Request for Letters of Interest - this site is under construction

Procurement Management Division
Request for
Letters of Interest
LOI NO.:
2014-07
LOI TITLE:
PROFESSIONAL FACILITY AND PROGRAMMING MANAGEMENT
SERVICES FOR THE JULIUS LITTMAN PERFORMING ARTS THEATER
ADVERTISEMENT
DATE:
AUGUST 20, 2014
NON-MANDATORY
PRE-RESPONSE
MEETING & WALKTHROUGH:
2:00 PM EST, SEPTEMBER 5, 2014
JULIUS LITTMAN PERFORMING ARTS THEATER
17011 NORTHEAST 19TH AVENUE
NORTH MIAMI BEACH, FL 33162
DUE DATE:
2:00 PM EST, OCTOBER 1, 2014
SUBMIT TO:
CITY OF NORTH MIAMI BEACH PROCUREMENT DIVISION
ATTN: BRIAN K. O’CONNOR, CHIEF PROCUREMENT OFFICER
17011 NORTHEAST 19TH AVENUE, ROOM 315
NORTH MIAMI BEACH, FL 33162
FIRM/ENTITY SUBMITTING
RESPONSE:
_______________________________________________
LOI No. 2014-07
TABLE OF CONTENTS
SECTION
PAGE
Legal Notice / Request for Letters of Interest ................................................ LOI
1. Purpose ........................................................................................................ 2
2. Background ................................................................................................... 2
3. Instructions to Respondents .......................................................................... 2
4. Schedule of Events ....................................................................................... 3
5. Submission Requirements ............................................................................ 3
6. Cone of Silence and Request for Information ................................................ 4
7. Non-Mandatory Pre-Response Meeting and Walk-Through ........................... 4
8. Addenda ....................................................................................................... 4
9. Evaluation and Award ................................................................................... 4
10. Required Forms / Attachments..................................................................... 6
Exhibits
Exhibit “A” – Facility Fact Sheet & Photos ...................................................... 12
Exhibit “B” – Facility Floor plans & Measurements ................................ Attached
Exhibit “C” – Historical Event Schedule .................................................. Attached
LOI No. 2014-07
1.
Purpose
The City of North Miami Beach is requesting letters of interest from private entities, other public
entities, non-profit organizations or citizen groups to provide professional facility and
programming management services for the Julius Littman Performing Arts Theater. The City is
open to considering privatized turnkey solutions or a public-private partnership in order to
harness the full potential of this 931-seat entertainment venue located at 17011 NE 19th
Avenue, North Miami Beach, FL 33162.
The City is looking for Respondent(s) with interests to include, but not be limited to, the following
areas:
•
Manage, program and operate support services to include strategic planning, staffing,
operations, event services, programming, finance and accounting, institutional and
show marketing, production and technical services and ticketing services.
•
Invest significant capital dollars in upgrading the theater (house & backstage),
restrooms, concession area and lobby. The City is looking to issue a long term, multiyear contract.
•
Provide food and beverage services to include alcoholic beverages.
Refer to attached Exhibits for photos, floor plans and historical event schedule provided for
informational purposes.
2.
Background
Located midway between Miami and Fort Lauderdale, and adjacent to the Golden Glades
Interchange where I-95, Florida’s Turnpike and the Palmetto Expressway meet, the City of
North Miami Beach has been referred to as the “Crossroads of South Florida”. The City has a
population of over 41,000 and houses over 1,800 businesses. The arterial location and easy
access has made North Miami Beach one of South Florida’s best known regional shopping
areas and a popular local site for office positioning. Due to the number of major highways
leading in to the City, visitors find they can reach North Miami Beach from virtually all of South
Florida in less than 30 minutes. Located just minutes from the Intracoastal Waterway, the City
boasts parks, beaches and bays abound – along with a wide assortment of recreational, cultural
and dining opportunities.
The Littman Theater is owned and operated by the City of North Miami Beach and managed by
the Parks and R.E.C. (Recreation, Education & Culture) Department. A theater was a
longstanding dream of our diverse and vibrant City and due to the efforts and vision of City
officials, the City was able to secure the funds needed to renovate and transform the basketball
gym formerly known as Victory auditorium into a beautiful state-of-the-art facility. In 1994, the
newly renovated space opened with the name of North Miami Beach Cultural Center. As the
demand for the use of the space grew, a definite direction towards the performing arts was
established, thus prompting a change in the name to North Miami Beach Performing Arts
Theater. In 2004, the City of North Miami Beach decided to recognize the labor of the former
Councilman Julius Littman as the force behind the Theater’s existence and renamed the theater
the Julius Littman Performing Arts Theater.
3.
Instructions to Respondents
Pursuant to this LOI, interested Respondents shall submit a written Letter of Interest outlining
their overall approach to this project and other information relative to the Statement of Work
stated herein. Responses to this LOI will be evaluated by an Evaluation Committee.
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LOI No. 2014-07
Responses should include the following:
A. Cover Letter: A letter including the name, address and telephone number of the
person(s) authorized to legally represent the organization.
B. Overall Approach: A narrative of the overall approach, including but not limited to
proposed vision, ideas and methodology. Provide information regarding Respondent’s
investment, potential revenues, costs and fees. If applicable, a proposed participant fee
structure may be included as well. Also note any value-added benefits or perks that
your organization would afford to the City (i.e. Existing structure, membership base,
program marketing efforts).
C. Organization History and Experience: A detailed history of your organization’s
background operating theaters and educational programs for youth and adults.
D. Personnel/Staff Experience: Evidence of education, expertise and experience of the
management team and key personnel. Identify background and experience in coproduction and/or production of performing arts programs for youth and adults.
E. References: Provide client entity name, location, contact person, contact information
(telephone and e-mail address), and a brief summary description of the project/service
provided.
F. Required Forms/Attachments: Refer to Item 10.
4.
Schedule of Events
The City will use the following tentative time schedule in the LOI process. The City reserves the
right to change and/or delay the below dates.
Event
LOI Available
Non-Mandatory Pre-Response Meeting & Walk Through (2:00 PM EST)
Final Date for Receipt of Questions
Addendum Release (if any)
LOI Responses Due (2:00 PM EST)
5.
Date
08/20/14
09/05/14
09/24/14
09/26/14
10/01/14
Submission Requirements
a) Responses and Addenda thereto shall be enclosed in sealed envelopes addressed to:
Brian K. O’Connor,
Chief Procurement Officer
City of North Miami Beach
17011 NE 19 Avenue, Room 315
North Miami Beach, Florida 33162
The name and address of the Respondent, the LOI number and title, and the date and
hour of the LOI opening shall be placed on the outside of the envelope.
b) E-mailed and facsimile LOI responses will not be considered. LOIs shall be dated and
time stamped in Room 315 prior to the LOI opening time. Respondents shall have sole
responsibility of insuring delivery of responses on time and to the proper location.
c) Responses should be submitted in duplicate. Submit one (1) original and three (3)
copies, marked accordingly as such. Please include in your response package a CD or
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LOI No. 2014-07
flash drive containing a PDF file of the entire original submission. Brochures and other
marketing materials may be provided as an attachment to the original submission.
6.
Cone of Silence and Request for Information
“Cone of Silence,” as used herein, means a prohibition on any communication regarding a
particular Request for Letters of Interest (“LOI”), Request for Proposal (“RFP”), Request for
Qualification (“RFQ”) or bid, between:
Pursuant to Section 2-11.1(t) of the County Code, all Bid solicitations, once advertised and until an
award recommendation has been forwarded to the appropriate authority are under the “Cone of
Silence”. Any communication or inquiries, except for clarification of process or procedure already
contained in the solicitation, are to be made in writing to the attention of the Chief Procurement
Officer. Such inquiries or request for information shall be submitted to the Chief Procurement
Officer and shall contain the requester’s name, address, and telephone number. If transmitted by
facsimile, the request should also include a cover sheet with Bidder’s facsimile number. The
request may also be electronically mailed to [email protected] or mailed to Procurement
Management Division, 17011 NE 19 Avenue, Suite 315, North Miami Beach, Florida 33162.
During Cone of Silence the following is prohibited: Any communication regarding this solicitation
between a potential vendor, service provider, bidder, lobbyist, or consultant and the City’s
professional staff including, but not limited to, the City Manager and his or her staff. All
communication regarding this solicitation should be sent in writing only to the Procurement
Management Division at [email protected].
7.
Non-Mandatory Pre-Response Meeting and Walk-Through
A non-mandatory pre-response meeting will be held at the Julius Littman Performing Arts
Theater, 17011 NE 19th Avenue, North Miami Beach, FL at 2:00 PM EST on Friday, September
5, 2014. Prospective respondents are encouraged to attend the meeting. Representatives of
the City will be present to discuss the solicitation. The Procurement Division will transmit to all
prospective plan holders of record such addenda as deemed necessary in response to
questions arising at the meeting. Oral statements may not be relied upon and will not be
binding or legally effective.
8.
Addenda
The Procurement Management Division may issue an addendum in response to any inquiry
received, prior to LOI due date, which changes, adds to or clarifies the terms, provisions or
requirements of the solicitation. The Respondent should not rely on any representation,
statement or explanation whether written or verbal, other than those made in this solicitation
document or in any addenda issued. Where there appears to be a conflict between this
solicitation and any addenda, the last addendum issued shall prevail. It is the Respondent’s
responsibility to ensure receipt of all addenda and any accompanying documents. Respondent
shall acknowledge receipt of any formal Addenda by signing the addendum and including it with
their response. Failure to include signed formal Addenda in its Response shall deem its
Response non-responsive provided, however, that the City may waive this requirement in its best
interest. Questions of clarification regarding this solicitation should be sent in writing only to the
Procurement Management Division at [email protected].
9.
Evaluation and Award
The City will assemble an Evaluation Committee comprised of qualified City staff or other
persons selected by the City. Award of a contract, if it be awarded, will be made to the
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Respondent with the response which is deemed to be in the best interest of the City of North
Miami Beach as determined in the sole discretion of the City.
The criteria to be considered during the evaluation and selection process include, but may not
be limited to:
• Overall Approach/Investment/Pricing Structure
• Organization History and Experience
• Personnel/Staff Experience
• References
This criterion is provided to assist the Respondents in the allocation of their time and efforts
during the submission process. The criterion also guides the Selection Committee during the
shortlisting and final ranking of Respondents by establishing a general frame work for those
deliberations.
During the evaluation process, City reserves the right, where it may serve the City of North
Miami Beach’s best interest, to request additional information or clarification from Respondents.
The Evaluation Committee will evaluate responses based upon the information and references
contained in the responses as submitted. The Evaluation Committee will rank finalists for
further consideration.
The Evaluation Committee reserves the right to request oral
presentations of the top three (3) shortlisted Respondents in support of their proposals or to
exhibit or otherwise demonstrate the information contained therein or by conference telephone
call for clarification purposes only, prior to a recommendation being presented to the City
Manager or City Council as necessary. The Respondent’s Project Manager shall be the sole
presenter. The Evaluation Committee will then re-rank the finalist’s proposals. Should the City
require such oral presentation(s), the Respondent(s) will be notified seven (7) days in advance
by appearing before the Evaluation Committee. Pursuant to Paragraph 1(c) of Section 287.057,
Florida Statutes, the City may select one or more vendors within the competitive range with
which to commence negotiations. The City reserves to right to award the contract to the
responsible and responsive vendor that will provide the best value to the City, based on the
selection criteria.
The City of North Miami Beach reserves the right to waive formalities in any response and
further reserves the right to take any other action that may be necessary in the best interest of
the City. The City further reserves the right to reject any or all responses, with or without cause,
to waive technical errors and informalities or to accept the response which in its judgment, best
serves the City of North Miami Beach.
Remainder of Page Intentionally Left Blank
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LOI No. 2014-07
10. REQUIRED FORMS
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LOI No. 2014-07
STATEMENT OF “NO” RESPONSE
If your company shall not be submitting a response to this Request for Letters of Interest (LOI),
please complete this Statement of “No” Response sheet and return, prior to the LOI Due Date
established within, to:
The City of North Miami Beach
Procurement Management Division, Room 315
17011 NE 19th Avenue
North Miami Beach, Florida 33162
This information shall help the City of North Miami Beach in the preparation of future
solicitations.
Firm/Organization/Entity Name: __________________________________________________
Contact: _____________________________________________________________________
Address: ____________________________________________________________________
E-Mail: ______________________________________________________________________
Telephone: __________________________________________________________________
Facsimile: ___________________________________________________________________
Please provide reason for not responding:
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
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LOI No. 2014-07
RESPONDENT INFORMATION
Communications concerning this LOI response shall be addressed to:
Company Name: ______________________________________________________________
Social Security/Federal Tax I.D. No.: ______________________________________________
Respondent’s Name (Print): _____________________________________________________
Respondent’s Title: ____________________________________________________________
Address: ____________________________________________________________________
City/State/Zip: ________________________________________________________________
Phone: _______________________________________ Fax: __________________________
Email Address(es): ____________________________________________________________
ACKNOWLEDGEMENT OF ADDENDA
Instructions: Complete Part I or Part II, Whichever applies.
Part I:
Proposer has examined copies of all the Contract Documents and of the following Addenda
(receipt of all which is hereby acknowledged).
Addendum No: _____
Addendum No: _____
Addendum No: _____
Addendum No: _____
Addendum No: _____
Dated: _____
Dated: _____
Dated: _____
Dated: _____
Dated: _____
Part II:
___ No Addendum was received in connection with this RFP.
It is understood and agreed by Respondent that the City reserves the right to reject any and all responses, to
make awards on all items or any items according to the best interest of the City, and to waive any irregularities
in the response or in the responses received as a result of the LOI. It is also understood and agreed by the
Respondent that by submitting a response, Respondent shall be deemed to understand and agree that no
property interest or legal right of any kind shall be created at any point during the aforesaid evaluation/selection
process until and unless a contract has been agreed to and signed by both parties.
________________________
Respondent’s Authorized
Signature
____________________________ ___________________
Respondent’s Printed Name
Date
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LOI No. 2014-07
SWORN STATEMENT PURSUANT TO SECTION 287.133 (3) (a) FLORIDA STATUTES ON
PUBLIC ENTITY CRIMES
THIS FORM MUST BE SIGNED AND SWORN TO IN THE PRESENCE OF A NOTARY PUBLIC
OR OTHER OFFICIAL AUTHORIZED TO ADMINISTER OATHS
1.
This
form
statement
___________________________________________________
by_______________________________
is
submitted
to
for ____________________________________
(Print individual’s name and title)
statement)
(Print name of entity submitting sworn
whose business address is ________________________________________________________
and if applicable its Federal Employer Identification Number (FEIN) is ___________ If the entity has
not FEIN, include the Social Security Number of the individual signing this sworn statement.
___________________________________________________________________________
2. I understand that a “public entity crime” as defined in paragraph 287.133(1)(g), Florida Statues,
means a violation of any state or federal law by a person with respect to an directly related to the
transactions of business with any public entity or with an agency or political subdivision of any
other state or with the United States, including, but not limited to any bid or contract for goods or
services to be provided to public entity or agency or political subdivision of any other state or of
the United States and involving antitrust, fraud, theft, bribery, collusion, racketeering, conspiracy,
or material misinterpretation.
3. I understand that “convicted” or “conviction” as defined in Paragraph 287.133(1)(b), Florida
Statutes, means a finding of guilt or a conviction of a public entity crime, with or without an
adjudication of guilt, in an federal or state trial court of record relating to charges brought by
indictment or information after July 1, 1989, as a result of a jury verdict, non-jury trial, or entry of a
plea of guilty or nolo contendere.
4. I understand that an “Affiliate” as defined in paragraph 287.133(1)(a), Florida Statutes means:
1. A predecessor or successor of a person convicted of a public entity crime, or
2. An entity under the control of any natural person who is active in the management of the
entity and who has been convicted of a public entity crime. The term “affiliate” includes
those officers, directors, executives, partners, shareholders, employees, members, and
agents who are active in the management of an affiliate. The ownership by one person of
shares constituting a controlling interest in another person, or a pooling of equipment or
income among persons when not for fair market value under an arm’s length agreement,
shall be a prima facie case that one person controls another person. A person who
knowingly enters into a joint venture with a person who has been convicted of a public
entity crime in Florida during the preceding 36 months shall be considered an affiliate.
5. I understand that a “person” as defined in Paragraph 287.133(1)(e), Florida Statues, means any
natural person or entity organized under the laws of any state or of the United States within the
legal power to enter into a binding contract and which bids or applies to bid on contracts for the
provision of goods or entity. The term “person” includes those officers, executives, partners,
shareholders, employees, members, and agents who are active in management of an entity
6. Based on information and belief, the statement which I have marked below is true in relation to the
entity submitting this sworn statement. (Please indicate which statement applies.)
________ Neither the entity submitting sworn statement, nor any of its officers, director,
executives, partners, shareholders, employees, members, or agents who are active in the
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LOI No. 2014-07
management of the entity, nor any affiliate of the entity has been charged with and convicted of a
public entity crime subsequent to July 1, 1989.
________ The entity submitting this sworn statement, or one or more of its officers, directors,
executives, partners, shareholders, employees, members, or agents who are active in the
management of the entity, or an affiliate of the entity, or an affiliate of the entity had been charged
with and convicted of a public entity crime subsequent to July 1, 1989, AND (please indicate which
additional statement applies.
_________ The entity submitting this sworn statement, or one or more of its officers, directors,
executives, partners, shareholders, employees, members, or agents who are active in the
management of the entity, nor any affiliate of the entity has been charged with and convicted of a
public entity crime subsequent proceeding before a Hearing Officer of the State of the State of
Florida, Division of Administrative Hearings and the Final Order entered by the Hearing Officer
determined that it was not in the public interest to place the entity submitting this sworn statement on
the convicted vendor list. (attach a copy of the final order).
I UNDERSTAND THAT THE SUBMISSION OF THIS FORM TO THE CONTRACTING OFFICER
FOR THE PUBLIC ENTITY IDENTIFIED IN PARAGRAPH 1 (ONE) ABOVE IS FOR THAT PUBLIC
ENTITY ONLY AND THAT THIS FORM IS VALID THROUGH DECEMBER 31 OR THE CALENDAR
YEAR IN WHICH IT IS FILED. I ALSO UNDERSTAND THAT I AM REQUIRED TO INFORM THAT
PUBLIC ENTITY PRIOR TO ENTERING INTO A CONTRACT IN EXCESS OF THE THRESHOLD
AMOUNT PROVIDED IN SECTION 287.017 FLORIDA STATUTES FOR A CATEGORY TWO OF
ANY CHANGE IN THE INFORMATION CONTAINED IN THIS FORM.
___________________________________
(Signature)
Sworn to and subscribed before me this __________ day of __________________________, 20____.
Personally known____________________________________________________________
Or produced identification __________________________ Notary Public-State of ______________
______________________________
my commission expires_____________
(Type of identification)
________________________________
(Printed, typed or stamped commissioned
name of notary public)
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LOI No. 2014-07
Respondent is to attach to their response:
•
•
•
Current Certificate of Insurance
Current Business Tax Receipt
Articles of Incorporation or 501(c)3 status, as applicable
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LOI No. 2014-07
EXHIBIT “A” – FACILITY FACT SHEET
•
•
•
•
•
•
•
•
•
•
•
•
Please visit www.littmantheater.com.
Full service Performing Arts Theater that includes professional lights, sound, projector,
etc.
The theater capacity is 931 seats.
There is one set of restrooms located backstage.
There is one set of restrooms located adjacent to the theater lobby.
The women’s restroom has a shower.
There is a shower located adjacent to the men’s restroom; however is it not functional.
There are two (2) medium sized dressing rooms backstage and one (1) large dressing
room.
There are two (2) wheelchair lifts.
There is a box office.
There is a concession area located in the theater lobby.
Refer to facility photos and floorplans on following pages.
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LOI No. 2014-07
JULIUS LITTMAN PERFORMING ARTS CENTER
Facility Photos
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14
EXHIBIT “C”
HISTORICAL EVENT SCHEDULE
OCTOBER 1, 2013 – JULY 2014
Chinese Cultural Concert
Dance Show - Suzie Garcia
Ma Kashur (Sonny)
JCC Kids Show (Snow White)
Mowash 4Kids - Lisa Rowe
Bishop Clark
United Haitian Am. Artist - Jean Faveur
10th Anniv. Church Concert
Ahvat Shalom
Just Come - Stage Play
Village UMC Worship The King Concert
JCC Speechless Concert
Turetsky Russian Choir
ACPAC Stage Play
Yeshiva Elementary School Show
Youth On A Mission Christian Center
JCC Annual Chanukah Dance Fest
CML Toy Drive
Joseph Beauvil
Rescue Church Service
Bias Jacob
International Models Fashion Show
Dance Creation
Israeli Concert
The Night Of Glory - Manessah Jordan
Shaarei Bina Torah Academy
Elian Golan
Young Contemporary Dance Company
Jewish Concert (Yoni Schwartz)
Grand Klezmer Concert
Beacon Hill Winter Festival
JCC Children's Show
Theatre World
Lecture on Positive Thinking
Ship Showcase
Israeli Children's Show
Miami Mayhem
FBI Employee Meeting (Flat Rate)
Chamber Theater
Luna Cale Flamenca
Dancing Across The World
Friends Of Lubavitch (Beis Hana)
Tanya Cook Plus Size Pageant
Concert
Dance
Concert
Play
Play
Conference
Concert
Conference
Concert
Play
Concert
Concert
Concert
Play
Concert
Concert
Concert
Concert
Concert
Conference
Play
Pageant
Dance
Concert
Conference
Play
Concert
Dance
Concert
Concert
Concert
Play
Play
Conference
Concert
Concert
Dance
Conference
Concert
Dance
Dance
Play
Pageant
Vladimir Kuzmin (Cancelled, Depoit Kept)
Adir Miller (Sonny)
Lehrman Comm Day School #1
Lehrman Comm Day School #2
F.O. Productions
Krishna Das (Hal Martin)
Mohammad Zaman (Amphitheater)
Aventura Waterways
Sigma Gamma Rho
M.A. Russell JCC
Mowash Productions
MIA Dance Factory
MIA Dance Factory
Virginia A. Boone School
Montessorie School NMB
Jean Bazile
M.A. Russell JCC
Jose Marti School
Yachad Festival 2014
Sheronne Singleton
Arts Ballet Theater
Von Wedel Montessori
Nxt Gen Dance Academy
Arts Ballet
Quintina Dance Competition
Concert
Concert
Graduation
Graduation
Concert
Concert
Concert
Graduation
Pageant
Concert
Play
Dance
Dance
Graduation
Graduation
Concert
Concert
Graduation
Concert
Conference
Dance
Graduation
Dance
Dance
Dance