2008-26835 Reso Inc.RESOLUTION NO. 2008-26835
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 PROPOSALS (RFP) N0.03-07/08,
FOR THE USE OF THE CARL FISHER CLUBHOUSE FOR CULTURAL
PROGRAMMING FOR THE RESIDENTS OF THE CITY OF MIAMI BEACH; AND
AUTHORIZING THE ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH
THE TOP-RANKED PROPOSER, SOBE MUSIC INSTITUTE.
WHEREAS, on October 17, 2007, the Mayor and City Commission approved the
issuance of Request for Proposals (RFP) No. 03-07/08 for the Use of the Carl Fisher Club
House for Cultural Programming for the Residents of the City of Miami Beach (the "RFP");
and
WHEREAS, RFP No. 03-07-08 was issued on April 08, 2008, with an opening date
of May 13, 2008; and
WHEREAS, public notices were sent as an outreach process to various local
cultural organizations and grantees, as well as posted on Bid Net and RFP Depot, which
notified prospective bidders nationwide; this resulted in the receipt of the following three (3)
proposals:
1. The Theatre Institute;
2. EdgeRep;
3. SoBe Music Institute; and
WHEREAS, the City Manager via Letter to Commission (LTC) No. 136-2008,
appointed an Evaluation Committee (the Committee")which convened on May 22, 2008, to
evaluate; score, and rank the proposals; and
WHEREAS, the Committee unanimously agreed to recommend SoBe Music
Institute as the top-ranked proposer; and
WHEREAS, the City Manager has reviewed and concurs with the Evaluation
Committee's recommendation.
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 of Miami Beach, Florida, hereby accept the recommendation of the City
Manager pursuant to Request for Proposals (RFP) No. 03-07/08, for the Use of the Carl
Fisher Clubhouse for Cultural Programming for the Residents of the City of Miami Beach,
and authorize the Administration to enter into negotiations with the top-ranked proposer,
SoBe Music Institute.
PASSED and ADOPTED this
AT EST:
CITY CLERK
Robert Parcher
T:WGENDA\2008\June 25\Consent\RFP 03-07-08 -Carl Fisher Clubhouse - Resolution.doc
25th day of June ~~ 20~g.
' / i 'MAYOR
Matti Herrera Bower
APPROVED AS TO
FORM & LANGUAGE
e~ F_OR EXECUTION
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COMMISSION ITEM SUMMARY
Condensed Title:
A Resolution Accepting The Recommendation Of The City Manager; Pursuant To Request For
Proposals (RFP) No. 03-07/08, For The Use Of The Carl Fisher Clubhouse For Cultural
Programming For The Residents Of The City Of Miami Beach; And Authorizing The Administration
To Enter Into Ne otiations With The To -Ranked Pro oser SoBe Music Institute.
Ke Intended Outcome Su orted:
Increase Community Rating of Cultural Activities.
Su ortin Data Surve s, Environmental Scan, etc.
Based on the 2007 Customer Survey, 62% of residents surveyed rated the amount of cultural activities
as about the right amount. 57%of businesses and 65% of community organizations also felt that there
were about the right amount of cultural activities.
Issue:
Shall the City Commission adopt the Resolution?
item Summary/K@COmmengaLlon:
On October 17, 2007, the Mayor and City Commission approved the issuance of Request for
Proposals (RFP) No. 03-07/08 for the Use of the Carl Fisher Club House for Cultural Programming for
the Residents of the City of Miami Beach (the "RFP").
Shortly after the recommendation to issue the RFP was made, it was determined that certain repairs
would be necessary before the space could formally be offered for use for new programming for an
extended period. These repairs included the installation of ADA restrooms and other accessibility
requirements. In order to ensure that these repairs were compatible with future plans for the complex;
on March 2008, the renovations were coordinated through CIP for compatibility with the previously
submitted design plans for the larger construction project to renovate and redesign the complex.
These ADA accessibility repairs had already been proposed to be incorporated in the future
renovations and are designed to permit the maximum use of the space. CIP has begun the repairs
and it is now anticipated that the ADA restrooms and accessibility requirements will be completed by
September 2008.
The City contemplates entering into a lease agreement with the successful Proposer, for a two (2)
year term, with three (3) one (1) year renewal terms, to be exercised at the City's sole discretion.
On April 08, 2008, the RFP was issued with an opening date of May 13, 2008. Apre-proposal
meeting to provide information to prospective proposing firms was held on April 29, 2008. Public
Notices were sent as an outreach process to various local cultural organizations and grantees as well
as posted on Bid Net, and RFP Depot, which notified prospective bidders nationwide which resulted in
the receipt of three (3) proposals.
The City Manager via Letter to Commission (LTC) No. 136-2008, appointed an Evaluation
Committee ("the Committee") that convened on May 22, 2008.
The Committee, after having reviewed the scoring and the number of votes received by each
Proposer, unanimously agreed on a motion made by Committee Chair Paul Woehrle and seconded by
Vice Chair Terry Blechman to recommend SoBe Music Institute as the top-ranked Proposer.
ACCEPT THE CITY MANAGER'S RECOMMENDATION
Advisory Board Recommendation:
Financial Information:
Source of Amount Account
Funds: 1 n/a
Cit Clerk's Office Le islative Trackin
Gus Lopez extension 6641
D artment it o Assistan City anager ity Manager
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AGENDA ITEM G (y~- q
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m MIAMIBEACH
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov
COMMISSION MEMORANDUM
To: Mayor Matti Herrera Bower and Members of the City Commission
FROM: Jorge M. Gonzalez, City Manager
DATE: June 25, 2008
SUBIECT: 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 PROPOSALS
(RFP) NO. 03-07/08, FOR THE USE OF THE CARL FISHER CLUBHOUSE
FOR CULTURAL PROGRAMMING FOR THE RESIDENTS OF THE CITY
OF MIAMI BEACH; AND AUTHORIZING THE ADMINISTRATION TO
ENTER INTO NEGOTIATIONS WITH THE TOP-RANKED PROPOSER
SOBE MUSIC INSTITUTE.
ADMINISTRATION RECOMMENDATION
Adopt the resolution.
ANALYSIS
On September 14, 2007, the City of Miami Beach (the "City") agreed to grant use of the
Clubhouse to SoBe Music Institute ("SMI") for the sole purpose of conducting a music
education program and an administrative office for an initial expiration date of June,
2008 which has been extended through August, 2008.
On October 17, 2007, the Mayor and City Commission approved the issuance of
Request for Proposals (RFP) No. 03-07/08 for the use of the Carl Fisher Clubhouse for
Cultural Programming for the Residents of the City of Miami Beach. The purpose of the
RFP was to identify an organization to provide cultural programming at this location for
Miami Beach residents for a space that is being underutilized, and until such time as the
more extensive planned renovations for the entire complex are completed.
Shortly after the recommendation to issue the RFP was made, it was determined that
certain repairs would be necessary before the space could formally be offered for use for
new programming for an extended period. These repairs included the installation of
ADA restrooms and other accessibility requirements. In order to ensure that these
repairs were compatible with future plans for the complex, on March 2008, the
renovations were coordinated through CIP for compatibility with the previously submitted
design plans for the larger construction project to renovate and redesign the complex.
These ADA accessibility repairs had already been proposed to be incorporated in the
future renovations and are designed to permit the maximum use of the space. CIP has
begun the repairs and it is now anticipated that the ADA restrooms and accessibility
requirements will be completed by September 2008.
The City contemplates entering into a lease agreement with the successful Proposer, for
a two (2) year term, with three (3) one (1) year renewal terms, to be exercised at the
City's sole discretion. Originally, the term was set for one (1) year with a one (1) year
Commission Memorandum -RFP-03-07/08,
June 25, 2008
Page 2 of 4
renewal, however, based on the project timelines for the Capital project and the past
contributions of the Proposer to the education of the community, it was determined that
and extended term could be supported without hindering the City's future planning. Upon
initiation of construction for the Capital project, the lease will terminate with the City
holding no obligation to provide an alternative site for relocation of the program.
RFP PROCESS
On April 08, 2008, the RFP was issued with an opening date of May 13, 2008. A pre-
proposal meeting to provide information to prospective proposing firms was held on April
29, 2008. Public Notices were sent as an outreach process to various local cultural
organizations and grantees as well as posted on Bid Net, and RFP Depot, which notified
prospective bidders nationwide which resulted in the receipt of the following three (3)
proposals:
1. The Theatre Institute;
2. EdgeRep; and
3. SoBe Music Institute ("SMI").
On May 12, 2008, the City Manager, via a Letter to Commission (LTC) No. 136-2008,
appointed the. Evaluation Committee (the "Committee"), consisting of the following
individuals:
• Gary Farmer, Cultural Affairs Program Manager, Tourism and Cultural
Development;
• Julio Magrisso, Assistant Director, Parks & Recreation Department;
• Maria Ruiz, Community Services Division Director, Neighborhood Services
Department;
• Paul Woehrle, Senior Director of Development for the New World Symphony and
CANDO (Cultural Arts Neighborhood District Overlay) Committee Member;
• Lynn Bernstein, Community Residents Coordinator, Neighborhood Services
Department; and
• Terry Blechman, Miami Beach Resident and Graduate of Citizen Academy, and
Miami Beach Commission for Women.
EVALUATION PROCESS
On May 22, 2008, the Evaluation Committee (the "Committee") convened and discussed
the qualifications and credentials of the three (3) organizations, reviewing in detail the
following criteria for this RFP:
1. Organization's Experience and Qualifications of the Firm 20 points
2. Past Performance Evaluation Surveys 10 points
3. Quality of Proposed Program (Methodology and Approach) 35 points
Including recruitment efforts for Miami Beach resident participants.
4. Interview of Key Personnel -review of resumes 15 points
5. Description of Fee Structure and Cost Proposal, if any, 20 points
to participants
Commission Memorandum - RFP-03-07/08,
June 25, 2008
Page 3 of 4
The Committee discussed each proposal, sharing their individual perceptions of the
three (3) proposing organizations, and proceeded to score and rank the proposers as
follows:
Gary Julio Lynn Paul Terry Ranking:
Or anization: Farmer Ma risso Maria Ruiz Bernstein Woehrle Blechman
EDGEREP 47.5 3 72 2 15 3 55 2 63 3 0
THE
THEATRE
INSTITUTE 65 2 60 3 55 2 50 3 65 2 0
SOBE MUSIC
INSTITUTE 85 1 88 1 70 1 98 1 93 1 100 1 1
The Committee, after having reviewed the scoring and the number of votes received by
each Proposer, unanimously agreed on a motion made by Committee Chair Paul
Woehrle and seconded by Vice Chair Terry Blechman to recommend SMI as the top-
ranked Proposer.
SMI'S PROPOSAL
SMI is a program of Mystery Parks Arts Company, Inc. a 501(c) (3) non profit
organization formed in 1989 to promote cultural diversity and arts education under the
direction of Executive Artistic Director Carson Kievman. SMI was developed with a
mission to promote literacy and excellence in music and related artistic disciplines. SMI
has been in operation since 2006. The faculty is comprised of 32 professional musicians
with expertise in orchestra, chamber, opera, choral, music-theater, and solo
performance, as well as international, rock and pop, jazz and electronic music, plus
composition and music theory, from leading conservatories and performance ensembles
across the US, Europe, Latin America, and Asia.
SMI has established an 18-member local Advisory Board which includes representation
from major performing arts organizations such as the New World Symphony, the Miami
City Ballet, the Concert Assoc. of Florida, and the Arsht Center, and 5 Board of
Directors. Furthermore, it has facilitated the creation of a 12-member Parent Advisory
Committee to strengthen the development of youth and event programming as well as
discussions and assessments of students' evaluations and customer service issues.
SMI's methodology and approach brings forth a combination of arts education,
interdisciplinary artistic perspective and accessibility to a broad spectrum of students.
SMI offers the following programs: Music for Youth which is an after school program
and summer program offered to children ages 6-11 years old and teenagers ages 12-18
years old. Each class is structured to include both instrumental instruction and musical
theory and vocal lessons. After-Work Music or Group Lessons, is designed to serve the
needs of adults, as well as teens and children alike who seek instruction at times not
available in the standard after school program. Private lessons are also offered meeting
specific needs of individual students.
SMI offers youth program scholarships to low income level students. In 2007, of
approximately 50 students attending during the fall program, 26% were on partial
scholarships and 23% were on full scholarships. For the winter program, 14% of
students were on partial scholarships and 31 % were on full scholarships. It is projected
that in 2008 to 2009, 20% of students will be on partial scholarships and 30% will be on
full scholarships.
Commission Memorandum -RFP-03-07/08,
June 25, 2008
Page 4 of 4
SMI proposes to continue its program of weekly music events on Friday evenings, open
to the public and completely free of charge. SMI also intends to develop new areas of
arts programming, such as film, literature, dance, and other arts, in close collaboration
with other organizations.
SMI's operating budget for 2007 was $177k; SMI's operating budget and revenue for
2008-2009 is based from tuition fees at approximately 27%; corporate support, private/
individual support and foundation support at approximately 33%; and government grants
at approximately 40%; for an approximate total of $317k.
FINANCIAL TERMS
Currently, the space is shared between SMI and the JCS Senior Meals program. The
Senior Meals program will return to the South Shore Community Center prior to this
lease agreement becoming effective. The base rent of one (1) dollar per year shall be
paid by the Proposer. However, the Operating Costs for the Carl Fisher Clubhouse are
to be the sole responsibility of the Proposer and paid as Common Area Maintenance
(CAM) fees. While SMI has proposed a flat $500 monthly payment, these fees shall be
determined by the City based on actual cost analysis, and may be subject to CPI or
prorata share increases in any renewal term exercised.
POINTS FOR NEGOTIATIONS
The Administration further recommends that the Proposer include the following:
• Level 2 background checks for all staff as required by the City (Section 435.04 of
Florida Statute mandates that Level 2 background security investigations be
conducted on employees, defined as individuals required by law to be
fingerprinted pursuant to Chapter 435);
• Consumer surveys to be distributed, as well as reviewed and provided to the
City;
• Performance measures should be identified and tracked;
• The outreach methods/locations/partners used should be documented and
should favor Miami Beach residents; and
• Operating costs for the Carl Fisher Clubhouse to be paid by Proposer as
Common Area Maintenance fees. These fees shall be determined by the City
and may be subject to CPI in any renewal term exercised.
CONCLUSION
The Administration recommends approval of the attached Resolution accepting the
recommendation of the City Manager pursuant to Request for Proposals (RFP) No. 03-
07/08, For the Use of the Carl Fisher Clubhouse for Cultural Programming for the
Residents of the City of Miami Beach; and authorizing the Administration to enter into
negotiations with the top-ranked Proposer, SoBe Music Institute.
T:\AGENDA\2008Uune 25\Consent\RFP 03-07-08 - For The Use of The Carl Fisher Clubhouse - MEMO.doc