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HomeMy WebLinkAboutReso 2015-2502 RESOLUTION NO. 2015- 2.502, A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF SUNNY ISLES BEACH, FLORIDA, APPROVING THE AWARD OF BID NO. 15-08-01 TO AND ENTERING INTO AN AGREEMENT WITH AEA CONSULTING, LLC. FOR THE DEVELOPMENT AND CREATION OF THE CITY'S CULTURAL MASTER PLAN, IN A TOTAL AMOUNT NOT TO EXCEED ONE HUNDRED THIRTY-SIX THOUSAND DOLLARS ($136,000.00), ATTACHED HERETO AS EXHIBIT "A"; AUTHORIZING THE MAYOR TO EXECUTE SAID AGREEMENT; AUTHORIZING THE CITY MANAGER TO DO ALL THINGS NECESSARY TO EFFECTUATE THIS RESOLUTION; PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, the City of Sunny Isles Beach is in need of professional consulting services to develop and create the City's first Cultural Master Plan; and WHEREAS, the City issued and advertised RFP No. 15-08-01 to Create a Cultural Master Plan, and received five (5) bids, and it was determined that AEA Consulting, LLC. was the lowest responsible, responsive bidder; and WHEREAS, AEA Consulting, LLC. is qualified, willing and able to provide the desired services on the terms and conditions set forth herein; and WHEREAS, the City wishes to award Bid No. 15-08-01 to and enter into an Agreement with AEA Consulting, LLC. for the Development and Creation of the City's first Cultural Master Plan, in an total amount not to exceed One Hundred Thirty-Six Thousand Dollars ($136,000.00), attached hereto as Exhibit "A", which includes reimbursable expenses in an amount not to exceed Seventeen Thousand Seven Hundred Dollars ($17,700.00). NOW THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF SUNNY ISLES BEACH, FLORIDA, AS FOLLOWS: Section 1. Incorporation of Recitals. The recitals set forth in this resolution are incorporated herein by reference as if fully set forth herein. Section 2. Award of Bid No. 15-08-01 and Approval of Agreement. The City Commission hereby approves the award of Bid No. 15-08-01 to and approves an Agreement with AEA Consulting, LLC. for the Development and Creation of the City's Cultural Master Plan, in a total amount not to exceed One Hundred Thirty-Six Thousand Dollars ($136,000.00), attached hereto as Exhibit "A". Section 3. Authorization of Mayor. The Mayor is hereby authorized to execute said Agreement. R2015-AEA Consulting Bid 15-08-01 and Agmt Create Cultural Master Plan Page I of 2 Section 4. Authorization of City Manager. The City Manager is hereby authorized to do all things necessary to effectuate this Resolution. Section 5. Effective Date. This Resolution will become effective upon adoption. PASSED AND ADOPTED this 17th day of December 2015. Georg . Scholl, Mayor ° ATTEST: ; ) Jane A. Hines, MMC, City Clerk `1' +. :'✓ ' r 5 r, Approved As to Form and Lega . >,ie y: Vii► a Cfriv.t, C y Attorney Moved by: O (;bLR>YhPs-k) Seconded by: 1,■) Vote: 5_p Mayor Scholl V (Yes) (No) • Vice Mayor Gatto ✓(Yes) (No) Commissioner Aelion ✓(Yes) (No) Commissioner Goldman /✓ Yes) (No) Commissioner Levin V (Yes) (No) R2015-AEA Consulting Bid 15-08-01 and Agmt Create Cultural Master Plan Page 2 of 2 S,,NNT I54,, EC °� AGREEMENT BETWEEN THE CITY OF SUNNY n ISLES BEACH AND AEA CONSULTING, LLC. F 4.7 CONTRACT NO. C1516-031 LO THIS AGREEMENT, entered into this 9th day of December 2015, by and between the CITY OF SUNNY ISLES BEACH (hereinafter referred as to the ("City") and AEA CONSULTING, LLC., a Florida corporation, authorized to do business in the State of Florida (hereinafter referred to as the ("Consultant"), whose federal tax identification number is 13-4050-460 RECITALS WHEREAS, the City issued Request for Proposal No. 15-08-01 ("RFP") for the development and creation of the City's first Cultural Master Plan("Services"),and Consultant was selected as the most responsible, responsive bidder; and WHEREAS, Consultant has expressed the ability and desire to provide these Services pursuant to the terms and conditions of RFP No. 15-08-01, which is incorporated herein by reference; and WHEREAS, the City desires to contract with Consultant to provide the Services, as more fully described in Attachment "A" which is attached hereto; and WHEREAS, the City desires to enter into an Agreement with Consultant to provide the Services in a total amount not to exceed One Hundred Thirty-Six Thousand Dollars($136,000.00). NOW THEREFORE, in consideration of the foregoing and for the mutual covenants, representations and warranties and other good and valuable consideration, the receipt and adequacy of which is hereby acknowledged, the parties agree as follows: 1. RECITALS. The Recitals set forth above are hereby incorporated into this agreement and made a part hereof for reference. 2. SERVICES. Consultant shall provide the Services as more particularly described in Attachment"A",which is attached hereto and incorporated herein by reference. 3. TERM. Subject to the provisions relating to the termination of this Agreement as set forth in Section 13 hereunder, this Agreement shall begin upon the execution of this Agreement and shall terminate no later than nine(9)months thereafter.The parties may extend the Term by mutual agreement. 4. COMPENSATION. As the entire compensation under this Agreement and during the term of this Agreement, in whatever capacity rendered,the City shall pay Consultant a total amount not to exceed One Hundred Thirty-Six Thousand Dollars ($136,000.00), which is inclusive of reimbursable expenses. Payment to Consultant for all charges and tasks under this Agreement shall be in accordance with this Agreement and the schedule of charges reflected in Attachment "A" and under the following conditions: C1516-031 AEA CONSULTING LLC Page 1 of 7 a. Disbursements. The Consultant is entitled to reimbursable expenses associated with this contract in an amount not to exceed Seventeen Thousand Seven Hundred Dollars ($17,700.00). b. Payment Schedule. Invoices received from the Consultant pursuant to this Agreement will be reviewed by the initiating City Department. If services have been rendered in conformity with the Agreement, the invoice will be sent to the Finance Department for payment. Invoices must reference the contract number assigned hereto. Invoices will be paid in accordance with the State of Florida Prompt Payment Act. c. Availability of Funds. The City's performance and obligation to pay under this Agreement is contingent upon an annual appropriation for its purpose by the City Commission. d. Final Invoice. In order for both parties herein to close their books and records, the Consultant will clearly state"final invoice"on the Consultant's final/last billing to the City. This certifies that all services have been properly performed and all charges and costs have been invoiced to the City. Since this account will thereupon be closed, any other additional charges, if not properly included on this final invoice, are waived by the Consultant. Consultant shall make no other charges to the City for supplies, labor, taxes, licenses, permits, overhead or any other expenses or costs unless any such expense or cost is incurred by Consultant with the prior written approval of the City. If the City disputes any charges on the invoices, it may make payment of the uncontested amounts and withhold payment on the contested amounts until they are resolved by agreement with Consultant. Consultant shall not pledge the City's credit or make it a guarantor of payment or surety for any contract, debt,obligation,judgment, lien, or any form of indebtedness. The Consultant further warrants and represents that it has no obligation or indebtedness that would impair its ability to fulfill the terms of this Agreement. 5. INDEPENDENT CONSULTANT RELATIONSHIP. The Consultant is an independent Consultant and shall be treated as such for all purposes. Nothing contained in this agreement or any action of the parties shall be construed to constitute or to render the Consultant an employee, partner, agent, shareholder, officer or in any other capacity other than as an independent contractor other than those obligations which have been or shall have been undertaken by the City. Consultant shall be responsible for any and all of its own expenses in performing its duties as contemplated under this agreement. The City shall not be responsible for any expense incurred by the Consultant. The City shall have no duty to withhold any Federal income taxes or pay Social Security services and that such obligations shall be that of the Consultant, other than those set forth in this agreement. Consultant shall furnish its own transportation, office and other supplies as it determines necessary in carrying out its duties under this agreement. 6. INSURANCE. Consultant shall, at its sole cost and expense, during the period of any work being performed under this Agreement, procure and maintain the following minimum insurance coverages to protect the City and Consultant against all loss, claims, damage and liabilities caused by Consultant, its agents,Consultants or employees,as more particularly set forth below: C1516-031 AEA CONSULTING LLC Page 2 of 7 (a) Comprehensive General liability insurance with minimum limits of One Million Dollars ($1,000,000) per occurrence combined single limit for Bodily Injury Liability and Property Damage Liability. Coverage must be afforded on a form no more restrictive than the latest edition of the Comprehensive General Liability Policy, without restrictive endorsements, as filed by the Insurance Services Office. The City of Sunny Isles Beach is to be named as an additional insured with respect to liability arising out of operations performed for the City by or on behalf of Consultant or the acts or omissions of Consultant in connection with such operation. (b) Workers' Compensation insurance to apply for all employees in compliance with the Workers Compensation Law of the State of Florida and all applicable federal laws. (c) Business Automobile Liability Insurance with minimum limits of One Million Dollars ($1,000,000.00) per occurrence combined single limit for Bodily Injury Liability and Property Damage Liability. Coverage must be afforded on a form no more restrictive than the latest edition of the Business Automobile Liability Policy, without restrictive endorsements, as filed by the Insurance Services Office and must include: Owned vehicles. Hired and non-owned vehicles. Employers' non-ownership. Such policies of insurance shall not diminish Consultant's indemnification obligations hereunder. The insurance policy shall be issued by such company, in such forms and with such limits of liability and deductibles as are acceptable to the City and shall be endorsed to be primary over any insurance, which the City may maintain. Before any work under this Agreement is performed, and at any time upon request, Consultant shall furnish to the City certificates of insurance evidencing the minimum required coverage and appropriately endorsed for contractual liability with the City named as an additional insured. All policies shall contain a waiver of subrogation endorsement. All policies and certificates shall be in forms and issued by insurance companies acceptable to the City Manager or his designee. All insurance policies and certificates of insurance shall provide that the policies may not be canceled or altered without thirty (30) calendar day's prior written notice to the City Manager or his designee 7. REPORTS. On as needed basis, the Consultant shall provide written or oral reports to the City Manager or his/her designee. 8. PUBLIC MEETINGS. Upon request of the City, the Consultant shall provide verbal reports to the City Commission. Prior to appearing before the City Commission, the Consultant shall discuss in detail the scope of its presentation with the City Manager or his/her designee. 9. OWNERSHIP OF DOCUMENTS AND EQUIPMENT. All documents prepared by the Consultant pursuant to this agreement and related services to this agreement are intended and C1516-031 AEA CONSULTING LLC Page 3 of 7 represented for the ownership of the City only. Any other use by Consultant or other parties needs to be approved in writing by the City in order to be properly authorized. 10. INDEMNIFICATION. Consultant agrees to indemnify and hold harmless, the City, its officers, agents, employees from, and against any and all claims, actions, liabilities, losses and expenses including, but not limited to, attorney's fees for personal, economic or bodily injury, wrongful death, loss of or damage to property, at law or in equity, which may arise or may be alleged to have risen from the negligent acts, errors, omissions or other wrongful conduct of the Consultant, agents or other personal entity acting under Consultant's control in connection with the Consultant's performance of Services under this Agreement and to that extent the Consultant shall pay such claims and losses and shall pay all such costs and judgments which may issue from any lawsuit arising from such claims and losses and shall pay all costs and attorneys' fees expended by the City in defense of such claims and losses including appeals. The parties agree that ten percent(10%) of the total compensation is a specific consideration from the City to the Consultant for this indemnity. 11. INTELLECTUAL PROPERTY INDEMNIFICATION. Consultant shall defend and indemnify the City,its officers,agents,representatives,and employees against any and all liability, including costs, for infringement of any United States' letters, patent, trademark, or copyright infringement, including costs,contained in the work product or documents provided by Consultant to the City pursuant to this Agreement. 12. RECORDS. Consultant shall keep records and invoices in connection with the work to be performed under this Agreement. Consultant shall maintain complete and accurate records with respect to the costs incurred under this Agreement and any services, expenditures, and disbursements charged to the City for a minimum period of three(3)years,or for any longer period required by law, from the date of final payment to Consultant under this Agreement. All such records and invoices shall be clearly identifiable. Consultant shall allow a representative of the City to examine, audit, and make transcripts or copies of such records and any other documents created pursuant to this Agreement during regular business hours. Consultant shall allow inspection of all work, data,documents,proceedings and activities related to this Agreement for a period of three (3) years from the date of final payment to Consultant under this Agreement. 13. TERMINATION AND REMEDIES FOR BREACH. A. If,through any cause within reasonable control, the Consultant shall fail to fulfill in a timely manner or otherwise violate any of the covenants, agreements or stipulations material to this Agreement, the City shall have the right to terminate the Services then remaining to be performed. Prior to the exercise of its option to terminate for cause, the City shall notify the Consultant of its violation of the particular terms of the Agreement and grant Consultant ten (10) days to cure such default. If the default remains uncured after ten (10) days the City may terminate this Agreement. If Consultant fails, refuses or is unable to perform any term of this Agreement, City shall pay for services rendered as of the date of termination. (i.) In the event of termination, all finished and unfinished documents, data and other work product prepared by Consultant shall be delivered to the City and the City shall compensate the Consultant for all Services satisfactorily performed prior to the date of termination, as provided in Paragraph 4 herein. C1516-031 AEA CONSULTING LLC Page 4 of 7 (ii.) Notwithstanding the foregoing, the Consultant shall not be relieved of liability to the City for damages sustained by it by virtue of a breach of the Agreement by Consultant and the City may reasonably withhold payment to Consultant for the purposes of set-off until such time as the exact amount of damages due the City from the Consultant is determined. B. Termination for Convenience of City. The City may, for its convenience and without cause terminate the Services then remaining to be performed at any time by giving Consultant ten (10) days written notice. The terms of Paragraph A(i) and A(ii) above shall be applicable hereunder. C. Termination for Insolvency. The City also reserves the right to terminate the remaining Services to be performed in the event the Consultant is placed either in voluntary or involuntary bankruptcy or makes any assignment for the benefit of creditors 14. NO ASSIGNMENTS,TRANSFERS, SUBCONTRACTING. The Consultant shall not subcontract, assign or transfer any work under this agreement without the prior written consent of the City. 15. WAIVER OF RIGHT TO JURY TRIAL. Each of the parties hereto hereby knowingly, voluntarily and intentionally, waives the right which any party may have to a jury trial in respect of any action, proceeding, litigation or counterclaim based hereon or arising out of, under, on or in connection with this agreement or any course of conduct,course of dealing, statements(whether verbal or written) or actions of either of party. 16. CONFIDENTIAL INFORMATION. The Consultant shall not,either during the term of this Agreement or any time for a period of TEN (10) years subsequent to that date upon which the Consultant shall leave the employment of the City for any reason whatsoever, disclose to any person or entity, other than in the discharge of the duties of the Consultant under this Agreement, any information which the City designates in writing as "confidential." As a violation by the Consultant of the provisions of this Section could cause irreparable injury to the City and there is no adequate remedy at law for such violation,the City shall have the right, in addition to any other remedies available to it at law or in equity,to enjoin the Consultant in a court of equity for violating such provisions. 17. NOTICES. All notices and other communications required or permitted to be given under this Agreement by either party to the other shall be in writing and shall be sent (except as otherwise provided herein) (i) by certified or registered mail, first class postage prepaid, return receipt requested, (ii) by guaranteed overnight delivery by a nationally recognized courier service, or (iii) by facsimile with confirmation receipt (with a copy simultaneously sent by certified or registered mail, first class postage prepaid, return receipt requested or by overnight delivery by traditionally recognized courier service), addressed to such party as follows: C15 16-03 1 AEA CONSULTING LLC Page 5 of 7 If to the City: Christopher J. Russo With a copy to: City Manager Hans Ottinot City of Sunny Isles Beach City Attorney 18070 Collins Avenue City of Sunny Isles Beach Fourth Floor 18070 Collins Ave. 4th Floor Sunny Isles Beach, Florida 33160 Sunny Isles Beach, Fl 33160 Tel: (305) 792-1701 Tel: (305) 792-1702 • If to the Consultant: Elizabeth Ellis, Managing Principal AEA Consulting, LLC. 544 Main Street Beacon,NY 12508 Tel: (845) 765-8100 18. GOVERNING LAW AND ATTORNEYS FEES. It is agreed that this Agreement shall be governed by,construed and enforced in accordance with the laws of the State of Florida. Venue for any legal proceeding shall be in Miami Dade County, Florida. In the event it becomes necessary for the City to file a lawsuit to enforce any term or provision under this Agreement and the City is the prevailing party then the City shall be entitled to its costs and attorney's fees at the pretrial, trial and appellate levels. 19. AUDIT. The Consultant shall make available to the City or its representative all required financial records associated with the Agreement for a period of THREE (3)years. 20. NON-DISCRIMINATION.The Consultant agrees to comply with all local and state civil rights ordinances and with Title VI of the Civil Rights Act of 1984 as amended, Title VII of the Civil Rights Act of 1968 as amended,Title 1 of the Housing and Community Development Act of 1974 as amended, Section 504 of the Rehabilitation Act of 1973, the Americans with Disabilities Act of 1990, the Age Discrimination Act of 1975, Executive Order 11063, and with Executive Order 11248 as amended by Executive Orders 11375 and 12086. The Consultant will not discriminate against any employee or applicant for employment because of race, color, creed, religion, ancestry, national origin, sex, disability or other handicap, age, marital/familial status, or status with regard to public assistance. The Consultant will take affirmative action to insure that all employment practices are free from such discrimination. Such employment practices include but are not limited to the following: hiring, upgrading, demotion, transfer, recruitment or recruitment advertising, layoff,termination, rates of pay or other forms of compensation, and selection for training, including apprenticeship. The Consultant agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided by the City setting forth the provisions of this non-discrimination clause. The Consultant agrees to comply with any Federal regulations issued pursuant to compliance with Section 504 of the Rehabilitation Act of 1973 (29 U.S.C. 708), which prohibits discrimination against the handicapped in any Federally assisted program. 21. CONFLICT OF INTEREST. The Consultant agrees to adhere to and be governed by the Miami-Dade County Conflict of Interest Ordinance Section 2-11.1, as amended; and by the City of Sunny Isles Beach Ordinance No. 99-82, which are incorporated by reference herein as if fully set forth herein, in connection with the Agreement conditions hereunder. The Consultant CI516-031 AEA CONSULTING LLC Page 6 of 7 covenants that it presently has no interest and shall not acquire any interest, direct or indirectly which should conflict in any manner or degree with the performance of the services. The Consultant further covenants that in the performance of this agreement,no person having any such interest shall knowingly be employed by the Consultant. No member of, or delegate to the Congress of the United States shall be admitted to any share or part of this agreement or to any benefits arising therefrom. 22. CONFLICTING PROVISIONS. The terms and conditions in this Agreement supersede any other conflicting provisions that are contained in any other document,including but not limited to Attachment"A",attached hereto. 23. ENTIRE AGREEMENT. This Agreement contains the entire agreement of the parties, and may be amended,waived,changed, modified, extended or rescinded only by a writing signed by the party against whom any such amendment, waiver, change, modification, extension and/or rescission is sought. IN WITNESS WHEREOF, the parties hereto have executed this Agreement in duplicate on the day and year first written above. WITNESS: AEA CONSULTING,LLC. Signatur ,ems Karlyn Benson BY: Print Name Elizabeth Ellis, Managing Principal ATTEST: CITY OF . . ISLES BEACH • B4111111111■ ( 1 � . BY: • Jane A. Hines,MMC,City Clerk Geor:- . Scholl, Mayor !.. ry APPROVED AS TO FORM AND LEGAL S CIE/'CY B . IN HAT"i ot, Cr y Attorney C1516-031 AEA CONSULTING LLC Page 7 of 7 Sunny Isles Beach Foundation Contract for Consulting Services:Cultural Master Plan Appendix: Scope of Services, Team; and Fees Scope of Services AEA Consulting proposes to deliver a Cultural Master Plan for the city of Sunny Isles Beach Florida. Working to a planning committee or task force made up of a small group-of Foundation Board members. city representatives. and other conimuniy leaders or representatives the public as appropriate,we will undertake the following scope of work' Phase 1: Project Inception -I. Site Visit and Commissioning Meeting—The AEA team would come to Sunny Isles Beach to meet with the Client Team to outline the scope of the exercise and project management structure,identify task force members,roles and responsibilities,and communication process.We would also tour the city,existing arts and cultural facilities and parks,and gather up research materials. Based on the outcomes of the Commissioning Meeting,we would then develop a Project Master Contact List and project schedule. 2. Public Participation and Outreach Plan—We would then design and confirm the Public Participation and Outreach Plan,to ensure the broadest possible participation among key_stakeholder groups,and a robust and consistent strategy to communicate with them throughout the course of the project and beyond.We would develop: • The schedule,format and interview protocols for the public forums, Stakeholder interviews (see below) • An interactive project website,which be the home for an ongoing account of the project's progress and procress,and,as appropriate,feature existing media assets to which Sunny Isles has access(e.g.,!coal performance videos)that share illustrate the local culture. We would likely retain an outside firm to design and Maintain the website,but this and other matters would be developed with the client at our commissioning briefing. • A schedule of public forums to gather views on arious aspects of the developing plan and to win support among a broad crosssection of public stakeholders.Those forums are described below under point 10. Phase 2: Local Market Assessment 3. History.We would begin by researching the history of Sunny Isles Beach and its cultural programming. 4. Asset Inventory:An inventory of cultural assets:facilities,organizations and individuals who comprise the"cultural ecology"of Sunny Isles Beach. AEA Consulting LLC November 18,2015 ATTACHMENT "A" 4 of 7 Sunny Isles Beach Foundation Contract for Consulting Services:Cultural Master Plan S. Demographic Research&Data Gathering: AEA would analyze existing data on.Sunny Isles Beach demographics to the•extent possible.and,as necessary create a paper or close-ended online survey to generate a demographic profile for Sunny Isles Beach residents.If we conduct a survey,we would work with the Sunny Isles Beach Foundation and City of Sunny Isles Beach to identify and contact building managers and condominium association heads as a method of reaching a representative sampling of the local population in order to create a statistically significant data set.The resulting demographic profile would be compared against regional data and trends in order to understand how Sunny Isles Beach differs from and is similar to neighboring areas. 6. Facilities Assessment:A facilities assessment would focus on the extent to which the City is using its capital facilities and natural assets in a way that maximizes achieving its goals;and include recommendations on the need for any new infrastructure or"soft- touch"and low-cost actions that can cohtribute to the Crty's visibility and"brand"as a cultural community(such as public signage,public art,and the creation of public convening spaces,etc.). 7. Resources—Assessment of current funding sources,human resources.-and the governance structure/coordination between the Sunny.Isles Beach Foundation and the City of Sunny Isles Beach. 8. Benchmarking Research—We would then undertake benchmarking research on local, national and international trends in successful cultural master plans that have been implemented in communities broadly similar to Sunny Isles Beach so as to inform the strategy. Phase 3: Consultation 9. Stakeholder Consultation—Confidential,bilateral interviews(approiomately 40)with members Of principal stakeholder groups,which could include:government,business, education, arts and culture,residents(which could be segmented according to permanent and part-time; brand new versus longer-term).Consultation could also potentially include selective stakeholders from beyond Sunny Isles Beach but in the Miami area whose views might be helpful to us to understand the cultural and demographic landscape of the Miami marketplace,especially areas adjacent to Sunny Isles Beach.A list of interviewees will be developed and confirmed with the Client,with special attention paid to which stakeholders we should engage through interviews and which we should reach through other public engagement methods. 10. Public Forums—We would suggest holding three open,public forums or town hall meetings to gather views on the role of arts and culture to creating identity for Sunny Isles Beach:what are the existing cultural assets;what's missing;how to residents and visitors participate in arts and culture;and to forth.We would make special efforts to engage local artists and youth in the Public Forums. AEA Consulting LLC November 18,2015 5of7 Sunny Isles Beach Foundation Contract for Consulting Services:Cultural Master Plan Phase 4:Action Plan I I. Vision and Goals Statement—A dear articulation of the vision and short-,medium-and long-term goals of the Cultural Master Plan to benefit the community of Sunny Isles Beach. 12. Program Elements/lnitiatives—We will describe our recommended cultural program initiatives, organized by short-,medium-and long-term priority,and with preliminary costs and potential revenue sources for each. 13. Govemance.and Management—We will.advise on what structures, systems, government or management policies will help to realize the Plan and induding,as appropriate,suggestions on any legislation or policies that could support the development of theCity's arts and cultural sector and the image Of the City as a creative community and destination.This will also include suggestions on the respective roles of the City and for the Sunny Isles Beach Foundation,and how the activities of both can be optimally coordinated. • 14. High-level Funding�Strategy—Recommendation on how the Cultural Master Plan can be funded, including an indicative break down of proportionate income streams observed at peer cities,as well as potential strategies for generating revenue to support arts and culture —(e.g.,hotel occupancy tax, "sin"taxes, percent for art schemes, payments-in-lieu-of-taxes,etc.).The funding strategy will also provide recommendations on how Sunny Isles Beach Foundation can position itself to secure grants:identify funding prospects;develop a funding plan and identify potential strategic partnerships,induding alignment with other efforts in Miami and South Florida to develop the local economy,tourism,and guttural provision. Phase 5: Matter Plan Drafting an i livery 15. Master Plan Draft Report—We will then produce a Master Plan Draft Report,for review and approval by the City Manager and the Sunny Isles Beach Foundation Executive Director.The Master Plan Draft Report will be delivered three weeks before finalization to allow sufficient time for feedback,edits and con-ections. 16. Master Plan Final Report—The Master Plan Final Report will include: • Executive Summary - 0J) '4fc•Dn • Public Participation Process Summary s • Vision and Key Goals • Cultural Programming Strategy. Recommendations and Alternatives • Governance and Management Plan • Funding Plan AEA Consulting LLC November 18,2015 6 of 7 Sunny Isles Beach Foundation Contract for Consulting Services:Cultural Master Plan Implementation Plan . 5).. 4141./k0 ra • • The Final Report.will be presented to the City Commission and Sunny Isles Beach Foundation. Throughout the process. we will provide monthly progress reports to the Sunny Isles Beach Foundation, Advisory Committee.rfany.and the City Commission;and or'o'nde updates.as requested and appropriate, at City Commission Meetings as Requested by the City Manager Team The team comprises Elizabeth (Libby) Ellis,Managing Principal; Brent Reidy. Senior Consultant;and Laura Casale.Director of Research and Knowledge Management,along with support from an AEA Research Analyst. Timetable The exercise will begin on in Jan ua;y 2016 and unfold over eight months. concluding in late August.The exact timing around deliverables and meetings will be discussed and confirmed at commissioning. Fees The lee for the project shall be S 136,000. The fee quoted is inclusive of expenses.which include the cost or airfare (round trip premium economy), hotel,ground transfers and per diem for meetings in Sunny Isles Beach:the cost of conference calls,and any special printing.Travel and other expenses are estimated at$17,700. Scanned receipts for all expenses over $25.00 will be provided. Additional Services Additional services that are not part of this Agreement will be undertaken by Consultant by separate agreement between Consultant and Client,for which Consultant shall be compensated at the following hourly rates: Title Hourly Rate Director • $325.00 Principal $275.00 Senior Consultant $225.00 Consultant $200.00 Research Analyst $125.00 Frnance/Administration $100.00 Consulting days are assumed to be an 8-hour work day,and weeks are assumed to be 5 working days. Weeks which include a public holiday are charged as full weeks.Travel time is charged at 50%;for consulting work undertaken onsite that spans a weekend,weekend days are charged at 50%time. AEA Consulting LLC November 18, 2015 7 of 7 SJNNY is o� ~ ate` City of Sunny Isles Beach George "Bud" Scholl, Mayor T 18070 Collins Avenue Jeanette Gatto, Vice Mayor = Sunny Isles Beach, Florida 33160 Isaac Aelion, Commissioner ; Dana Goldman, Commissioner r ,9 P. 305.947.0606 City Hall Jennifer Levin, Commissioner 0,9'* FLOV `'�P 305.949.3113 Fax r, of SUN ,x0 Christopher J. Russo, City Manager Hans Ottinot, City Attorney Jane A. Hines, MMC, City Clerk MEMORANDUM TO: The Honorable Mayor and City Commission FROM: Christopher J. Russo, City Manager DATE: December 17, 2015 RE: Selection of Cultural Master Plan Consultant RECOMMENDATION: Staff is recommending selection of AEA Consulting as the City's Cultural Master Plan Consultant. REASONS: At Commission direction, on August 26, 2015, the City issued RFP # 15-08-01 for the development of a cultural master plan. On October 1, 2015, the bid opening occurred and five (5) bids were received from Lord Cultural Resources, Webb Management Services incorporated, AEA Consulting, Expert Center, LLC and Creative Community Builders/Christine Harris Connections with costs ranging from $59,140 to $199,920. The companies with the three most competitive proposals were given an opportunity to present their proposals in a fact finding session on November 9, 2015. Although each group was impressive in their individual way, after careful consideration of the written proposals as well as personal interviews, staff recommends the Commission approve a contract with AEA Consulting. Their wealth of experience, hands-on knowledge of the South Florida market, and, specifically, the issues unique to Sunny isles Beach, as well as their detailed approach to this process stands apart from the rest. AEA has 25 years of experience with strategy and planning for cities, special government districts, private and public foundations, museums and leading cultural organizations. Some of these include the emerging arts districts in lower Manhattan and Downtown Brooklyn, the creation of Global Cultural District Networks with the New Cities Foundation and Dallas Arts District that enjoy membership of organizations literally around the globe, Bring Back New Orleans, the James L. Knight Foundations Miami Arts Challenge Assessment Study, and the Wolfsonian-FIU Strategic Plan. We urge you to review their experience delineated in their proposal response. AEA's work plan and process appears thorough and pragmatic. They believe the creation of the plan could take anywhere from 6-9 months. They are proposing five phases with their scope of work included in Appendix "A" attached to the contract. The deliverables will include a proposed Cultural Master plan for the Commission's review, a Final Report and a Powerpoint summary version of the Final Cultural Master Plan. Although they were the second highest bidder, we were able to negotiate both a reduction of their original quoted amount of $169,800 to $136,000 including $17,700 of expenses and an expanded scope of work. Specifically, AEA is willing to include an analysis of not only existing data on Sunny Isles Beach demographic but to the extent possible and necessary to generate an original demographic profile for Sunny Isles Beach residents, working with the Sunny Isles Beach Foundation and City of Sunny Isles Beach to identify and contact building managers and condominium association heads as a method of reaching a representative sampling of the local population in order to create a statistically significant data set. The resulting demographic profile will then be compared against regional data and trends to determine in what ways we are unique and in what ways we are similar to neighboring cities and other cultural plan models. We believe AEA's willingness to create original data, alone, justifies any additional expense for this group as opposed to the others. ADDITIONAL INFORMATION: The principals appeared to have the best grasp of our City's specific issues with our transient population, diverse demographic, and our inability to date to create an interactive means of communications with our newly emerging populations, particularly from buildings on the East side of Collins. We are hopeful, because of their worldwide cultural perspective and work, they understand the global cultural trends and therefore, possibly will understand better the interests and experiences of many of our residents for whom Sunny Isles Beach is their second homes. This creates a greater likelihood AEA can bring those who have heretofore not participated to any great degree in the City's cultural experiences t o experience a more active role in the community. They may have the ability to create strategic alliances around the globe and some high level funding strategies. In addition to their global experience, AEA has worked in South Florida and has unique experience in the Miami cultural marketplace. For many years, they have done important work for the Knight Foundation (Knight Arts. Challenge: Miami), the Knight Foundation Miami Museum Collaboration Study including MOCA, MAM, Bass, Frost Art Museum, the Lowe, and Viscaya, among others. They created the 2007 Wolfsonian-FIU Strategic Plan. Because of these many local relationships and experience, we believe it would not be unrealistic to expect they can create synergistic activities for us in the Miami marketplace. Finally, we are hopeful their work with both cities and foundations will bring some good perspectives and recommendations on current funding sources, human resources, and the governance structure and coordination between the City and the Sunny Isles Beach Foundation. Both the Foundation and the City are eager for this consulting assistance.