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2017-119-3224 - Jazz in the Gardens Contract RFQ 16-17-025 - signed Contract 18605 NW 27 Avenue Miami Gardens, Florida 33056 Page 1 of 3 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 Page 2 of 3 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 Page 3 of 3 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 69 70 71 ATTEST: 72 73 74 __________________________________ 75 RONETTA TAYLOR, MMC, CITY CLERK 76 77 78 PREPARED BY: SONJA KNIGHTON DICKENS, CITY ATTORNEY 79 80 81 SPONSORED BY: CAMERON D. BENSON, CITY MANAGER 82 83 Moved by: __________________ 84 85 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