Broward County Commission Regular Meeting

A. MOTION TO APPROVE one reasonable source designation to utilize ArtServe, Inc. for Cooperative Marketing Program Services for the Cultural Division.

(Commissioner Holness pulled this item.)

ACTION:  (T-11:12 AM)  Approved.  (Refer to minutes for full discussion.)
 
VOTE: 8-0.  Commissioner Ryan was not present.

B. MOTION TO APPROVE Agreement between Broward County and ArtServe, Inc., for Cooperative Marketing Program Services, for promoting and advertising the County’s cultural events in the maximum not-to-exceed amount of $972,150 for a three-year period, which includes $57,900 for optional services; and authorize Mayor and Clerk to execute same. The term of the Agreement begins on October 1, 2017 and terminates three years from that date.

(Commissioner Holness pulled this item.)

ACTION:  (T-11:12 AM)  Approved.  (Refer to minutes for full discussion.)
 
VOTE: 8-0.  Commissioner Ryan was not present.

A. In accordance with the Broward County Procurement Code, Section 21.34, a sole source/brand procurement above the award authority of the Director of Purchasing must be approved and awarded by the Board.
 

B. In accordance with the Broward County Procurement Code, Section 21.31.a.4, the Board is required to approve all purchases exceeding $250,000 per annum or $400,000 in a multi-year period.

A. Provides approval of one reasonable source request.
 

B. Provides a contract for promoting and advertising of the County’s cultural events.

None.

THE PURCHASING DIVISION AND THE CULTURAL DIVISION RECOMMEND APPROVAL OF THE ABOVE MOTIONS.

This item supports the Board’s Value of "Cultivating community culture, arts, recreation and life-long learning" and its Goal No. 3 "In coordination with our community partners, market and deliver world-class recreational opportunities." 
 
The Office of Economic and Small Business Development did not assign participation goals to this Agreement based on the reasonable source request.

The purpose of this request is to establish an agreement  with ArtServe, Inc. (ArtServe) to continue the Cooperative Marketing Program Services promoting and advertising the County's cultural events (Exhibit 2).  Services include advertisement placement and strategy services, production, graphic design, advertisement purchasing (media buys) at nonprofit rates, online strategies for client users, education and outreach workshops for client users and media partners. ArtServe also administers the Board Arts Calendar website, www.artscalendar.com, in collaboration with the Cultural Division, which provides an online platform for artists, arts organizations for event listings, artist directories, blogs, video platforms and more. This service is available to all Broward-based artists, arts organizations, municipalities and community groups.

On May 2, 2017, the Purchasing Division issued a Request for Information (RFI No. P2114384F1) in an effort to identify potential bidders.  The RFI yielded two responses, ArtServe and ADEPT Strategy & Public Relations (ADEPT).  The Cultural Division reviewed the response from ADEPT and determined that the bidder lacked the experience and capacity to deliver the services required. On July 19, 2017, the Cultural Division requested  a one reasonable sole source designation to ArtServe, as it is the only known company that possesses all the qualifications required to successfully provide the program services as required by the user agency.  On August 3, 2017, the Director of Purchasing recommended approval of the one reasonable sole source designation (Exhibit 3).

A Sunshine negotiation meeting was held on August 15, 2017. The meeting was attended by representatives of ArtServe, Inc., the Cultural Division, the County Attorney's Office and the Purchasing Division.

Incumbent: ArtServe, Inc., Contract Title: Cooperative Marketing Services, Contract Number: R0964108P1, Contract Term: May 5, 2013 through September 30, 2017. Expenditures to-date: $1,482,070.

Brenda J. Billingsley, Director, Purchasing Division, (954) 357-6070