HomeMy Public PortalAbout1996-08-06 Special MeetingCOUNCIL MINUTES
SPECIAL MEETING - AUGUST 6, 1996
The special meeting of the Bal Harbour Village Council was
held on Tuesday, August 6, 1996, in the Council Chamber at Bal
Harbour Village Hall. The meeting was called to order at 1:16 p.m.
by Assistant Mayor Blank. The roll was called and those present
were:
Assistant Mayor Matthew B. Blank
Councilman James E. Boggess
Councilman Andrew R. Hirschl
Also present: Alfred J. Treppeda, Village Manager
Jeanette Horton, Village Clerk
Richard J. Weiss, Village Attorney
Absent: Mayor Estelle Spiegel
Councilman Sol M. Taplin
As a quorum was determined to be present, the meeting
commenced.
2. Discussion of Reauest for Proposals for Advertising
Marketinx and Public Relations Services: Mr. Treppeda
explained six bids were received, which were as follows:
Two for Advertising
Two for Public Relations Services
Two for Both Advertising and
Public Relations Services
He further explained two bids were too late to be accepted. He
continued to explain he heard that some people thought the bid
specifications were too long.
At this time, he requested direction from the Council to reject all
bids and re- advertise or rate the bids that were received.
Councilman Boggess questioned if the bids are rejected, and the six
bids that were received submitted ten copies, would they have to
resubmit another ten copies. Mr. Treppeda replied he would return
nine copies to them and keep one for the Village's records. Mr.
Weiss confirmed this would be satisfactory as long as one copy is
retained.
Councilman Boggess referred to the last Council meeting when only
two bids were received and the comment was usually the bids are not
turned in until just before bid opening. Therefore, since the bids
were opened anyone could obtain the bid amounts. Mr. Treppeda
stated this is true under the public records law once the bids are
open they become a public record. He further explained the six
that bid could change their bid on submittal the second time.
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Assistant Mayor Blank stated in reference to the bids received
late, he suggested to Mr. Treppeda that in the future the bid
openings be held at 5:00 p.m. He further stated what troubled him
was the length of the Request for Proposals. In his opinion, the
reason more bids were not received was due to this fact.
Councilman Hirschl stated he read the Request for Proposals, which
is very wordy and technical. According to Ms. Thompson, the
Village's Purchasing Agent, this is a standard procedure.
Councilman Boggess asked if the bids that were received are from
competent companies. Mr. Treppeda stated from the resumes received
all of the companies seem qualified.
Councilman Boggess then asked what is the basis for rejecting the
bids and re- advertising. Mr. Treppeda replied the basis would be
to see more competition. Assistant Mayor Blank stated, in his
opinion, the Village did not receive enough bids to make a
decision.
Councilman Hirschl then proceeded to ask for comments from the
members of the Resort Tax Committee that were present, Mrs.
Rosenthal and Mr. Fine.
Mrs. Rosenthal stated she received a few calls that the Request for
Proposals would take a week to complete. Therefore, in her
opinion, the Village missed out on talent because of the weight of
the Request for Proposals.
Mr. Fine agreed with Mrs. Rosenthal. He then proceeded to explain
the form that is used by the Sheraton Bal Harbour when going out
for Request for Proposals, which is one page.
Mr. Weiss reviewed the Request for Proposals for the Council, item
by item. He pointed out that the first part of the Request for
Proposals is requirements, which would be in a contract.
A motion was offered by Councilman Boggess and seconded by
Councilman Hirschl that the Resort Tax Committee review the
proposals and report back to the Village Manager, and the Village
Manager should contact the companies that the Requests for
Proposals were sent to and ask why they did not submit a bid. The
motion carried with the vote as follows: Assistant Mayor Blank aye;
Councilman Boggess aye; Councilman Hirschl aye; Mayor Spiegel and
Councilman Taplin absent.
It was suggested the Council authorize the Village Manager to go
out for new Requests for Proposals if recommended by the Resort Tax
Committee.
A motion was offered by Councilman Hirschl and seconded by
Councilman Boggess to authorize the Village Manager to reject the
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bids and re- advertise on the recommendation of the Resort Tax
Committee, or if the quality of the bidders is satisfactory then do
a rating process and make recommendations to the Council. The
motion carried with the vote as follows: Assistant Mayor Blank aye;
Councilman Boggess aye; Councilman Hirschl aye; Mayor Spiegel and
Councilman Taplin absent.
Mr. Treppeda stated he will have Ms. Thompson check the bids for
conformance of the bidders according to the specifications.
3. Other Business: Mr. Treppeda stated he received a reply
from Greenstone Roberts in reference to billing the Village at an
hourly rate. Ms. Ryan, of Greenstone Roberts, explained the
problems that would incur. Councilman Hirschl stated that
Greenstone Roberts should then remain on a month to month bases not
at an hourly rate.
Mr. Fine questioned the status of the work in progress, such as the
posters, photography, travel agent incentive mailer, and the video.
Mr. Treppeda replied he would look into this and advise Mr. Fine of
the status.
4. Ad3ourn; There being no further business to come before
the Council, a motion was offered by Councilman Boggess and
seconded by Councilman Hirschl to adjourn. The motion carried
unanimously (3 -0), with Mayor Spiegel and Councilman Taplin absent,
and the meeting adjourned at 2:05 p.m.
Assistant Mayor Matthew B. Blank
Attest:
eanette Horton, CMC /AAE
Village Clerk
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