C2A - Outreach Services Contract

Procurement Requests - C2 A

C2 A A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE CITY MANAGER PURSUANT TO REQUEST FOR QUALIFICATIONS (RFQ) 2025-423- DF FOR PUBLIC INFORMATION OUTREACH SERVICES; AUTHORIZING THE ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH THE FOLLOWING THREE FIRMS FOR THE PROVISION OF PUBLIC INFORMATION OUTREACH SERVICES ON AN AS-NEEDED BASIS: HML PUBLIC OUTREACH LLC AND INFINITE SOURCE COMMUNICATIONS GROUP, LLC, AS THE TIED FIRST RANKED PROPOSERS, AND MEDIA RELATIONS GROUP, LLC AS THE THIRD RANKED PROPOSER; AND FURTHER, AUTHORIZING THE CITY MANAGER AND CITY CLERK TO EXECUTE AGREEMENTS WITH EACH OF THE FOREGOING UPON THE CONCLUSION OF SUCCESSFUL NEGOTIATIONS BY THE ADMINISTRATION. (MARKETING AND COMMUNICATIONS) Applicable Area:

COMMISSION MEMORANDUM

RECOMMENDATION

The City Administration ("Administration") recommends that the Mayor and City Commission ("City Commission") approve the Resolution.

This solicitation is under the Cone of Silence.

BACKGROUND/HISTORY

Since 2011, the City of Miami Beach (“City”) has utilized the services of firms to provide public information outreach (PIO) services to regularly communicate with the public regarding Neighborhood Improvement Projects (NIPs) and other city efforts that involve the local community, although not exclusively, pursuant to an open and competitive procurement process. These firms, or proposers, work closely with city staff to develop and execute communication efforts, including public relations (PR), content production, social media coordination, video production, and email blasts for events, among others, for both active and future construction of Capital Improvement Projects (CIP), Public Works Projects, Environmental & Sustainability projects, Transportation initiatives, Parks, and other citywide efforts. The proposers may also assist with communication for public works operations, special projects, citywide initiatives, and public safety marketing campaigns.

On October 14, 2020, the Mayor and City Commission approved the award of contracts pursuant to Request for Qualifications (RFQ) 2020-118-WG for PIO services related to right-of-way and facilities construction projects. The following four (4) firms were awarded contracts pursuant to the RFQ: Infinite Source Communications Group, LLC; HML Public Outreach LLC; Media Relations Group, LLC; and The Valerin Group, Inc. The contract had an initial term of three (3) years, with an option to renew for two (2) additional one-year periods. The current contract is set to expire on January 10, 2026, with no further renewals available. The estimated annual expenditure for this contract is approximately $214,000.00 and may increase or decrease based on workload and the City’s budgeting process.

In order to consider a replacement agreement, the Administration developed RFQ 2025-423-DF for public information outreach (PIO) services in order to ensure there is no gap in the delivery of services.

ANALYSIS

On June 25, 2025, the Mayor and City Commission authorized the issuance of RFQ 2025-423- DF for public information outreach (PIO) services. On June 27, 2025, the RFQ was issued. A voluntary pre-proposal conference was held on July 7, 2025, to provide information to proposers submitting a response. Three (3) addenda were issued, and 104 prospective bidders accessed the advertised solicitation. RFQ responses were due and received on August 25, 2025. The City received eight (8) proposals from:

EXP U.S. Services Inc. HML Public Outreach LLC Infinite Source Communications Group, LLC Ingage Biz, Inc. Media Relations Group, LLC Quest Corporation of America, Inc. Raftelis Financial Consultants, Inc. Sirena Media LLC

On August 4, 2025, the City Manager appointed the Evaluation Committee (“Committee”) via Letter to Commission (LTC) # 324-2025. The Committee was comprised of Maria Cerna, Assistant Director, Office of Capital Improvement Projects; Lauren Firtel, Neighborhood Affairs Manager, Office of Marketing and Communications; Rodney Knowles, Assistant Director, Public Works Department; Lindsey Precht, Assistant Director, Environment and Sustainability Department; and Otniel Rodrigez, Assistant Director, Transportation and Mobility Department. The Committee convened on September 12, 2025, to consider the proposals received.

The Committee was provided an overview of the project, information relative to the City's Cone of Silence Ordinance, and the Government Sunshine Law. The Committee was also provided general information on the scope of services and a copy of each proposal. The Committee was instructed to score and rank each proposal pursuant to the evaluation criteria established in the RFQ. The evaluation process resulted in the ranking of proposers as indicated below and in Attachment A.

1 st HML Public Outreach LLC 1 st Infinite Source Communications Group, LLC 3 rd Media Relations Group, LLC 4 th Quest Corporation of America, Inc. 5 th Ingage Biz, Inc 6 th EXP U.S. Services Inc. 7 th Raftelis Financial Consultants, Inc. 8 th Sirena Media LLC

The Evaluation Committee scoring resulted in both HML Public Outreach LLC and Infinite Source Communications Group, LLC being ranked as the top proposers, tied as first.

The Committee highlighted that HML Public Outreach LLC (“HML”) submitted a proposal that, despite being a long-standing City incumbent vendor showed eagerness and contained innovative solutions to benefit future City projects. Their experience was showcased by providing a targeted proposal specific to the City's needs. The Committee also noted that HML’s previous experience with the City included noteworthy communication and responsiveness, as well as HML’s intuitive selection of team members who always met the appropriate bandwidth requirements for any given City project.

Over the past 15 years, HML Public Outreach LLC has continued to grow and expand its depth of resources by developing talented professionals who are dedicated to addressing the questions and expectations of Miami Beach’s vibrant and diverse community. Throughout its years of service, HML has intentionally focused on South Florida projects, particularly in coastal communities, allowing its team to become deeply entrenched in the neighborhoods it serves. HML’s local experience includes resilience, transportation and neighborhood improvements projects such as the multi-phase West Avenue Neighborhood Improvements, Indian Creek Drive Flooding Mitigation Project, and 41 Street Corridor Revitalization Project. HML has provided services to the Florida Department of Transportation (FDOT), the Village of Key Biscayne, and the City of Hollywood Community Redevelopment Agency (CRA). All references provided positive feedback. HML is also an incumbent vendor in the City’s current RFQ 2020-118-WG for PIO services and has received satisfactory evaluations from City staff.

Infinite Source Communications Group, LLC (“ISC”) was also top-ranked. The Committee noted that Infinite Source, also an incumbent vendor, submitted a proposal that did not rest on its laurels by providing new strategies that could be applied to future outreach campaigns. The Committee emphasized that the proposal did well to lay out its many tools available to the City for future City projects. The Committee added that ISC’s past experience, specifically with the City, showcases its in-house capacity to understand the targeted audience and appropriate stakeholders to deliver the City’s messaging effectively. The Committee specifically mentioned Infinite Source’s positive outcome with regard to the City’s reforestation efforts that help fortify rapport between the Administration, residents, and elected officials.

Founded in 2009, ISC specializes in delivering adaptable, creative, and results-driven communication strategies across both general and Hispanic markets. With over 20 years of industry experience, ISC supports a diverse clientele including municipalities, agencies, and private sector companies through high-quality branding, outreach, and public engagement services. ISC is certified as a Small Business Enterprise (SBE) by Miami-Dade County. ISC has provided services for the Florida Department of Transportation (FDOT), Miami-Dade County, Univision Communications, Inc. All references provided positive feedback. ISC is also an incumbent vendor in the City’s current RFQ 2020-118-WG for PIO services and has received satisfactory evaluations from City staff.

The Evaluation Committee also deemed Media Relations Group, LLC (“MRG”) the third-ranked proposer well qualified to provide PIO services. The Committee highlighted MRG’s proposal, which provided new and fresh ideas, despite being an incumbent vendor. The Committee noted that MRG’s previous experience with the City includes work that emphasized community outreach that was early and often, and MRG’s invaluable input in providing information regarding projects happening in the surrounding areas beyond City limits, which keeps the Administration abreast of significant changes to the community at large. In addition, the Committee spoke highly of MRG’s in-house capabilities, including an Emmy-awarded video production staff that produces impactful campaigns for its clients.

Based in Miami, MRG specializes in multilingual media relations, grassroots consensus building, and creative services tailored to transportation and infrastructure projects. MRG is known for its hands-on approach, acting as an extension of its clients’ teams to deliver strategic, cost-effective public involvement campaigns. In 2023, the firm supported the citywide water meter upgrade project which transferred over 60,000 customers to new Badger water meters. MRG also supports community service initiatives and offers in-house graphic design, branding, and digital media solutions. MRG is certified as a small business enterprise (SBE) by Miami-Dade County. Its clients include the Florida Department of Transportation (FDOT), Miami-Dade County, and the Broward Metropolitan Planning Organization (BMPO). All references provided positive feedback. MRG is also an incumbent vendor in the City’s current RFQ 2020-118-WG for PIO services and has received satisfactory evaluations from City staff.

FISCAL IMPACT STATEMENT

The budget for these services is allocated from projects that the City will require in the future, as needed. All funds are contingent upon funding availability within the project and/or approval during a future budget process. It is not anticipated that grant funding will be utilized for this project.

Does this Ordinance require a Business Impact Estimate? (FOR ORDINANCES ONLY)

If applicable, the Business Impact Estimate (BIE) was published on: See BIE at: https://www.miamibeachfl.gov/city-hall/city-clerk/meeting-notices/

FINANCIAL INFORMATION

N/A

CONCLUSION

Based on the foregoing, it is recommended that the Mayor and City Commission approve the Resolution authorizing the Administration to establish a pool of pre-qualified consultants for specific tasks relating to public information outreach (PIO) services; authorizing the Administration to enter into negotiations with HML Public Outreach LLC, Infinite Source Communications Group, LLC, and Media Relations Group, LLC, as the top-ranked proposers. The Resolution also authorizes the City Manager and City Clerk to execute the agreements upon the conclusion of successful negotiations by the Administration.

Applicable Area

Citywide

Was this Agenda Item initially requested by a lobbyist which, as defined in Code Sec. 2-481, includes a principal engaged in lobbying? No

If so, specify the name of lobbyist(s) and principal(s):

Department

Procurement

Sponsor(s)

Co-sponsor(s)

ATTACHMENT A

Condensed Title

RFQ 2025-423-DF PIO Services Ranking Ranking Award RFQ 2025-423-DF, Public Information Outreach Services. MC/PR

Rodney Knowles Lauren Firtel Maria Cerna

RESOLUTION NO.

_

Quantitative Subtotal Qualitative Quantitative Subtotal Qualitative Quantitative Qualitative

Previous Action (For City Clerk Use Only)

92 99 96 94 95 93 80 70

0 0 0 0 0 0 0 0

92 99 96 94 95 93 80 70

6 1 2 4 3 5 7 8

80 96 92 85 94 90 73 60

0 0 0 0 0 0 0 0

80 96 92 85 94 90 73 60

6 1 3 5 2 4 7 8

85 91 93 83 94 86 81 62

92 99 96 94 95 93 80 70 0 0 0 0 0 0 0 0 92 99 96 94 95 93 80 70 6 1 2 4 3 5 7 8 80 96 92 85 94 90 73 60 0 0 0 0 0 0 0 0 80 96 92 85 94 90 73 60 6 1 3 5 2 4 7 8 85 91 93 83 94 86 81 62 EXP US Services HML Public Outreach Infinite Source Ingage Biz Media Relations Group Quest Corporation of America Raftelis Financial Consultants Sirena Media

A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE CITY MANAGER PURSUANT TO REQUEST FOR QUALIFICATIONS (RFQ) 2025-423-DF FOR PUBLIC INFORMATION OUTREACH SERVICES; AUTHORIZING THE ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH THE FOLLOWING THREE FIRMS FOR THE PROVISION OF PUBLIC INFORMATION OUTREACH SERVICES ON AN AS-NEEDED BASIS: HML PUBLIC OUTREACH LLC AND INFINITE SOURCE COMMUNICATIONS GROUP, LLC, AS THE TIED FIRST RANKED PROPOSERS, AND MEDIA RELATIONS GROUP, LLC AS THE THIRD RANKED PROPOSER; AND FURTHER, AUTHORIZING THE CITY MANAGER AND CITY CLERK TO EXECUTE AGREEMENTS WITH EACH OF THE FOREGOING UPON THE CONCLUSION OF SUCCESSFUL NEGOTIATIONS BY THE ADMINISTRATION.

Quantitative Points

WHEREAS, on June 25, 2025, the Mayor and City Commission authorized the issuance of Request for Qualifications (RFQ) No. 2025-423-DF (the "RFQ") for Public Information Outreach ("PIO") Services; and

WHEREAS, the RFQ was released on June 27, 2025; and

WHEREAS, a voluntary pre-proposal meeting was held on July 7, 2025; and

WHEREAS, on August 25, 2025, the City received eight (8) RFQ proposals from EXP U.S. Services Inc., HML Public Outreach LLC, Infinite Source Communications Group, LLC, lngage Biz, Inc., Media Relations Group, LLC, Quest Corporation of America, Inc., Raftelis Financial Consultants, Inc., and Sirena Media LLC; and

WHEREAS, on August 4, 2025, the City Manager, via Letter to Commission No. 324- 2025, appointed an Evaluation Committee comprised of Maria Cerna, Assistant Director, Office of Capital Improvement Projects, Lauren Firtel, Neighborhood Affairs Manager, Office of Marketing and Communications, Rodney Knowles, Assistant Director, Public Works Department, Lindsey Precht, Assistant Director, Environment and Sustainability Department, and Otniel Rodrigez, Assistant Director, Transportation and Mobility Department; and

WHEREAS, the Evaluation Committee was provided an overview of the project, information relative to the City's Cone of Silence Ordinance and the Government Sunshine Law, general information on the scope of services and a copy of each proposal; and

WHEREAS, the Evaluation Committee was instructed to score and rank each proposal pursuant to the evaluation criteria established in the RFQ; and

WHEREAS, the evaluation process resulted in the proposers being ranked by the Evaluation Committee in the following order:

1 HML Public Outreach LLC

1 st Infinite Source Communications Group, LLC 3° Media Relations Group, LLC 4 Quest Corporation of America, Inc.

Ranking Ranking Ranking Ranking Low Aggregate Totals

Lindsey Precht

Otniel Rodriguez

Subtotal Qualitative Quantitative Subtotal Qualitative Quantitative Subtotal

0 0 0 0 0 0 0 0

85 91 93 83 94 86 81 62

5 3 2 6 1 4 7 8

82 93 94 85 93 89 78 62

0 0 0 0 0 0 0 0

82 93 94 85 93 89 78 62

6 2 1 5 2 4 7 8

90 93 96 88 91 89 80 70

0 0 0 0 0 0 0 0

90 93 96 88 91 89 80 70

4 2 1 6 3 5 7 8

27 9 9 26 11 22 35 40

6 1 1 5 3 4 7 8

5" Ingage Biz, Inc 6" EXP U.S. Services Inc. 7 h Raftelis Financial Consultants, Inc. 8" Sirena Media LLC; and

WHEREAS, after reviewing all of the submissions and the Evaluation Committee process, the City Manager concurs with the Evaluation Committee and finds that HML Public Outreach LLC, Infinite Source Communications Group, LLC, and Media Relations Group, LLC are the best qualified firms to be included in the prequalified pool of consultants for future engagements relating to public information outreach services; and

WHEREAS, these firms are current City vendors for PIO services and have performed to the City's satisfaction; and

WHEREAS, these firms have also provided the same services for neighboring municipalities and other public agencies; and

WHEREAS, accordingly, the City Manager recommends that the Mayor and City Commission (i) authorize the Administration to enter into negotiations with the following three firms for the provision of public information outreach services on an as-needed basis: HML Public Outreach LLC and Infinite Source Communications Group, LLC, as the tied first ranked proposers, and Media Relations Group, LLC as the third ranked proposer, and (ii) authorize the City Manager and City Clerk to execute agreements with each of the foregoing upon the conclusion of successful negotiations by the Administration.

NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City Commission hereby accept the recommendation of the City Manager pursuant to Request for Qualifications (RFQ) 2025-423-DF for public information outreach services; authorize the Administration to enter into negotiations with the following three firms for the provision of public information outreach services on an as-needed basis: HML Public Outreach LLC and Infinite Source Communications Group, LLC, as the tied first ranked proposers, and Media Relations Group, LLC as the third ranked proposer; and further, authorize the City Manager and City Clerk to execute agreements with each of the foregoing upon the conclusion of successful negotiations by the Administration.

PASSED and ADOPTED this

ATTEST:

Rafael E. Granado, City Clerk

day of 2025.

Steven Meiner, Mayor

APPROVED AS TO FORM & LANGUAGE & FOR EXECUTION

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