HomeMy WebLinkAboutR-2023-143 Bid Award for NW 1 St. Drainage Repairs Kailas Corp. (ITB 23-019)RESOLUTION NO. 2023- ►4✓
A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF DANIA
BEACH, FLORIDA, AUTHORIZING THE AWARD OF INVITATION TO BID
(ITB) NO. 2023-019- "NORTHWEST 1ST STREET DRAINAGE
IMPROVEMENTS" TO KAILAS CORP. IN AN AMOUNT NOT TO EXCEED
FOUR HUNDRED AND FORTY-NINE THOUSAND AND FOUR HUNDRED
DOLLARS $449,400.00; PROVIDING FOR CONFLICTS; FURTHER,
PROVIDING FOR AN EFFECTIVE DATE.
WHEREAS, the City faces an urgent infrastructure challenge due to the collapse of the
drainage system along Northwest 1st Street, resulting in road subsidence and associated safety
concerns; and
WHEREAS, to address these needs, the City issued Invitation to Bid ITB No. 2023-019
"Northwest 1" Street Drainage Repair Improvements", advertised in the Sun -Sentinel on August
25th, 2023, as well as the City's website and Demand -Star, with bids publicly opened on
September 25th, 2023, with five bids being received:
and;
• Emerald Construction Corp. - $407,551.45
• Kailas Corp. - $449,400.00
• Precise Stripes LLC - $449,900.00
• American Forza Construction LLC - $600,765.00
• The Stout Group LLC - $784,875.00
WHEREAS, the bid opening for this project occurred publicly on September 25, 2023;
WHEREAS, the Bid Committee, Public Works and Utilities Operations Manager Darren
Greene, Public Services Superintendent Corry Taylor, and Project Manager John Quintero,
reviewed the bid response, and found the lowest bidder to lack the required experience, and chose
Kailas Corp. as the most qualified and responsive bidder; and
WHEREAS, the financing for this proposed contract is intended to be sourced from the
Stormwater Mgmt. Infrastructure Improvement other than Buildings Account No. 403-38-01-539-
63-10 with payments based on services rendered.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE
CITY OF DANIA BEACH, FLORIDA:
Section 1. That the above "Whereas" clauses are ratified and confirmed, and they are
made a part of and incorporated into this Resolution by this reference.
Section 2. That the City Commission hereby authorizes the proper city officials to
finalize and execute a contract with Kailas Corp. for the Northwest Pt Street Drainage
Improvements Project in an amount not to exceed Four Hundred and Forty -Nine Thousand and
Four Hundred Dollars ($449,400.00).
Section 3. That all resolutions or parts of resolutions in conflict with this Resolution
are repealed to the extent of such conflict.
Section 4. That this Resolution shall be effective 10 days after passage.
PASSED AND ADOPTED on t�Cj &VY 1.4 , 2023.
Motion by ��Y11YII�S1( l2li JQ 5 , second by NMMkr 5`kjlkf IW4V�
FINAL VOTE ON ADOPTION:
Commissioner Joyce L. Davis
Commissioner Tamara James
Commissioner Marco Salvino
Vice Mayor Lori Lewellen
Mayor Archibald J. Ryan IV
PASSED AND ADOPTED on November 14, 2023.
ATTEST:
ELO , MMC gyp®
CITY CLERK �e�ISuFD`i%/
APPROVED AS TO FORM AND CORRECTNESS:
TTORNEY
2 RESOLUTION #2023- 145
RESOLUTION NO.2023-_ ] �7
A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF DANIA
BEACH, FLORIDA, AUTHORIZING THE AWARD OF REQUEST FOR
PROPOSALS NO. 2023-021, ENTITLED, "PRODUCTION AND PRINTING OF
COMMEMORATIVE PUBLICATION" AND TO AUTHORIZE THE CITY
ADMINISTRATION TO NEGOTIATE AND ENTER INTO AGREEMENT WITH
ISLAND SYNDICATE HOLDINGS LLC IN AN AMOUNT THAT MAY EXCEED
THE ANNUAL VENDOR THRESHOLD AMOUNT OF FIFTY THOUSAND
DOLLARS ($50,0000.00); PROVIDING FOR CONFLICTS; FURTHER,
PROVIDING FOR AN EFFECTIVE DATE.
WHEREAS, the City Commission directed the City Manager to issue a Request for
Proposals (RFP) for the Production and Printing of a Commemorative Publication to celebrate
the 120th Anniversary of Dania Beach, from its historic beginnings as Broward's first city, to its
current standing as a prime site for commercial development and a premier community in which
to live, work, play, and visit; and
WHEREAS, on September 5, 2023, the City issued RFP 2023-021 "Production and
Printing of Commemorative Publication" (the "Project") and proposals were publicly opened on
September 26, 2023, with one (1) qualified proposal received from Island Syndicate Holdings
LLC; and
WHEREAS, on October 30, 2023, the bid committee, comprised of the Deputy City
Manager, Marketing and Communications Division Director, and Chief of Staff met and
determined that the proposal is responsive; and
WHEREAS, the City Administration recommends that the City Commission award RFP
2023-021 to Island Syndicate Holdings LLC and authorize the City Administration to negotiate
and enter into an agreement for the Project.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE
CITY OF DANIA BEACH, FLORIDA:
Section 1. That the above "Whereas" clauses are ratified and confirmed, and they are
made a part of and incorporated into this Resolution by this reference.
Section 2. That the City Commission authorizes the proper City officials to negotiate
and execute a final agreement with Island Syndicate Holdings LLC that may exceed the annual
vendor threshold of Fifty Thousand Dollars ($50,000.00) for the Project and in accordance their
Cost Proposal, a copy of which Proposal is attached as Exhibit "A" and made a part of and
incorporated into this this Resolution by this reference.
Section 3. That the funding for the Project is available and appropriated within the City
Commission Contingency Account No. 001-18-00-519-99-10 and upon execution of the
agreement, the final negotiated cost will be transferred to the City Commission Professional
Services Account No. 001-11-01-511-31-10.
Section 4. That all resolutions or parts of resolutions in conflict with this Resolution
are repealed to the extent of such conflict.
Section 5. That this Resolution shall be effective 10 days after passage.
PASSED AND ADOPTED on Itgm loe,'i 1 q , 2023.
Motion by% (. o UY4&o , second by et"Mi s>y(„Y1,(,i
FINAL VOTE ON ADOPTION:
Commissioner Joyce L. Davis t1>
Commissioner Tamara James �S
Commissioner Marco Salvino
Vice Mayor Lori Lewellen
Mayor Archibald J. Ryan IV
PASSED AND ADOPTE D on �N aw e� 14, 2023.
ATTEST:
ELORA RI , MMC
CITY CLERK
Is �9
APPROVED AS TO FORM AND CORRECTNESS:
UTSIS
W
2 RESOLUTION #2023-tM
ISLAND SYNDICATE
_# - -!BRANDING
PRODUCTION AND
PRINTING OF
COMMEMORATIVE
PUBLICATION
RFP 23-021
islandsyndicate.com
calibe@islandsyndicate.com 305-342-5314
david@islandsyndicate.com 954-200-5110
Executive Summary
About Island Syndicate
Island Syndicate Holdings LLC is a South Florida media and branding agency that creates
exceptional content for discerning corporate, governmental and organizational clients.
Specializing in print publishing, photography and video production, the company has
provided services with a mission of "storytelling excellence" since 2015.Our office is located
at 1915 NE 45th Street, Suite ion, Fort Lauderdale, FL 33308.
Island Syndicate is led by Calibe Thompson (publishing and operations lead), and David I.
Muir (photography and client relationship lead), with core team member Hannah Gulics
offering support (project coordination). While our photography team is primarily in-house,
we are flexible enough to scale with our workload because we engage a network of freelance
contractors for our changing writing, editing and design needs.
Proposal Summary
The company seeks to create a keepsake publication to commemorate the 12oth
Anniversary of incorporation of the City of Dania Beach. Attractive and content -rich, this
printed piece will be distributed as a treasured memento to key partners, constituents and
dignitaries in Dania Beach, and may be made available as an item for purchase appealing to
both locals and visitors.
This timeless keepsake will catalog, in beautiful images and endearing words, Dania Beach's
transformation and growth from an 18gos settlement by 12 Danish families, through its
November 1904 incorporation as Broward's first city, to its current position as a leading
South Florida destination to "Sea, Live and Love." The book will include the overarching
themes: Then, Now and Tomorrow -- to present a chronological storytelling.
The glossy publication will celebrate the city's humble beginnings and show its tremendous
forward progress through:
• Text encapsulating key milestones in the journey from its origins as the simple Modello
neighborhood in the late 19th century to the thriving city that is currently Dania Beach.
• A visual timeline of the city's evolution.
• Quotes and anecdotes from past and present Commissioners, Mayors, City Managers
and key figures in the community.
• Recognizing people, places and milestones of significance to Dania Beach.
• Archival and current images showing the evolution of landmarks, institutions and parks.
• A showcase of the key events hosted in the City.
• And more.
Please Note: A more detailed outline of page content will be developed after our first content
meeting with the city's team.
islandsyndicate.com I contracts@islandsyndicate.com 1954-200-5110
Below, please see a list of clients to whom we have provided relevant project services, as well
as synopses of the related projects and scopes of work completed since 2017 (6 years).
• Aqua Marketing & Communications J Visit Lauderdale
Explore Greater Fort Lauderdale Magazine, 10 issues (2020-2021), 10
issues (2023)
A visitor guide series representing all 31 municipalities in Broward County. Scope
included research, writing, photography, layout, printing, distribution and
development of digital flipbook versions.
• City of Miami Gardens
City of Miami Gardens loth Anniversary Hardcover Keepsake Book
(2022-2023)
A history of the City of Miami Gardens from its original settlement in the 1920S to its
eventual first and second attempts at incorporation, culminating in an overview of
current and future city initiatives, often featuring stories shared by city founders as
well as former and current elected officials. Scope included research, writing,
photography, layout and printing.
Island Syndicate published a single turnkey "Discover Miami Gardens" magazine for
the municipality ahead of their 202o destination event period (Superbowl, F1, Miami
Open, Jazz in the Gardens), published a city map and guide with ADA compliant
digital version, and has interviewed city officials for the city's quarterly newsletter
since 2021.
• City of Lauderhill
Multi -year Lauderhill Spotlight newsletter contract (since 2020)
Three times each year, Island Syndicate gathers images and information provided by
the City of Lauderhill to edit, design, print, distribute (via USPS) and deliver with an
ADA compliant digital version for their "Lauderhill Spotlight" newsletter.
Island Syndicate has published three turnkey "Destination Lauderhill" visitor guides
for the city as well.
• Jamaica Tourist Board
Lifestyle Photography (2021)
In 2021, the Jamaica Tourist Board retained Island Syndicate to capture a lifestyle
campaign image series for their international promotions. We captured footage of
many iconic spots and sites throughout all 14 parishes of the country, with resulting
images used both for print and digital tourism promotions, and in our proprietary
keepsake book.
• Proprietary
Pieces of Jamaica (2022)
A second edition coffee-table book celebrating Jamaica during its 6oth year of
independence. All photos, writing, research and archival insertions, as well as
printing and sales were coordinated internally.
• Proprietary
Island Origins Magazine (2017 - 2022)
Island Syndicate's Caribbean -American lifestyle publication was printed quarterly
for five (5) years and was the winner of nine (9) Florida Magazine Association
awards for excellence in writing and photography.
islandsyndicate.com I contracts@islandsyndicate.com 1 954-200-5110 2
We believe that our years of experience managing multiple detail -oriented publishing
projects, our flexibility and our network of qualified contractors makes us uniquely qualified
to deliver this project on -time and within our stated budget.
Please Note: Timely delivery and adherence to milestones require timely client and resource
partner responses. A key element of the project's success is clear and timely communication
and access to information, interview subjects and related resources.
Approach - Project Process
Island Syndicate acknowledges the city's need to commemorate 120 years of its rich history. Per
RFP requirements, Island Syndicate is capable of managing and executing this project from
concept to completion.
Our publishing process includes the following:
• Planning - Meeting with the city's liaison, historian, public information agent, city
manager, sponsors and any other key stakeholders to ensure that the overall vision for
the project is aligned from the beginning. Creating a chapter outline for what content will
be allocated page by page, and what archival and current images will be gathered.
Working with the city's team to ensure approval and sign off on the finalized detailed
plan before formal content generation begins. This early stage also includes the
development of a custom branding guide / template for proposed page layout styling.
• Coordination - Working with the city's team to schedule interviews, information
gathering, coordinate delivery of archival images, access oral histories, coordinate photo
shoots and other related activities.
• Research - Reviewing all provided assets, information, histories, archival news clipping
etc and composing them into a cohesive framework.
• Original photography - Shooting lifestyle and beauty shots of approved locations
throughout the city of Dania Beach to show the current profile of the city.
• Stock Photography - Acquiring archival images that may or may not have a licensing
cost attached to them, including the use of some newspaper clippings.
• Writing - Final written content creation.
• Editing - Professional copyediting for fact checking, easy to read narratives, proper
grammar and an error -free final product. Image editing will ensure that colors,
contrast and overall visual aesthetic remains consistent from page to page.
• Layout - Page by page graphic design layout to include chapter titles, text and
images, as well as timelines, photo journals and any other non-standard content
element.
• Review rounds - Upon delivery of a first complete draft of the book, we will
facilitate multiple review rounds until the client is satisfied with content quality.
• Printing and delivery - Printing coordination with our professional print partner to
deliver copies of a high -quality, individually -wrapped hardcover book with embossed
dust jacket and Smythe sewn binding F.O.B direct to Dania Beach City Hall or other
specified address city provides. It is highly recommended that the delivery site has a
forklift and delivery bay.
islandsyndicate.com I contracts@islandsyndicate.com 1 954-200-5110 3
Our team uses the Google GSuite of services, along with customized project management
software, to keep track of our projects. We stay abreast of current technology trends for our
photography equipment and methods. Our visual content creators and editors work to the
specs provided for our visual aesthetic as well as technical printing needs. Our researchers,
writers and copyeditors ensure that content is accurate and reader -friendly.
Regardless of these processes, our clients may have alternate thoughts about best verbiage
or how certain subjects should be approached. We check in periodically to ensure that we
remain aligned, and do not go to print until our client is more than satisfied with the
product to be delivered.
Timeline (Estimated)
To allow a six-month minimum production window (excluding printing), we advise
starting detailed planning by November 2023. (Exact working timeline to be confirmed).
• First full draft delivered by May 1st, 2024.
• Final content approval by July 15th, 2024.
• Printed and delivered by October 15th, 2024.
Marketing Strategy Options for Sales Revenue
In order for the city to generate additional income from this commemorative keepsake, we
recommend that the general marketing strategy include:
• Retail sales through high -traffic hotels and stores in the city.
• Digital and on -site / in-store advertising.
• Development of a custom video commercial for display on the city website, on screens
and for digital promo campaigns.
• A celebratory social event to recognize the city's milestone anniversary, while also
showcasing the book.
Additional Services Available
Videography Service to Capture Launch Event
1/2 day shoot with edited highlight reel for promotion on Dania Beach website and social pages -
$3,500
Create a Custom Video Commercial for the 12oth Anniversary Keepsake
This promotional piece will be broadcast on the city's website, shown in partner and sponsor
venues, promoted via YouTube advertising, and shared as a general marketing piece to be
used in various media platforms and outlets - $6,000 to $12,000
Any or all of the above could be combined in marketing efforts to promote knowledge of the
anniversary keepsake, enhancing the potential number of book sales for the city.
islandsyndicate.com I contracts@islandsyndicate.com 1 954-200-5110 4
Printing Recommendation
Print Details:
• Project 12" x 12" hardcover book
• Page Size: 12"x 12"
• Text paper + endpaper + case + dust jacket
• Dust jacket: 4/oc + matte lamination on 1579sm gloss art paper
o Hardcover: 4/oc + matte lamination on 1579sm gloss art, mounted on 3mm
greyboard
o Text: 4/4c on 128gsm matte art paper
o Ends: 1/lc on 16ogsm white woodfree paper
• Binding: Section sewn, cased in with H&T bands.
We recommend printing at least i,000 copies to satisfy:
• Sponsor allocations of 50 -1oo copies each
• City leaders, keystaff and VIP gifts for the 12oth anniversary celebration
• An allocation for gifts to visiting dignitaries and potential investors in the coming years
• An allocation for sales over the coming years
Invoicing
Island Syndicate will invoice the City of Dania Beach every 3o days as per the RFP
procedure requests at a rate of 1o% of the project cost every month for 10 consecutive
months.
References
Below, please see a list of clients to whom we have provided relevant project services
including the publishing of various magazines, newsletter publications and keepsake books.
• Aqua Marketing & Communications - Fran Vaccaro - 954-612-8644
• City of Miami Gardens - Tamara Wadley - 786-509-8850
• City of Lauderhill - Leslie Johnson - 954-730-3082
• Jamaica Tourist Board - Karlene Shakes - 305-495-9511
• Visit Lauderdale - Stacy Ritter - 954-767-2443
islandsyndicate.com I contracts@islandsyndicate.com 1 954-200-5110 5
r . t
(Our standard pricing per page is $1,000).
6o Pages (Basic) - discounted to $950 per page
This is the minimum suggested page allocation. While major milestones will be recorded, it is
likely that many key dates and events may be omitted due to space constraints.
6o Page Content Development = $57,000
Printing: 1,000 books at $15 per book = $15,000
Tier i Total Project Price:
$72,000 / Seventy-two thousand dollars
96 Pages (Recommended) - discounted to $850 per page
It is highly recommended that, for a history of 120 years, at least 96 pages be allocated to
avoid omitting key milestones and acknowledgements important to the story of the city.
96 Page Content Development = $81,600
Printing: l000 books at $18 per book=$18,000
Tier 2 Total Project Price:
$99,600 / Ninety-nine thousand six hundred dollars
132 Pages (Deluxe) - discounted to $85o per page
With 132 pages we are confident that we can cover the history and all key milestones in
sufficient depth, and include enriching anecdotes, images and archival support content. This
option will allow us to work comfortably and provide the best coverage of the long and vibrant
history of Dania Beach. This is the most comprehensive option.
132 Page Content Development = $112,200
Printing: 1,000 books at $20.00 per book = $20,000
Tier 3 Total Project Price:
$132,200 / One hundred thirty-two thousand, two hundred dollars
Supplementary Attachments:
1. Sample Content Plan: City of Miami Gardens loth Anniversary
2. City of Miami Gardens loth Anniversary Keepsake (Sample)
3. Pieces of Jamaica 2022 (Sample)
4. Explore Greater Fort Lauderdale: Dania Beach (2021)
5. Reference letters (4)
6. CBE / SBE and WBE certifications
islandsyndicate.com I contracts@islandsyndicate.com 1 954-200-5110 6
Sample Content Plan:
City of Miami Gardens loth .Anniversary
Below is an example of the first step in the project process. After detailed communication with
this cty's liaison, a section by section content plan for their project was created. This first draft
was developed into additional, more detailed iterations before the final bulleted page plan was
delivered for approval (milestone 1), and interviews and content creation began.
General Content and Themes
The book will include the themes, Then, Now and Tomorrow, to present a chronological
storytelling of the City of Miami Gardens' progression.
An abbreviated graphical timeline will run along the bottom / footer of each page with dates,
notable events and historic moments corresponding with the subject matter being explored on
the page above.
An opening section will present a foreword by Mayor Harris, introduce readers to Miami
Gardens as a trailblazing community, display a two -page graphical timeline spread of major
events in the City's history, and offer a preview of what can be found within the book.
Subsequent sections will highlight:
THEN
Main Feature:
The City of Destiny — Miami Gardens: A City's Evolution
The story behind the birth and growth of the City. Embellished with pull quotes and archival and
contemporary images drawing attention to key moments along the City's journey.
• Carol City before incorporation.
• The years -long process of becoming "Miami Gardens."
• Important milestones leading up to, and then from the City's incorporation until now.
The turning point that inspired City incorporation
• The initial vision for Miami Gardens
Faces of Miami Gardens
Archival images of the founding members of Miami Gardens, with quotes from each, giving
insights into their time fighting for the City's incorporation, what their vision was at the time,
canvassing teams (Members of the 1st and end)
• Founding City Council
• First Mayor
• First City Manager
• Other notable people
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