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Resolution 2020-31441 RESOLUTION NO. 2020-31441 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, ACCEPTING THE WRITTEN RECOMMENDATION OF THE CITY MANAGER (AS SET FORTH IN THE CITY COMMISSION MEMORANDUM ACCOMPANYING THIS RESOLUTION) AND WAIVING, BY A 5/7THS VOTE, THE FORMAL COMPETITIVE BIDDING REQUIREMENT, FINDING SUCH WAIVER TO BE IN THE CITY'S BEST INTEREST; AND APPROVING AND AUTHORIZING THE CITY'S PARKS AND RECREATION DEPARTMENT (DEPARTMENT) TO USE THE VENDORS LISTED IN EXHIBIT D, ATTACHED TO THIS RESOLUTION, FOR THE PURCHASE OF FOOD AND SNACKS, RIDES AND INFLATABLES AND OTHER PROGRAM EXPENSES FOR THE PARTICIPANTS IN THE DEPARTMENT'S PROGRAMS; SAID WAIVER SHALL BE AUTHORIZED FOR A PERIOD OF THREE (3) YEARS, ON A YEAR-TO-YEAR BASIS, CONTINGENT UPON CITY COMMISSION APPROVAL OF THE DEPARTMENT'S RELATED BUDGET ALLOCATION(S) DURING THE ADOPTION OF THE CITY'S ANNUAL BUDGET, IN AN ANNUAL AMOUNT NOT TO EXCEED $450,000. WHEREAS, on April 17, 2013, the Mayor and City Commission adopted Resolution No. 2013-28180, waiving, by a 5/7th vote, the formal competitive bidding requirement, finding such waiver to be in the City's best interest, and authorizing the City's Parks and Recreation Department (Department) to purchase food and snacks from Publix, Costco, Gordon Foods, and BJ's Wholesale for: a) the participants in the Department's After-School program, summer camps, special events and other programmed activities (collectively, the Department Programs), and b) other departments and offices citywide, as approved in their respective annual budgets for a period of three (3)years; and WHEREAS, on May 11, 2016, the Mayor and City Commission adopted Resolution No. 2016-29388, waiving, by a 5/7th vote, of the formal competitive bidding requirements, finding such waiver to be in the City's best interest, and authorizing the purchase of food and snacks, rides, inflatables and program expenses from certain specified vendors for participants of the Department's Programs, for a period of three (3) years, in an annual amount not-to-exceed $270,000, contingent upon City Commission approval of the Department's related budget allocation(s); and WHEREAS, on September 13, 2017, the Mayor and City Commission adopted Resolution No. 2017-29976, amending Resolution 2016-29388, increasing the annual not-to- exceed amount for program expenses from $270,000 to $435,000; and WHEREAS, as part of the After-School Program, No School Days and Summer Camp curriculum, the Department provides free snacks to all participants and these are purchased on a bi-weekly to a monthly basis by the Department staff at local grocery or wholesale stores; and WHEREAS, food and miscellaneous program expenses are regularly purchased for athletics, seniors, teens and toddler programs and activities such as Thanksgiving, Holiday, Valentine's Day, New Years and the end of season parties; and WHEREAS, additionally, the Department also provides food to "Guild for the Blind" and to the special needs population programs; and WHEREAS, the Parks and Recreation Department holds multiple events for thousands of residents throughout the year that require the rental of rides and inflatables such as: • Back to School Bash • Hispanic Heritage Festival • Safe Night of Fright • Halloween Happenings • Winter Wonderland • Cupid's Carnival • Leprechaun's Carnival • Spring Eggstravaganza • Fall Fest • Spring Fling • Black History • Art Gallery Night • Pride Events • Family Night • Kid Zones • Senior Events • Playground Revue • Misc. Cultural Events; and WHEREAS, in the past, City staff has found it very difficult to acquire identical quotes from inflatable and ride vendors as not all companies have the same products to offer; and WHEREAS, since the authorization under the current Resolutions has expired, the City Manager recommends that the Mayor and City Commission waive, by a 5/7th's vote, the formal competitive bidding requirement, as permitted under Section 52-367(e) of the City Code, as being in the best interest of the City, so that the Department may continue to provide these programs deliverables efficiently, contingent upon City Commission approval of the Department's related budget allocation(s). 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 written recommendation of the City Manager (as set forth in the City Commission Memorandum accompanying this Resolution) and waive, by a 5/7ths vote, the formal competitive bidding requirement, finding such waiver to be in the City's best interest; and approve and authorize the City's Parks and Recreation Department (the Department) to use the vendors listed in Exhibit D, attached to this Resolution, for the purchase of food and snacks, rides and inflatables and other program expenses for the participants in the Department's programs; said waiver shall be authorized for a period of three (3) years, on a year-to-year basis, contingent upon City Commission approval of the Department's related budget allocation(s) during the adoption of the City's annual budget, in an annual amount not to exceed $450,000. PASSED AND ADOPTED this 14th day of October 2020. 12-24(----- -- Dan Gelber, Mayor ATTEST: r,...)1 111111,-----girt., l� 2� .. ,. '' APPROVED AS TO ` =rt _ ;i`v� FORM & LANGUAGE Rafael E. Granado, City Clem .-''f.`"`' & FOR EXECUTION ', .('-i-Z--'-:6-' \---'' fr r • 4, '4 V lei 51202b 1City Attorney 4 i r Exhibit D List of Vendors Food and Snacks BJ's Wholesale Club Dominoes Costco Wholesale Papa Johns Publix Supermarkets Whole Foods Walmart Coca-Cola Pizza Fiore Las Vinas Gordon Food Service Distribution and Food Service Winn-Dixie Jetro/Restaurant Depot Little Cesar's Aldi Pizza Hut Rides and Inflatables Red Balloon Power Party Events Allstar Events Mega Party Events The Event Depot Games on the Go Program Expenses Party City Home Depot Shin Digz Oriental Trading/Fun Express Michael's Home Depot Target Joann Fabrics Walmart Miami Premier FL Ice Manufacturing IKEA S&S Worldwide Ayers Apple BSN Boun Tree Office Depot Amazon.com Crown Trophy Swago ID Wholesaler Spirt Halloween Christmas Palace Fun Carnival Fiesta Carousel Big Los Marshalls Ross TJ Maxx Hobby Lobby Dollar General Dollar Tree **Staff can use, but are not limited to, the list of vendors for the above expenses** Resolutions-C7 I MIAMI BEACH COMMISSION MEMORANDUM TO: Honorable Mayor and Members of the City Commission FROM: Jimmy L. Morales, City Manager DATE: October 14, 2020 SUBJECT:A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, ACCEPTING THE WRITTEN RECOMMENDATION OF THE CITY MANAGER (AS SET FORTH IN THE CITY COMMISSION MEMORANDUM ACCOMPANYING THIS RESOLUTION) AND WAIVING, BY A 517TH VOTE, THE FORMAL COMPETITIVE BIDDING REQUIREMENT, FINDING SUCH WAIVER TO BE IN THE CITY'S BEST INTEREST; AND APPROVING AND AUTHORIZING THE CITY'S PARKS AND RECREATION DEPARTMENT (DEPARTMENT) TO USE THE VENDORS LISTED IN EXHIBIT D, ATTACHED TO THIS RESOLUTION, FOR THE PURCHASE OF FOOD AND SNACKS, RIDES AND INFLATABLES AND OTHER PROGRAM EXPENSES FOR THE PARTICIPANTS IN THE DEPARTMENTS PROGRAMS; SAID WAIVER SHALL BE AUTHORIZED FOR A PERIOD OF THREE (3) YEARS, ON A YEAR-TO-YEAR BASIS, CONTINGENT UPON CITY COMMISSION APPROVAL OF THE DEPARTMENT'S RELATED BUDGET ALLOCATION(S) DURING THE ADOPTION OF THE CITY'S ANNUAL BUDGET, IN AN ANNUAL AMOUNT NOT TO EXCEED $450,000. RECOMMENDATION CITY MANAGER'S RECOMMENTATION The City Manager recommends that the Mayor and City Commission waive the formal competitive bidding requirement, by a 5/7111's vote, as permitted under Section 52-367(e) of the City Code, as being in the best interest of the City. BACKGROUND/HISTORY At the April 17, 2013 City Commission meeting, Resolution No. 2013-28180 (Exhibit A) was'passed approving the waiving, by a 517th vote, the formal competitive bidding requirements, finding such waiver to be in the City's best interest, and authorizing the purchase of food and snacks from Publix, Costco, Gordon Foods, and BJ's Wholesale to be consumed by: a)the City's Parks and Recreation Department's participants in their After-School program, surrmer camps, special events and other prograrrrned activities, and b)other departments and offices citywide, as approved in their respective annual budgets for a period of three (3)years. Page 284 of 1576 At the May 11, 2016 City Corrmission meeting, Resolution No. 2016-29388 (Exhibit B)was adopted approving the waiver, by a 517th vote, of the formal competitive bidding requirements, finding such waiver to be in the City's best interest, and authorizing the purchase of food and snacks, rides, inflatables and program expenses from certain specified vendors, to be used and consumed by participants of the City's Parks and Recreation Department's after-school programs, summer camps, special events and other prograrmed activities; and providing for said waiver for a period of three(3) years, on a year-to-year basis, in an annual amount not-to-exceed $270,000, contingent upon City Commission approval of the department's related budget allocation(s) during the adoption of the City's annual budget. However, at the September 13, 2017 City Commission meeting, Resolution No. 2017-29976 (Exhibit C) was passed amending Resolution 2016-29388 increasing the annual not-to-exceed amount for program expenses from $270,000 to $435,000 and with this resolution expiring, the Parks and Recreation Department is seeking another bid waiver. To date, the Department continues to hold various programs and events throughout the year that require the purchase of food, snacks, rides, inflatables and other necessary program expenses. The funds for these items are allocated annually through the department's approved budget. Snacks and Food/Program Expenses As part of the After-School Program, No School Days and Summer Camp curriculum, the Department provides free snacks to all participants (estimated average daily attendance of 1,000 children). These snacks are purchased on a bi-weekly to a monthly basis by the park staff at local grocery or wholesale stores. Aside from the daily programming, food and miscellaneous program expenses are regularly purchased for athletics, seniors, teens and toddler programs and activities such as Thanksgiving, Holiday, Valentine's Day, New Years and the end of season parties. . Additionally, the Department also provides food to Guild for the Blind and to the special needs population programs. The Department has procedures in place to properly safeguard the delivery and safekeeping of these items. Ail programmed sites have proper refrigeration as mandated by the Department of Health. The managers at each site are tasked with assuring proper inventory controls and distribution to the children during regular After-School and summer programming along with maintaining the same safeguards and procedures during the other planned events and activities. Rides and Inflatables The Parks and Recreation Department holds multiple events for thousands of residents throughout the year that require the rental of rides and inflatables such as: • Back to School Bash • Hispanic Heritage Festival • Safe Night of Fright • Halloween Happenings • Winter Wonderland • Cupid's Carnival • Leprechaun's Carnival • Spring Eggstravaganza Page 285 of 1576 • Fall Fest • Spring Fling • Black History • Art Gallery Night • Pride Events • Family Night • Kid Zones • Senior Events • Playground Revue • Misc. Cultural Events In the past, staff has found it very difficult to acquire identical quotes from inflatable and ride vendors as not all companies have the same products to offer. These special events are a very important staple in the City and the department would like to offer a variety of inflatable and rides from different local vendors throughout the year(Exhibit D). The department will work with the respective departments to stay in compliance with the City's established budgetary, procurement and administrative procedures. ANALYSIS FINANCIAL INFORMATION For FY 2020/2021, Exhibit E shows the approved budget not to exceed $450,000. Amount(s)IAccount(s): Amounts vary from year to year between accounts: 011-0950-000343-28-406-545-00-00-00- 011-0950-000323-28-406-545-00-00-00- 011-0950-000355-28-406-545-00-00-00- CONCLUSION With the expiration of Resolution No. 2017-29976, the Administration recommends the adoption of the Resolution approving the waiver, by a 5/7th's vote, of the formal competitive bidding requirements, finding such waiver to be in the City's best interest, and authorizing the purchase of food and snacks, rides and inflatables and program expenses to include the vendors listed in Exhibit A to be used and consumed by the City's Parks and Recreation Departments' participants in their after-school programs, sunnier camps, special events and other programmed activities; said waiver shall be authorized for a period of three (3) years, on a year-to-year basis, contingent upon City Commission approval of the department's related budget allocation(s) during the adoption of the City's annual budget, in an annual amount not to exceed $450,000. Applicable Area Not Applicable Is this a"Residents Right Does this item utilize G.Q. Page 286 of 1576 to Know" item, pursuant to Bond Funds? City Code Section 2-14? No No Legislative Tracking Parks and Recreation ATTACHMENTS: Description o Exhibit A- Resolution No. 2013-28180 ❑ Exhibit B- Resolution 2016-29388 o Exhibit C- Resolution No. 2017-29976 o Exhibit D- List of Vendors o Exhibit E - Details of FY 2020 Project Account o Resolution Page 287 of 1576 RESOLUTION NO. 2013-28180 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA,WAIVING, BY A 5/7THS VOTE, THE FORMAL COMPETITIVE BIDDING REQUIREMENTS, FINDING SUCH WAIVER TO BE IN THE CITY'S BEST INTEREST, AND AUTHORIZING THE PURCHASE OF FOOD AND SNACKS FROM PUBLIX, COSTCO, GORDON FOODS, AND BJ's WHOLESALE TO BE CONSUMED BY: A) THE CITY'S PARKS AND RECREATION DEPARTMENT'S PARTICIPANTS IN THEIR AFTER- SCHOOL PROGRAMS, SUMMER CAMPS, SPECIAL EVENTS AND OTHER PROGRAMMED ACTIVITIES, AND B) OTHER DEPARTMENTS AND • OFFICES CITYWIDE, AS APPROVED IN THEIR RESPECTIVE ANNUAL BUDGETS; SAID WAIVER SHALL BE AUTHORIZED FOR A PERIOD OF THREE (3) YEARS, ON A YEAR-TO-YEAR BASIS, CONTINGENT UPON CITY COMMISSION APPROVAL OF THE DEPARTMENTS' RELATED BUDGET ALLOCATION(S) DURING THE ADOPTION OF THE CITY'S ANNUAL BUDGET. WHEREAS, the Parks and Recreation Department is charged with the goal of providing safe, educational, and fun-filled programming for all ages; and WHEREAS, as a component of the-after-school curriculum and during non-school days, the Recreation Division provides free snacks to all after-school participants; and WHEREAS, on non-school days, the programmed recreational sites may also supply lunches, entertain the children with parties, and ensure that the children have healthy snacks prior to sending them home; and WHEREAS, the Recreation Division also hosts in-house activities recognizing "special days" for the after-school participants; examples of these activities include, but are not limited to, Thanksgiving, Valentine's Day, New Year's Eve, and the End of the School Year parties; and WHEREAS, the Department also produces numerous neighborhood and special events in order to provide residents with fun-filled and enjoyable activities throughout the year, which include: o Hispanic Heritage Festival o Safe Night of Fright o Halloween Happenings o Winter Wonderland o Black History Night o Cupid's Carnival o Spring Eggstravaganza o Playground Revue o Movie in the Parks (various sites); and WHEREAS, the Recreation Division also supplies food and snacks to seniors during their programmed events, provides food to the Guild for the Blind and to our special needs population programs at their many events, which include Special Olympics, Thanksgiving, Seasonal Holiday Party, Valentine's Day, and the End of School Year Party; and WHEREAS, there are additional City Departments and offices that also purchase food and snacks from the vendors on the approved list; and Page 288 of 1576 WHEREAS, for example, the Office of the Mayor and Commission purchase food monthly for City Commission meetings and City Commission workshops; and WHEREAS, the Office of Community Services purchases approximately $3,600 of food annually for their Service Partnership Program, Youth Development Program, and Emergency Food & Shelter Program (EFSP). 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 waive, by a 517th vote, the formal competitive bidding requirements, finding such waiver to be in the City's best interest, and authorize the purchase of food and snacks from Publix, Costco, Gordon Foods, and BJ's Wholesale, to be consumed by: a) the City's Parks and Recreation Department's participants in their after-school programs, summer camps, special events, and other programmed activities, and b) other departments and offices Citywide, as approved in their respective annual budgets; said waiver shall be authorized for a period of three (3) years on a year-to-year basis, contingent upon City Commission approval of the Departments' related budget allocation(s) during the adoption of the City's annual budget. PASSED and ADOPTED this 17 day of April, 2013. ATTEST: ,,,,,,,,,,,, ' `• TTI HERR RA BOWER '. "rrO/Z/ ' id / . ;!NCORPORATED Adlid s, • : -MAYOR RAF. L GRAN:IN, CITY Cf J. •'?/ "'; • ;::\c5F .... 26 T:IAGENDA120131April 171Reso. -Waiver of Competitive Bid-Food -Snacks All Departments.doc APPROVED AS TO FORM &LANGUAGE &FOR ' + TION ,ir/� AO - r , , i 13 / 1i Page 289 of 1576 RESOLUTION NO. 2016-29388 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE CITY MANAGER (AS SET FORTH IN THE CITY COMMISSION MEMORANDUM ACCOMPANYING THIS RESOLUTION) AND WAIVING, BY A 5/7THS VOTE, THE FORMAL COMPETITIVE BIDDING REQUIREMENT, FINDING SUCH WAIVER TO BE IN THE CITY'S BEST INTEREST; AND APPROVING THE VENDORS LISTED IN EXHIBIT A TO THIS RESOLUTION FOR THE PURCHASE OF FOOD AND SNACKS, RIDES AND INFLATABLES, AND OTHER PROGRAM EXPENSES TO BE USED BY THE PARTICIPANTS OF THE CITY'S PARKS AND RECREATION DEPARTMENTS' AFTER-SCHOOL PROGRAMS, SUMMER CAMPS, SPECIAL EVENTS AND OTHER PROGRAMMED ACTIVITIES; SAID WAIVER SHALL BE AUTHORIZED FOR A PERIOD OF THREE (3) YEARS, ON A YEAR-TO-YEAR BASIS, CONTINGENT UPON CITY COMMISSION APPROVAL OF THE DEPARTMENT'S RELATED BUDGET ALLOCATION(S) DURING THE ADOPTION Of THE CITY'S ANNUAL BUDGET, IN AN ANNUAL AMOUNT NOT TO EXCEED $270,000. WHEREAS, at the April 17, 2013 City Commission Meeting, the Mayor and City Commission adopted Resolution No. 2013-28180, approving the waiver, by a 5/7t$ vote, the formal competitive bidding requirement, finding such waiver to be in the City's best interest, and authorizing the purchase of food and snacks from Publix, Costco, Gordon foods, and BJ's Wholesale to be consumed by: a) the City's Parks and Recreation Department's (the Department)participants in their after-school program, summer camps, special events and other programmed activities, and b) other departments and offices citywide, as approved in their respective annual budgets for a period of three (3)years; and WHEREAS, the Department holds various programs and events throughout the year that require the purchase of food, snacks, rides, inflatables and other necessary program expenses; and the funds for these items are allocated annually through the department's approved budget; and WHEREAS, as part of the after-school program, no school days and summer camp curriculum, the Department provides free snacks to all participants (estimated average daily attendance of 1,000 children) and these snacks are purchased on a bi-weekly to a monthly basis by the park staff at local grocery or wholesale stores; and WHEREAS, food and miscellaneous program expenses are additionally regularly purchased for athletics, seniors, teens and toddler programs and activities such as Thanksgiving, Holiday, Valentine's Day, New Years and the end of season parties as well as for the Guild for the Blind and to the Special Needs Population programs; and WHEREAS, the Department has procedures in place to properly safeguard the delivery and safekeeping of these items; and Page 290 of 1576 WHEREAS, the Department holds multiple events for thousands of residents throughout the year that require the rental of rides and inflatables such as: • Back to School Bash • • Hispanic Heritage Festival • Safe Night of Fright • Halloween Happenings • Winter Wonderland • Cupid's Carnival • Leprechaun's Carnival • Spring Eggstravaganza • Fall Fest; and WHEREAS, in the past, staff has found it very difficult to acquire identical quotes from inflatable and ride vendors as not all companies have the same products to offer; and WHEREAS, the Department will work with the respective departments to stay in compliance with the City's established budgetary, procurement and administrative procedures; and WHEREAS, Resolution No. 2013-28180 will expire in April of 2016 and the City Manager recommends waiving, by a 5/7ts vote, the formal competitive bidding requirement, as being in the best interest of the City; and WHEREAS, the Administration recommends the approval of the vendors for food and program expenses as more particularly set forth in Exhibit A hereto. 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 (as set forth in the City Commission Memorandum accompanying this Resolution) and waive, by a 5/7ths vote, the formal competitive bidding requirement, finding such waiver to be in the City's best interest; and approve the vendors listed in Exhibit A to this Resolution for the purchase of food and snacks, rides and inflatables, and other program expenses to be used by the Participants of the City's Parks and Recreation Departments' after-school programs, summer camps, special events and other programmed activities; said waiver shall be authorized for a period of three (3)years, on a year-to-year basis, contingent upon City Commission approval of the Department's related budget allocation(s)during the adoption of the City's annual budget, in an amount not to exceed $270,000. PASSED and ADOPTED this 11th day of May, 2016. ATTEST: -� \.�.,%%f „49%\\N\ ! j" v 6 --�:;.-*■.� PHIL ' L AYOR RA AEL'' RANA C 0v' ' ED` ;� % APPROVED AST° '.• / ►��.. FORM&LANGUAGE ."-.. � ,�oJ &FO ETUTION Page 291 of 1576 City Attorney ,17r Date Exhibit A List of Vendors Food and Snacks BJ's Wholesale Club Dominoes Costco Wholesale Papa Johns Publix Supermarkets Whole Foods Walmart Coca-Cola Gordon Food Service Distribution and Food Service Rides and Inflatables Red Balloon Power Party Events Allstar Events Mega Party Events The Event Depot Games on the Go Program Expenses Party City Home Depot Shin Digz Oriental Trading/Fun Express Michael's Home Depot Target Joann Fabrics Walmart Miami Premier FL Ice Manufacturing IKEA S&S Worldwide Ayers Apple BSN Boun Tree Office Depot Amazon.com Crown Trophy Swago ID Wholesaler **Staff can use, but are not limited to, the list of vendors for the above expenses** Page 292 of 1576 MIAMI BEACH City of Miami Beach,1700 Convention Center Drive,Miami Beach, Florida 33139,www.miamibeachfl.gov COMMISSI•N MEMORANDUM TO: Mayor Philip Levine and Members of 'he City Co imission FROM: Jimmy L. Morales, City Manager �' DATE: May 11, 2016 , SUBJECT:A RESOLUTION OF THE MAYOR A D CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE CITY MANAGER (AS SET FORTH IN THE CITY COMMISSION MEMORANDUM ACCOMPANYING THIS RESOLUTION) AND WAIVING, BY A 5l7THS VOTE, THE FORMAL COMPETITIVE BIDDING REQUIREMENT, FINDING SUCH WAIVER TO BE IN THE CITY'S BEST INTEREST; AND APPROVING AND AUTHORIZING THE VENDORS LISTED IN EXHIBIT A TO THIS RESOLUTION FOR THE PURCHASE OF FOOD AND SNACKS, RIDES AND INFLATABLES AND OTHER PROGRAM EXPENSES FOR THE CITY'S PARKS AND RECREATION DEPARTMENTS' PARTICIPANTS IN THEIR AFTER-SCHOOL PROGRAMS, SUMMER CAMPS, SPECIAL EVENTS AND OTHER PROGRAMMED ACTIVITIES; SAID WAIVER SHALL BE AUTHORIZED FOR A PERIOD OF THREE (3)YEARS, ON A YEAR-TO-YEAR BASIS, CONTINGENT UPON CITY COMMISSION APPROVAL OF THE DEPARTMENT'S RELATED BUDGET ALLOCATION(S) DURING THE ADOPTION OF THE CITY'S ANNUAL BUDGET, IN AN ANNUAL AMOUNT NOT TO EXCEED $270,000. ' BACKGROUND At the April 17, 2013 City Commission Meeting, Resolution No. 2013-28180 (Exhibit B) was passed approving the waiving, by a 5/7°' vote, the formal competitive bidding requirements, finding such waiver to be in the City's best interest, and authorizing the purchase of food and snacks from Publix, Costco, Gordon Foods, and BJ's Wholesale to be consumed by: a) the City's Parks and Recreation Department's (the Department) participants in their After-School program, summer camps, special events and other programmed activities, and b) other departments and offices citywide, as approved in their respective annual budgets for a period of three (3)years. The Department holds various programs and events throughout the year that require the purchase of food, snacks, rides, inflatables and other necessary program expenses. The funds for these items are allocated annually through the department's approved budget. Snacks and Food/Program Expenses As part of the After-School Program, No School Days and Summer Camp curriculum, ' the Department provides free snacks to all participants (estimated average daily attendance of 1,000 children). These snacks are purchased on a bi-weekly to a monthly basis by the park staff at local grocery or wholesale stores. Aside from the daily programming, food and miscellaneous program expenses are regularly purchased for athletics, seniors, teens and toddler programs and activities such as Thanksgiving, Holiday, Valentine's Day, New Years and the end of season parties. Additionally, the Department also provides food to Guild for the Blind and to the special needs population _ Page 293 of 1576 . Agenda Item Cl H Date programs. The Department has procedures in place to properly safeguard the delivery and safekeeping of these items. All programmed sites have proper refrigeration as mandated by the Department of Health. The managers at each site are tasked with assuring proper inventory controls and distribution to the children during regular After-School and summer programming along with maintaining the same safeguards and procedures during the other planned events and activities. Rides and Inflatables The Parks and Recreation Department holds multiple events for thousands of residents throughout the year that require the rental of rides and inflatables such as: • Back to School Bash • Hispanic Heritage Festival • Safe Night of Fright • Halloween Happenings • Winter Wonderland • Cupid's Carnival • Leprechaun's Carnival • Spring Eggstravaganza • Fall Fest In the past, staff has found it very difficult to acquire identical quotes from inflatable and ride vendors as not all companies have the same products to offer. These special events are a very important staple in the City and the department would like to offer a variety of inflatable and rides from different local vendors throughout the year. The department will work with the respective departments to stay in compliance with the City's established budgetary, procurement and administrative procedures. CITY MANAGER'S RECOMMENTATION The City Manager recommends that the Mayor and City Commission waive the formal competitive bidding requirement, by a 5/7"''s vote, as permitted under Section 52-367(e) of the City Code, as being in the best interest of the City. CONCULSION With the expiration of Resolution No. 2013-28228 in April 2016, the Administration recommends the adoption of the Resolution approving the waiver, by a 5/7th"s vote, of the formal competitive bidding requirements, finding such waiver to be in the City's best interest, and authorizing the purchase of food and snacks, rides and inflatables and program expenses to include the vendors listed in Exhibit A to be used and consumed by the City's Parks and Recreation Departments' participants in their after-school programs, summer camps, special events and other programmed activities; said waiver shall be authorized for a period of three (3) years, on a year-to-year basis, contingent upon City Commission approval of the department's related budget allocation(s) during the adoption of the City's annual budget, in an annual amount not to exceed $270,000. Attachment Exhibit A—List of Vendors Exhibit B-Resolution No. 2013-28180 JLMIe/, Page 294 of 1576 • L • • • • • • • • • • • .. • • ' ::=:EXHIBIT B . :- • • :''''''''''' ''': "= . _,:_"„..:,,,-.:::.•: . „ . :...,... ei � . 320o ::Rs.olutonN 88 . •. „ . ,. •• ,�w. .. ' • • • . • . . . Page 295 of 1576. . . RESOLUTION NO. 2013-28180 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, WAIVING, BY A 5/7THS VOTE, THE FORMAL COMPETITIVE BIDDING REQUIREMENTS, FINDING SUCH WAIVER TO BE IN THE CITY'S BEST INTEREST, AND AUTHORIZING THE PURCHASE OF FOOD AND SNACKS FROM PUBLIX, COSTCO, GORDON FOODS, AND BJ's WHOLESALE TO BE CONSUMED BY: A) THE CITY'S PARKS AND RECREATION DEPARTMENT'S PARTICIPANTS IN THEIR AFTER- SCHOOL PROGRAMS, SUMMER CAMPS, SPECIAL EVENTS AND OTHER PROGRAMMED ACTIVITIES, AND B) OTHER DEPARTMENTS AND OFFICES CITYWIDE, AS APPROVED IN THEIR RESPECTIVE ANNUAL BUDGETS; SAID WAIVER SHALL BE AUTHORIZED FOR A PERIOD OF THREE (3) YEARS, ON A YEAR-TO-YEAR BASIS, CONTINGENT UPON CITY COMMISSION APPROVAL OF THE DEPARTMENTS' RELATED BUDGET ALLOCATION(S) DURING THE ADOPTION OF THE CITY'S ANNUAL BUDGET. WHEREAS, the Parks and Recreation Department is charged with the goat of providing safe, educational, and fun-filled programming for all ages; and WHEREAS, as a component of the'after-school curriculum and during non-school days, the Recreation Division provides free snacks to all after-school participants; and WHEREAS, on non-school days, the programmed recreational sites may also supply lunches, entertain the children with parties, and ensure that the children have healthy snacks prior to sending them home; and WHEREAS, the Recreation Division also hosts in-house activities recognizing "special days" for the after-school participants; examples of these activities include, but are not limited to, Thanksgiving, Valentine's Day, New Year's Eve, and the End of the School Year parties; and WHEREAS, the Department also produces numerous neighborhood and special events in order to provide residents with fun-filled and enjoyable activities throughout the year, which include: o Hispanic Heritage Festival o Safe Night of Fright o Halloween Happenings o Winter Wonderland • o Black History Night o Cupid's Carnival o Spring Eggstravaganza o Playground Revue o Movie in the Parks(various sites); and WHEREAS, the Recreation Division also supplies food and snacks to seniors during their programmed events, provides food to the Guild for the Blind and to our special needs population programs at their many events, which include Special Olympics, Thanksgiving, Seasonal Holiday Party,Valentine's Day, and the End of School Year Party; and WHEREAS, there are additional City Departments and offices that also purchase food and snacks from the vendors on the approved list; and Page 296 of 1576 • • WHEREAS, for example, the Office of the Mayor and' Commission purchase food monthly for City Commission meetings and City Commission workshops; and WHEREAS, the Office of Community Services purchases approximately $3,600 of food annually•for their Service Partnership Program, Youth Development Program; and Emergency Food &Shelter Program (EFSP). . 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 waive, by a 517t vote, the formal competitive bidding requirements, finding • such waiver to be in the City's best interest, and authorize the purchase of food and snacks from Publix, Costco, Gordon Foods, and BJ's Wholesale, to be consumed by: a) the City's • Parks.and Recreation Department's participants in their after-school programs, summer camps, special events, and other programmed activities, and b) other departments and offices Citywide, as approved in their respective annual budgets; said waiver shall be authorized for a period of three(3) years on a year-to-year basis, contingent upon City Commission approval of the Departments'related budget allocations) during the adoption of the City's annual budget. PASSED and ADOPTED this 17 day of April, 2013. . . ATTEST: TTI HERR RA BOWER • / • . *' . INCORP ORATED = • MAYOR • • RAF L GRA 7=141,CITY C , ./ R' • ........:1gF • H 26 . ,1\111\l\\\„',' T:IAGENDA120131April.17lReso.-Waiver Of Competitive Bid-Food-Snacks All Departments.doc • • • • APPROVED AS TO FORM &LANGUAGE &FOR • k TION • - . ' 4 Y 4 t3 . • • • • • Page 297 of 1576 � I RESOLUTION NO. 2017-29976 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, AMENDING RESOLUTION NO. 2016-29388 FOR THE SOLE PURPOSE OF INCREASING THE ANNUAL NOT-TO-EXCEED AMOUNT WITH RESPECT TO THE CITY'S PURCHASES FROM SPECIFIED VENDORS OF FOOD AND SNACKS, RIDES, INFLATABLES AND OTHER PROGRAM EXPENSES FOR THE BENEFIT OF PARTICIPANTS IN THE PARKS AND RECREATION DEPARTMENT'S AFTER-SCHOOL PROGRAMS, SUMMER CAMPS, SPECIAL EVENTS AND OTHER PROGRAMMED ACTIVITIES FOR A PERIOD OF THREE (3) YEARS; AND APPROVING AN INCREASE OF THE ANNUAL NOT-TO-EXCEED AMOUNT FOR PROGRAM EXPENSES FROM $270,000 TO $435,000, WITH THE FINAL AMOUNTS ALLOCATED FOR EACH YEAR SUBJECT TO CITY COMMISSION APPROVAL OF THE PARKS DEPARTMENT'S BUDGET, AS PART OF THE CITY'S ANNUAL BUDGET PROCESS. WHEREAS, the City's Parks and Recreation Department holds various programs and events each year that require the purchase of food, snacks, rides, inflatables and other necessary program expenses; with the funds for these items allocated annually through the Parks Department's approved budget; and WHEREAS, as part of the after-school program, no school days and summer camp curriculum, the Department provides free snacks to all participants (estimated average daily attendance of 1,000 children) and these snacks are purchased on a bi-weekly to a monthly basis by the park staff at local grocery or wholesale stores; and WHEREAS, food and miscellaneous program expenses are additionally regularly purchased for athletics, seniors, teens and toddler programs and activities such as Thanksgiving, Holiday, Valentine's Day, New Years and the end of season parties as well as for the Guild for the Blind and to the Special Needs Population programs; and WHEREAS, the Department holds multiple events for thousands of residents throughout the year that require the rental of rides and inflatables such as: • Hispanic Heritage Festival • Safe Night of Fright • Halloween Happenings • Winter Wonderland • Cupid's Carnival • Leprechaun's Carnival • Spring Eggstravaganza • Fall Fest • July Parks and Recreation Month Events; and WHEREAS, at the May 11, 2016 City Commission meeting, the Mayor and City Commission adopted Resolution No. 2016-29388, approving the waiver, by a 5/7m vote, of the formal competitive bidding requirements, finding such waiver to be in the City's best interest, and authorizing the purchase of food and snacks, rides, inflatables and program expenses from certain specified vendors, to be used and consumed by participants of the City's Parks and Page 298 of 1576 Recreation Department's after-school programs, summer camps, special events and other • programmed activities; and providing for said waiver for a period of three (3) years, on a year-to- year basis, in an annual amount not-to-exceed $270,000, contingent upon City Commission • approval of the department's related budget allocation(s) during the adoption of the City's annual budget; and WHEREAS, the list of vendors approved through Resolution No. 2016-29388 is attached as Exhibit A to the Commission Memorandum accompanying this Resolution; and • WHEREAS, through the FY 2017/2018 budget process, a revised annual budget for program expenses of $435,000 has been identified, which covers all expenses related to the purchase of food and snacks, rides and inflatables and program expenses (Exhibit B); and WHEREAS, in view of the foregoing increase in the annual budget for program expenses, the Administration recommends amending Resolution No. 2016-29388, for the sole purpose of increasing the annual not-to-exceed amount for program expenses from $270,000 to $435,000, with the final amounts allocated for each year subject to City Commission approval of the Parks Department's budget, as part of the City's budget process. 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 amending Resolution No, 2016-29388, for the sole purpose of increasing the annual not- to-exceed amount with respect to the City's purchases from specified vendors of food and snacks, rides, inflatables and other program expenses for the benefit of participants in the Parks and Recreation Department's after-school programs, summer camps, special events and other programmed activities for a period of three (3) years; and approve an increase of the annual not-to-exceed amount for program expenses from $270,000 to $435,000, with the final amounts allocated for each year subject to City Commission approval of the Parks Department's budget, as part of the City's annual budget process. PASSED and ADOPTED this 25 day of September, 2017. ATTEST: PHILIP ')-177 MAYO" 1.1:S k;.:' • RAFAEL .71,•N DO ••'��••�C # APPROVED AS TO • CITY CLERK ��`:'••• °y' 4 FORM&LANGUAGE Z; &FOR EXECUTION y'.0 L * coAr3FgE9 mill/ •. ,\�/r •.'C7j Clty fZ >/- kq '- vv Page 299 of 1576 Resolutions-C7 B MIAMI BEACH • COMMISSION MEMORANDUM TO: Honorable Mayor and Members of the City Commission FROM: Jimmy L. Morales, City Manager DATE: September 13, 2017 SUBJ ECT A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, AMENDING RESOLUTION NO. 2016-29388 FOR THE SOLE PURPOSE OF INCREASING THE ANNUAL NOT-TO-EXCEED AMOUNT WITH RESPECT TO THE CITY'S PURCHASES FROM SPECIFIED VENDORS OF FOOD AND SNACKS, RIDES, INFLATABLES AND OTHER PROGRAM EXPENSES FOR THE BENEFIT OF PARTICIPANTS IN THE PARKS AND RECREATION DEPARTMENT'S AFTER-SCHOOL PROGRAMS, SUMMER CAMPS, SPECIAL EVENTS AND OTHER PROGRAMMED ACTIVITIES FOR A PERIOD OF THREE (3) YEARS; AND APPROVING AN INCREASE OF THE ANNUAL NOT-TO-EXCEED AMOUNT FOR PROGRAM EXPENSES FROM $270,000 TO $435,000, WITH THE FINAL AMOUNTS ALLOCATED FOR EACH YEAR SUBJECT TO CITY COMMISSION APPROVAL OF THE PARKS DEPARTMENT'S BUDGET, AS PART OF THE CITY'S ANNUAL BUDGET PROCESS. • RECOMMENDATION The Administration recommends that the Mayor and City Commission hereby amending Resolution No. 2016-29388, for the sole purpose of increasing the annual not-to-exceed amount with respect to the City's purchases from specified vendors of food and snacks, rides, inflatables and other program expenses for the benefit of participants in the Parks and Recreation Department's after-school programs, summer camps, special events and other programmed activities for a period of three (3) years; and approve an increase of the annual not-to-exceed amount for program expenses from $270,000 to $435,000, with the final amounts allocated for each year subject to City Commission approval of the Parks Department's budget, as part of the City's annual budget process. ANALYSIS At the May 11, 2016 City Commission Meeting, Resolution No. 2016-29388 (Exhibit B) was passed approving the waiving, by a 517th vote, the formal competitive bidding requirements, finding such waiver to be in the City's best interest, and authorizing the purchase of food and snacks, rides and inflatables and program expenses to include the vendors listed in Exhibit Ato be used and consumed by the City's Parks and Recreation Departments' participants in their after-school programs, summer camps, special events and other programmed activities; said waiver shall be authorized for a period of three (3) years, on a year-to-year basis, contingent upon City Commission approval of the department's related budget allocatIon(s) during the adoption of the City's annual budget, in an annual amount not to exceed $270,000. Page ace of 25158 Through the FY 2017/2018 budget process, a revised annual budget of $435,000 has been identified, which covers all expenses related to the purchase of food and snacks, rides and inflatables and program expenses (Exhibit C). The Department holds various programs and events throughout the year that require the purchase of food, snacks, rides, inflatables and other necessary program expenses. The funds for these items are allocated annually through the department's approved budget. Snacks and Food/Program Expenses As part of the After-School Program, No School Days and Summer Camp curriculum, the Department provides free snacks to all participants (estimated average daily attendance of 1,000 children). These snacks are purchased on a bi-weekly to a monthly basis by the park staff at local grocery or wholesale stores. Aside from the daily programming, food and miscellaneous program expenses are regularly purchased for athletics, seniors, teens and toddler programs and activities such as Thanksgiving, Holiday, Valentine's Day, New Years and the end of season parties. Additionally, the Department also provides food to Guild for the Blind and to the special needs population programs. The Department has procedures in place to properly safeguard the delivery and safekeeping of these items. All programmed sites have proper refrigeration as mandated by the Department of Health. The managers at each site are tasked with assuring proper inventory controls and distribution to the children during regular After-School and summer programming along with maintaining the same safeguards and procedures during the other planned events and activities. Rides and Inflatables The Parks and Recreation Department holds multiple events for thousands of residents throughout the year that require the rental of rides and inflatables such as: • Hispanic Heritage Festival • Safe Night of Fright • Halloween Happenings • Winter Wonderland • Cupid's Carnival • Leprechaun's Carnival • Spring Eggstravaganza • Fall Fest • July Parks and Recreation Month Events In the past, staff has found it very difficult to acquire identical quotes from inflatable and ride vendors as not all companies have the same products to offer. These special events are a very Important staple in the City and the department would like to offer a variety of inflatable and rides from different local vendors throughout the year. The department will work with the respective departments to stay in compliance with the City's established budgetary, procurement and administrative procedures. FINANCIAL INFORMATION Page 20)of 23156 These funds can be found in the Parks and Recreation Department's FY 18 Operating Budget. • Amount 1 $69,000.00 Account 1 011-0950-000323 Amount 2 $269,475.00 Account 2 011-0950-000343 Amount 3 $91,025.00 Account 3 011-0950-000355 Total $429,500.00 (Rounded to $435,000.00) Legislative Tracking Parks and Recreation ATTACHMENTS: Description D Exhibit A—List of Vendors o Exhibit B - Resolution No. 2016-29388 D Exhibit C—Details of FY 2017/2018 Budget for Proposed Amended Resolution o Form Approved Resolution o FY18 Budget Line Items Page 282 of 2388 Exhibit A List of Vendors Food and Snacks BJ's Wholesale Club Dominoes Costco Wholesale Papa Johns Publix Supermarkets Whole Foods Walmart Coca-Cola Gordon Food Service Distribution and Food Service Rides and Inflatables Red Balloon Power Party Events Allstar Events Mega Party Events The Event Depot Games on the Go Program Expenses Party City Home Depot Shin Digz Oriental Trading/Fun Express Michael's Home Depot Target Joann Fabrics Walmart Miami Premier FL Ice Manufacturing IKEA S&S Worldwide Ayers Apple BSN Boun Tree Office Depot Amazon.com Crown Trophy Swago ID Wholesaler **Staff can use, but are not limited to, the list of vendors for the above expenses** Page 283 of 2586 RESOLUTION NO. 2016-29388 • A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE CITY MANAGER (AS SET FORTH IN THE CITY COMMISSION MEMORANDUM ACCOMPANYING THIS RESOLUTION) AND WAIVING, BY A 5/7THS VOTE, THE FORMAL COMPETITIVE BIDDING REQUIREMENT, FINDING SUCH WAIVER TO BE IN THE CITY'S BEST INTEREST; AND APPROVING THE VENDORS LISTED IN EXHIBIT A TO THIS RESOLUTION FOR THE PURCHASE OF FOOD AND SNACKS, RIDES AND INFLATABLES, AND OTHER PROGRAM EXPENSES TO BE USED BY THE PARTICIPANTS OF THE CITY'S PARKS AND RECREATION DEPARTMENTS' AFTER-SCHOOL PROGRAMS, SUMMER CAMPS, SPECIAL EVENTS AND OTHER PROGRAMMED ACTIVITIES; SAID WAIVER SHALL BE AUTHORIZED FOR A PERIOD OF THREE (3) YEARS, ON A YEAR-TO-YEAR BASIS, CONTINGENT UPON CITY COMMISSION APPROVAL OF THE DEPARTMENT'S RELATED BUDGET ALLOCATION(S) DURING THE ADOPTION Of THE CITY'S ANNUAL BUDGET, IN AN ANNUAL AMOUNT NOT TO EXCEED $270,000. WHEREAS, at the April 17, 2013 City Commission Meeting, the Mayor and City Commission adopted Resolution No. 2013-28180, approving the waiver, by a 5/77's vote, the formal competitive bidding requirement, finding such waiver to be in the City's best interest, and authorizing the purchase of food and snacks from Publix, Costco, Gordon Foods, and BJ's Wholesale to be consumed by: a) the City's Parks and Recreation Department's (the Department) participants in their after-school program,'summer camps, special events and other programmed activities, and b) other departments and offices citywide, as approved in their respective annual budgets for a period of three (3)years; and WHEREAS, the Department holds various programs and events throughout the year that require the purchase of food, snacks, rides, inflatables and other necessary program expenses; and the funds for these items are allocated annually through the department's approved budget; and WHEREAS, as part of the after-school program, no school days and summer camp curriculum, the Department provides free snacks to all participants (estimated average daily attendance of 1,000 children) and these snacks are purchased on a bi-weekly to a monthly basis by the park staff at local grocery or wholesale stores; and WHEREAS, food and miscellaneous program expenses are additionally regularly purchased for athletics, seniors, teens and toddler programs and activities such as Thanksgiving, Holiday, Valentine's Day, New Years and the end of season parties as well as for the Guild for the Blind and to the Special Needs Population programs; and WHEREAS, the Department has procedures in place to properly safeguard the delivery and safekeeping of these items; and Page 3611 of 2586 WHEREAS, the Department holds multiple events for thousands of residents throughout the year that require the rental of rides.and inflatables such as: • Back to School Bash • Hispanic Heritage Festival • Safe NIght of Fright • Halloween Happenings • Winter Wonderland • Cupid's Carnival • Leprechaun's Carnival • Spring Eggstravaganza • Fall Fest; and WHEREAS, In the past, staff has found it very difficult to acquire identical quotes from inflatable and ride vendors as not all companies have the same products to offer; and WHEREAS, the Department will work with the respective departments to stay in compliance with the City's established budgetary, procurement and administrative procedures; and WHEREAS, Resolution No. 2013-28180 will expire in April of 2016 and the City Manager recommends waiving, by a 5/71hs vote, the formal competitive bidding requirement, as being in the best interest of the City; and WHEREAS, the Administration recommends the approval of the vendors for food and program expenses as more particularly set forth in Exhibit A hereto. 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 (as set forth in the City Commission Memorandum accompanying this Resolution) and waive, by a 5/7°'S vote, the formal competitive bidding requirement, finding such waiver to be in the City's best interest; and approve the vendors listed in Exhibit A to this Resolution for the purchase of food and snacks, rides and inflatables, and other program expenses to be used by the Participants of the City's Parks and Recreation Departments' after-school programs, summer camps, special events and other programmed activities; said waiver shall be authorized for a period of three (3) years, on a year-to-year basis, contingent upon City Commission approval of the Department's related budget allocation(s)during the adoption of the City's annual budget, in an amount not to exceed $270,000. PASSED and ADOPTED this 11th day of May, 2016. ATTEST: �, ` g� " 4. : PHILL ' L AYOR RA AEL ' RANA L Ir. _ APPROVED ASTO , ,�.: FORM&LANGUAGE •M�� • / &F062 EX CLITION 444 CH tttou ve.1L'6 ts .� 5-'3 X1,6 Page 265 of 25156 CIN AttOmelJ Dote Exhibit A List of Vendors Food and Snacks BJ's Wholesale Club Dominoes Costco Wholesale • Papa Johns Publix Supermarkets Whole Foods Walmart Coca-Cola Gordon Food Service Distribution and Food Service Rides and Inflatables Red Balloon Power Party Events Allstar Events Mega Party Events The Event Depot Games on the Go Program Expenses Party City Home Depot Shin Digz Oriental Trading/Fun Express Michael's Home Depot • Target Joann Fabrics Walmart Miami Premier FL Ice Manufacturing IKEA S&S Worldwide Ayers Apple BSN Boun Tree Office Depot Amazon.com Crown Trophy Swago ID Wholesaler **Staff can use, but are not limited to, the list of vendors for the above expenses** MIAMI BEACH City of Miami Beach, 1700 Convention Center Drive,Miami Beach,Florida 33139,www.miamibeachR.gov COMMISSI•N MEMORANDUM TO: Mayor Philip Levine and Members of /he City Co /mission FROM: Jimmy L. Morales, City Manager __ _ DATE: May 11, 2016 SUBJECT:A RESOLUTION OF THE MAYOR A' D CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE CITY MANAGER (AS SET FORTH IN THE CITY COMMISSION MEMORANDUM ACCOMPANYING THIS RESOLUTION)AND WAIVING, BY A 5/7THS VOTE, THE FORMAL COMPETITIVE BIDDING REQUIREMENT, FINDING SUCH WAIVER TO BE IN THE CITY'S BEST INTEREST; AND APPROVING AND AUTHORIZING THE VENDORS LISTED IN EXHIBIT A TO THIS RESOLUTION FOR THE PURCHASE OF FOOD AND SNACKS, RIDES AND INFLATABLES AND OTHER PROGRAM EXPENSES FOR THE CITY'S PARKS AND RECREATION DEPARTMENTS' PARTICIPANTS IN THEIR AFTER-SCHOOL PROGRAMS, SUMMER CAMPS, SPECIAL EVENTS AND OTHER PROGRAMMED ACTIVITIES; SAID WAIVER SHALL BE AUTHORIZED FOR A PERIOD OF THREE (3) YEARS, ON A YEAR-TO-YEAR BASIS, CONTINGENT UPON CITY COMMISSION APPROVAL OF THE DEPARTMENT'S RELATED BUDGET ALLOCATION(S) DURING THE ADOPTION OF THE CITY'S ANNUAL BUDGET, IN AN ANNUAL AMOUNT NOT TO EXCEED $270,000. ' BACKGROUND At the April 17, 2013 City Commission Meeting, Resolution No. 2013-28180 (Exhibit B) was passed approving the waiving, by a 517th vote, the formal competitive bidding requirements, finding such(waiver to be in the City's best interest, and authorizing the purchase of food and snacks from Publix, Costco, Gordon Foods, and BJ's Wholesale to be consumed by: a) the City's Parks and Recreation Department's (the Department) participants in their After-School program, summer camps, special events and other programmed activities, and b) other departments and offices citywide, as approved in their respective annual budgets for a period of three (3) years. The Department holds various programs and events throughout the year that require the purchase of food, snacks, rides, inflatables and other necessary program expenses. The funds for these items are allocated annually through the department's approved budget. Snacks and Food/Program Expenses As part of the After-School Program, No School Days and Summer Camp curriculum, ' the Department provides free snacks to all participants (estimated average daily attendance of 1,000 children). These snacks are purchased on a bi-weekly to a monthly basis by the park staff at local grocery or wholesale stores. Aside from the daily programming, food and miscellaneous program expenses are regularly purchased for athletics, seniors, teens and toddler programs and activities such as Thanksgiving, Holiday, Valentine's Day, New Years and the end of season parties. Additionally, the Department also provides food to Guild far the Bli(• -nd to the special needs p,00ulation . . Agenda Item C7 H • Date S programs. The Department has procedures in place to properly safeguard the delivery and safekeeping of these items. All programmed sites have proper refrigeration as mandated by the Department of Health, The managers at each site are tasked with assuring proper inventory controls and distribution to the children during regular After-School and summer programming along with maintaining the same safeguards and procedures during the other planned events and activities. Rides and Inflatables The Parks and Recreation Department holds multiple events for thousands of residents throughout the year that require the rental of rides and inflatables such as: • Back to School Bash • Hispanic Heritage Festival • Safe Night of Fright • Halloween Happenings • Winter Wonderland • Cupid's Carnival • Leprechaun's Carnival • Spring Eggstravaganza • Fall Fest In the past, staff has found it very difficult to acquire identical quotes from inflatable and ride vendors as not ail companies have the same products to offer. These special events are a very important staple in the City and the department would like to offer a variety of inflatable and rides from different local vendors throughout the year. The department will work with the respective departments to stay in compliance with the City's established budgetary, procurement and administrative procedures. CITY MANAGER'S RECOMMENTATION The City Manager recommends that the Mayor and City Commission waive the formal competitive bidding requirement, by a 5/7th's vote, as permitted under Section 52-367(e) of the City Code, as being in the best interest of the City. CONCULSION With the expiration of Resolution No. 2013-28228 in April 2016, the Administration recommends the adoption of the Resolution approving the waiver, by a 5/7th's vote, of the formai competitive bidding requirements, finding such waiver to be in the City's best interest, and authorizing the purchase of food and snacks, rides and inflatables and program expenses to include the vendors listed in Exhibit A to be used and consumed by the City's Parks and Recreation Departments' participants in their after-school programs, summer camps, special events and other programmed'activities; said waiver shall be authorized for a period of three (3) years, on a year-to-year basis, contingent upon City Commission approval of the department's related budget allocation(s) during the adoption of the City's annual budget, in an annual amount not to exceed $270,000. Attachment Exhibit A —List of Vendors Exhibit B-Resolution No. 2013-28180 A.,MXtek@Jf := • • • . ..• - _ • • 00 : : •• ":N s • arc:•�. • :.r-. CO r moi, Yr' _• _ N .r\� s - �f -moi- t-•.• .+s .:ter.' - - - -• '+. `y J.. _ tr•>". • it :.' „.. -moi,- +; RESOLUTION NO. 2013-28180 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA,WAIVING, BY A 5/7THS VOTE, THE FORMAL COMPETITIVE BIDDING REQUIREMENTS, FINDING SUCH WAIVER TO BE IN THE CITY'S BEST INTEREST, AND AUTHORIZING THE PURCHASE OF FOOD AND SNACKS FROM PUBLIX, COSTCO, GORDON FOODS, AND BJ's WHOLESALE TO BE CONSUMED BY: A) THE CITY'S PARKS AND RECREATION DEPARTMENT'S PARTICIPANTS IN THEIR AFTER- SCHOOL PROGRAMS, SUMMER CAMPS, SPECIAL EVENTS AND OTHER PROGRAMMED ACTIVITIES, AND B) OTHER DEPARTMENTS AND OFFICES CITYWIDE, AS APPROVED IN THEIR RESPECTIVE ANNUAL BUDGETS; SAID WAIVER SHALL BE AUTHORIZED FOR A PERIOD OF THREE (3) YEARS, ON A YEAR-TO-YEAR BASIS, CONTINGENT UPON CITY COMMISSION APPROVAL OF THE DEPARTMENTS' RELATED BUDGET ALLOCATION(S) DURING THE ADOPTION OF THE CITY'S ANNUAL BUDGET. WHEREAS, the Parks and Recreation Department is charged with the goal of providing safe, educational, and fun-filled programming for all ages; and WHEREAS, as a component of the'after-school curriculum and during non-school days, the Recreation Division provides free snacks to all after-school participants; and WHEREAS, on non-school days, the programmed recreational sites may also supply lunches, entertain the children with parties, and ensure that the children have healthy snacks prior to sending them home;and WHEREAS, the Recreation Division also hosts in-house activities recognizing "special days" for the after-school participants; examples of these activities include, but are not limited to, Thanksgiving,Valentine's Day, New Year's Eve, and the End of the School Year parties; and • WHEREAS, the Department also produces numerous neighborhood and special events in order to provide residents with fun-filled and enjoyable activities throughout the year, which include: o Hispanic Heritage Festival o Safe Night of Fright o Halloween Happenings o Winter Wonderland o Black History Night o Cupid's Carnival o Spring Eggstravaganza o Playground Revue o Movie in the Parks(various sites); and WHEREAS, the Recreation Division also supplies food and snacks to seniors during their programmed events, provides food to the Guild for the Blind and to our special needs population programs at their many events, which include Special Olympics, Thanksgiving, Seasonal Holiday Party, Valentine's Day, and the End of School Year Party; and WHEREAS, there are additional City Departments and offices that also purchase food and snacks from the vendors on the approved list; and FeBoffi WHEREAS, 'for example, the••Office' of the Mayor and.Commission purchase food . ' monthly for City Commission meetings and City Commission workshops; and '. WHEREAS, the Office of Community Services purchases approximately $3,600 of food •• annually for their Service Partnership Program, Youth Development Program; and Emergency ... Food &Shelter Program (EFSP). • • • . . • • 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 waive, by a 517th vote, the formal competitive bidding requirements, finding ' such waiver to be in the City's best interest, and authorize the purchase of food and snacks from Publix, Costco, Gordon Foods, and BJ's Wholesale, to be consumed by: a) the City's • ,'Parks'and Recreation Department's participants in their after-school programs, summer camps, . special events,:and other programmed.activities, and b) other departments and offices • Citywide, as approved in their respective annual budgets; said waiver shall be authorized for a period of.three (3) years on a year-to-year basis, contingent upon City Commission approval of ' •the.Departments'related budget allocation(s)during the adoption of the City's annual budget. • • PASSED and ADOPTED this' - 7 day• of April, 2013. ' . - - ' • • . . .ATTEST:.. -'''��i1) $ c''�4',,, • • , . . . • . ,)i 21;"/Ike?: 1 . _L., , ., • 'TTI HERR RA BOWER • •. INCORP••+RATED1 s` MAYOR ' ' • • RAF L GRAN , CITY Cl.';, ;& ,• . r. • - ' •T:\AGENDA120131April.171Reso. -Waiver of Competitive Bid=Food-Snacks All Departments.doc • • APPROVED AS TO • FORM&LANGUAGE • • &•F[1H k TION ' , •• • . • • . , . / - 44..._13.• � �j t/QfF •' • Exhibit C Details of FY 2017/2018 Budget for Proposed Amended Resolution 04"°004003:21- • girOWAB4ES: Line Item Description Budget Amount Special Event Rental Needs 69,000.00 TOTAL $ 69,000.00 feitiA§:6M663-4i77 Line Item Description Budget Amount Social Club . $ 6,000.00 Senior Scenes 31,000.00 Year-Round Recreation Programs/Activities and 102,675.00 Special Event Supplies Winter Wonderland Ice 15,000.00 Playtime Program 16,000.00 Water Sports&Fishing Supplies 3,500.00 Costumes &Supplies for Special Events and Shows $ 9,500.00 Field Trips 55,500.00 Awards 5,300.00 Year-Round Youth Programming 25,000.00 TOTAL $ 269,475.00 Line Item tiescrlOtIOn'. •• , Budget Amount Youth&Seniors Programming Food &Snacks 47,125.00 Special Events/Activities Food &Refreshments 15,000.00 Athletics Snacks &Concession Purchases 6,500.00 Teens Programming Food &Snacks 22,400.00 TOTAL $ 91,025.00 TOTAL for Amended Resolution $ 429,500.00 ROUNDED TOTAL for Amended Resolution $ 435,000.00 INOR I'M Of WM Exhibit D List of Vendors Food and Snacks BJ's Wholesale Club Dominoes Costco Wholesale Papa Johns Publix Supermarkets Whole Foods Waimart Coca-Cola Pizza Fiore Las Vinas Gordon Food Service Distribution and Food Service Winn-Dixie Jetro/Restaurant Depot Little Cesar's Aldi Pizza Hut Rides and Inflatables Red Balloon Power Party Events Allstar Events Mega Party Events The Event Depot Games on the Go Program Expenses Party City Home Depot Shin Digz Oriental Trading/Fun Express Michael's Home Depot Target Joann Fabrics Waimart Miami Premier FL Ice Manufacturing IKEA S&S Worldwide Ayers Apple BSN Boun Tree Office Depot Amazon.com Crown Trophy Swago ID Wholesaler Spirt Halloween Christmas Palace Fun Carnival Fiesta Carousel Big Los Marshalls Ross TJ Maxx Page 313 of 1576 Hobby Lobby Dollar General Dollar Tree **Staff can use, but are not limited to,'the list of vendors for the above expenses** Page 314 of 1576 EXHIBIT E Budget Details of FY 2020/2021 011-0950-000323 RIDES&INFLATABLES Line Item Description Budget Amount Special Event Rental Needs $ 75,500.00 TOTAL $ 75,500.00 011-0950-000343 PROGRAM EXPENSES Line Item Description Budget Amount Youth &Senior Programming Operating Expenses $ 180,320.00 Athletics Operating Expenses $ 2,600.00 Teen Programming Operating Expenses $ 19,500.00 Special Events Operating Expenses $ 68,000.00 TOTAL $ 270,420.00 011-0950-000355 FOOD&SNACKS Line Item Description Budget Amount Youth&Seniors Programming Food &Snacks $ 68,550.00 Special Events/Activities Food &Refreshments $ 12,000.00 Athletics Snacks&Concession Purchases $ 1,500.00 Teens Programming Food &Snacks $ 6,400.00 TOTAL $ 88,450.00 TOTAL for FY 20/21 $ 434,370.00 ROUNDING FOR RESOLUTION: $ 450,000.00 Page 315 of 1576