Loading...
2019-30775 Resolution RESOLUTION NO. 2019-30775 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, ACCEPTING THE WRITTEN RECOMMENDATION OF THE CITY MANAGER AND WAIVING, BY A 5/7THS VOTE, THE FORMAL COMPETITIVE BIDDING REQUIREMENT, FINDING SUCH WAIVER TO BE IN THE CITY'S BEST INTEREST, AND APPROVING AND AUTHORIZING THE CITY'S PARKS AND RECREATION DEPARTMENT TO PURCHASE AIRLINE TICKETS, HOTEL ROOM BOOKINGS, MEALS, LOCAL TRANSPORTATION AND ANY ASSOCIATED LEAGUE AND TOURNAMENT FEES TO BE UTILIZED BY THE DEPARTMENT'S PARTICIPANTS IN PROGRAMS AND ACTIVITIES INCLUDING, BUT NOT LIMITED TO, ACTIVITIES RELATED TO ATHLETICS, SPORTS, TEENS, SENIORS AND TODDLERS, FOR OUT OF TOWN TRAVEL, LOCAL EVENTS AND BANQUETS, FOR A PERIOD OF THREE (3) YEARS; SUBJECT TO AND CONTINGENT UPON FUNDING AVAILABILITY FOR THE FOREGOING PROGRAMS AND ACTIVITIES, INCLUDING BUT NOT LIMITED TO AN APPROPRIATION OF FUNDS THROUGH THE CITY'S ANNUAL BUDGET PROCESS AND RECEIPT OF SPONSORSHIPS, DONATIONS, AND GRANTS. • WHEREAS, the Recreation Division of the City's Parks and Recreation Department ("Department") has historically participated in various competitive travel youth sport leagues and competitions and the funding for these activities is included in the Department's General Fund budget as well as through other sponsorship and fundraising efforts; and WHEREAS, as part of the Department's continued service to its participants and residents, the Department hosts various in-house events, banquets and activities that feature prepared foods, products and related program expenses for special needs participants, athletic teams and other City sponsored events for residents and park patrons; and WHEREAS, on June 6, 2016, the Mayor and City Commission adopted Resolution No. 2016-29422, waiving, by a 5/7th vote, the formal competitive bidding requirements, and approving the purchase of airline tickets, hotel rooms, meals, local transportation and any associated league and tournament fees to be utilized by the Department's participants in programs and activities including, but not limited to, activities relating to athletics, sports, teens, seniors and toddlers, for out-of-town travel, local events and banquets for a period of three (3) years, on a year-to-year basis, contingent upon funding availability; WHEREAS, the authority provided to the Department in Resolution No. 2016-29422, currently expires on June 8, 2019, and the Administration desires to extend such authority to continue to support the foregoing programs and activities; and WHEREAS, the Department will work with the respective City 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 vote, as permitted under section 2- 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 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 to purchase airline tickets, hotel rooms, meals, local transportation and any associated league and tournament fees to be utilized by the department's participants in programs and activities including, but not limited to, athletics, sports, teens, seniors and toddlers for out of town travel, local events and banquets, for a period of three (3) years; subject to and contingent upon funding availability for the foregoing programs and activities, including but not limited to an appropriation of funds through the City's annual budget process, and receipt of sponsorships, donations, and grants. PASSED and ADOPTED this 10th day of April, 2019. ATTEST: Dan Gelber, Mayor Rafael E. Granado, City lerk APPROVED AS TO FORM &LANGUAGE a,,....l &FOR EXECUTION --gip, raktki , e�,9�,�y 3- (a 7ti City Attorney n,�'o Date ORP pRATcD �/ 4j Resolutions-C7 N MIAMI BEACH COMMISSION MEMORANDUM TO: Honorable Mayor and Members of the City Commission FROM: Jimmy L. Morales, City Manager DATE: April 10, 2019 SUBJECT:A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, ACCEPTING THE WRITTEN RECOMMENDATION OF THE CITY MANAGER AND WAIVING, BY 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 TO PURCHASE AIRLINE TICKETS, HOTEL ROOM BOOKINGS, MEALS, LOCAL TRANSPORTATION AND ANY ASSOCIATED LEAGUE AND TOURNAMENT FEES TO BE UTILIZED BY THE DEPARTMENT'S PARTICIPANTS IN PROGRAMS AND ACTIVITIES INCLUDING, BUT NOT LIMITED TO, ACTIVITIES RELATED TO ATHLETICS, SPORTS, TEENS, SENIORS AND TODDLERS, FOR OUT OF TOWN TRAVEL, LOCAL EVENTS AND BANQUETS, FOR A PERIOD OF THREE (3) YEARS; SUBJECT TO AND CONTINGENT UPON FUNDING AVAILABILITY FOR THE FOREGOING PROGRAMS AND ACTIVITIES ,INCLUDING BUT NOT LIMITED TO AN APPROPRIATION OF FUNDS THROUGH THE CITY'S ANNUAL BUDGET PROCESS AND RECEIPT OF SPONSORSHIPS, DONATIONS,AND GRANTS. RECOMMENDATION With the expiration of Resolution No. 2016-29422 on June 9, 2019, the Administration recommends adopting the Resolution, accepting 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 to purchase airline tickets, hotel rooms, meals, local transportation and any associated league and tournament fees to be utilized by the department's participants in programs and activities including, but not limited to, athletics, sports, teens, seniors and toddlers for out of town travel, local events and banquets, for a period of three (3) years; subject to and contingent upon funding availability for the foregoing programs and activities, including but not limited to an appropriation of funds through the City's annual budget process, and receipt of sponsorships, donations, and grants. Page 450 of 1091 ANALYSIS At the June 6, 2016 City Commission Meeting, Resolution No. 2016-29422 (Exhibit A) was passed approving the waiving, by a 5/7th vote, the formal competitive bidding requirements of airfares, hotel, meals, local transportation and any associated league and tournament fees to be utilized by the Department's participants in programs and activities including, but not limited to, athletics, sports, teens, seniors and toddlers for out-of-town travel, local events and banquets for a period of three (3) years, on a year-to-year basis, contingent upon funding availability, which approval expires on June 8, 2019. As part of athletics and other year-round programs, the Recreation Division of the Department has historically participated in various competitive travel youth sport leagues and competitions.A funding for these activities 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, fundraising activities by the participants and other efforts in order to cover the travel costs to various competitions, leagues and games throughout the year. Also, as part of the Department's continued service to its participants and residents, the Department hosts various in-house events, banquets and activities that feature prepared foods, products and related program expenses. These may include events for the City's special needs participants, banquets for our athletic teams and other City sponsored events for the residents and park patrons. The Parks and Recreation Department will work with the respective City departments to stay in compliance with the City's established budgetary, procurement and administrative procedures. CITY MANAGER'S RECOMMENDATION The City Manager recommends that the-Mayor and City Commission waive the formal competitive bidding requirement, by a 5/7th vote, as permitted under section 2-367(e) of the City Code, as being in the best interest of the City. Legislative Tracking Parks and Recreation ATTACHMENTS: Description n Exhibit A- Resolution No. 2016-29422 ® Resolution Page 451 of 1091 RESOLUTION NO.. 2016-29422 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 5I7THS 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 (THE DEPARTMENT) TO PURCHASE AIRFARES, HOTELS, MEALS, LOCAL TRANSPORTATION AND ANY ASSOCIATED LEAGUE AND TOURNAMENT FEES TO BE UTILIZED BY THE DEPARTMENT'S PARTICIPANTS IN PROGRAMS AND ACTIVITIES INCLUDING, BUT NOT LIMITED TO, ATHLETICS, SPORTS, TEENS, SENIORS AND TODDLERS FOR OUT OF TOWN TRAVEL, LOCAL EVENTS AND BANQUETS; 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, THE DEPARTMENT'S FUND RAISING EFFORTS AND RECEIPT OF SPONSORSHIPS, DONATIONS, GRANTS, AND OTHER FUNDING SOURCES. WHEREAS, at the June 5, 2013 City Commission Meeting, the Mayor and City Commission adopted Resolution No. 2013-28228 approving and waiving, by a 5/7t vote, the formal competitive bidding requirement for the purchase of airfares, hotel, 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 Parks and Recreation Department's (the Department) participants in programs and activities including, but not limited to, athletics, sports, out-of-town travel and in-house local events and expenses for a period of three (3) years; and WHEREAS, the Recreation Division of the Department has historically participated in various competitive travel youth sport leagues and competitions and a portion of the funding for these activities is included in the Department's General Fund budget; and WHEREAS, the balance of the funds for these trips may come from a number of sources such as sponsorships, parents' support, fundraising activities by the participants and various other efforts in order to cover the travel costs to various competitions, leagues and games throughout the year; and WHEREAS, these raised funds are then deposited into the Department's Donations and Contributions Account and then the Department can charge the account to pay for the various fees incurred for the.programs and activities; and WHEREAS, the Department hosts various in-house events, banquets and activities that feature prepared foods, products and related program expenses, which may include events for the City's special needs participants, banquets for our athletic teams and other City sponsored events for the residents and park patrons; and WHEREAS, Resolution No. 2013-28228 will expire on June 4, 2016 and the City Manager recommends waiving, by 5/7`h vote, the formal competitive bidding requirement, as Page 452 of 1091 being in the best interest of the City; and WHEREAS, the Administration recommends the approval of the purchase of airfares, hotels, meals, local transportation and associated league and tournament fees in connection with the program and activities. 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 purchase airfares, hotels, meals, local transportation and any associated league and tournament fees to be utilized by the Department's participants in programs and activities including, but not limited to, athletics, sports, teens, seniors and.toddlers for out Of town travel, local events and banquets; 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, the Department's fund raising efforts and receipt of sponsorships, donations, grants, and other funding sources. PASSED and ADOPTED this 8th day of June, 2016. ATTEST: • • PHILIP LEIIN!''MAYORr7-3-/ [ON RAFAEL E. GRANADO, CITY CLERK /_ - ,`\ g ,q � f�� . . L �� �� •,y � APPROVED-AS TO s. FORM &LANGUAGE &FO X CLITION s INCORP ORATED; 7 City Attorney Dote ' Page 453 of 1091 • MIAMI BEACH Oily of Miami Beach, 1700 Convention Center Drive,Miami Beach,Florida 33139,www.miomibeachfl.gov COMMISSI A N MEMORANDUM TO: Mayor Philip Levine and Members of ' e City Ci/ mission FROM: Jimmy L. Morales, City Manager r ►- DATE: June 8, 2016 SUBJECT: A RESOLUTION OF THE MAYO-4.AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORI i A, ACCEPTING THE WRITTEN RECOMMENDATION OF THE CITY MANAGER (AS SET FORTH IN THE CITY COMMISSION MEMORANDUM ACCOMPANYING THIS RESOLUTION) AND WAIVING, BY A 5/7THS VOTE, THE FORMAL COMPETITIVE BIDDING REQUIREMENT, FINDING SUCH WAIVER TO BE IN THE CITY'S BEST INTEREST, AND APPROVING AND AUTHORIZING THE CITY'S PARKS AND RECREATION DEPARTMENT (THE DEPARTMENT) TO PURCHASE AIRFARES, HOTELS, MEALS, LOCAL TRANSPORTATION AND ANY ASSOCIATED LEAGUE AND TOURNAMENT FEES TO BE UTILIZED BY THE DEPARTMENT'S' PARTICIPANTS IN PROGRAMS AND ACTIVITIES INCLUDING, BUT NOT LIMITED TO, ATHLETICS, SPORTS, TEENS, SENIORS AND TODDLERS FOR OUT OF TOWN TRAVEL, LOCAL EVENTS AND BANQUETS; 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, THE DEPARTMENT'S FUND RAISING EFFORTS AND RECEIPT OF SPONSORSHIPS, DONATIONS, GRANTS, AND OTHER FUNDING SOURCES. BACKGROUND At the June 5, 2013 City Commission Meeting, Resolution No. 2013-28228 (Exhibit A) was passed approving .the waiving, by a 5/7th vote, the formal competitive bidding requirements for the purchase of airfares, hotel, 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 participants of the Parks and Recreation Department (the Department) in programs and activities including, but not limited to, athletics, sports, out-of-town travel and in-house local events and expenses for a period of three (3)years, which approval expires on June 4, 2016. As part of athletics and other year-round programs, the Recreation Division of the Department has historically participated in various competitive travel youth sport leagues . and competitions. A portion of the funding for these activities 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, fundraising activities by the participants and other efforts in order to cover the travel costs to various competitions, leagues and games throughout the year. These raised funds are then deposited into the Department's Donations and Page 454 of 1091 Agenda Item C 7 • Date G-$'- G Contributions Account (011.0950.000353) and then the Department can charge the account to pay for the various fees incurred for the program. Also, as part of the Department's continued service to its participants and residents, the Department hosts various in-house events, banquets and activities that feature prepared foods, products and related program expenses. These may include events for the City's special needs participants, banquets for our athletic teams and other City sponsored events for the residents and park patrons. The Parks and Recreation Department will work with the respective City departments to stay in compliance with the City's established budgetary, procurement and administrative procedures. CITY MANAGER'S RECOMMENDATION The City Manager recommends that the Mayor and City Commission waive the formal competitive bidding requirement, by a 5/7t vote, as permitted under section 2-367(e) of the City Code, as being in the best interest of the City. CONCULSION With the expiration of Resolution No. 2013-28228 in June 2016, the Administration recommends adopting the Resolution, waiving, by a 5/7th vote, the formal competitive bidding requirement, and approving and authorizing the purchase of airfares, hotel, meals, local transportation and any associated league and tournament fees to be utilized by the Department's participants in programs and activities including, but not limited to, athletics, sports, teens, seniors and toddlers for out-of-town travel, local events and banquets for a period of three (3) years, on a year-to-year basis, contingent upon funding availability. Attachment Exhibit A—Resolution No. 2013-28228 JLM/1 / Page 455 of 1091 • Exhibit A • Resolution No. 2013-28228 Page 456 of 1091 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 Page 457 of 1091 1 . • . 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 517'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 51-11 day of June, 2013. • . . • •• 'ATTEST: , j d i .,3 e,.••• . ERA BOW APPROVED O • ,J•n.. R OVEDAST RAFAEL NADO,. I Y CLERK .•s�*`INCORP ,RATED:• * c . . '. FORM&LANGUAGE ., c.. ,L -'4o • &FOR -..UTION ' ' T:IAGENDA120131June 51Reso''-Waiver of'Competitiv,,e -vv ut to •• and•' haus.•,,•_ s,•� h....,.+ • Page458 o '91 ..S. _`I Z2 13 • City Attorney ' r. . Dat