee . Steven Haas, Chair of the Miami Beach Visitor and Convention Authority (Business/tourism) . Ada L1erandi, Resident and Chair of the Cultural Arts Council . Marvin Sarria, Street Lighting Operations Supervisor, Public Works Dept. . Dale Bryant, Landscape Architect, Parks & Recreation Department . Nannette Rodriguez, Public Information Officer, City Manager's Office; and WHEREAS, the Committee members met on August 12, 2005 and they were provided 20-minute presentations, followed by a 20-minute question and answer session from the following three firms: . Brandano Displays, Inc. . Christmas Designers, Inc. . Initial Tropical Plants; and WHEREAS, at the conclusion of deliberations, the majority (7 of 8) of the Evaluation Committee members ranked Christmas Designer's proposal as the top-ranked proposal and the Committee unanimously agreed that the City would begin to see a significant improvement in the Holiday Decorations Program from previous years with a suggested annual budget of $500,000 rather than the current funding of $150,000; and WHEREAS, the City Manager has reviewed the Evaluation Committee's recommendation, and recommends that the Mayor and City Commission accept the Committee's recommendation, relative to the ranking of firms pursuant to RFQ No. 10- 04/05; and WHEREAS, the City Manager further recommends appropriating an additional $150,000 from the City's 2004-05 Resort Tax Contingency; and WHEREAS, at its July 27, 2005 meeting, the City Commission adopted a Resolution granting the City Manager, or his designee, the authorization to sign all contracts, agreements, purchase orders, change orders, and grant applications; renew any existing contracts, for an appropriate period of time; terminate existing contracts, as needed, from the last Commission meeting on July 27, 2005, until the first regularly scheduled Commission meeting on September 8, 2005, subject to ratification by the City Commission at its first regularly scheduled meeting on September 8, 2005; and WHEREAS, because the holiday decorations must be in place by November 23, 2005 and based on the required lead time necessary for the design and manufacturing of the holiday decorations, at this time of year, time is of the essence; and WHEREAS, the City of Miami Beach upon completion of successful negotiations will enter into an agreement with Christmas Designers for the design, installation, on-going servicing and maintenance of a citywide holiday decorations program. The holiday decorations program will be provided from mid-November through early January with actual dates to be determined by the City annually. The annual maintenance will include replacement of lamps, and the removal, and storage of the holiday decorations during a three (3) year lease period. At the end of the three (3) year lease period, the holiday decorations will become property of the City of Miami Beach; and NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND THE CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City Commission hereby ratify the City Manager's rankings of proposals received pursuant to Request For Proposals (RFP) No. 28-04/05, for the design, installation, on-going servicing and maintenance of Citywide holiday decorations program; ratify the Administration's negotiations with the top-ranked firm of Christmas Designers, Inc., upon completion of successful negotiations by the Administration; and f"urt~ra thorize and appropriate $150,000 from the City's Fiscal Year 2004 - 2005 Resort Jax ontingency, for a project cost not to exceed $300,000. i/ ! , / PASSED and ADOPTED this 8th MAYOR David Dermer APPROVED AS TO FORM & LANGUAGE & FO CUTlON :~:JJr~~ "CITY CLERK 'Robert Parcher T:\AGENDA\2005\Sep0805\Regular\HOLlDA YDECORA TIONSReso.doc j-2:-18 Date CITY OF MIAMI BEACH COMMISSION ITEM SUMMARY m Condensed Title: A Resolution Ratifying the City Manager's Ranking of Proposals Received for the Design, Installation, On- Going Servicing and Maintenance of a Citywide Holiday Decorations Program; Ratifying the Administration's Negotiations with the Top-Ranked Firm of Christmas Designers, Inc.; and Further Authorizing the Mayor and City Clerk to Execute an Agreement with Christmas Designers, Inc. Upon Completion of Successful NeQotiations by the Administration. Issue: I Shall the City Commission adopt the resolution? Item Summary/Recommendation: At its July 27, 2005 meeting, the City Commission adopted a Resolution granting the City Manager, or his designee, the authorization to sign all contracts, agreements, purchase orders, change orders, and grant applications; renew any existing contracts, for an appropriate period of time; terminate existing contracts, as needed, from the last Commission meeting on July 27,2005, until the first regularly scheduled Commission meeting on September 8,2005, subject to ratification by the City Commission at its first regularly scheduled meeting on September 8, 2005. Because the holiday decorations must be in place by November 23, 2005 and based on the required lead time necessary for the design and manufacturing of the holiday decorations, at this time of year, time is of the essence. The City Manager via Letter to Commission (LTC) No. 200-2005, appointed an Evaluation Committee ("the Committee"). The Committee members were provided 20-minute presentations, followed by a 20-minute question and answer session from the three firms. At the conclusion of deliberations, the majority (7 of 8) of the Evaluation Committee members ranked Christmas Designer's proposal as the top-ranked proposal and the Committee unanimously agreed that the City would begin to see a significant improvement in the Holiday Decorations Program from previous years with a suggested annual budget of $500,000 rather than the current funding of $150,000. In order for the City to conduct successful negotiations with Christmas Designers, Inc. in a timely fashion, the Administration proposes to use the members of the City Beautification Committee to review and approve the holiday lights concept, as time will not allow another presentation to the City Commission at a scheduled meeting. The City of Miami Beach's Beautification Committee will convene and discuss and approve the various design concepts. This meeting will be publicly noticed and the Evaluation Committee members and the City Commission will be invited to attend to view the concepts being presented and to give input prior to final direction being given to contractor. Christmas Designers, Inc. has advised the City that due to the time needed to build custom designs they can assure the City a high quality program of up to $300,000 this year with the ability to add to it next year should the City decide to. Accordingly the City Manager is recommending an amount of up to $300,000 be allocated to the first year of the holiday decorations program. ADOPT THE RESOLUTION. Advisory Board Recommendation: I Financial Information: Finance Dept. 011.9307.000355. F.Y. 04/05 Resort Tax Contin enc Source of Funds: $300,000 City Clerk's Office Legislative Tracking: I Gus Lopez Si n-efts: GL KS J T:\AGENDA\2005\Sep0805\Regular\HOLlDA YDECORA TIONSSummary.dot AGENDA ITEM ~ 7 L DATE ?-!'-O S- CITY OF MIAMI BEACH CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139 www.miamibeachfl.gov m To: From: Subject: COMMISSION MEMORANDUM Mayor David Dermer and Members of the City Commission Date: September 8, 2005 JorgeM.Gonzalez ~ ~,/./J ( CIty Manager ~,/ L ~ '- A RESOLUTION RATIFYING THE ~I · MANAGER'S RANKING OF PROPOSALS RECEIVED, PURSUANT TO REQUEST FOR PROPOSALS (RFP) NO. 28-04/05, FOR THE DESIGN, INSTALLATION, ON-GOING SERVICING AND MAINTENANCE OF A CITYWIDE HOLIDAY DECORATIONS PROGRAM; RATIFYING THE ADMINISTRATION'S NEGOTIATIONS WITH THE TOP-RANKED FIRM OF CHRISTMAS DESIGNERS, INC.; AND AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AN AGREEMENT WITH CHRISTMAS DESIGNERS, INC. UPON COMPLETION OF SUCCESSFUL NEGOTIATIONS BY THE ADMINISTRATION; FURTHER AUTHORIZING AND APPROPRIATING $150,000 FROM THE CITY'S 2004 - 2005 RESORT TAX CONTINGENCY FOR A PROJECT COST NOT TO EXCEED $300,000. ADMINISTRATION RECOMMENDATION Adopt the Resolution. FUNDING $300,000 $150,000 is included in the FY 2005/06 Proposed Budget Account Number 011.9307.000355 and $150,000 from the City's 2004-05 Resort Tax Contingency. ANAL YSIS At its July 27, 2005 meeting, the City Commission adopted a Resolution granting the City Manager, or his designee, the authorization to sign all contracts, agreements, purchase orders, change orders, and grant applications; renew any existing contracts, for an appropriate period of time; terminate existing contracts, as needed, from the last Commission meeting on July 27, 2005, until the first regularly scheduled Commission meeting on September 8, 2005, subject to ratification by the City Commission at its first regularly scheduled meeting on September 8, 2005. Because the holiday decorations must be in place by November 23, 2005 and based on the required lead time necessary for the design and manufacturing of the holiday decorations, at this time of year, time is of the essence. Commission Memorandum Request for Proposals No. 28-04/05 Page 2 ANALYSIS (Continued) In order for the City to conduct successful negotiations with Christmas Designers, Inc. in a timely fashion, the Administration proposes to use the members of the City Beautification Committee to review and approve the holiday lights concept, as time will not allow another presentation to the City Commission at a scheduled meeting. The City of Miami Beach's Beautification Committee will convene and discuss and approve the various design concepts. This meeting will be publicly noticed and the Evaluation Committee members and the City Commission will be invited to attend to view the concepts being presented and to give input prior to final direction being given to contractor. The City of Miami Beach upon completion of successful negotiations will enter into an agreement with Christmas Designers for the design, installation, on-going servicing and maintenance of a citywide holiday decorations program. The holiday decorations program will be provided from mid-November through early January with actual dates to be determined by the City annually. The annual maintenance will include replacement of lamps, and the removal, and storage of the holiday decorations during a three (3) year lease period. At the end of the three (3) year lease period, the holiday decorations will become property of the City of Miami Beach. The City's existing contract to provide holiday lighting installation and service will expire on November 23, 2005. The contract will address holiday decorations at appropriate locations throughout the City. The new contract may result in light displays in different areas that have been historically served in order to improve the overall quality of the display. The current budget allocated for this contract is $150,000 annually. In the last two (2) years, the City has experienced difficulty in some corridors with power supply from the County controlled light poles that have limited the holiday lighting effort. In addition, concerns have been raised by the community as to the overall program quality. The expiration of the current holiday decorations contract provides an opportunity to explore the current program as well as to expand the program. The expanded scope of service will provide staff with flexibility in the contract for site selection, program growth, cost negotiation and maintenance/inspection issues. The overall program will address the goal of installing holiday decorations and lighting displays which are unique to the City of Miami Beach. All lighting installations will be sensitive to and recognize the religious diversity of our community. ADVERTIZED SCOPE OF SERVICES GENERAL The work specified will consist of furnishing all labor, machinery, tools, means of transportation, supplies, equipment, materials, services and all incidentals necessary to provide complete holiday decorations as specified herein. It is the goal of the City to establish a holiday decorations program that will encompass the following objectives: Commission Memorandum Request for Proposals No. 28-04/05 Page 3 ANALYSIS (Continued) * Evaluate potential sites identified by the City that when decorated would have substantial impact on a large number of our residents, tourists and day visitors. These areas could include but not be limited to the following sites: * Major entry points to the City (5th Street, 41 st Street, 71 st Street). * Feature sites - North Shore Park Youth Center, Scott Rakow Youth Center and City Hall. * Sites that were decorated in past years including Alton Road at 5th Street, 5th Street between Alton Road and Ocean Drive, Ocean Drive from 5th Street to 15th Street, Washin~ton Avenue from 5th Street to Lincoln Road, Lincoln Road Mall, Collins Avenue from 39 Street to 58th Street, Collins Avenue from 61 st Street to 76th Street, Normandy Fountain Area-71st Street, and 41st Street. * Planning consideration should also be given for additional lighting at each site or at additional sites in future years. * Based on the site evaluations design/develop individual non-sectarian holiday decorations concepts for the sites selected. Concepts represented scenarios based on annual citywide budgets of $200,000, $500,000, $700,000 and $1 million. * Plan should include and address all electrical power needed to service the decorations. A twenty four (24) hour dedicated contact with an expected maintenance response time will be required. * Contractor will be responsible for the installation, inspection and on-going servicing of all decoration during the season (Mid-November - early January with actual dates to be determined by the City annually), annual maintenance (including replacement of lamps), removal, and storage of the holiday decorations during a three (3) year lease period. At the end of the three (3) year lease period, the holiday decorations will become property of the City of Miami Beach. * Contractor has inspected the City's current holiday lighting inventory and has determined these holiday decorations as unserviceable. After the initial year the contractor will inspect and repair all usable City owned fixtures, decorations, materials, etc. before the City begins ordering/purchasing additional holiday decorations for the following year. Commission Memorandum Request for Proposals No. 28-04/05 Page 4 ANALYSIS (Continued) MINIMUM REQUIREMENTS I QUALIFICATIONS: Christmas Designers, Inc. has been in business for over 25 years, which meets the required minimum of three (3) years experience in the design, installation and maintenance of holiday decorations and have submitted a minimum of four separate completed projects, of $50,000.00 or more for a similar Scope of Work as required. The Contractor is a State of Florida Certified Electrical Contractor and therefore will be able to obtain any/all required permits from the City of Miami Beach Building /Electrical Department, for the completion of this Project. References have been secured by the Procurement Division and this Firm comes highly recommended. They submitted the following references: * City of Weston ** * City of Coral Gables ** * Gaylord Palms ** * Westin Diplomat Resort ** * Maroone Auto Plaza ** * Town of Palm Beach * City of Lighthouse Point * LaSalle Properties ** Denotes projects over $50,000. On June 8, 2005, the City Commission authorized the issuance of a Request for Proposals (RFP) to solicit proposals from professional firms with the capacity and experience to provide the design, installation, on-going servicing and maintenance of a Citywide Holiday Decorations Program. RFP No. 28-04/05 was issued on June 24, 2005, with an opening date of July 25, 2005. Bidnet issued bid notices to five (5) prospective bidders, and the Procurement Division issued an additional five (5) bid notices which resulted in the receipt of the following three (3) proposals. . Brandano Displays, Inc . Christmas Designers, Inc. . Initial Tropical Plants, Inc. The City Manager via Letter to Commission (LTC) No. 200-2005, appointed an Evaluation Committee (lithe Committee") consisting of the following individuals: . Zoila Datorre, Miami Beach Resident . Elizabeth Resnick, Resident and Chair of the City's Beautification Committee . Helene Owen, Resident and member of the City's Beautification Committee . Steven Haas, Chair of the Miami Beach Visitor and Convention Authority (Business/tourism) Commission Memorandum Request for Proposals No. 28-04/05 Page 5 ANALYSIS (Continued) . Ada L1erandi, Resident and Chair of the Cultural Arts Council . Marvin Sarria, Street Lighting Operations Supervisor, Public Works Dept. . Dale Bryant, Landscape Architect, Parks & Recreation Department . Nannette Rodriguez, Public Information Officer, City Manager's Office On August 12, 2005, the Committee convened. Committee Member Steven Haas was selected as the Chairperson for the Committee. The Committee was provided information relative to the scope of services, and direction relative to the Cone of Silence and Government in the Sunshine Law. Additionally, the Committee reviewed references secured by the Procurement staff, and discussed the RFP evaluation criteria and weighted score, which was used to evaluate and rank the proposals. The Committee members were then provided 20-minute presentations, followed by a 20- minute question and answer session by each of the three firms. After the firms' presentations, the Committee members discussed the firms proposals based on the evaluation criteria below and then ranked the firms accordingly: Evaluation Criteria/Factors: Weiaht Creativity/quality of design concepts and proposed decorations: Best value of decorations to the City: Ability, capacity and skill of the bidder to provide the services: Character, integrity, reputation, judgment, experience and efficiency of the bidder: Past experience and proven quality of performance on previous contracts for similar services: 40% 20% 20% 10% Total: 10% 100 % Committee Brandano Christmas Initial Members Displays Designers Tropical Plants Zoila Datorre 75 (2) 100 1 35 (3) Elizabeth Resnick 72 (2) 96 1 3 (3) Helene Owen 45 (2) 90 1 40 (3) Steven Haas 83 (2) 88 1 44 (3) Ada L1erandi 89 (1) 87 2) 50 (3) Marvin Sarria * 100(2)* 100(1)* 70 (3) Dale Bryant 89 (2) 96 (1) 31 (3) Nannette Rodriguez 80 (2) 95 (1) 79 (3) * This Committee Member scored the two Firms the same however he went on record to state that Christmas Designers, Inc. was his top-ranked Firm based on the originality of their proposed designs, their ability, capacity and skill of the Firm to provide the required services and their ability to provide a design that will complement with the architecture of the City of Miami Beach. Commission Memorandum Request for Proposals No. 28-04/05 Page 6 ANALYSIS (Continued) Christmas Designers Inc. was deemed to have the best proposal based on their excellent creativity and quality of design concepts created by their award winning designer, John Cantenese who has been employed by the Firm for over 6 years, and that their proposed decorations would provide the best value initially and over the term of the contract. They indicated to the Committee that they have a clear understanding of the uniqueness of the City and that when all proposed locations within the City are decorated they would have substantial impact on a large number of the City's residents, tourists and day visitors. The Evaluation Committee unanimously agreed that based on the four (4) different budgets that the City would begin to see a significant improvement in the Holiday Decorations Program from previous years with an annual budget of $500,000. Based on discussions with Christma.s Designers, Inc. they have indicated that they could provide a Holiday Decorations Program for $300,000 by November 23, 2005 based on the available time frame and that they could provide the budgeted program negotiated for the following years. The following action steps will be taken to implement this program: . Administration has initiated negotiations with Christmas Designers, Inc. to develop a preliminary scope of services to include potential site locations, concepts for these locations and a basic budget for each concept by location. . A publicly noticed meeting of the Beautification Committee will be convened to present the preliminary scope of services, concepts and budgets. Input and approval will be solicited from the Beautification Committee and the members of the Evaluation Committee and City Commission, who will also be invited to attend, prior to a final scope of services being approved. . The Administration will finalize the agreement with the contractor to begin the work for the 2005 holiday season. . A Letter to Commission will be sent advising the Commission of the final scope of services and a time line for implementation. CONCLUSION Adopt the resolution. T:\AGENDA\2005\Sep0805\RegulanHOLlDAYDECORATIONSMEMO.dot