HomeMy WebLinkAboutCover Memo0--o1(4Sl
TO: The Honorable Mayor, City Manager and DATE: December 18, 2009
Members of the City Commission
SUBJECT: A Resolution of
the Miami City Commission,
rescinding the award to AD
Systems, Inc., in Resolution
No. 08-004 for the purchase,
complete installation,
operation and maintenance of
an upgraded outdoor electronic
marquee sign (Marquee) at
Bayfront Park pursuant to
RFLI 04-05-098 and
authorizing the Bayfront Park
Management Trust to
negotiate an agreement with
the second ranked firm for the
same purpose.
FROM: 41mothy F. Schmand For Commission Meeting of
Executive Director January 14, 2010
RECOMMENDATION
It is respectfully recommended that the Miami City Commission rescind the award to AD Systems,
Inc., in Resolution No. 08-004, adopted on January 4, 2008, which authorized the Bayfront Park
Management Trust (Trust) to enter into negotiations with the first ranked firm, AD Systems, Inc., for
the purchase, complete installation, operation and maintenance an upgraded outdoor electronic
marquee sign "Marquee" replacing the current Marquee at Bayfront Park, pursuant to RFLI 04-05-
098, and authorizing the Trust to negotiate an agreement with Dade Media, Inc., the second ranked
firm, for the same purpose.
BACKGROUND
The Bayfront Park Management Trust (Trust) manages Bayfront and Bicentennial Parks with the
goal of ensuring maximum community participation. The Trust has identified a need for replacing
the current electronic sign (marquee). At the Trust's request, the City of Miami Procurement
Department issued a Request for Letters of Interest (RFLI) to solicit proposals for that purpose.
RFLI No. 04-05-098 for the purchase, complete installation, operation, and maintenance of an
upgraded outdoor electronic Marquee Sign ("Marquee") at Bayfront Park was issued on August 2,
2005, and two (2) responses were received by 1:00 pm, August 24, 2005.
The Trust's Evaluation Committee ("Committee"), met on October 14, 2005, and following oral
presentations evaluated and recommended the firms in the following ranked order: 1. AD Systems,
Inc., and 2. Dade Media, Inc., stipulating that should negotiations fail with the first ranked firm, then
the Trust could proceed negotiating with the second ranked firm. The City Manager approved the
recommendation made by the Evaluation Committee, and on November 7, 2005, the Trust met at its
monthly board meeting and approved the Committee's recommendation to accept the proposal
submitted by AD Systems, Inc., and directed the executive director to negotiate an agreement. On
June 26, 2006, the Trust approved the agreement between the Trust and AD Systems, Inc.
("Agreement"). The City Commission adopted Resolution 08-0004, on January 10, 2008, noting the
City Manager's approval of the Committee's recommendation and authorizing the executive director
of the Trust to enter into a five year Agreement with AD Systems, Inc., for the purchase, complete
installation, operation and maintenance, of an upgraded Marquee, replacing the current Marquee at
Bayfront Park, pursuant to RFLI 04-05-098; and
On June 12, 2008, an Agreement for the aforementioned was executed between the Trust and
AD Systems. Subsequently, AD Systems, Inc., failed to perform according to the terms of the
Agreement, forcing the Trust to terminate the Agreement. The Trust at its October 27, 2009 board
meeting unanimously approved a motion directing the executive director to request the City
Commission, to rescind the award to AD Systems, Inc. in Resolution 08-004 and allow the Trust to
negotiate with the second ranked firm, Dade Media, Inc.
As a result of the termination of the Agreement with the first ranked firm pursuant to the
terms stipulated in the Agreement, the Trust is requesting the City Commission to rescind the award
in Resolution 08-004, adopted on January 1, 2008, authorizing the Trust to enter into negotiations
with the first ranked firm, AD Systems, Inc., and authorizing the Trust to enter into negotiations with
the second ranked firm, Dade Media, Inc., for the purchase, complete installation and maintenance of
a new Marquee at Bayfront Park.
TFS/jrg