2016-29388 Reso 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 5/7tns 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
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 5/7ths vote, the formal competitive bidding requirement, as
being in the best interest of the City; and
WHEREAS, the Administration recommends the approval of the vendors for food and
program expenses as more particularly set forth in Exhibit A hereto.
NOW THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY
COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City
Commission hereby accept the recommendation of the City Manager (as set forth in the City
Commission Memorandum accompanying this Resolution) and waive, by a 5/7ths vote, the
formal competitive bidding requirement, finding such waiver to be in the City's best interest; and
approve the vendors listed in Exhibit A to this Resolution for the purchase of food and snacks,
rides and inflatables, and other program expenses to be used by the Participants of the City's
Parks and Recreation Departments' after-school programs, summer camps, special events and
other programmed activities; said waiver shall be authorized for a period of three (3) years, on a
year-to-year basis, contingent upon City Commission approval of the Department's related
budget allocation(s) during the adoption of the City's annual budget, in an amount not to exceed
$270,000.
PASSED and ADOPTED this 11th day of May, 2016.
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City Attorney vp,s(pr Dote
Exhibit A
List of Vendors
Food and Snacks
BJ's Wholesale Club Dominoes
Costco Wholesale Papa Johns
Publix Supermarkets Whole Foods
Walmart Coca-Cola
Gordon Food Service Distribution and Food Service
Rides and Inflatables
Red Balloon Power Party Events
Allstar Events Mega Party Events
The Event Depot Games on the Go
Program Expenses
Party City Home Depot Shin Digz
Oriental Trading/Fun Express Michael's Home Depot
Target Joann Fabrics Walmart
Miami Premier FL Ice Manufacturing IKEA
S&S Worldwide Ayers Apple
BSN Boun Tree Office Depot
Amazon.com Crown Trophy Swago
ID Wholesaler
**Staff can use, but are not limited to, the list of vendors for the above expenses**
MIAMI BEACH
City of Miami Beach, 1700 Convention Center Drive,Miami Beach, Florida 33139,www.miamibeachfl.gov
COMMISSION MEMORANDUM
TO: Mayor Philip Levine and Members of, she City Co j mission
FROM: Jimmy L. Morales, City Manager 4,./i - ,_-
1+'
DATE: May 11, 2016
SUBJECT:A RESOLUTION OF THE MAYOR A D CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE
CITY MANAGER (AS SET FORTH IN THE CITY COMMISSION
MEMORANDUM ACCOMPANYING THIS RESOLUTION) AND WAIVING, BY A
5/7THS VOTE, THE FORMAL COMPETITIVE BIDDING REQUIREMENT,
FINDING SUCH WAIVER TO BE IN THE CITY'S BEST INTEREST; AND
APPROVING AND AUTHORIZING THE VENDORS LISTED IN EXHIBIT A TO
THIS RESOLUTION FOR THE PURCHASE OF FOOD AND SNACKS, RIDES
AND INFLATABLES AND OTHER PROGRAM EXPENSES FOR THE CITY'S
PARKS AND RECREATION DEPARTMENTS' PARTICIPANTS IN THEIR
AFTER-SCHOOL PROGRAMS, SUMMER CAMPS, SPECIAL EVENTS AND
OTHER PROGRAMMED ACTIVITIES; SAID WAIVER SHALL BE
AUTHORIZED FOR A PERIOD OF THREE (3) YEARS, ON A YEAR-TO-YEAR
BASIS, CONTINGENT UPON CITY COMMISSION APPROVAL OF THE
DEPARTMENT'S RELATED BUDGET ALLOCATION(S) DURING THE
ADOPTION OF THE CITY'S ANNUAL BUDGET, IN AN ANNUAL AMOUNT
NOT TO EXCEED $270,000.
BACKGROUND
At the April 17, 2013 City Commission Meeting, Resolution No. 2013-28180 (Exhibit B)
was passed approving the waiving, by a 517th vote, the formal competitive bidding
requirements, finding such waiver to be in the City's best interest, and authorizing the
purchase of food and snacks from Publix, Costco, Gordon Foods, and BJ's Wholesale to
be consumed by: a) the City's Parks and Recreation Department's (the Department)
participants in their After-School program, summer camps, special events and other
programmed activities, and b) other departments and offices citywide, as approved in
their respective annual budgets for a period of three (3) years.
The Department holds various programs and events throughout the year that require the
purchase of food, snacks, rides, inflatables and other necessary program expenses. The
funds for these items are allocated annually through the department's approved budget.
Snacks and Food/Program Expenses
As part of the After-School Program, No School Days and Summer Camp curriculum,
the Department provides free snacks to all participants (estimated average daily
attendance of 1,000 children). These snacks are purchased on a bi-weekly to a monthly
basis by the park staff at local grocery or wholesale stores. Aside from the daily
programming, food and miscellaneous program expenses are regularly purchased for
athletics, seniors, teens and toddler programs and activities such as Thanksgiving,
Holiday, Valentine's Day, New Years and the end of season parties. Additionally, the
Department also provides food to Guild for the Blind and to the special needs pponulation
Agenda Item C7 H
Date S-«-(L
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 5/7th's vote, as permitted under Section 52-367(e)
of the City Code, as being in the best interest of the City.
CONCULSION
With the expiration of Resolution No. 2013-28228 in April 2016, the Administration
recommends the adoption of the Resolution approving the waiver, by a 5/7th`s vote, of
the 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
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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
WHEREAS, for example, the Office of the Mayor and Commission purchase food
monthly for City Commission meetings and City Commission workshops; and
WHEREAS, the Office of Community Services purchases approximately $3,600 of food
annually'for their Service Partnership Program, Youth Development Program; and Emergency
Food & Shelter Program (EFSP).
NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY
COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City
Commission hereby waive, by a 517th vote, the formal competitive bidding requirements, finding
such waiver to be in the City's best interest, and authorize the purchase of food and snacks
from Publix, Costco, Gordon Foods, and BJ's Wholesale, to be consumed by: a) the City's
Parks and Recreation Department's participants in their after-school programs, summer camps,
special events, and other programmed activities, and b) other departments and offices
Citywide, as approved in their respective annual budgets; said waiver shall be authorized for a
period of,three (3) years on a year-to-year basis, contingent upon City Commission approval of
the Departments' related budget allocation(s) during the adoption of the City's annual budget.
PASSED and ADOPTED this 1 7 day of April, 2013. •
ATTEST:
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