HomeMy WebLinkAboutMemo - Manager's ApprovalCITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
TO:
FROM:
Daniel J. Alfonso
City Manager
Sade Chaney , S.e..
Procurement Assistant
Through
Annie Perez, CPPO
Procurement Director
DATE :
SUBJECT:
REFERENCES:
ENCLOSURES:
April 24, 2015
FILE ;
Sole Source Procurement for
Eventstar Structures for Services
On Miami Marine Park Improvements
Project No. B-40668
Pursuant to City Resolution R-15-0009, the City of Miami (City) issued a Revocable License to The National
Marine Manufacturers Association, Inc. (NMMA) for the use of Virginia Key to present the Miami
International Boat Show (Boat Show). The City is the owner of the real property of Virginia Key. In order to
secure temporary "tenting" structures and fixtures on Virginia Key, NMMA entered into a contract with
Eventstar Structures (Eventstar). The specifications of this contract include engineering design and
installation of anchors and custom baseplates to correct topography and soil conditions on Virginia Key, as
the soil conditions and properties on Virginia Key require deep foundations to secure the ground anchorage
system needed to install the structures. Eventstar has submitted the design schematics of its equipment to
the City for review for consideration as a sole source provider of goods and services to the City.
An investigation was conducted to determine whether Eventstar, located at 8150 NW 90th Street, Medley,
Florida 33166, is the sole source provider of the engineering designs and equipment required for the
installation of the tent structures on Virginia Key for the Capital Improvements Transportation Program
Department (CITP). Market research was conducted through the Internet to source the industry, identify
potential vendors, and analyze the cost of acquiring approved .tenting structures to meet the needs of the
City, in particular, the Boat Show. Eventstar's representative has confirmed that the baseplates used to
correct the topography and soil conditions on Virginia Key, are proprietary custom made and will not be
compatible to any other vendor's tenting structures. In addition, if an attempt is made by another vendor to
install tenting structures, the foundation and base plates would be compromised. Due to the unique
requirements of Virginia Key for the installation of the temporary structures, it is determined that Eventstar
is the sole provider of the anchorage and baseplate system.
In addition, the City will incur no cost for the tenting infrastructure to be provided by Eventstar for the Boat
Show. Furthermore, Eventstar and NMMA have agreed to donate the installed custom baseplates to the
City at the conclusion of the Boat Show, establishing the infrastructure needed for future events. This added
benefit is valued at $350,000 and will be available to other City events through the sole provider, Evenstar.
It is hereby recommended that the requirements for competitive sealed bidding procedures be waived, and
these findings be approved: Eventstar is the sole source provider of the custom baseplates required for the
installation of the temporary "tenting" structures that are needed for the Boat Show at Virginia Key, further
approving the procurement through authorization from the City Manager.
APPROVED B ' ���,y "AlDATE / 0">✓
Daniel J.
City Mana
MARKET RESEARCH
Contract No.: N/A
Title: Eventstar Structures for Services on Miami
Marine Park Improvements
Procurement Contracting Officer:
Pearl Bethel
Current Term: N/A
Expiration Date: N/A
Recommendation:
Sole Source Contract
0 Solicit Competition
❑ Access Contract
0 Other
Background:
This market research is intended to establish Eventstar Structures (Eventstar) as the sole source provider of custom
temporary tenting structures for the City of Miami's (City) use on Virginia Key. The National Marine Manufacturers
Association, Inc. (NMMA) was issued a Revocable License by the City for the use of Virginia Key to present the Miami
International Boat Show (Boat Show). NMMA entered into contract with Eventstar for the procurement of goods and
services, including infrastructure improvements on Virginia Key requiring engineering design for the installation of anchors
and custom baseplates to correct topography and soil conditions. The soil type conditions and soil properties at Virginia
.Key require deep foundations to secure the ground anchorage system of the temporary structures. This is needed to secure
the temporary "tenting" structures and fixtures for the Boat Show. Eventstar has submitted to the City the design schematics
of its equipment for review for consideration as a sole source provider for the temporary structures for the boat show. The
goal of the market research is to investigate and determine if a competitive environment exists for these specialized needs.
Research Conducted:
Market research was conducted on the internet to source the industry and determine the availability of alternate sources of
vendors to facilitate the installation of temporary "tenting" structures and fixtures for the Boat Show on Virginia Key. Through
the research, it was determined that there are numerous vendors who can supply and install large tents for events such as
the Boat show, however, these vendors are not suitable, due to the highly specialized engineering designs required to
secure ground anchorage systems, because of the Virginia Key's unique soil conditions. The compatibility of the baseplates
permits only one company, Eventstar, for the tethering of the custom temporary structures.
Comparable Contracts:
Research shows that there are no comparable contracts found for these services, using the custom made baseplates which
were specifically customized to meet the soil conditions on the Virginia Key property.
Recommendation:
A sole source contract is in the best interests of the City for the following reasons:
a)
b)
c)
d)
e)
f)
g)
There is only one source of supply. Eventstar is the sole source provider of the custom baseplates for the large
tents being used at the Boat Show.
Virginia Key has unique needs precluding the use of alternative approaches or solutions.
No other vendor has been identified with the capability of utilizing the custom baseplates from Eventstar.
There are no competitive contracts to access for this purpose, as other governmental entities purchases are specific
to their individual needs.
Eventstar, in conjunction with NMMA, has agreed to donate the baseplates to the City at the conclusion of the Boat
Show. The equipment is valued at $350,000.
By having the ground anchorage system custom baseplate structures still intact, the City can then easily install the
temporary "tenting' structures for futures events.
It is recommended that the City contract with Eventstar as a sole source provider. Eventstar is widely known for its
engineering designs, fabrication and installation of temporary structures. Evenstar uses helical piles that connect
to its custom baseplates to provide the required support capacity and structural connections points for the large
temporary structures, procured through NMMA, for the Boat Show. In addition to the donation to the City of the
custom baseplates after the event, valued at $350,000, with the structures still intact, the City can easily install
temporary "tenting' structures through Eventstar, for futures events without procuring.
Procurement Contracting Officer:
Procurement Contracting Manacer:
Director/Asst. Director:
41f0P' r 15 -H v1 Date: -C r1 `S
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