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2011-065-1458 - Contract with AEG Live SE, LLC City of Miami Gardens Agenda Cover Memo Council Meeting Date: April 13, 2011 Item Type: (Enter X in box) Resolution Ordinance Other X Fiscal Impact: (Enter X in box) Yes No Ordinance Reading: (Enter X in box) 1st Reading 2nd Reading X Public Hearing: (Enter X in box) Yes No Yes No Funding Source: General FundEvents & Media Advertising Requirement: (Enter X in box) Yes No X Contract/P.O. Required: (Enter X in box) Yes No RFP/RFQ/Bid #: RFP#1011011 – Jazz in the Gardens Venture X Strategic Plan Related (Enter X in box) Yes No Strategic Plan Priority Area: Enhance Organizational Bus. & Economic Dev Public Safety Quality of Education Qual. of Life & City Image Communication Strategic Plan Obj./Strategy: (list the specific objective/strategy this item will address) Sponsor Name Dr. Danny O. Crew, City Manager Department: City Manager’s Office Short Title: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA AUTHORIZING THE CITY MANAGER AND CITY ATTORNEY TO NEGOTIATE AND EXECUTE A CONTRACT WITH AEG LIVE SE, LLC, TO PROVIDE SERVICES RELATED TO THE CITY’S ANNUAL JAZZ IN THE GARDENS EVENT; PROVIDING FOR THE ADOPTION OF REPRESENTATIONS; PROVIDING AN EFFECTIVE DATE. Staff Summary: Background The City of Miami Gardens has engaged the services of Concertz Event Management and Saunders Entertainment Group over the past five years to produce the annual Jazz in the Gardens music festival on behalf of the City. Over the past few years the City has expressed a desire to expand and explore new opportunities with respect to the production of the event. In fact, the City has been approached with a few unsolicited proposals for the production and/or ownership of the Jazz in the Gardens Brand, all of which were ultimately, non viable partnerships. On July 28, 2010, Council instructed staff to issue a formal bid solicitation for the production of Jazz in the Gardens. ITEM K-5) CONSENT AGENDA RESOLUTION Contract with AEG Live SE, LLC 1515 NW 167 Street, Building 5 Suite 200 Miami Gardens, Florida 33169 Current Situation Per council direction, staff prepared specifications to solicit for a qualified firm to collaborate with the City to produce the Jazz in the Gardens event. A broadcast notice was sent on December 3, 2010 to 116 vendors. Eleven proposal packages were requested. The proposals were opened on January 21, 2011. One proposal was received and publicity read. The proposal was received from AEG Live SE, LLC, located in West Palm Beach, FL. A copy of the proposal document and submittal is available at the Assistant to the Mayor and Council’s office for review. A committee meeting was held to discuss the evaluation process. The Committee discussed questions for the references submitted by the company, an oral presentation date and items the firm should address in their presentation. References were all very favorable. The oral presentation was held on March 1, 2011. The Committee was impressed by AEG Live’s presentation and upon conclusion; the committee met and agreed to recommend award to AEG Live SE, LLC, to produce the Jazz in the Gardens events. AEG Events Similar in Size or Scope of Jazz in the Gardens: • SunFest, West Palm Beach, FL • New Orleans Jazz & Heritage Festival, New Orleans, LA • Jacksonville Jazz Festival, Jacksonville, FL • DeLuna Fest, Pensacola, FL Benefits to this Deal: • Taking advantage of economies of scale when it comes to procuring production equipment and services (i.e. sound and lighting, instrumental rentals, etc.); • AEG Live produces numerous events across the country they have the ability to navigate desired artists to Jazz in the Gardens as part of tours versus having an artist assembly their band just to play our event (which costs the city more money); • Commitment to retaining subcontractors with historical knowledge of the Jazz in the Gardens music festival; • Ability to tap into national sponsors by way of AEG Lives’ corporate sponsorship division. Proposed Action: That City Council approve the attached resolution authorizing the City Manager and City Attorney to negotiate and execute a contract with AEG Live SE, LLC to provide services related to the Jazz in the Gardens events in accordance with the budgeted amount. Attachment: None.