HomeMy WebLinkAboutSummary FormDate: 02/22/2016
AGENDA ITEM SUMMARY FORM
FILE ID: 16-00341
LaW
Department
—Matter ID No.
Requesting Department: Procurement
Commission Meeting Date: 04/14/2016 District Impacted: All
Type: M Resolution P1 Ordinance ❑ Emergency Ordinance n Discussion Item n Other
Subject: Invitation to Bid (IFB) 526387 Entertainment and Special Event Equipment Rental Pre -Qualification Pool
Purpose of Item:
The nature of this item is to authorize a resolution of the City of Miami Commission accepting the bid received
January 25, 2016, pursuant to Invitation for Bid (IFB) No. 526387, from Reflections Productions, Inc., the sole
responsive and responsible bidder, for entertainment and special event equipment rental, Citywide, for a
contract period of five (5) years; allocating funds from the various sources fromthe user departments and
agencies, subject to the availability of funds and budgetary approval at the time of need; authorizing additional
suppliers for inclusion in the pool, as deemed in the best interest of the City.
Background Information
The City currently has a contract for entertainment and special event equipment rental. This contract will expire
on August 4, 2016. The Procurement Department (Procurement) identified a need to re -solicit tent rental
services to meet the City's needs, On January 4, 2016, Procurement issued IFB No. 526387. As required by the
Procurement Code, the IFB was advertised and issued online, On January 25, 201.6 at bid opening, one (1) bid
was submitted, tabulated and reviewed following the guidelines published in the IFB. The services were
divided into four (4) groups, and bidders were requested to bid on one group, multiple groups, or all groups:
Group A Xents, Group B — Tables and Chairs, Group C — Linens, and Group D Miscellaneous Special
Event Equipment. -Reflections Productions, Inc., submitted for Group D only -and -is recommended for award
under Group D. In accordance with Section 2.8, Structure of Pool, Procurement will source additional suppliers
for Groups A, B, and C. The estimated annual contract cost is $25,000 for an aggregate total of $125,000 over
the five (5) year term of the contract.
Budget Impact Analysis
Is this item related to revenue? NO
Is this item an expenditure? If so, please identify funding source below. Yes
General Account No: Various sources of funds
Special Revenue Account No: N/A
CIP Project No: N/A
Is this item funded by Homeland Defense/Neighborhood Improvement Bonds? NO
Start Up Capital Cost: N/A
Maintenance Cost: N/A
Total Fiscal Impact: $125,000 estimated over a five (5) year period.
Final Approvals
,SIGN AND DA
D
Grants N/A Risk Management N/A
Procurement Dept. Director
Chief �" ' /0 % City Manager,,,,. alb
CIP N/A
'pR lo IO'L
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