HomeMy WebLinkAbout2017-119-3224 - Jazz in the Gardens Contract RFQ 16-17-025 - signed Contract 18605 NW 27 Avenue
Miami Gardens, Florida 33056
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City of Miami Gardens
Agenda Cover Memo
Council Meeting Date:
July 12, 2017 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 Fund –
Events & Media
Advertising Requirement:
(Enter X in box)
Yes No
X
Contract/P.O. Required:
(Enter X in box)
Yes No RFP/RFQ/Bid #: RFQ Number 16-17-025
Jazz in the Gardens Management
Services X
Sponsor Name:
Cameron Benson,
City Manager
Department:
Events & Media
Short Title:
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA,
ACCEPTING THE RANKING OF THE SELECTION COMMITTEE FOR RFQ# 16-17-025, JAZZ IN
THE GARDENS MANAGEMENT SERVICES, AND AUTHORIZING THE CITY MANAGER TO
PROCEED WITH NEGOTIATIONS WITH THE FIRST RANKED FIRM, AND IF NEGOTIATIONS
FAIL TO NEGOTIATE WITH THE SECOND RANKED FIRM, AND SO ON UNTIL THE CITY
MANAGER SUCCESSFULLY NEGOTIATES AND EXECUTES A CONTRACT WITH THE
SUCCESSFUL BIDDER; PROVIDING FOR INSTRUCTIONS TO THE CITY CLERK; PROVIDING
FOR THE ADOPTION OF REPRESENTATIONS; PROVIDING FOR AN EFFECTIVE DATE.
Staff Summary:
BACKGROUND
The City of Miami Gardens has engaged the services of AEG Live SE, LLC, 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 opportunities with respect to the production of the
event. On January 18, 2017, City staff issued a formal bid solicitation for the production of Jazz in the
Gardens Management Services to retain a firm to collaborate with the City to host the Jazz in the
Gardens music festival (“Event’’). It is the City’s intention to select a provider that will grow the Event,
while giving the City a return on its investment.
18605 NW 27 Avenue
Miami Gardens, Florida 33056
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CURRENT SITUATION
The Office of Procurement Management (OPM) applied the City of Miami Gardens Business and
Resident Economic Growth Plan (CMG-BREP) preference to this project. A National Limousine Service,
Inc. d/b/a New Day Productions; AEG Live SE, LLC; Bravo Entertainment, LLC d/b/a Knitting Factory
Presents, LLC; Favor International and The Forum Group; and Red Eye Entertainment, Inc. are compliant
to the City of Miami Gardens Business Resident Economic Growth Plan (CMG-BREP) (Exhibit 1).
On January 18, 2017, staff prepared specifications for Request for Qualifications (RFQ) Number 16-17-
025, Jazz in the Gardens Management Services to select a firm to collaborate with the City to produce
the Jazz in the Gardens event. A broadcast notice was sent to five thousand three hundred seventy nine
(5,379) vendors via BidSync. Ninety five (95) vendors reviewed the solicitation. The RFQ opened on
April 20, 2017. Proposals were received from six (6) proposers, A National Limousine Service, Inc. d/b/a
New Day Productions; AEG Live SE, LLC; Bravo Entertainment, LLC d/b/a Knitting Factory Presents, LLC;
Favor International and The Forum Group; Reach Media (REACH) and North American Entertainment
Group, Inc. (NAEG); and Red Eye Entertainment, Inc. Each proposal was publicly read.
In order to submit a bid in response to Request for Qualifications Number 16-17-025, attendance at the
Mandatory Pre-Proposal conference was required. Vendors were advised that any bidder/potential
vendor not attending the mandatory meeting would not have an opportunity to be considered. Reach
Media (REACH) and North American Entertainment Group, Inc. (NAEG) did not attend the Mandatory
Pre-Proposal conference and their proposal was not considered for this RFQ.
On May 4, 2017, the selection committee was established and each committee member was provided
the evaluation score sheet, proposals, and a copy of the solicitation and instructions as to the ranking
process.
On June 7, 2017, an initial selection/shortlist committee meeting was held. The Selection Committee
members determined that all five (5) firms, A National Limousine Service, Inc. d/b/a New Day
Productions; AEG Live SE, LLC; Bravo Entertainment, LLC d/b/a Knitting Factory Presents, LLC; Favor
International and The Forum Group, and Red Eye Entertainment, Inc. were responsive and responsible
to the RFQ.
On June 12, 2017, Bravo Entertainment, LLC d/b/a Knitting Factory Presents, LLC, notified the City that
they were withdrawing their bid from the solicitation process.
On July 6, 2017, a Presentation and Ranking meeting was held. After presentation and scoring, the
Selection Committee named AEG LIVE, LLC. as the first-ranked firm (Exhibit 2).
The Selection Committee's final recommendation of ranking was posted on the City’s website on July 6,
2017.
18605 NW 27 Avenue
Miami Gardens, Florida 33056
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A copy of the proposal document and submittals are available at the Assistant to the Mayor and
Council’s Office for review.
Proposed Action:
It is recommended the City Council accept the ranking of the Selection Committee for Request for
Qualification Number 16-17-025, Jazz in the Gardens Management Services, and authorize the City
Manager to proceed with negotiations with the first ranked firm, AEG Live, LLC. In the event that the
negotiations are not successful within a reasonable timeframe (notification will be provided to the firm)
an impasse will be declared and negotiations with the first-ranked firm will cease. Negotiations will
begin with the second ranked firm. This process shall continue until the City successfully negotiates a
contract.
Attachments:
Exhibit 1 – City of Miami Gardens Business Resident Economic Growth Plan (CMG-BREP) Memorandum
Exhibit 2 – Selection Committee Rankings
RESOLUTION NO. 2017____ 1
2
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF 3
MIAMI GARDENS, FLORIDA, ACCEPTING THE RANKING OF 4
THE SELECTION COMMITTEE FOR RFQ# 16-17-025, JAZZ IN 5
THE GARDENS MANAGEMENT SERVICES, AND AUTHORIZING 6
THE CITY MANAGER TO PROCEED WITH NEGOTIATIONS 7
WITH THE FIRST RANKED FIRM, AND IF NEGOTIATIONS FAIL 8
TO NEGOTIATE WITH THE SECOND RANKED FIRM, AND SO 9
ON UNTIL THE CITY MANAGER SUCCESSFULLY NEGOTIATES 10
AND EXECUTES A CONTRACT WITH THE SUCCESSFUL 11
BIDDER; PROVIDING FOR INSTRUCTIONS TO THE CITY 12
CLERK; PROVIDING FOR THE ADOPTION OF 13
REPRESENTATIONS; PROVIDING FOR AN EFFECTIVE DATE. 14
15
WHEREAS, the City of Miami Gardens has engaged the services of AEG Live 16
SE, LLC, over the past five years to produce the annual Jazz in the Gardens music 17
festival, and 18
WHEREAS, on January 18, 2017, City staff issued RFQ#16-17-025, a formal 19
bid solicitation for the production of Jazz in the Gardens Management Services to retain 20
a firm to collaborate with the City to host the Jazz in the Gardens music festival 21
(“Event’’), and 22
WHEREAS, it is the City’s intention to select a provider that will grow the Event, 23
while giving the City a return on its investment, and 24
WHEREAS, the RFQ opened on April 20, 2017, and proposals were received 25
from six (6) proposers, A National Limousine Service, Inc. d/b/a New Day Productions; 26
AEG Live SE, LLC; Bravo Entertainment, LLC d/b/a Knitting Factory Presents, LLC; 27
Favor International and The Forum Group; Reach Media (REACH) and North American 28
Entertainment Group, Inc. (NAEG); and Red Eye Entertainment, Inc., and 29
WHEREAS, Reach Media (REACH) and North American Entertainment Group, 30
Inc. (NAEG) did not attend the Mandatory Pre-Proposal conference and their proposal 31
was not considered for this RFQ, and 32
2
WHEREAS, the Selection Committee members determined that all five (5) firms, 33
A National Limousine Service, Inc. d/b/a New Day Productions; AEG Live SE, LLC; 34
Bravo Entertainment, LLC d/b/a Knitting Factory Presents, LLC; Favor International and 35
The Forum Group, and Red Eye Entertainment, Inc. were responsive and responsible to 36
the RFQ; however, Bravo Entertainment, LLC d/b/a Knitting Factory Presents, LLC, 37
notified the City that they were withdrawing their bid from the solicitation process, and 38
WHEREAS, on July 6, 2017, a Presentation and Ranking meeting was held and 39
after presentation and scoring, the Selection Committee ranked the firms as follows: 1. 40
AEG Live, LLC; 2.Red Eye Entertainment, Inc.; 3. A National Limousine Service, Inc. 41
d/b/a New Day Productions; 4. Favor International and the Forum Group, and 42
WHEREAS, the Selection Committee named AEG Live, LLC as the first-ranked 43
firm, and 44
WHEREAS, City staff is requesting that the City Council accept the rankings of 45
the Selection Committee and authorize staff to negotiate with the first ranked vendor 46
and if negotiations fail, to negotiate with the second ranked vendor and so on until an 47
agreement is negotiated and executed, 48
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY 49
OF MIAMI GARDENS, FLORIDA AS FOLLOWS: 50
Section 1: ADOPTION OF REPRESENTATIONS: The foregoing Whereas 51
paragraphs are hereby ratified and confirmed as being true, and the same are hereby 52
made a specific part of this Resolution. 53
Section 2: AUTHORIZATION: The City Council of the City of Miami Gardens 54
hereby accepts the rankings of the Selection Committee and authorizes staff to 55
3
negotiate with the first ranked vendor and if negotiations fail, to negotiate with the 56
second ranked vendor and so on until an agreement is negotiated and executed. 57
Section 3; INSTRUCTIONS TO THE CITY CLERK: Section 3: 58
INSTRUCTIONS TO THE CITY CLERK: The City Clerk is hereby authorized to obtain 59
two (2) fully executed copies of the subject Agreement with one to be maintained by the 60
City, and one to be delivered to the successful bidder. 61
Section 4: EFFECTIVE DATE: This Resolution shall take effect immediately 62
upon its final passage. 63
PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF MIAMI 64
GARDENS AT ITS REGULAR MEETING HELD ON ____________, 2017. 65
66
___________________________________ 67
OLIVER GILBERT, III, MAYOR 68
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ATTEST: 72
73
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__________________________________ 75
RONETTA TAYLOR, MMC, CITY CLERK 76
77
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PREPARED BY: SONJA KNIGHTON DICKENS, CITY ATTORNEY 79
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SPONSORED BY: CAMERON D. BENSON, CITY MANAGER 82
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Moved by: __________________ 84
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VOTE: _________ 86
87
Mayor Oliver Gilbert , III ____ (Yes) ____ (No) 88
Vice Mayor Erhabor Ighodaro, Ph.D. ____ (Yes) ____ (No) 89
Councilwoman Lisa C. Davis ____ (Yes) ____ (No) 90
Councilman Rodney Harris ____ (Yes) ____ (No) 91
Councilwoman Lillie Q. Odom ____ (Yes) ____ (No) 92
4
Councilwoman Felicia Robinson ____ (Yes) ____ (No) 93
Councilman David Williams Jr ____ (Yes) ____ (No) 94
95
Exhibit - 1
Exhibit - 1
Exhibit - 1
Exhibit - 1
Exhibit - 1
Exhibit - 1
Exhibit - 1
Exhibit - 1
Exhibit - 1
Exhibit - 1
Exhibit - 1
RFQ #: 1/18/17
Title:4/20/17
Agency:5
Project
Manager:7/6/17
Vendors Listed Alphabetically Address City State - Country Zone Zip
A National Limousine Service, Inc.
d/b/a New Day Productions 1990 Metropolitan Parkway Atlanta GA 30315
AEG Live, LLC 1800 Australian Ave. South West Palm Beach FL 33409
Favor International and The Forum
Group 19040 Wilshire Blvd. Ste. 1600 Los Angeles CA 90024
Red Eye Entertainment, Inc.611 N.W 31st. street Pompano Beach FL 33069
7/6/17
COMMENTS:
Date Created:
Rank
3
1
4
2
Jazz in the Gardens
Management Services
Public Affairs
Recommendation of Ranking:
Date Advertised:
Date Opened:
Number of Responses Received:
16-17-025
Petula Burks
Exhibit - 2