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Home My WebLink AboutJ-6 Resolution: Jazz in the Gardens 2008City of ~Vliami ~ard~ens 1515-200 NW 167~' Street Miami Gardens, Florida 33169 Aaenda Cover Pa~e Date: 6-27-07 Mayor Shirley Gibson Vice Mayor Oscar Braynon II Councilman Melvin L. Bratton Councilman Aaron Campbell Jr. Councilwoman Sharon Pritchett Councilwoman Barbara Watson Councilman Andre Williams Fiscal Impact: No ^ Yes X Public hearing ^ Quasi-Judicial ^ (If yes, explain in Staff Summary) Ordinance ^ Resolution X Funding Source: General Fund - Community Outreach Div 1 st Reading o 2nd Reading ^ Contract/P.O. Requirement: Yes ^ No^ Advertising requirement: Yes ^ No ^ Sponsor Name/Department: City Manager, Danny O. Crew RFP/RFQ/Bid # Title A Resolution of the City Council of the City of Miami Gardens, authorizing the City manager, in consultation with the Mayor, to select an entity or entities and to negotiate and expedite agreement(s) for the production of Jazz in the Gardens 2008, subject to the review and approval of the City Attorney; authorizing the expenditure of funds for the event; providing for exceptions/waivers to bid and quotation procedures where necessary; providing for the adoption of representations; providing an effective date. Staff Summarv The City conducted its second annual Jazz in the Gardens event on March 25~' & 26~', 2007 at Dolphins Stadium. This featured local and national contemporary, blues, jazz and R 8~ B acts, with a festival environment from 3:OOpm to midnight. There were approximately 9,500 attendees over the two-day period, a significant increase from the 2,500 attendees during the first year. The venue, booths, entertainment and decor were well received by the community, although we have identified a number of areas that can be enhanced. We have started planning for next year's event and are negotiating with the Dolphins Stadium to have the event during the last few week-ends in March, 2008. It is our intent to start the planning process much earlier and to build the sponsorship, attendance, ticket sales, premium sales and profile of the event. The City has developed a tentative budget to serve as a blueprint for producing and staging this year's event (Exhibit 1). We have been researching organizations that would be able to produce this event for the City, in the three critical areas of: 1. Sponsorship acquisition; 2. Marketing & Public relations; and 3. Talent Acquisition, Production & on-site coordination. We would work with them to ensure that they capture the vision, theme and image we want to convey. We are negotiating with vendors with experience in participating in similar Jazz-styled theme to what we are seeking. We anticipate the negotiation process will be completed shortly, after which we would start the sponsorship process immediately. J-6) CONSENT AGENDA RESOLUTION JAZZ IN THE GARDENS 2008 Under our proposal the contractors would be responsible for coordinating all the necessary services (stage, light, sound, printing, etc.) on the City's behalf at a fixed fee, plus a percentage of any sponsorship funding they obtain. Expenses would be pre-approved and paid by the City. In addition, we anticipate that performing artists, advertising, marketing and expenditures in several areas will exceed the Manager's authority as proscribed under the Purchasing Code. If we are required to bring each of these matters back to the Council for approval, we would have difficulty negotiating the various agreements for these services in a timely manner. As such we request authorization to allow the City Manager to exceed his purchasing authority, as it relates to the expenditures for the 2008 Jazz Festival. Recommendation Because of the unique nature of these services, we recommend authorization for the City Manager to negotiate contracts for: Sponsorship acquisition; Marketing & Public relations; and Talent Acquisition, Production & on-site coordination for the 2008 Jazz in the Gardens festival; waiver of bid requirements and approval of the total expenditures as proposed in the tentative budget. (This is similar to what was done last year, with monthly reporting of activities that would exceed my authority). Attachment RESOLUTION No. 2007- A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA, AUTHORIZING THE CITY MANAGER, IN CONSULTATION WITH THE MAYOR, TO SELECT AN ENTITY OR ENTITIES AND TO NEGOTIATE AND EXECUTE AGREEMENT(S) FOR THE PRODUCTION OF JAZZ IN THE GARDENS 2008, SUBJECT TO THE REVIEW AND APPROVAL OF THE CITY ATTORNEY; AUTHORIZING THE EXPENDITURE OF FUNDS FOR THE EVENT; PROVIDING FOR EXCEPTIONSM/AIVERS TO BID AND QUOTATION PROCEDURES WHERE NECESSARY; PROVIDING FOR THE ADOPTION OF REPRESENTATIONS; PROVIDING AN EFFECTIVE DATE. 1 WHEREAS, last year, the City of Miami Gardens hosted its second Jazz in the 2 Gardens ("Event"), and 3 WHEREAS, Jazz in the Gardens proved to be a successful regional event that 4 attracted both local residents and residents of the Tri-County area, and 5 WHEREAS, in anticipation of next year's Event, and in an effort to improve upon 6 last year's Event, City staff has researched using the services of a producer to handle 7 the detailed aspects of putting on the Event in 2008, and 8 WHEREAS, City staff is in the process of negotiation with vendors to provide the 9 requisite services, for this purpose, and 10 WHEREAS, in light of the fact that Jazz in the Gardens is the City's signature 11 Event, it is important that the City select a producer that has handled these types of 12 events before, and that the City is able to give input as to the type of event, artist 13 selection and other matters, and 14 WHEREAS, in light of the uniqueness of the Event, City staff believes that it 15 would not be prudent for the selection of the Event producer to be subject to competitive 16 bidding procedures of the City's Purchasing Ordinance, so City staff is requesting that 17 the City Council waive the competitive bidding requirements and authorize the City 18 Manager, in consultation with the Mayor, to select an entity and to negotiate and 19 contract with such entity for the production of the Event, and 20 WHEREAS, the City will endeavor to support the local vendors and talents 21 whenever possible and will encourage the selected producer to do the same, and 22 WHEREAS, perForming artists and entertainers, as well as artistic services, are 23 exempt from the bidding/quotation requirement of the City's Purchasing Ordinance, and 24 WHEREAS, in the event the City is able to secure "top shelf' artists to perform at 25 the event, the City Manager may be required to exceed his purchasing authority, without 26 having the necessary time to bring matters back to the City Council for approval, and 27 WHEREAS, it is being requested that the City Council authorize the City 28 Manager to exceed his purchasing authority, outlined in the City's Purchasing 29 Ordinance, without having to come back to the City Council for approval, 30 NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY 31 OF MIAMI GARDENS, FLORIDA, AS FOLLOWS: 32 Section 1. ADOPTION OF REPRESENTATIONS: The foregoing Whereas 33 paragraphs are hereby ratified and confirmed as being true, and the same are hereby 34 made a specific part of this Resolution. 35 Section 2. AUTHORITY: The City Council of the City of Miami Gardens, finds 36 that the competitive bidding procedures of the City's Purchasing Code should be 37 waived, under the circumstances and within the parameters described herein, in light of 38 the services to be provided, and hereby authorizes the City Manager, in consultation 39 with the Mayor, to select an entity and to negotiate and execute a contract(s) with such 40 entity or entities, as may be necessary and appropriate, for the production of Jazz in the 41 Gardens 2008, with the proviso that any such agreement be reviewed and approved by 42 the City Attorney. 43 Section 3. WAIVER: The City Council of the City of Miami Gardens hereby 44 waives the bidding procedures of the City's Purchasing Ordinance, for purchases made 45 in connection with the Event, and authorizes the City Manager to exceed his purchasing 46 authority, as may be necessary therefor. 47 Section 4. EFFECTIVE DATE: This Resolution shall take effect immediately 48 upon its final passage. 49 PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF MIAMI 50 GARDENS AT ITS REGULAR MEETING HELD ON JULY 11, 2007. 51 52 53 54 55 56 57 58 59 60 61 62 63 64 65 66 67 68 69 70 71 72 73 74 SHIRLEY GIBSON, MAYOR ATTEST: RONETTA TAYLOR, CMC, CITY CLERK Prepared by JAMES C. BRADY, ESQ. Assistant City Attorney SPONSORED BY: DR. DANNY O. CREW, CITY MANAGER MOVED BY: VOTE: Mayor Shirley Gibson (Yes) (No) Vice Mayor Oscar Braynon, II (Yes) (No) 75 Councilman Melvin L. Bratton (Yes) (No) 76 Councilman Aaron Campbell (Yes) (No) 77 Councilman Andre Williams (Yes) (No) 78 Councilwoman Sharon Pritchett (Yes) (No) 79 Councilwoman Barbara Watson (Yes) (No) 80 81 JCB/teh 261816_1.DOC $2 Jazz in the Gardens - 2008 Budget Prepared 6-28-08; Printed 7/5/2007; Page Festival Staffing Concertz fee included in contract proposal Producer fee included in contract proposal Producer/Production Manager fee included in contract proposal Associate Producer Vendor Coordinator Food Vendor Coordinator Stage Manager Asst Stage Manager Runner/Prod. Asst. Artist Liaison/Transportation Artist Liaison Usher Director Dressing Rooms Coordinator/Runner $ 12,000.00 Talent Artists & Performers $ 230,000.00 Hosts/M/C's $ 5,000.00 Rider Dinner Bu outs $ 5,000.00 Hotels $ 20,000.00 Local Ground $ 15,000.00 $ 275,000.00 Venue Trailers $ 8,500.00 Decor $ 20,000.00 Insurance $ 3,500.00 Misc Supplies $ 5,000.00 $ 37,000.00 Production ~ Labor Stage $ 20,000.00 Lights $ 20,000.00 Sound $ 20,000.00 Technicians $ 9,000.00 Video/Camera Crew $ 20,000.00 Grandstand $ 18,000.00 Event Sinage (scrims, fascades, archways) $ 15,000.00 Signage Buildout $ 5,000.00 Backline Equipment Rental $ 15,000.00 Stagehands & Loaders/Spotlight Operators $ 15,000.00 Catering (Production Tues-Mon) $ 5,000.00 Misc. Production expenses $ 10,000.00 $ 172,000.00 F~~~ b1- ~ Jazz in the Gardens - 2008 Budget Prepared 6-28-08; Printed 7/5/2007; Page Stadium Operations Labor Housekeepin : Event & Post event Facilities: S stems En ineer, Set-up; Breakdown Concier e, AN En ineer; Guest Relations Ticket Office Staff Misc Total Labor $ 20,000.00 Equipment Port-O-Lets 8,000 Tent Rental / Generators & Chairs 50,000 Eqmt Rental boom, lifts, towers 5,000 Fencin Com ound Fencin 9,000 Misc. Rental 5,000 Total Equipment $ 77,000.00 Contracted Services CSC Event Staff 12,000 Overni ht Securit 5,000 Police 11,000 Miami Dade Fire Rescue 3,000 Parkin Attendants 3,000 Plumbin Services 5,000 Other 3,000 $ 42,000.00 Production Fee $ 75,000.00 Total Operating Expenses $ 710,000.00 Marketing & Public Relations Media bu s& roduction 90,000.00 Street Team 4,000.00 Printin 15,000.00 Creative 7,000.00 Website/banners/e-card 4,500.00 Billboard 30,000.00 Misc. Production 5,000.00 PR wires 3,500.00 Consultant Fees 29,000.00 $ 188,000.00 Total Festival Expenses $ 898,000.00 Jazz in the Gardens - 2008 Budget Prepared 6-28-08; Printed 7/5/2007; Page 3 REVENUES Stadium $ 100,000.00 Sponsorships (net of 15% commission) $ 250,000.00 Cultural Affairs Grants $ 10,000.00 Saturday Ticket Sales $ 175,000.00 Sunday Ticket Sales $ 150,000.00 Vendor Sales $ 10,000.00 Food & Beverage $ 10,000.00 Merchandise & Others $ 5,000.00 Total Revenues $ 710,000.00 COMG Contribution $ 188,000.00 Expenditures By Category Talent $ 275,000.00 Production $ 296,000.00 Stadium Operations $ 139,000.00 Marketin & Media $ 188,000.00 Total Expenses $ 898,000.00 Resolution No 2006-99-445-i RESOLUTIQN Na 2006-99-445-1 A RESOLUTi~N OT TI-~E CITY C4UNCIL Or TH~ CITY OF M1AMI GARD~NS, FLORIDA, AUTHORIZING TNC C'ITY MANAGCR, IN CONSULTATION WTTH TH~ MAYOR, T~ SCLECT AN ~NTCTY AND TO NEGOTIATE AND ~X~CiITE AN AGRCGMENT FOR THE PRODUCTION OI' JAZZ 1'N THE GARDENS 1007, SUBJCCT Tn TH~ It~VIEW AND APPROVAL OF TH~ CITY ATTORNEY, AI1TH02IZTNG TH~ EXI'ENDITUI2E OF FUNDS FOR TH~ ~VCNT; PROVIDING FOR CXCCPTTONS/WAIV~RS TO I3ID AND QUO'IATION PROCCDURES WHERE N~C~SSARY; PROVIDING FOR "CH~ ADOPTION Oi' REPRESENTATIONS; PROVIDING AN GFFCCTIVC DATE. WHEREAS, this year, the City of Miami Gardens hosted its first ever Jazz in the Gardens ("Event"), and, WHEREAS, Jazz in the Gardens praved to be a successful regional event that attracted both I~cal residents and residents of the Tri-County area, and WHEREAS, in anticipation ~f next year's Event, and in and effort t~ improve upon last year's Event, City staff has researched using the services of a producer t~ handle the detailed aspects of putting on the Event in 2Q07, and WHEREAS, City staff is in the pracess of negotiat'son with vendors to provide the requisite services, far this purpose, and WHEREAS, in (ight of the fact that ,lazz in fhe Gardens is the City's signature Event, it is important that the City select a prod ucer that has handled these types of events before, and that the City is able to give input as to tlie type of event, a~tist selection and other matters, WHEREAS, in light of the uniqueness of the Event, City staff believes that it would not be prudent for the selection of the Event produ cer to be subject to competitive bidding procedures ~# the City's Purchasing OrdinanGe, so City staff is requesting that the City C~uncil waive the competitive bidding requirements and permit the City Manager, in Pa~e 1 Resolution tVo 2006-99-445-7 consultation with the Mayor to select an entity and to negotiate and contract with and entity for the production of the Event, and Whereas, the City will endeavor to support the local vendor and talents whenever possible and wili encourage the selected producer ta do the same, and WHEREAS, performing artists and entertainers as well as artistic services, are exempt fram the bidding/quotation requirement of the City's Purchasing nrdinance, and WHEREAS, in #he event the City is able to secure "top shelf' artists t~ perform at the event, the City Manager may be required to exceed his purchasing authority, without having the necessary time to bring matters back to the t~ity Councif for approval, and WHEREAS, i# is being requested that the ~ity ~ouncil aufhorize the City Manager t~ exceed his purchasing authority outlined in the City's Purchasing Ordinance, without having to come back to the City Council for approval, and NOW, THEREF'4RE, BE IT RESOLVED BY THE C(TY COUNCfL OF THE CITY OF MIAM! GARDENS, FLORIDA, as follows: Sectian 1. ADOPTION OF REPRESENTATIONS: The fareg~ing Whereas paragraphs are hereby ratified and confirmed as being true, and the same are hereby made a specific part of this Resolution. Sectian 2 AUTHORITY. The City Council finds that the competitive bidding procedures of the City's Purchasing Code should be waived in light af the services ta be provided, and hereby authorize the City Manager, in cons~altati~n with the May~r, ta select a contractor and to negatiate and execute an Agreement for the production of Jazz in fhe Gardens 2007, with the proviso that any such agreement be reviewed and appr~ved by the City Attorney. Fa~e 2 Resolution Na 200G-9~-445-1 Section 3. WAIVER: The City Councii hereby waives the bidding procedures of the City's Purchasing Ordinance, for purchases rnade in reference to the Event, and a~athorizes the City Manager tp exceed his purchasing authority, as may be necessary Section 4. EFFECTIVE DATE: This Resolutian shall take effect immediately upon its final passage.. PASSED AND ADOPTED BY THE CITY GOUNCIL QF THE CiTY OF MkAMI GAROENS AT ITS REGULAR MEETING HELD ON/~EPTE j R 13, 2Q06. %• ~~ ;-~ ' L~~ ~ ~ ~ SH ~ j~E GIB ' ON, MAYOR ATTEST: ~ ~.;,.,n~'~ ;cs~~r'~~..-, RONETTA TAYL ,~ C, CITY CLERK Prepared by SON.lA KNIGHTON DICKENS, ESQ.. City Attorney SPONSORED BY: MAYOR SHIRLEY GIBSON MOVED BY: Vice Mayor Braynon SECONDED BY: Cauncilwaman Pritchett VOTE: 7-0 Mayar Shirley Gibson x __ __{Yes) , _(N~) Vice Mayor Oscar Braynon, II x ,(Yes} _(N~) Cauncilman Melvin L. Bratton x__ ,_(Yes} ~(No) Councilman Aaron ~ampbell _ J _(Yes} ~(No) GounGilman Ulysses Harvard x~ _(Yes) ~(No) Caunciiwoman Sharon Pritchett x __ ,_._(Yes) ~(No) Councilwoman Barbara Wats~n x ~(Yes) ~(No) SKDiyt iauzio ~ n~i: Pa~e ~