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Resolution 2022-32396 RESOLUTION NO. 2022-32396 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, AMENDING RESOLUTION NO. 2020-31441 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 DEPARTMENTS' 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 $450,000 TO $630,000, WITH THE FINAL AMOUNTS ALLOCATED FOR EACH YEAR SUBJECT TO CITY COMMISSION APPROVAL OF THE PARKS AND RECREATION DEPARTMENT'S BUDGET, AS PART OF THE CITY'S ANNUAL BUDGET PROCESS. WHEREAS, the Parks and Recreation Department holds various programs and events throughout the year that require the purchase of food, snacks, rides, inflatables and other necessary program expenses; and WHEREAS, 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 WHEREAS, these snacks are purchased on a bi-weekly to a monthly basis by the Staff at local grocery or wholesale stores; and WHEREAS, aside from the daily programming, food and miscellaneous program expenses are regularly purchased for athletics, seniors, teens, and toddler programs, as well as for activities and holidays such as Thanksgiving, Valentine's Day, New Years, the end of season parties, 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 WHEREAS, all programmed sites have proper refrigeration as mandated by the Department of Health; and WHEREAS, 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; 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: • Toddler Events • Parents Night Out • Pictures with Santa • Jingle Jog • Movies in the Park • Chess Tournaments • Parks and Recreation Monthly Events • Jose Marti Celebration • Teen Events • Black History • Pride Events • Family Night • Kid Zones • Senior Events • Playground Revue • Misc. Cultural Events; 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 also runs into a similar issue when purchasing food and snacks for programs and events, since these items are mostly purchased at local supermarkets and restaurants, which is impossible to competitively bid for; and WHEREAS, these special events and programs are a very important staple in the City, and the Department would like to continue contracting/purchasing these goods and services through the vendors outlined in Exhibit A; and WHEREAS, at the April 17, 2013 City Commission meeting, the Mayor and City Commission adopted Resolution No. 2013-28180, approving the waiver, by a 5/7th 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 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, 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, at the May 11, 2016 City Commission meeting, the Mayor and City Commission adopted Resolution No. 2016-29388, approving the waiver, 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, 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 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's approval of the Department's related budget allocation(s) during the adoption of the City's annual budget; and WHEREAS, during the September 13, 2017 City Commission meeting, the Mayor and City Commission adopted Resolution No. 2017-29976 (Exhibit D), amending Resolution No. 2016-29388 to increase 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; and WHEREAS, at the October 14, 2020 City Commission meeting, the Mayor and City Commission Resolution No. 2020-31441 (Exhibit E), waiving, by a 5/7th 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 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; and WHEREAS, through the FY 2022/2023 budget process, a revised annual budget for program expenses of $630,000 has been identified, which covers all expenses related to the purchase of food and snacks, rides and inflatables and program expenses; and WHEREAS, the main reason for the increase is due to the FY 2023 approved enhancements for additional activations in Lummus Park and Citywide Health and Wellness initiatives; and WHEREAS, in review of the foregoing increase in the annual budget for program expenses, the Administration recommends amending Resolution No. 2020- 31441, for the sole purpose of increasing the annual not-to-exceed amount for program expenses from $435,000 to $630,000, with the final amounts allocated for each year subject to City Commission approval of the Parks and Recreation Department's budget, as part of the City's budget process; and WHEREAS, this Resolution is set to expire in October 2023; 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, 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. 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 amend Resolution No. 2020-31441 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 Departments' 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 $450,000 to $630,000, with the final amounts allocated for each year subject to City Commission approval of the Parks and Recreation Department's budget, as part of the City's annual budget process. PASSED AND ADOPTED this 16th day of November 2022. Dan Gelber, Mayor ATTEST • TINCORP,ORATED; Rafael E. Granado, City Clerk �� NOV 1 7 �H..2 2022 APPROVED AS TO FORM & LANGUAGE &FOR EXECUTION U -3i — ZZ City Attorney Date Resolutions-C7 I MIAMI BEACH COMMISSION MEMORANDUM TO: Honorable Mayor and Members of the City Commission FROM: Alina T. Hudak, City Manager DATE: November 16, 2022 SUBJECT:A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, AMENDING RESOLUTION NO. 2020-31441 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 DEPARTMENTS' 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 $450,000 TO $630,000, WITH THE FINAL AMOUNTS ALLOCATED FOR EACH YEAR SUBJECT TO CITY COMMISSION APPROVAL OF THE PARKS AND RECREATION DEPARTMENT'S BUDGET, AS PART OF THE CITY'S ANNUAL BUDGET PROCESS. RECOMMENDATION Approve amending Resolution No. 2020-31441 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 Departments' participants in their 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 $450,000 to $630,000,with the final amounts allocated for each year subject to City Commission approval of the Parks and Recreation Department's budget, as part of the City's annual budget process. BACKGROUND/HISTORY The Parks and Recreation 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 Page 556 of 1416 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, Holidays, 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: • Toddler Events • Parents Night Out • Pictures with Santa • Jingle Jog • Movies in the Park • Chess Tournaments • Parks and Recreation Monthly Events • Jose Marti Celebration • Teen Events • Black History • 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. The Department also runs into a similar issue when purchasing food and snacks for programs and events, since these items are mostly purchased at local supermarkets and restaurants, which is impossible to competitively bid. These special events and programs are a very important staple in the City and the Department would like to continue contracting/purchasing these goods and services through the vendors outlined in Exhibit A. At the April 17, 2013 City Commission meeting, Resolution No. 2013-28180 (Exhibit B) was passed approving the waiver, by a 5/7th 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 Page 557 of 1416 City's Parks and Recreation Department's 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. At the May 11, 2016 City Commission meeting, Resolution No. 2016-29388 (Exhibit C) was adopted approving the waiver, 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,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 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's approval of the Department's related budget allocation(s)during the adoption of the City's annual budget. During the September 13, 2017 City Commission meeting, Resolution No. 2017-29976 '(Exhibit D)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. At the October 14, 2020 City Commission meeting, Resolution No. 2020-31441 (Exhibit E) was passed accepting the written recommendation of the City Manager(as set forth in the City Commission Memorandum accompanying this Resolution)and waive, by a 5/7th 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 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. ANALYSIS Through the FY 2022/2023 budget process, a revised annual budget for program expenses of $630,000 has been identified, which covers all expenses related to the purchase of food and snacks, rides and inflatables and program expenses (Exhibit F). The main reason for the increase is due to the FY 2023 approved enhancements for additional activations in Lummus Park and citywide Health and Wellness initiatives. In review of the foregoing increase in the annual budget for program expenses, the Administration recommends amending Resolution No. 2020-31441, for the sole purpose of increasing the annual not-to-exceed amount for program expenses from $435,000 to$630,000, with the final amounts allocated for each year subject to City Commission approval of the Parks and Recreation Department's budget, as part of the City's budget process. This resolution is set to expire in October 2023. 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 RECOMMENDATION Page 558 of 1416 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. SUPPORTING SURVEY DATA N/A FINANCIAL INFORMATION $630,000 as outlined in Exhibit F Amounts)/Account(s): $73,000 011-0950-000323 $359,620 011-0950-000343 $88,450 011-0950-000355 $105,000 160-4300-000349 Total: $626,070 (Rounding to$630,00 for Amendment) Applicable Area Not Applicable Is this a"Residents Right Does this item utilize G.O. to Know" item,pursuant to Bond Funds? City Code Section 2-14? No No Strategic Connection Non-Applicable Legislative Tracking Parks and Recreation ATTACHMENTS: Description o Exhibit A—List of Vendors o Exhibit B— Resolution No. 2013-28180 o Exhibit C - Resolution No. 2016-29388 o Exhibit D—Resolution No.2017-29976 o Exhibit E—Resolution No. 2022-31441 o Exhibit F—Budget Details for FY 2022/2023 o Resolution Page 559 of 1416 Exhibit A 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** RESOLUTION NO. 2013-28180 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, WAIVING, BY A 5I7THS 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 562 of 1416 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 5/7th 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: * TT1 HERB RA BOWER (INCORPfORATED)*:MAYOR RAF L GRAN , CITY CL''. • 0 :',JhJ I °��=N 26'",-. E T:IAGENDA120131April 171Reso. -Waiver of Competitive Bid-Food -Snacks All Departments.doc APPROVED AS TO FORM &LANGUAGE &FOR O► TION J/r 7 ID . r ,Eit,k idiv,,,,i.,\,,,,„ to 401 Page 563 of 1416 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'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 564 of 1416 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 5/7ts 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: B F I 40,011:,..?:.., '. '• • PHIL ' L r'T" AYOR RA AEL RANA I . ED` APPROVED A&TO ��'el% •��. FORM&LANGUAGE ' �.//9."••••-•••�t;,,.\� - &FOR EX CUTION - CH b ..12,(;)8vi '--- 51-aelL Page 565 of 1416 City Attorney t 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 566 of 1416 MIAMI BEACH City of Miami Beach, 1700 Convention Center Drive,Miami Beach, Florida 33139,www.miamibeachlLgov COMMISSI•N MEMORANDUM TO: Mayor Philip Levine and Members of he City Co i 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 5/7t 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 567 of 1416 Agenda Item C7 H Date S-f1- A 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 5/7t"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 5/7t'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 JLMIO Page 568 of 1416 • • • • is _ ,. ::EXHIBITB - ' . : •, . 'Resolution. No. 2013-281.80`: =-- 4 >` • • Page 569 of 1416: . _ _ >' 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 570 of 1416 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 5/71° 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 f 7 day of April, 2013. ATTEST: , ,.. ,,,, \P.. .84 it', r�it Cy''�i . *, •'"� % TTI HERR RA BOWER 's E INCORP i RATED?*=MAYOR RAF L GRAN ,CITY CO, _ .;:�,�h E T:IAGENDA120131April 171Reso.-Waiver Of Competitive Bid-Food-Snacks All Departments.doc • • APPROVED AS TO . FORM&LANGUAGE • • &FOR TION • • ice 4 4113 . 1 - e • • • • • • • • Page 571 of 1416 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 5/7 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 572 of 1416 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 1 MAYO` • A4 RAFAEL . 7 N DO •• '•• 0, ,� APPROVED AS TO CITY CLERK FORM&LANGUAGE r-~y ' &FOR EXECUTION - 1NC(0P ORAME 4) , 8. (1 • k :: _. city (to . 'ett;;;4;gCH-ZfO�,r 1y' Page 573 of 1416 Resolutions- C7 B MIAMIBEACH COMMISSION MEMORANDUM TO: Honorable Mayor and Members of the City Commission FROM: Jimmy L. Morales, City Manager DATE: September 13, 2017 SUBJECT 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 allocations) during the adoption of the City's annual budget, in an annual amount not to exceed$270,000. Page 5148 of 2858 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 programed 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 2418of24 6 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 © Exhibit A—List of Vendors a Exhibit B - Resolution No. 2016-29388 a Exhibit C —Details of FY 2017/2018 Budget for Proposed Amended Resolution © Form Approved Resolution o FY18 Budget Line Items • Page 280 of 2480 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 lnflatables 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 HT of 2 %8 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 ALLOCATIONS) 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 5/7ws 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, inflatabies 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 S;38 of M8 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 201.6 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 5/7t'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: %% %%%%%%%%..%q%1 1 / �• 11 ` al . I * PHIL 'fi�� AYOR.� l,. .� �.:. ...1.. , gyp g _ • RA AELr ' RANA u ° "• APPROVED AS,TO y'' .f�� � .. -FORM&LANGUAGE CN- ''M'� / &FO t' EX CUTION 6 ..� Pace 9159 of Ufa City Attorney 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 fist of vendors for the above expenses** • r Piga 5tiat dr 20133 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 /mission FROM: JimmyL. Morales, CityManager g 1 - - I DATE: May 11, 2016 iI 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 5/79h 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 forlh�Bali dnd to the special needs ponuiation _ _ Agenda Item C7 H • Date 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 • 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 5/7th'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 5ir'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 JLatI Peet S%ekIVA ' . • .!�•.. }- .1'b- ••;•' •:"• . `••Vie,: :^' • • • • •, !�•. ^J.f5. r :r Yt• 1 •11T J • • • • :•• 1' • • • ?'': 'N.?,,: ' ~J 1,.. + •Pt! :. % ,'' , ✓`i. , R • •;: .. S. •- ,'Jl{ ' • ,h ..--.•.,1• • l Ja•m' sit,:..; il)':• •j� • • .:-A..; '.Pj`�i'' 1,:;fir • • ••.....:.. i.1'• •,• •' ... •,•.•y. .4 . • u4: • • • • • • • .✓ 1;-. � • .t ' • • ' •,r•�sti;v.; J. .. .1' yk'' ! �• i'''ti:. • • , •et L :5.fi • ti • om. :;Lr . , _..a: •' ' ti••i;: i.. • • .lest•, .>.- a ,;, ;••.•. !' ••"• • •"' •:i.t•>; '•vim; ,•• i' L• j• ,.),� .!: , ; fi;_. . . ;: . N o. 2013- 1•. :',:Il:a:' ..I,•1= Res o:,. i.t;i,o n. 8, j8 0 w�: '} ;',;: :dig: y •• i•'.7 , .+ . vL'• ;F;:;, ��. „ ' .i • f ^. i :1�.,� .. . .' .. R , •:i^ifs'•'. • • • •'.;� '}:, 5• 31. •5 i7-t:8`'•i: y, 2.•li;'i:.r y-r,�l, p ... ,i• .1• ' • ix • •,r �• r''•ti is�,:• -�.L •.Yti ,7 -T ,. •.;.,.y. •y: ''• ..T'`,`•.2y,. 5 L.Sj •!,;„tiaJtt_`. 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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 FRitge2513afrallE 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 i• 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 5/7t 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 • • • ;Parka-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' • 1 7 . day •of •April, 2013. • . . ' '. • • ATTEST.. : „� •'� i� TTI HERR RA BOWER • :.INCORP RATED'*:MAYOR • • • • " . RAF L GRAN , CITY CL';= ••. :, . A:;��F '^ t'f/26 r •. ' .. • • ' ',T:WGENDA120131April:171Reso.-Waiver of Competitive Bid Food-Snacks All Departments.doc • • • • • • APPROVED AS TO . • &FORM&LANGUAGE • Ff1H - k TION • . • // ! /� Y. 'i 13 ' • `' �Ilr .* 0 1. ^ Exhibit C—Details mfFY Budget for Proposed Amended Resolution Line Item Description '|8uduotA ' Special Event Rental Needs $ 69,000.00 TOTAL $ 69,000.00 W. Line Item Description Budget AMO. t* Social Club 6,000.00 Senior Scenes $ 31,000.00 Year-Round Recreation Pno8,ams/�ct��iesand — -- $ 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 Youth&Seniors Programming Food&Snacks $ 47,125.00 Special Events/Activities Food & Refreshments $ 15,000.00 Athletics Snacks 8'Concession Purchases $ 6,500.00 Teens Programming Food &Snacks t 32,400.00 TOTAL $ 91,025.00 TOTAL for Amended Resolution $ 429,500.00 ROUNDED TOTAL for Amended Resolution $ 485,000.00 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 5/7T'HS 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: Page 587 of 1416 • 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 5/7t''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. Dan Gelber, Mayor ATTEST? APPROVED AS TO E /2� d : y-;}t FORM & LANGUAGE Rafael E. Granado, City+Cle i^ I &FOR EXECUTION IRC3 PIICRATE7 , �Iaa .l Page 58a 1+ City Attorney " to 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 Inflatabies Red Balloon Power Party Events Al!star 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** Page 589 of 1416 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 5/7TH 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 1N 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. RECOMMENDATION CITY MANAGER'S RECOMMENTATION The City Manager recommends that the Mayor and City Connrission waive the formal competitive bidding requirement, by a 5r7t1'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 Publbc, 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, 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. Page 284 of 1576 Page 590 of 1416 At the May 11,2016 City Commission meeting, Resolution No. 2016-29388(Exhibit B)was adopted approving the waiver; 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, 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 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 departments 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(Eibit 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. Snags and Food/Prrxgrarn 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 programing, 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 prograrrmng 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 Page 591 of 1416 • Fail 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 venders 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 indude 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" esidents Right Does this item utilize G.O. Page 286 of 1576 Page 592 of 1416 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 a Exhibit C-Resolution No. 2017-29976 • Exhibit D-List of Vendors o Exhibit E- Details of FY 2020 Project Account a Resolution Page 287 of 1576 Page 593 of 1416 RESOLUTION NO. 2013-28180 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA,WANING,BY A 517THS 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'afer-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 Ofinter 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 268 of 1576 Page 594 of 1416 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 5n"' 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: ......,,,,,,, k ' j % TTI HER RA BA lNCOR'IORATEDt 4..=MAYOR RAF L G , CITY CC•, ,: 4 1 f=H26�- T:AGENDA12013 Aprit 171Reso.-Waiver of Competitive Bid-Food-Snacks All Departments.doc APPROVED AS TO FORM&LANGUAGE &FOR ' i TION 40 /fir IIFr y �f 13 41107,„,, ,t., Page 289 of 1576 Page 595 of 1416 • 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 5/761s 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 Pubtix, Costco, Gordon foods, and BJ's Wholesale to be consumed by: a) the City's Parks and Recreation Departments (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 biweekly 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 welt as for the Guild for the Blind and to the Special Needs Population programs; and WHEREAS, the Department has procedures in place to property safeguard the delivery and safekeeping of these items;and • Page 290 of 1576 Page 596 of 1416 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 517ths 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 517'"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 allocations)during the adoption of the City's annual budget, in an amount not to exceed $270.000. PASSED and ADOPTED this 11th day of May,2016. ATTEST: .• ',„, 4 14 "": • i$‘1 s --.;.-•.1 • PHI ft AYOR RA AEL'• RAN• �f.4� v, : ROVED ASTO FORM&LANGUAGE 141, '•• .._. ••�;'�� ' &FOEXECUTION Cy 26 �. ' •Q. ; Sly Page 291 of 1576 r ay Attorney Dom Page 597 of 1416. 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 Proaram 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 • Page 598 of 1416 MIAMI BEACH Chy of Miami MMaeh,1700 Convention Center Drive,Miami Beach,Florida 33139,www.miamibeachil.gov COMMISSI N MEMORANDUM • TO: Mayor Philip Levine and Members o 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. 2013-26180 (Exhibit B) was passed approving the waiving, by a 5/7a' 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 Pubiix, 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, inflatabies 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 bl-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 Blind end to the special needs population . Page 599 of 1416 ' Agenda Item CI 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°is 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 5/7°is 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 Exhrlyit A—List of Vendors Exhibit B-Resolution No. 2013-28180 JLM "!g"-* Page 294 of 1576 Page 600 of 1416 :ti4 • ti • - .•• 1,� • 'l- ti• - .�•�- ' • .. . . fir••'• �- - ., , • ' . • :::EXHIBIT B:` - r . 4r. • eRso ution •No. 2013=28.1.80 ;"''* f . ; r • S. • • •. tit .r• fir!r,, -.1.1.,'✓0'`,i• ::'•t' `�ti''.. • '•' ' ' Page 295 of 1576 - , .....'" .. , • .r'_ . Page 601 of 1416 •• • RESOLUTION NO. 2013-28180 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH,FLORIDA,WAIVING,BY A 517THS 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 PUBUX, COSTCO, GORDON FOODS, AND BJ'e WHOLESALE TO BE CONSUMED BY: A) THE CITY'S PARKS AND • RECREATION DEPARTMENTS 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, an 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 alter-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 Writer 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 Page 602 of 1416 • 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 fife'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 Pubiix, 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 ailocation(s)during the adoption of the City's annual budget. • - PASSED and ADOPTED this /7 day of April, 2013. . . ' . • ' .ATTEST: •• `PM,...BF/4 r. --- • • * _ TTI HER iliVIR . UCOR•+ORATEOJ*' 'YOR • ' F LG ,CITYC - . { =, �P. r • ..T:AGENDA120131April.171ReSo.-Waiver of Competitive Bid-Food-Snacks AU Departments.doc • • • APPROVED AS TO . • FORM&LANGUAGE • &Ff1N &, •N . . • . L. AL. Y 4r3 • • • Page 297 of 1576 . Page 603 of 1416 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 DEPARTMENTS 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 $436,000, WITH THE FINAL AMOUNTS ALLOCATED FOR EACH YEAR SUBJECT TO CITY COMMISSION APPROVAL OF THE PARKS DEPARTMENTS 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 bl-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. 2018-29388, approving the waiver, by a 5Rm 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 Page 604 of 1416 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 20 1 712 0 1 8 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. 2018-29388, 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 MAYO' Ai t, %%%%% RAFAEL . •111' DO ••" •• 0 ,, APPROVED AS TO Zi CITY CLERK _�Q f ; �), 4 FORM&LANGUAGE . , / &FOR o(EOUTION s* l• COR SBA :,to g. �,- t1 q ?c ze / GitY ape SD Page 299 of 1576 Page 605 of 1416 Resolutions-C7 B MIAMIBEACH • COMMISSION MEMORANDUM TO: Honorable Mayor and Members of the City Commission FROM: Jimmy L. Morales, City Manager DATE: September 13, 2017 SUBJECT 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 5/7th 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 899 of 2888 Page 606 of 1416 • • • 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 surrmier 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 inflatabies such as: • Hispanic Heritage Festival • Safe Night of Fright • Halloween Happenings • Winter Wonderland • Cupid's Carnival • Leprechaun's Carnival • Spring Eggstravaganra • 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 • Pegs XIS of 2s 6 Page 607 of 1416 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 AITAC HMENTS: Description o Exhibit A—List of Vendors o Exhibit B- Resolution No. 2016-29388 o Exhibit C—Details of FY 2017/2018 Budget for Proposed Amended Resolution o Form Approved Resolution o FY18 Budget Line Items • • • Paps 990 of rase Page 608 of 1416 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 Infiatables • 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 383 of 2586 Page 609 of 1416 RESOLUTION NO. 2018-29388 • • 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 5RTHS 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 Publlx, 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 Paps NE of 28158 Page 610 of 1416 • 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 ail 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 201.6 and the City Manager recommends waiving, by a 517ths 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 5/711'5 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 'l t°t day of May,2016. ATTEST: / 1A_ , •.. ,. c �--:;.--•.� PHIL hi YOR RA AEL1911' RANA u e? i ° ,i' •< 3 APPROVED AS•TO FORM&LANGUAGE . Cb / &FO,R EXKUT1ON 26 8v Page ZS of MISS CPI/Attometl jRpr.• Dole Page 611 of 1416, • 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 AUIstar 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 XX of MIS Page 612 of 1416 MIAMI BEACH City of Miami Beach,1 700 Convention Center Drive,Miami Beach,Florida 33139,www.miamtbeachli.gov COMMISSI•N MEMORANDUM TO: Mayor Philip Levine and Members o 1 e City Co ;'mission / FROM: Jimmy L. Morales, City Manager 1' 1.,:._. DATE: May 11, 2016 ;i SUBIECT:A RESOLUTION OF THE MAYOR • 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 517THS 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 PROGIAAMS, 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 bl-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 Guikfor ii i nd to the special needs ppnulation. . • Page 613 of 1416 Agenda Item C7 H Date S-(f-• programs. The Department has procedures in place to property safeguard the delivery and safekeeping of these items. Alt 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 5/7t''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 5/7°is 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 • JLi1lU �l Pep Mtttlt Page 614 of 1416 ,,•1%I••f,••:•L M74`J•.:::•.•, 1.;►• 1'J 1,:''1'••'y • pi • i' a L•: :r, t IC' • lign y• :;'a:' I'�f••_.,,,, f •:'••'�tF4 l•pI;1• ••, •,•.t.�,yti:•ir:.'I' •.YNj i 7"4WI f ti .�Yi ' i♦t. .i:•.+:t'fr'Y♦;:1-''•,••.•% . 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' • •;t • • • '!S"i• ` / ' ..▪ ;;: . •^a•:•;, -; ,•i,. . r., . , • • • • •i+:i}';`lf.▪;i' ▪ ,1:• • • I 3/` • .';•:'•" it • .,••! . temi„, • • • • •1..'�-, r. •�.' .�9•...P��:'• �+••.tl.•:, :. :v:'r., ..a.•0;t • ;�'•:,•:j/i.'��,•ti:' RESOLUTION NO. 2013-28180 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA,WAIVING, BY A 6I7THS 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 pat; and • Page616of1416 • . 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 i•• 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 5l711`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•end 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. - PASSE • D and ADOPTED this /7 day of April, 2013. •• . . - , . • •• . ' '. • • . •. . • •ATTEST.. •� i TTI HER/RA. WER • (*.i lNCOA- :,'•per* AYOR . • •• • • RAF L G ,CITY C • .i . .4tit3_ . • • ' :T:IAGENDAt20131April.171Reso.-Waiver of Competitive Bid=Food-Snacks All Departmen►ts.doc • • : APPROVED AS TO • FORM&LANGUAGE • Ff)H ION• .' • • difikl .• 1.*-_• .• ' . • •. fta 8 •.• . Page617of1416 Exhibit C Details of FY 2017/2018 Budget for Proposed Amended Resolution #.1:"CIPP10.030-;::;...:•.:::::.•• ••• . .:•`• Ok11014.-- !•-1 Une Item Description Budget Amount• • Special Event Rental Needs 69,000.00 TOTAL $ 69,000.00 • f04:0006C4.7.7 '006.1,0600.0-**. 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 ":7444AT— •1•-• , ••;•7,•• :'• .-ry,;••?? •;••• • Line Item Oggriptiiiii:. - 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 • • rage Miff= Page 618 of 1416 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 Al!star 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 Marshails Ross TJ Maxx Page 313 of 1576 Page 619 of 1416 Hobby Lobby Dollar General Dollar Tree **Staff can use, but are not limited to,'the list of vendors for the above expenses" Rag 620 of 1416 EXHIBIT E Budget Details of FY 2020/2021 Oil-0950400323 RIDES&INFLATABLE Line item Description Budget Amount Special Event Rental Needs $ 75,500.40 TOTAL $ 75,500.00 On-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 8 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 Page 621 of 1416 EXHIBIT F Budget Details of FY 2022/2023 011-0950-000323 RIDES&INFLATABLES Line Item Description Budget Amount Special Event Rental Needs $ 73,000.00 TOTAL $ 73,000.00 011-0950-000343 PROGRAM EXPENSES Line Item Description Budget Amount Youth &Senior Programming Operating Expenses $ 207,520.00 Athletics Operating Expenses $ 2,600.00 Teen Programming Operating Expenses $ 19,500.00 Special Events Operating Expenses (Includes FY 23 Enhancement for$50,000 for Citywide Health and $ 130,000.00 Wellness Initiatives and$35,000 for Family-Friendly Events) TOTAL $ 359,620.00 011-0950-000355 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 $ 88,450.00 160-4300-000349 PROGRAM EXPENSES Line Item Description Budget Amount Additional Activations to Lummus Park $ 105,000.00 (FY 23 Budget Enhancement) TOTAL $ 105,000.00 TOTAL for FY 22/23 $ 626,070.00 ROUNDING FOR RESOLUTION: $ 630,000.00 Page 622 of 1416