2013-28228 Reso RESOLUTION NO. 2013-28228
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 AIRFARES, HOTELS, MEALS,
LOCAL TRANSPORTATION, PROGRAM EXPENSES AND ANY
ASSOCIATED LEAGUE AND TOURNAMENT FEES AND THE
PURCHASE OF PREPARED FOODS AND RELATED PRODUCTS, TO
BE UTILIZED BY THE CITY OF MIAMI BEACH PARKS AND
RECREATION DEPARTMENT'S PARTICIPANTS IN PROGRAMS AND
ACTIVITIES INCLUDING, BUT NOT LIMITED TO, ATHLETICS,
SPORTS, OUT OF TOWN TRAVEL AND IN-HOUSE LOCAL EVENTS
AND 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), THE
DEPARTMENT'S FUND RAISING EFFORTS AND RECEIPT OF
SPONSORSHIPS, DONATIONS, GRANTS, AND OTHER FUNDING
SOURCES.
WHEREAS, the Parks and Recreation Department ("Department") is charged with the
goal of providing safe, educational, and fun-filled programming for all ages; and
WHEREAS, the Recreation Division's core budgeted programming components include:
- After School
- Summer Day Camps and Specialty Camps
- Athletics
- Special Events
- Senior Programming
- Special Populations; and
WHEREAS, as part of the Athletic and other year-round programs, the Recreation
Division has historically participated in various competitive youth sport leagues and competitions
which have included travel; and
WHEREAS, the City of Miami Beach has various competitive teams, including, but not
limited to:
- The Miami Beach Cheerleading's X-treme Team, Levels I and II,
- The Miami Beach Youth Soccer Teams ages U8-U16,
- The "Unique Starz" Competitive Dance Team,
- Traveling Baseball,
- Traveling Basketball; and
WHEREAS, the teams and programs are asked to fund raise in order to help cover the
program's travel costs to various competitions, leagues, and games throughout the year and
some of this funding is included in the Department's General Fund budget, although a majority
of the funds for these trips come from sponsorships, parents' support, car washes, garage
sales, bake sales, and various other efforts; and
WHEREAS, the Department also has other programs such as the Miami Beach Teen
Club and the Senior Scenes Program that may also travel locally, within the State, and out-of-
State for educational and recreational outings; and
WHEREAS, the Department plans to continue its normal practice for all travel expenses
by obtaining three competitive quotes for airfare/transportation and hotel accommodations for all
travel expenses; and
WHEREAS, as part of the Recreation Division's continued service to its participants and
residents, the Division hosts various in-house events, banquets, and activities that feature
prepared food, food products, and related program expenses; and,
WHEREAS, these events may include, but are not limited to, events for our special
needs participants, banquets for our athletic teams, and other City sponsored events for
residents and park patrons; and
WHEREAS, the Department purchases the prepared food, food products, and related
supplies for the Division hosted in-house events, banquets, and activities; and
WHEREAS, the Department plans to continue its practice for all travel and in-house
event expenditures by obtaining three competitive quotes for airfare/transportation, hotel
accommodations for all travel expenses, local events and banquets, and processing all required
documentation in compliance with the City's established budgetary, procurement, and
administrative procedures to ensure compliance; and
WHEREAS, the Administration recommends that the City Commission approve waiving,
by a 5/7th vote, the formal competitive bidding requirements, finding such waiver to be in the
City's best interest, for the purchase of airfares, hotels, meals, local transportation program
expenses, and the purchase of prepared foods and related expenses utilized by the City of
Miami Beach Parks and Recreation Department athletics, sports, out-of-town travel, and in-
house local events and program expenses 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), fund raising efforts, sponsorships, receipt of donations, grants, and other funding
sources.
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 of the City of Miami Beach, Florida, hereby waive by a 5/7`h vote, the formal
competitive bidding requirements, finding such waiver to be in the City's best interest, for the
purchase of airfares, hotels, meals, local transportation program expenses, and the purchase of
prepared foods and related expenses utilized by the City of Miami Beach Parks and Recreation
Department athletics, sports, out-of-town travel, and in-house local events and program
expenses 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), fund raising efforts,
sponsorships, receipt of donations, grants, and other funding sources.
PASSED and ADOPTED this 5P11 day of June, 2013.
ATTEST:
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City Attorney Date
COMMISSION ITEM SUMMARY
Condensed Title:
A resolution of the Mayor and City Commission of the City of Miami Beach, waiving by a 5/7th
vote, the formal competitive bidding requirements, finding such waiver to be in the City's best
interest, the purchase of airfares, hotels, meals, local transportation, and other related program
expenses including the purchase of prepared foods and related products utilized by City of Miami
Beach Parks and Recreation Department athletics, sports, out of town travel and in-house local
events and programs.
Key Intended Outcome Supported:
Increase satisfaction with recreational programs.
Supporting Data (Surveys, Environmental Scan, etc.): Miami Beach Customer Survey
Indicates 85% of residents rated the City's Recreation programs as either excellent or good.
Item Summa /Recommendation:
The Parks and Recreation Department is charged with the goal of providing safe, educational
and fun-filled programming for all ages to include After School, Summer Day Camps and
Specialty Camps, Athletics, Special Events, Senior Programming and Special Populations.
As part of the Athletic and other year-round programs, the Recreation Division has historically
participated in various competitive travel youth sport leagues and competitions. A portion of the
funding for team travel is included in the Department's General Fund budget. Additionally, the
balance of the funds for these trips may come from a number of sources such as sponsorships,
parents' support, car washes, garage sales, bake sales, and various other efforts.
Also, as part of the Recreation Division's continued service delivery to its participants and
residents, the Division hosts various in-house events, banquets and activities that feature
prepared food,food products and related program expenses. These may include events for our
special needs participants, banquets for our athletic teams and other City sponsored events for
the residents and park patrons.
In order to continue to provide the recreation services such as athletic competitions,Teen Club,
seniors and special populations trips and other related activities requiring the expenditure of
funds for travel, in-house events and banquets, the Administration recommends the attached
resolution be approved waiving by a 5/7th vote, the formal competitive bidding requirements,
finding such waiver to be in the City's best interest, the purchase of airfares, hotels, meals, local
transportation program expenses and the purchase of prepared foods and related expenses
utilized by the City of Miami Beach Parks and Recreation Department athletics, sports, out of
town travel and in-house local events and program expenses for a period of three(3)years,on a
year basis, contingent upon City Commission approval of the Department's related budget
allocation(s), fund raising efforts, sponsorships, receipt of donations, grants and other funding
sources.
Financial Information:
Source of Amount Account
F 1 $10,000 011.0950.000.343
2 $50,000 011.0950.000.353 (estimated – depending on
donations, grants, sponsorships, etc.
3
OBPI Total 1 $60,000
Financial Impact Summary:
City Clerk's Office Legislative Tracking:
Julio Ma risso-6643
Sign-Offs:
Department girector City Manager City Manag r
JMT JLM
T:WGENDA\201-T -ne ommission Summary-Waiver of Comp Bids for Travel and In-House Expenses.doc
MIAMBEACH AGENDA ITEM C11—
DATE &-S°1
® MIAMI BEACH
City of Miami Beath, 1700 Convention Center Drive, Miami Beach, Florida 33139,www.miamibeochfl.gov
COMMISSION MEMORANDUM
TO: Mayor Matti Herrera Bower and Me ERAND f th City Commission
FROM: Jimmy L. Morales, City Manager
DATE: June 5, 2013
SUBJECT: A RESOLUTION OF THE MAY 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 AIRFARES, HOTELS, MEALS,
LOCAL TRANSPORTATION, PROGRAM EXPENSES AND ANY
ASSOCIATED LEAGUE AND TOURNAMENT FEES AND THE
PURCHASE OF PREPARED FOODS AND RELATED PRODUCTS, TO
BE UTILIZED BY THE CITY OF MIAMI BEACH PARKS AND
RECREATION DEPARTMENT'S PARTICIPANTS IN PROGRAMS AND
ACTIVITIES INCLUDING, BUT NOT LIMITED TO, ATHLETICS,
SPORTS, OUT OF TOWN TRAVEL AND IN-HOUSE LOCAL EVENTS
AND 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), THE
DEPARTMENT'S FUND .RAISING EFFORTS AND RECEIPT OF
SPONSORSHIPS, DONATIONS, GRANTS AND OTHER FUNDING
SOURCES.
FUNDING: $50,000 011.0950.000.353— Parks and Recreation Department
$10,000 011.0950.000.343 — Parks and Recreation Department
ADMINISTRATION RECOMMENDATION
Approve the Resolution
KEY INTENDED OUTCOME SUPPORTED
Increase satisfaction with recreational programs.
BACKGROUND
The Parks and Recreation Department is charged with the goal of providing safe, educational
and fun-filled programming for all ages. The Recreation Division's core budget programming
components include:
- After School
- Summer Day Camps and Specialty Camps
- Athletics
- Special Events
- Senior Programming
- Special Populations
Resolution Waiving Competitive Bidding for Parks and Recreation Travel
City Commission Meeting
June 5, 2013
Page 2 of 2
As part of the Athletic and other year-round programs, the Recreation Division has historically
participated in various competitive travel youth sport leagues and competitions. The City of
Miami Beach has in the past or currently has various competitive teams, including, but not
limited to:
- The Miami Beach Cheerleading's X-treme Team, Levels I and II,
- The Miami Beach Youth Soccer Teams ages U8-U16,
- The "Unique Starz" Competitive Dance Team,
- Traveling Baseball,
- Traveling Basketball.
A portion of the funding for team travel is included in the Department's General Fund budget.
Additionally, the balance of the funds for these trips may come from a number of sources such
as sponsorships, parents' support, car washes, garage sales, bake sales, and various other
efforts. The teams and programs participants frequently assist by fundraising in order to help
cover the travel costs to various competitions, leagues and games throughout the year.
These raised funds are then deposited into the City of Miami Beach account with further credit
to the Recreation Division's General Ledger Account, Donations and Contributions
(011.0950.000.353). The Recreation Division then charges against the deposits to pay for the
various fees incurred for the program.
As an example, in 2013, the Miami Beach Unique Starz Dance Team competed in three local
competitions and one out of State competition in Buena Park, California. Portions of these trips
were funded by the OJDP Grant (Dept. of Justice Teen Grant) as well as the team's fundraising
efforts. Additionally, the Parks and Recreation also has other programs such as the Miami
Beach Teen Club and the Senior Scenes Program that may travel locally, within the State and
out-of-State for educational and recreational outings.
Also, as part of the Recreation Division's continued service delivery to its participants and
residents, the Division hosts various in-house events, banquets and activities that feature
prepared food, food products and related program expenses. These may include events for our
special needs participants, banquets for our athletic teams and other City sponsored events for
the residents and park patrons.
The department plans to continue its practice for all travel and in-house event expenditures by
obtaining three competitive quotes for airfare/transportation, hotel accommodations for all travel
expenses, local events and banquets, and processing all required documentation in compliance
with the City's established budgetary, procurement and administrative procedures to ensure
compliance.
CONCLUSION
In order to continue to provide the recreation services such as athletic competitions, Teen Club,
seniors and special populations trips and other related activities requiring the expenditure of
funds for travel, in-house events and banquets, the Administration recommends the attached
resolution be approved waiving by a 5/7th vote, the formal competitive bidding requirements,
finding such waiver to be in the City's best interest, for the purchase of airfares, hotels, meals,
local transportation program expenses and the purchase of prepared foods and related
expenses utilized by the City of Miami Beach Parks and Recreation Department athletics,
sports, out of town travel and in-house local events and program expenses for a period of three
(3) years, on a year basis, contingent upon City Commission approval of the Department's
related budget allocation(s), fund raising efforts, sponsorships, receipt of donations, grants and
other funding sources.
JLM/JMT/KS/JEM
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