HomeMy WebLinkAboutMemo - Manager's ApprovalCITY OF MIAMI, FLORIDA
INTER-OFF:ICE MEMORANDUM:
TO: Daniel J. Alfonso
City Manager
DATE: February 19, 2016 FILE:
SUBJECT: Recommendation of Award for
IFB 526387: Entertainment and Special Event
Equipment Pre -Qualification Pool
FROM: Annie Perez, CPPO,. ENCLOSURES:
Director of Procurement
Recommendation
Based on the findings below, the Procurement Department ("Procurement") hereby recommends
award of a contract to Reflections Productions, Inc. ("Reflections"), pursuant to Invitation For Bid
("IFB") 526387 — Entertainment and Special Event Equipment Rental Pre -Qualification Pool.
Background
On January 4, 2016, Procurement issued an IFB 526387 under full and open competition. One (1) bid
was received in response to the solicitation on January 25, 2016. The services are divided into four
(4) groups below, and bidders were requested to bid on one group, multiple groups, or all groups.
Group A — Rental of Commonly Used Tents
Group B — Rental of Commonly Used Tables and Chairs
Group C — Rental of Commonly Used Linens
Group D - Rental of Miscellaneous Special Event Equipment
Reflections Productions, Inc. submitted bid for Group D only, and is being awarded under Group D.
Procurement will source additional suppliers for Groups A, B, and C in accordance with Section 2.8,
Structure of Pool, through an informal competitive process using the minimum qualification
requirements, upon receiving Commission approval for IFB 526387.
Approved:
Daniel J. Alf^fir o, i' Manager
Date: " I i
cc: Fernando Casamayor, As tant City Manager/Chief Financial Officer
Lydia Osborne, CPPO, Assistant Director, Procurement
Pearl Bethel, Procurement Contracting Manager
IFB 526387 - Entertainment and Special Event Equipment Rental
Pre -Qualification Pool
Group A
Rental of
Tents
Group B
Rental of
Tables/Chairs
Group C
Rental of
Linens
Group D
Rental of
Miscellaneous
Equipment
Reflections Productions, Inc.
X
IFB 526387— Entertainment and Special Event Equipment Rental Pre -Qualification Pool
Survey
The following survey was sent to vendors registered with the City of Miami that received notification of the
invitation for bid.
The above referenced solicitation was advertised on January 4, 2016. The due date was January 25, 2016.
The solicitation did have minimum requirements; however, they were not restrictive enough to preclude
vendors from responding.
Due to a lack of participation, Procurement reached out to the some of the identified vendors to determine
whether barriers existed in their decision not to compete. For example:
1. My firm was unable to meet the timeline for proposal due date.
2. My firm did not have enough time to ask the City questions necessary to complete the IFB.
3. Not enough information in the Scope of Services.
4. Not Interested.
*No firms responded to the survey.