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Resolution 2023-32805RESOLUTION NO. 2023-32805 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, APPROVING A PREQUALIFIED LIST OF VENDORS FOR FUTURE DAILY ROUTINE PURCHASES OF FOOD, SNACKS, RIDES, INFLATABLES AND OTHER NECESSARY PROGRAM EXPENSES, WHICH CANNOT BE COMPETITIVELY PROCURED, FROM LOCAL VENDORS FOR ALL CITY OF MIAMI BEACH PARKS AND RECREATION DEPARTMENTS' AFTER -SCHOOL PROGRAMS, SUMMER CAMPS, SPECIAL EVENTS AND 'OTHER PROGRAMMED ACTIVITIES; AUTHORIZING THE CITY MANAGER TO=ADD VENDORS TO THE LIST AS DEEMED NECESSARY AND APPROPRIATE; AND FURTHER PROVIDING THAT ANY EXPENDITURES TO ANY PREQUALIFIED VENDOR IN THE AGGREGATE AMOUNT EXCEEDING $100,000 SHALL REQUIRE COMPETITIVE SOLICITATION OR A BID WAIVER IN ACCORDANCE WITH THE CITY CODE. WHEREAS, the Parks and Recreation Department (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 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 park 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 and activities such as Thanksgiving, Holidays, Valentine's Day, New Years, the end of season parties, 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: • 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 very difficult to competitively bid; 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, Resolution No. 2013- 2818E (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 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, 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; and WHEREAS, 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 WHEREAS, 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; and WHERES, at the November 16, 2022 City Commission meeting, Resolution No. 2022- 3239E (Exhibit F) was passed 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; and WHEREAS, moving froward, the Department has compiled a list of pre -qualified vendors for the sole purpose of granting the Department authority to purchase daily routine items, such as snacks, food, rides, inflatables and other program expenses, that are unable to be competitively procured; and WHEREAS, these items are often purchased from local vendors such as Publix, Costco, The Dollar Tree, etc. or they are items which cannot being compared by obtaining quotes from different vendors such as arts and crafts for theme days, costumes for events, etc.; and WHEREAS, this policy will provide the Department with an avenue to purchase these needs quickly, while ensuring the cost is in the best interest of the City, with the Staff constantly sale shopping and comparing prices before purchasing goods; and WHEREAS, the City Manager will have the ability. to add additional vendors to the pre - qualified vendor list as deemed necessary and appropriate. 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 approve a prequalified list of vendors for future daily routine purchases of food, snacks, rides, inflatables and other necessary program expenses, which cannot be competitively procured, from local vendors for all City of Miami Beach Parks and Recreation Departments' After -School programs, summer camps, special events and other programmed activities; authorize the City Manager to add vendors to the list as deemed necessary and appropriate; and further provide that any expenditures to any prequalified vendor in the aggregate amount exceeding $100,000 shall require competitive solicitation or a bid waiver in accordance with the City Code. PASSED AND ADOPTED this 181h day of October 3. Dan Gelber, Mayor ATTEST: OCT 2 0 2023 Rafael E. Granado, City Clerk APPROVED AS TO 1PiCORP OR�.TEG 0 FORM & LANGUAGE yYyv .g _ •..-�..w ._ & FOR EXECUTION (v l 1 3 z'3 City Attorney Date Resolutions - C7 M AAIAMI BEACH COMMISSION MEMORANDUM TO: Honorable Mayor and Members of the City Commission FROM: Alina T. Hudak, City Manager DATE: October 18, 2023 SUBJECT.A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH WAIVING, BY 5/7TH VOTE, THE COMPETITIVE BIDDING REQUIREMENTS FOR FUTURE DAILY ROUTINE PURCHASES OF FOOD, SNACKS, RIDES, INFLATABLES AND OTHER NECESSARY PROGRAM EXPENSES, WHICH CANNOT BE COMPETITIVELY PROCURED, FROM LOCAL VENDORS FOR ALL CITY OF MIAMI BEACH PARKS AND RECREATION DEPARTMENTS' AFTER -SCHOOL PROGRAMS, SUMMER CAMPS, SPECIAL EVENTS AND OTHER PROGRAMMED ACTIVITIES, FINDING SUCH WAIVER TO BE IN THE CITY'S BEST INTEREST, SUBJECT TO THE CITY COMMISSION APPROVAL OF THE PARKS AND RECREATION DEPARTMENT'S BUDGET, AS PART OF THE CITY'S ANNUAL BUDGET PROCESS. RECOMMENDATION Approve a prequalified list of vendors for future daily routine purchases of food, snacks, rides, inflatables and other necessary program expenses, which cannot be competitively procured, from local vendors for all City of Miami Beach Parks and Recreation Departments' After -School programs, summer camps, special events and other programmed activities, and authorizing the City Manager to add vendors to the list as deemed necessary and appropriate. I_1A0K1Lej;1611Mqt;1&11L8];fA The Parks and Recreation Department (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 biweekly 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 the special populations Page 403 of 2240 programs. Rides and Inflatables The 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 very difficult 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 5/7t' vote, the formal competitive bidding requirements, finding such waiver to be in the Citys 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. At the May 11, 2016 City Commission meeting, Resolution No. 2016-29388 (Exhibit C) was adopted approving the waiver, by a 5/7t' 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 Citys annual budget. During the September 13, 2017 City Commission meeting, Resolution No., 2017-29976 Page 404 of 2240 (Exhibit D) was passed amending Resolution 2016-29388 increasing the annual not -to -exceed amount for program expenses from $270,000 to $435,000. 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 5/7t'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. At the November 16, 2022 City Commission meeting, Resolution No. 2022- (Exhibit F) was passed 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 Cit%/s annual budget process. ANALYSIS Moving froward, the Department has compiled a list of pre -qualified vendors for the sole purpose of granting the Department authority to purchase daily routine items, such as snacks, food, rides, inflatables and other program expenses, that are unable to be competitively procured. These items are often purchased from local vendors such as Publix, Costco, The Dollar Tree, etc. or they are items which cannot being compared by obtaining quotes from different vendors such as arts and crafts for theme days, costumes for events, etc. The resolution provides the Department with an avenue to purchase these needs quickly, while ensuring the cost is in the best interest of the City. Staff are constantly sale shopping and comparing prices before purchasing goods. The City Manager will have the ability to add additional vendors to the pre -qualified vendor list as deemed necessary and appropriate. SUPPORTING SURVEY DATA N/A FINANCIAL INFORMATION N/A Applicable Area Not Applicable I TVW a3 - • 1 . i. •o City •. •h •T_ No I =111M1 1 • -.1. No Page 405 of 2240 Strategic Connection Non -Applicable Legislative Tracking Parks and Recreation ATTACHMENTS: Description o Exhibit A— Prequalified 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 — Resolution No. 2022-32396 o Resolution Page 406 of 2240 Exhibit A Prequalified List of Vendors For Food, Snacks, Rides, Inflatables, and Program Expenses Food and Snacks BJ's Wholesale Club Costco Wholesale Publix Supermarkets Walmart Pizza Fiore Gordon Food Service Distribution and Food Service Jetro/Restaurant Depot Aldi Pizza Hut Pinecrest Bakery Mama Jennies Miami Elite Demo Rides and Inflatables Red Balloon Power Party Events Allstar Events Mega Party Events The Event Depot Games on the Go Program Expenses Party City Oriental Trading/Fun Express Target Miami Premier S&S Worldwide BSN Amazon.com ID Wholesaler Fun Carnival Marshalls Hobby Lobby Family Dollar Five Below LA Balloons Customink LLC Teacherpayteacher.com Dominoes Papa Johns Whole Foods Garden of Soul Food, Inc. Las Vinas Winn -Dixie Little Cesar's Sam's Club Milams Market Lenny's Pizza Presidente Supermarkets Aja's Catering Bounce2Bounce Muchkins Soft Play Rapid Barricades Event Max Big Foot Photo Booths The Bahama Shakers Home Depot Shin Digz Navarro Pharmacy Michael's Home Depot Wristbands.com Joann Fabrics Walmart Wristbandexpress.com FL Ice Manufacturing IKEA Goodwill Ayers Apple Walgreens Boun Tree Office Depot CVS Pharmacy Crown Trophy Swago Temu Spirt Halloween Christmas Palace Homegoods Fiesta Carousel Big Lots Uline Ross TJ Maxx Ace Hardware Dollar General Dollar Tree Jifftyshirts.com Toy World Chan's Silk Flowers Costumeworld.com Evolusion Karaoke THBM LLC Webstaurantstore.com Miami Ceramics MJ Decorations and Events LLC Red White and Blue Thrift Store Halloweencostumes.com Barginballoon.com Pinch A Penny Page 407 of 2240 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 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 408 of 2240 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 5/7t' 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 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 - T:IAGENDX2013%pril 171Reso. - Waiver of Competitive Bid- Food - Snacks All Departments.doc APPROVED AS TO FORM & LANGUAGE Page 409 of 2240 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 517THS 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 5/7ws 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 fora 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 410 of 2240 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 5/71"s vote, the formal competitive bidding requirement, as being in the best interest of the City; and WHEREAS, the Administration recommends the approval of the vendors for food and program expenses as more particularly set forth in Exhibit A hereto. NOW THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City Commission hereby accept the recommendation of the City Manager (as set forth in the City Commission Memorandum accompanying this Resolution) and waive, by a 5/7'hs 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 1 Vh day of May, 2016. Page 411 of 2240 YOR VAPPROVED ASTO FORM & LANGUAGE & F0,P EX CUTION az(), Cfly 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 Proaram Excenses 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 412 of 2240 MIAMI BEACH City of Miami Beath, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeochfl.gov COMMISSI N MEMORANDUM TO: Mayor Philip Levine and Members of he City Co mission FROM: Jimmy L. Morales, City Manager DATE: May 11, 2016 SUBJECT:A RESOLUTION OF THE MAYOR ASID 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 413 of 2240 Agenda Item C7 H Date 5-11- 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 J 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 5/7th 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 JLMTV Page 414 of 2240 '•EXHIBIT B: - -s` ••��,!g :9. • ., µ Vic.' _ Resolution: No. 2013..281.80°: ,. .:.: .: Page 415 of 2240: RESOLUTION NO. 2013-28180 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, WAMNG, 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'a 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, 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 416 of 2240 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 5/70 vote, the formal competitive bidding requirements, finding such waiver to be in the City's best interest, and authorize the purchase of food and snacks from Publix, Costco, Gordon Foods, and BJ's Wholesale, to be consumed by: a) the City's Parks- and Recreation Department's participants in their after -school programs, summer camps, special events, and other programmed activities, and b) other departments and offices Citywide, as approved in their respective annual budgets; said waiver shall be authorized for a period of three (3) years on a year-to-year basis, contingent upon City Commission approval of the Departments' related budget allocations) during the adoption of the City's annual budget. PASSED and ADOPTED this day of April, 2013. ATTEST - T:IAGENDA12013Wpril 171Reso. - Waiver of Competitive Bid- Food - Snacks All Departments.doc APPROVED AS TO FORM & LANGUAGE FnN EXACt)TION Page 417 of 2240 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 MaXor 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 418 of 2240 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 Se ATTEST: RAFAEL E. L CITY CLERK APPROVED AS TO FORM $ LANGUAGE & FOR EXECUTION A,R 0 g. city RAP Do Page 419 of 2240 Resolutions - C7 B MIAMI BEACH COMMISSION MEMORANDUM TO: Honorable Mayor and Members of the City Commission FROM: Jimmy L. Morales, City Manager DATE: September 13, 2017 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 cams, 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 corripetitive bidding requirements, finding such waiver to be in the City's best interest, and authoriang 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 program, 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 280 of 2360 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/Pmgram 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 sunnier programming along with maintaining the same safeguards and procedures during the other planned events and activities. Rides and Intlatables 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 Pape AR9 of 2360 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 0 Exhibit A — List of Vendors o Exhibit B - Resolution No. 2016-29388 © Exhibit C — Details of FY 2017/2018 Budget for Proposed Amended Resolution o Form Approved Resolution o FY18 Budget Line Items Page 280 of 2240 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*" Pape 283 of 2260 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 5/70i5 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 flepartment 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 send 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 Pag® 4W of 2=0 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 Fast; 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 5/7t's 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 acoompanying 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 11t' day of May, 2016. ATTEST: 1. �d L'r__ _n ,\ . -h: 40.1 A.- i-,- V_.:tw-1_-n Page 05 of 2M YOR APPROVED ASTO FORM & LANGUAGE & F01Z EX CUTION City Anomaly 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 Prouram 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** r1 peae4nuff2m MIAMI BEACH City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfi.gov COMMISSI N MEMORANDUM TO: Mayor Philip Levine and Members of he City Co mission FROM: Jimmy L. Morales, City Manager DATE: May 11, 2016 SUBJECT:A RESOLUTION OF THE MAYOR AWD 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 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 necessery'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 b a lli d nd to the special needs populationPOW_ Agenda Item C7 H Date S S f /- 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 5/7`h" 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 JLMI Q/ ftp 40Qt aW ^l •�•lF ;;• �It..j ;. , •,\v •• `T ter`; ,•• , air`; .. � �;� ', AN - ?�l i+` 1 ! .1�•' _ •,{ � ., :.� -•.• , >�•'•:[,'-� •'ri. •, „{': -,' .. tr•J ,•n lv. �' , \, a.j••"':N,'ry' ,1: ':� .: v • l` �� •mil :},. i1 :. �, ,`; ,,J ..� • 1:' '.!.i: A:•f ,�..lf. ,`: ^• - 1 •.j i+' .:� +S V�'",,'�-•, -•ir . ''fp.r. . :�:.. • .. .. }u�EXHIBIT Bf �:'%►.. ' � ;.�. t :y ; Reso:l;uti;o1 2013=28_: .• \'a ' o. ' it L -0- J �•"" , .. �_. e;� �, •, ..: ter.;'.. , • '••` • F.v ti'• ''.N. 1f11• ;S`•'.i :� ^ .. ;?" �;. ,r'IS :di. .' r. .. 1J; ''.Y: '..,::`�'n. 1' ' • •• •'tip •ry;ti .'S. ''I�•- :., \:.•• •';i, �: iV\ 'A • �l • .. �.��,�\�:;?IikS"'T•, :n�`' - , v, .•• 7 ♦:/:• r t' ::i'� 't:••,: • yr 7 ^, � tit�tiit"�.�yi;.. '.. ..• � ;/.: - sr::l'•.', !,..^",}Jr•. )tA; ... ... '' ' ,^, 'Of .. .+'y :lr'...1',1., ar' .• .•.•J/�• �• ''\,,' I,. ':l'J ��` '•i''''Y> }�'`/ ?. L:' '/ •••i l �•1'. ��::i'. ! .,,V • '`i�, •,�'' •1 4 . r:. `• '•'�" ° ,,)`,.•3 i-il�T/YlDiifl� "-. r - . , ,.1 '..t .. •`� i•'i;^,,�''y : /�"�s ;%..:r ,'\ ?'•.:�•?L yCy., ,f,,11 t-: RESOLUTION NO. 2013-28180 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, WAIVING, BY A 6/7THS 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. J 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 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 5/7"' 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,.' vents,. '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 ' day of April, 2013. ATTEST: 'k INCORP TTI HERB RA BOWER aaTl a AYOR RAF L GRAN , CITY CL ,Q ••..........,µ g ••T:\AGENDA\2013\April .17\Reto. - Walver of Competitive Bld Food - Snacks All Departments.doc APPROVED AS TO FORM & LANGUAGE &-FOR TION - ry A, G to Exhibit C — Details of FY 2017/2018 Budget for Proposed Amended Resolution �-605.63Z3'.,... Line Item Description Budget Amount ` Special Event Rental Needs $ 69,000.00 TOTAL $ 69,000.00 t I� i Q�i� SE r ... r;•• 4 OWN pi�" h va Line Item Description Budget Amount Social Club $ 6,000.00 Senior Scenes $ 31,000.00 Year -Round Recreation Programs/Activities and Special Event Supplies _ $ 102,675.00 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 MrM'i•n _+:x..P: f• - :v..::A+...__�...• - - l.:h }x-T.6lP:i ��'Laivii:>:.{.�'(t.': Line Item 0escrif►ttQn 8l Youth & Seniors Programming Food & Snacks $ Special Events/Activities Food & Refreshments $ Athletics Snacks & Concession Purchases $ Teens Programming Food & Snacks $ TOTAL $ TOTAL for Amended Resolution $ ROUNDED TOTAL for Amended Resolution $ 47,125.00 15,000.00 6,500.00 22,400.00 91,025.00 429,500.00 435,000.00 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 5/7THS VOTE, THE FORMAL COMPETITIVE BIDDING REQUIREMENT, FINDING SUCH WAIVER TO BE IN THE CITY'S BEST INTEREST; AND APPROVING AND AUTHORIZING THE CITY'S PARKS AND RECREATION DEPARTMENT (DEPARTMENT) TO USE THE VENDORS LISTED IN EXHIBIT D, ATTACHED TO THIS RESOLUTION, FOR THE PURCHASE OF FOOD AND SNACKS, RIDES AND INFLATABLES AND OTHER PROGRAM EXPENSES FOR THE PARTICIPANTS IN THE DEPARTMENT'S PROGRAMS; SAID WAIVER SHALL BE AUTHORIZED FOR A PERIOD OF THREE (3) YEARS, ON A YEAR-TO-YEAR BASIS, CONTINGENT UPON CITY COMMISSION APPROVAL OF THE DEPARTMENT'S RELATED BUDGET ALLOCATION(S) DURING THE ADOPTION OF THE CITY'S ANNUAL BUDGET, IN AN ANNUAL AMOUNT NOT TO EXCEED $450,000. WHEREAS, on April 17, 2013, the Mayor and City Commission adopted Resolution No. 2013-28180, waiving, by a 5/7*' 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/r 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 433 of 2240 • 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/'&'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. to ATTEST - Rafael E. Granado, CiqdClerk Dan Gelber, Mayor Page APPROVED AS TO FORM & LANGUAGE & FOR EXECUTION Exhibit D List of Vendors Food and Snacks BJ's Wholesale Club Dominoes Costco Wholesale Papa Johns Publix Supermarkets Whole Foods Walmart Coca-Cola Pizza Fiore Las Vinas Gordon Food Service Distribution and Food Service Winn -Dixie Jetro/Restaurant Depot Little Cesar's Aldi Pizza Hut Rides and Inflatables Red Balloon Power Party Events Allstar Events Mega Party Events The Event, Depot Games on the Go Proaram Exaenses 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 435 of 2240 MIAMIBEACH COMMISSION MEMORANDUM TO: Honorable Mayor and Members of the City Commission FROM: Jimmy L. Morales, City Manager DATE: October 14, 2020 SUBJECT: A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, ACCEPTING THE WRITTEN RECOMMENDATION OF THE CITY MANAGER (AS SET FORTH IN THE CITY COMMISSION MEMORANDUM ACCOMPANYING THIS RESOLUTION) AND WAIVING, BY A 517TH VOTE, THE FORMAL COMPETITIVE BIDDING REQUIREMENT, FINDING SUCH WAIVER TO BE IN THE CITY'S BEST INTEREST; . AND APPROVING AND AUTHORIZING THE CITY'S PARKS AND RECREATION DEPARTMENT (DEPARTMENT) TO USE THE VENDORS LISTED IN EXHIBIT D, ATTACHED TO THIS RESOLUTION, FOR THE PURCHASE OF FOOD AND SNACKS, RIDES AND INFLATABLES AND OTHER PROGRAM EXPENSES FOR THE PARTICIPANTS IN THE 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, I N AN ANNUAL AMOUNT NOT TO EXCEED $450,000. CITY_ MANAGER'S RECOMMENTATION The City Manager recommends that the Mayor and City Commission waive the formal competitive bidding requirement, by a 5701's vote, as permitted under Section 52-367(e) of the City Code, as being in the best interest of the City. BACKGROUNDINISTORY At the April 17, 2013 City Commission meeting, Resolution No. 2013-28180 (Exhibit A) was passed approving the waiving, by a &7t' vote, the formal carpetitive 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 Departrnent'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 436 of 2240 Al the May 11, 2016 City Commission meeting, Resolution No. 2016-29388 (Exhibit B) was adopted approving the waiver, by a 5/7t' 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 Clty'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 department's related budget allocations) during the adoption of the City's annual budget. However, at the September 13, 2017 City Commission meeting, Resolution No. 2017 29976 (Exhibit C) was passed amending Resolution 2016-29388 increasing the annual not-to-emDeed 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. As part of the After -School Program, No School Days and Summer Cam 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 whdesale 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. AddlUonally, 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 InflaWas The Parks and Recreation Department holds multiple events for thousands of residents throughout the year that require the rental of rides and inflataMes such as: • Back to School Bash • Hispanic Heritage Festival • Safe Night of Fright • Halloween Happenings • Winter Wonderland • Cupid's Carnival • Leprechaun's Carnival • Suring Eggstmvaganza Page 285 of 1576 Page 437 of 2240 • Fall Fest • Spring Fling • Black History • Art Gallery Night • Pride Events • Family Night • Kid Zones • Senior Events • Playground Revue • Misc. Cultural Events In the past, staff has found 4 very difficult to acquire identical quotes from inflatable and ride vendors as not all companies have the same products to offer. These special events are a very important staple In the City and the department would like to offer a variety of inflatable and rides from different local vendors throughout the year (Exhibit D). The department will work with the respective departments to stay in compliance with the City's established budgetary, procurement and administrative procedures. FINANCIAL INFORMATION For FY 202012021, Exhibit E shows the approved budget not to exceed $450,000. Amount(syAacoungs): 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 5J7tt s vote, of the formal competitive bidding requirements, finding such waiver to be In the Citys best interest, and authoridng the purchase of food and snacks, rides and Inflatables and program exenses 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 allocations) during the adoption of the City's annual budget, in an annual amount not to exoeed $450,000. ARMIcable Area Not Applicable Page 286 of 1576 Page 438 of 2240 im Code Sedl6► 2-142 ►• No LegilsllaM Tracking Parks and Recreation I ®TT CHMENTS: Description o Exhibit A - Resolution No. 2013-28180 a Exhibit B - Resolution 2016-29388 a Exhibit C - Resolution No. 2017-29976 a Exhibit D - List of Vendors o Exhibit E - Details of FY 2020 Project Account a Resolution Page 267 of 1576 Page 439 of 2240 RESOLUTION NO. 2013-28180 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIANI 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 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 fist; and Page 288 of 1576 Page 440 of 2240 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 517°i 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 SJ'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 year4o-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 day of April, 2013. T:WGENDA12013%pril 171Reso. - Waiver of Competitive Bid- Food - Snacks All Departments.doc APPROVED AS TO FORM & LANGUAGE Page 289 of 1576 Page 441 of 2240 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 5/7" vote, the formal competitive bidding requirement, finding such waiver to be In the Clty's best interest, and authorizing the Purchase of food and snacks from Publix, Costco, Gordon foods, and 13.1'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 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 well as for the Guild for the Blind and to the Special Needs Population programs; and WHEREAS, the Department has procedures in place to properly safeguard the delivery and safekeeping of these items; and Page 290 of 1576 Page 442 of 2240 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 Fast; 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(rs 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, FLORID& 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'h" 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 infiatables, 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 11°i day of May, 2016. Page 291 of 1576 Page 443 of 2240. P AYOR APPROVED ASTO FORM & LANGUAGE ION R-,rj"Tc-�.s� fC„,,,;tyal. 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 Inflatabbles 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 Tradir4Fun 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 1676 Page 444 of 2240 MIAMIBEACH City of Miami Beacb, 1700 Convention Cenror Drive, Miami Beoch, Fiorido 33139, www.miomibe=hfl.Wv COMMISSI N MEMORANDUM TO: Mayor Philip Levine and Members o e City Co mission FROM: Jimmy L. Morales, City Manager DATE: May 11, 2016 SU8IECT.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 &ITTHS 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 DEPARTMENTS 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 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 acbvibes, 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. Smacks 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 GuilW for ge?a Bf i5 and to the special needs pooulation Page 445 of 2576 Agenda Ittem C7 H Date - I I - Va programs. The Department has procedures in place to property safeguard the delivery and safekeeping of these items. AN 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 lnRatabies 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 5/71h'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 5/71""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 acclivities; 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 Page 294 of 1576 Page 446 of 2240 NZ 'EXHIBIT B No. 2013=8:1:80: ..... � .. r ? •1y, +. >. �.. - it . � . f. Page 295 of 1576 x , _ �:. =.Y ,. . • Page 447 of 224D . - , RESOLUTION NO. 2013-2e1 eo 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'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 Brack 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 Ilst; and Page 296 of 1576 Page 448 of 2240 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 S 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 SRO' 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 Public, Costco. Gordon Foods, and BJ's Wholesale, to be consumed by, a) the City's Parks- and Recreation Department's peacipents 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,DepaRments' related budget allocafion(s) during the adoption of the City's annual budget. PASSED and ADOPTED this day of April, 2013. TAAGENDA120131April 17%Reso. - Waiver of Competitive Bid- Food - Snacks AY Departments.doc APPROVED AS TO FORM & LANGUAGE Page 297 of 1576 Page 449 of 2240 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 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 MUor and City Commission adopted Resolution No. 2016-29388, approving the waiver, by a 5/7 vote, of the formal competitnre bidding requirements, finding such waiver to be In the City's best interest, and authori7Jng 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 450 of 2240 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 201712018 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 sot- 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: 0 CITY CLERK 'H PHILIP MAY01 N%, APPROVED AS TO FORM & LANGUAGE S FOR EXECUTION ,QJ AM, �. I. ,• 11 Gty gto Paga 299 of 1576 Page 451 of 2240 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, FLORID& 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. 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 not4o-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. ANALYSI8_ At the May 11, 2016 City Commission Meeting, Resolution No. 2016-29388 (Exhibit B) was passed approving the waiving, by a 517t' 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 A to be used and consumed by the City's Parks and Recreation DepartrnerM 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 departments related budget allocation(s) during the adoption of the City's annual budget, In an annual amount not to exceed $270,000. Page M of 23M Page 452 of 2240 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. Ail programmed sites have proper refrigeration as mandated by the Departrment 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 maintalning the same safeguards and procedures during the other planned events and activities. Rides and lntlatabfes The Parks and Recreatton 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 Fast . 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. Page 341 of 29aa Page 453 of 2240 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 $91,026.00 Account 3 011-0950-000355 Total $429,500.00 (Rounded to $435,000.00) Legislative Tracking Parks and Recreation ATTACHMENTS: 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 290 of 29B9 Page 454 of 2240 Food and Snacks BJ's Wholesale Club Exhibit A List of Vendors 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.00m Crown Trophy Swago ID Wholesaler *"Staff can use, but are not limited to, the list of vendors for the above expenses" Pop 363 of 2358 Page 455 of 2240 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 13E 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 571'° 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, Costoo, 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 fora 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 bl-weekly to a monthly basis by the park staff at local grocery or wholesale stores; and WHEREAS, food and miscellaneous program expanses are additionally regularly purchased for athletics, senlors, 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 Pape 3" Of 2M Page 456 of 2240 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 a Safe Night of Fright • Halloween Happenings . Winter Wonderland . Cupid's Carnival a Leprechaun's Carnival • Spring Eggstravaganza • Fall Fast; 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 201fi and the City Manager recommends waiving, -by a 5tPhs 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 acoompanying this Resolution) and waive, by a 517t'a 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, I Vh day of May, 2016. J, • 1111 1 r 1/ Imoo 355 of 2M Page 457 of 2240. ,YOR APPROVED ASJO FORM & LANGUAGE & FO Ex�CUTION coy AttomeV mow Food and Snacks BJ's Wholesale Club Exhibit A List of Vendors Dominoes Costco Wholesale Papa Johns Publix Supermarkets Whole Foods Walmart Coca-Cola Gordon Food Service Distribution and Food Service Rides and InflatabIl Red Balloon Power Party Events Alistar Events Mega Party Events The Event Depot Games on the Go Proaram Eicpenses Party City Home Depot Shin Digz Oriental Trading/Fun Express Michael's Home Depot Target Joann Fabrics - Waimart* Miami Premier FL Ice Manufacturing IKEA S&S Worldwide Ayers Apple BSN Boun Tree Office Depot Amazon.com Crown Trophy Swago ID Wholesaler "Staff can use, but are not Ifmlted to, the list of vendors for the above expenses`* Page 458 of 2240 MIAMI BEACH City of Miami Beach,', 700 Comention Center Drive, Miami Beach, Florida 33139, www.miamibeachR.9ov COMMISSI N MEMORANDUM TO: Mayor Philip Levine and Members o e City Cc mission FROM: Jimmy L. Morales, City Manager DATE. May 11, 2016 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 PROGOAMS, 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 8) was passed approving the waiving, by a 5l71' 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 Recreadon 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 departments approved budget. Snacks and Food/Progrem 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 Guij�for5ind to the special needs population. Page 459 of 2240 Agenda Item C7 H Date S- 1- programs. The Department has procedures in place to properly safeguard the delivery and safekeeping of these items. AIi 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 lnf/atables 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 Feet 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/r'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 2018, the Administration recommends the adoption of the Resolution approving the waiver, by a 5/7t"s vote, of the formai competitive bidding requirements, finding such waiver to be in the City's best interest, and authorizing the purchase of food and snacks, rides and Inflatables and program expenses to Include the vendors listed in Exhibit A to be used and consumed by the City's Parks and Recreation Departments' participants in their after -school programs, summer camps, special events and other programmed'activities; said waiver shall be authorized for a period of three (3) years, on a year-to-year basis, contingent upon City Commission approval of the department's related budget allocation(s) during the adoption of the City's annual budget, in an annual amount not to exceed $270,000. Attachment ExhU A — List of Vendors Exhlblt B - Resolution No. 2013-28180 JLMI��.l Page 460 of 2240 •t f-4!'• Y': I'. f : • irk . • +y-.' •1. it , '�'••' t •, •: I .'••. . s 144?. ^>r♦• •rr'�•• i�•i-rig .!y i' . t Z%a 'i; • r,'.:i. .. .. t 1 M Y s - lY`••i ;: + n1 :;• ';.!' 'EXHIB V4,1 •-•wr' ? ., ,y• ..i.. .•�':{i coy },.:,.:••:1!::: ,.� �' _�., :. N•�:. rY •; '+,�k :. :t l,•' '�' : •': �lytij ,� ;1;:i • :!-;•r"�' �:� . .. •y! ,'t':..r; '•:M • ' t •"4. :'Y �..:'\'; �,'I,rJ'1• •l:t•, .:�•a• - .:Y•,^� :r,r •• •1,• '; r•;,,; • f:.75., .rrvl J tj' c4 r.f .:�(: �, /l.'•afs•�.••� •�•'C�{+I r�. ..-,�jy-�\ � L��`�?•:i,: �_t^'fir ,�i' '' :�sfi''.• r. ;n .'t. !t� ���.� 1l ' Teso.l'i:cr: �Vo. 20'� 3=. ..}! 1 .. (i ;, i.:1 ",•i: t';!.•. .' .}' - f\. � .• ..r,� ..+lisa .:.y 1":• .VS �Y•.r r.sr, at .s.. . is `:! :• a' .. r > .q, �v {YI;•+ . y •? S. �•, . 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'� '�y'r�:o.J`'�.:r:• �•� t Y.�� :i,K.n ,r./. • .er'{•.. ,•, 1,'r`�•( .'.',' : • •r { . , ' RESOLUTION NO. 2013-28180 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, WAIVING, BY A WTHS 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 PUBLM COSTCO, GORDON FOODS, AND BJ's 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-fililed 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 Camival o Spring Eggebwaganza o Playground Revue o Movie in the Parks (various sites); and WHEREAS, the Recreaton Division also supplles 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, whkch 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 aflices that also purchase food and snacks from the vendors on the approved get; and lffteTIOWUM Page 462 of 2240 WHEREAS, ' for example, the Officeof 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 Developrrient Program; and Emergency Food &. Shelter Program {EFSP). NOW, THEREFORE, BE IT: DULY RESOLVED BY THE MAYOR AND CITY CbMMISSION OF THE CITY OF MLAMI BEACH, FLORIDA, that the Mayor and City Commission hereby waive, by a 5/71^ vote, the formal competltive bidding requirements, finding such waiver to be in the City's best interest, and authorize the purchase of food and snacks from Publix, Costoo, 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' ielated budget allocatlon(s) during the adoption of the City's annual budget. PASSED and ACOPTED this day of April, 2013. ' ATTEST:. �r :I ,iNCOR TTI HERR RA 8 R * A AYOR RAF 1. GRANAW, CITY C T:%AGENOA120131A I.171Rego. - Waiver of Competitive Bid- Food - Snacks All Departmerds.doc APPROVED AS TO FORM & LANGUAGE &.Fn.R Page 463 of 2240 Exhibit C — Details of FY 2017/2018 Budget for Proposed Amended Resolution .... . .. .... Line Item Description Budget Amount ' - Special Event Rental Needs 69,000.00 TOTAL $ 69,000.00 Une 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 toe $ 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 MIX` ggg-, 00,00 Lfile Item tw 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 $ TOTAL for Amended Resolution $ ROUNDED TOTAL for Amended Resolution $ 91,025.00 429,500.00 435,000.00 M elm Page 464 of 2240 Exhibit D List of Vendors Food and Snacks BJ's Wholesale Club Costco Wholesale Publix Supermarkets Walmart Pizza Fiore Gordon Food Service Distribution and Food Service Jetro/Restaurant Depot Aldi Pizza Hut Rides and Inflatable$ Red Balloon Allstar Events The Event Depot Program Expenses Party City Oriental Trading/Fun Express Target Miami Premier S&S Worldwide BSN Amazon.com ID Wholesaler Fun Carnival Marshalls Power Party Events Mega Party Events Games on the Go Dominoes Papa Johns Whole Foods Coca-Cola Las Vinas Winn -Dixie Little Cesar's Home Depot Shin 'Digz Michael's Home Depot Joann Fabrics Walmart FL Ice Manufacturing IKEA Ayers Apple Boun Tree Office Depot Crown Trophy Swago Spirt Halloween Christmas Palace Fiesta Carousel Big Los Ross TJ Maxx Page 313 of 1576 Page 465 of 2240 Hobby Lobby Dollar General Dollar Tree "Staff can use, but are not limited to,' the list of vendors for the above expenses" Pe6oa§6 f 2240 EXHIBIT E Budget Details of FY 2020/2021 011. 9604001323 RIDES & 111AWABLIS Line Item Description Budget Amount Special Event Rental Needs $ 75,500.00 TOTAL $ 75,500.00 0314650-OOM4.3 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 $ 270,420.00 011-0950400355 FOOD & SNACX5 Lime 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 $ BB,450.00 TOTAL for FY 20/21 $ 434,370.00 ROUNDING FOR RESOLUTION: $ 450,000.00 Page 315 of 1576 Page 467 of 2240 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 Page 468 of 2240 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 5/7t' 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 Page 469 of 2240 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 Page 470 of 2240 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/r,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 16�' day of November 2022. ATTEST: Rafael E. Granado, City Clerk Dan Gelber, Mayor NOV 17 2022 APPROVED AS TO FORM & LANGUAGE & FOR EXECUTION !U-3) —Zz. City mil► � , Dde Page 471 of 2240 Resolutions - C7 I MIAMIBEACH COMMSSION 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. • , • Approve amending Resolution No. 2020-31441 for the sole purpose of increasing the annual not -to -exceed amount with respect to the Citys purchases from specified vendors of food and snacks, rides, inflatables and other program expenses for the benefit of participants in the Parks and Recreation Depatmnts' 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 not4o-exceed amount for program expenses from $450,000 to $630,000, with the find amounts allocated for each year subject to City Commission approval of the Parks and Recreation Departtnenrs budget, as part of the City's annual budget process. The Parks and Recreation Deparbment holds various programs and events throughout the year that require the purchase of food, snwks, rides, inflatables and other necessary program expenses. The funds for these items are allocated annually through the deparfrnenfs approved budget. Snacks and Food/Pmgmm Expenses PPge-�7Z of 2740 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 bkiveeldy to a monthly basis by the park staff at local grocery or wholesale stores. Aside from the daily programming, food and miscellaneous program a)penes 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 impossrbie 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 (E)dubit B) was passed approving the waiver, by a 517e' 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 Publbx Costco, Gordon Foods, and BJ's Wholesale to be consurned by: a) the Pe7of22aagg43 40 Citys Parks and Recreation Departments 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 Departments 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 year4o-year basis, in an annual amount not -to - exceed $270,000, contingent upon City Commission's approval of the Departments related budget allocation(s) during the adoption of the Citys annual budget. During the September 13, 2017 City Commission meeting, Resolution No. 2017-29976 (Exhibit D) was passed mending 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 5/7t' vote, the formal competitive bidding requirement, finding such waiver to be in the Citys 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 Departments programs; said waiver shall be authorized for a period of three (3) years, on a year-to-year basis, contingent upon City Commission approval of the Department's related budget allocation(s) during the adoption of the City's annual budget, in an annual amount not to exceed $450,000. GI:I'Z��3 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 $630,000, with the final amounts allocated for each year subject to City Commission approval of the Parks and Recreation Departments budget, as part of the City's budget process. This resolution is set to expire in October 2023. The Department will work with the respective departments to stay in compliance with the City's established budgetary, procurement and administrative procedures. CITY MANAGER'$ iRECOMMENDATION P�gae47�of2240 The City Manager recommends that the Mayor and City Commission waive the formal competitive bidding requirement, by a 5/7hs vote, as permitted under Section 52-367(e) of the City Code, as being in the best interest of the City. • ; M •3 I:T�1:1 �•7:1' Lei 111•7: Amount(syAoeount(s): $73,000 011-0950-000323 $359,620 011-0950*00343 $88,450 011-095040 M $105, 000 160-4300-000349 Total: $626,070 (Rounding to $630,00 for Amendment) Applicable Area Not Applicable Strategic Non -Applicable Legislative Tracking Parks and Recreation No ATTACHMENTS: Description o Exhibit A— List of Vendors D Exhibit B — Resolution No. 2013-28180 o Exhibit C - Resolution No. 2016-29388 a Exhibit D — Resolution No. 2017 29976 o Exhibit E — Resolution No. 2022-31441 o Exhibit F — Budget Details for FY 2022/2023 D Resolution Page of f 416 Exhibit A List of Vendors Food and Snacks BJ's Wholesale Club Dominoes Costoo 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 Aidi Pizza Hut Rides and Inflatables Red Balloon Allstar Events The Event Depot Program Expenses Party City Oriental Trading/Fun Express Target Miami Premier S&S Worldwide BSN Amazon.com ID Wholesaler Fun Carnival Marshalls Power Party Events Mega Party Events Games on the Go Home Depot Michael's Joann Fabrics FL Ice Manufacturing Ayers Boun Tree Crown Trophy Spirt Halloween Fiesta Carousel Ross Shin Digz Home Depot Walmart IKEA Apple Office Depot Swago Christmas Palace Big Los TJ Maxx Page 476 of 2240 Hobby Lobby Dollar General Dollar Tree *"Staff can use, but are not limited to, the list of vendors for the above expenses" Page 477 of 2240 RESOLUTION NO. 2013-28180 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, WAIVING, BY A W7THS 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 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, 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 Holliday 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 Page 478 of 2240 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 Wth 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 tide Departments' related budget allocation(s) during the adoption of the City's annual budget. PASSED and ADOPTED this % 7 day of April, 2013. rAEif!"a T:IAGENDA120131April 171Reso. - Waiver of Competitive Bid- Food - Snacks All Departments. doc APPROVED AS TO FORM & LANGUAGE ' P ge P 41%0 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 517THS 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 5/70" 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 fora 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 fare 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 Page 480 of 2240 WHEREAS, the Department holds multiple events for thousands of residents throughout the year that require the rental of ridesand 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 Eggstravaganze • Fall Fast; 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 2018 and the City Manager recommends waiving, -by a 5/7n's 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 adept the recommendation of the City Manager (as set forth in the City Commission Memorandum acoompanying this Resolution) and waive, by a 5/7 h' 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 aliocation(s) during the adoption of the City's annual budget, in an amount not to exceed $270,000. PASSED and ADOPTED this 1 Vh day of May, 2016. . 9 ..:: �CH 26C� Page 565 of 1416 Page 481 of 2240 P L YOR 10 APPROVED AS -TO FORM & LANGUAGE a>k FOR WUTK)N CK4-Ar S-1 -;Idfo pyMfaney Daefe A Exhibit A List of Vendors Food and Snack 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 Prouram Exoenses Party City Home Depot Shin D1gz 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" egg 1B e 482 of OO MIAMIBEACH Chy of Miami Bomb,1700 Convention Center Drive, Miami Beach, Florida 33139, www.miombeachil.gov COMMISSI N MEMORANDUM TO: Mayor Philip Levine and Members o e City Co ission FROM: Jimmy L. Morales, City Manager DATE: May 11, 2016 5UB1ECr: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 S/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 517°' 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 FoocWrogram Expenses l 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 bkmkly 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 GuilW for 0 B 141 Pind rind to the special needs population . age age 483 of 2240 Agenda Rom C7 H Date, - 11- 1 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 lnflatables 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 Fast 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. The City Manager recommends that the Mayor and City Commission waive the formal competitive bidding requirement, by a 5/7W'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 5i7t"s vote, of the formal competitive bidding requirements, finding such waterer 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 ExhhN B - Resolution No. 2013-28180 JL* g 14t P�ge-484of 22640 •�,✓.. •ate!-. 4 `: • � .., f •_ tiL. '•1. yR .• r' ,: t V. -h`r •, � `'rTLi•, .• �••~rt_�..yya;yy�(; �''.{•:.. �- - •�i•• :�ii4,. f1; L,'•t . -• _ .. Tti •� _EXHIBIT B .* a :.,...i..t rYl 1.9n rmo. 20'13= 8.1.80 - fir, .,•••' i, - _..►.ti. �"(� .. •, , .. +.; •: ._ •-:•,, .+ r: " , - + _ :•.� ::.• • ,r Tom:.: .• - ,,:K is .: .• .:,� • I •: ;y��"'• ' +.. , :• ��' .."' + .. •'^ ' r •rl ;^ ..a\ • ,. ": ,''_-1!: ,. ^Y..s{:` 4••j •., .fit.:+IY: : ��; •1 RESOLUTION NO. 2013-2E180 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, WAMNG, BY A 5l7THS VOTE, THE FORMAL COMPETITIVE BIDDING REQUIREMENTS, FINDING SUCH WAIVER TO BE IN THE CITf'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 DEPARTMENTS PARTICIPANTS IN THEIR AFTER - SCHOOL PROGRAMS, SUMMER CAMPS, SPECIAL EVENTS AND OTHER PROGRAMMED ACTMTIES, 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 -filed 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 panties; and WHEREAS, the Department also produces numerous neighborhood and special events in order to provide residents with fun -Sled and enjoyable activities throughout the year, which include: o Hispanic Heritage Festival o Safe Night of Fright o Halloween Happenings o Winter Wondedand c E m* 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 sepias durktg their programmed events, provides food to the Guild for the Bled and to our spedal needs population programs at their many events, which indude 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 lst; and Page 570 of 1416 Page 486 of 2240 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 COMIUISSION OF THE CITY OF MIAMI BEACH, FLORIDA. that the Mayor and City Commission hereby waive, by a 5/70 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 *.Departments' related budget allocations) during the adoption of the City's annual budget. PASSED and ADOPTED this' l 7 • • day of April, 2013. T:IAGENDA120131A* 171Reso. - Waiver cf CornpetEve Bid- Food - Snacks All Departrnents.doc APPROVED AS TO FORM & LANGUAGE 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 (31 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 DEPARTMENTS BUDGET, AS PART OF THE C1TY'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 Eggstravagenza • Fall Fest • July Parks and Recreation Month Events; and WHEREAS, at the May 11, 2016 City Commission meeting, the M8 or and City Commission adopted Resolution No. 2016-29388, approving. the waiver, by a 5/` 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 Page 488 of 2240 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 1T 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 not4o-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 Se ATTEST: lb CITY CLERK � �:INCOR RASED: �9�gCH 26 APPROVED AS TO FORM & LANGUAGE A FOR DMCU`nON M Page 573 of 1416 Page 489 of 2240 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. The Administration recommends that the Mayor and City Commission hereby amending Resolution No. 2016-29388, for the sole purpose of increasing the annual notAo-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 Departrnenrs after -school programs, summer cams, 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 Corwisslon Meeting, Resolution No. 2016-29388 (Exhibit B) was passed approving the waiving, by a 57th 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 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 Comrrdsslon approval of the departments related budget allocations) during the adoption of the City's annual budget, In an annual amount not to exceed $270,000. Page 9N of 28N Page 490 of 2240 Through the FY 2017/2018 budget process, a revised annual budget of $435,000 has been Identified, which covers all expenses related to the purchase of food and snacks, rides and Inflatables and program expenses (Exhibit C). The Department holds various programs and events throughout the year that require the purchase of food, snacks, rides, inflatables and other necessary program expenses. The funds for these items are allocated annually through the department's approved budget. Snacks and Food/Program Expenses As part of the After -School Program, No School Days and Summer Camp curriculum, the Department provides free snacks to all participants (estimated average daily attendance of 1,000 children). These snacks are purchased on a bi-weekly to a monthly basis by the park staff at local grocery or wholesale stores. Aside from the daily programming, food and miscellaneous program expenses are regularly purchased for athletics, seniors, teens and toddler programs and activities such as Thanksgiving, Holiday, Valentine's Day, New Years and the end of season parties. Additionally, the Department also provides food to Guild for the Blind and to the special needs population programs. The Department has procedures in place to properly safeguard the .delivery and safekeeping of these items. All programmed sites have proper refrigeration as mandated by the Department of Health. The managers at each site are tasked with assuring proper inventory controls and distribution to the children during regular After -School and summer programming along with maintaining the same safeguards and procedures during the other planned events and activities. Rides and InBatables 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 adrrinisbative procedures. PPage ldoMV40 These funds can be found in the Parks and Recreation Departrnenrs 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 o E)hbit A — List of Vendors o E)hbit B - Resolution No. 2016-29388 o E)ibit C — Details of FY 201712018 Budget for Proposed Amended Resolution o Form Approved Resolution o FY18 Budget Line Items Pape 250 of 2660 Page 492 of 2240 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. A]Istar Events Mega Party Events The Event Depot Games on the Go Prooram ExDenses 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" V9" of 2M ge 493 of 2240 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 PROGRAAAS, 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 5f76* 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 CWs 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, infiatables 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 well 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 WHEREAS, the Department holds multiple events for thousands of residents throughout the year that require the rental of rides and Inflatabies 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 • Fail 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 20t6 and the City Manager recommends waiving, by a 5/7t's 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 5f7ft 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 infiatables, 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 11"' day of May, 2016. P ells of uls age 495 of 2240 ;rA=PPROVEP OR ASM fORM & LANGUAGE & 11T1ON / V CRY A#OMW 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 Inflatabies Red Balloon Power Party Events Allstar Events Mega Party Events The Event Depot Games on the Go Prouram 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" r Vel06*oM40 MIAMI BEACH City of Miami beach, 17DO Convention Center Drive, Miami Beach, Florida 33139, www.miomibeo6fl.gov COMMISSI N MEMORANDUM TO: Mayor Philip Levine and Members of a 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 S/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 5171tt` 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 dtems are allocated annually through the department's approved budget. Snacks and Foo&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 GulLd for kq ji 11 nd to the special needs ppnulationQ00 zow Page 497 of 2240 Agenda Item C7 H Data -11- 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 Wonderiand • Cupid's Camival • Leprechaun's Carnival • Spring Eggstravaganza • Fall Fast 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 Wh'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 Resoiution approving the waiver, by a 5P7°"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 departments related budget allocation(s) during the adoption of the City's annual budget, in an annual amount not to exceed $270,000. 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'l. :� •' c• • �i � '}�.4r..• . fry � it ti,. • �;ty'Y.�, t, '1 a 'yty,�•,'',�'r'• :�'^�•:;.•T :;'. , ' T � '"'�r£i"�i; �:'%n.'-i�_.�''%�•�1:t k� �:'.di=xf• '•; '�� •�1;,•• •t{. • :•� � •'+a /. :i :. �•�i � •-�,� .',r : Y ��v f. tt'"i ••FC' � •!�:i3 .Y' : f a � f., •'�� i'i•7 y ;tia ,; : >„; , ;s ..yw= �: , •: ' ,� < '• , Page 499 of 2240 RESOLUTION NO. 2013-26180 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAM1 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 PUBLIX, COSTCO, GORDON FOODS, AND BJ's 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 S) 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 Nigh o Cupid's Camival o Spring Eggshwagar= o Playground Revue o Movie in the Parks (various sites); and WHEREAS, the Reavatlon Division also supplies food and snacks to seniors during their programmed events, provides food to the Guild for the BON 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 Fran the vendors on the approved list; and Wffg e 5Q8 o0 WHEREAS, 'tor example, the Office' of the Mayor and' Commission purchase food ' monthly forthy 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, Costoo, Gordon Foods, and BJ's Wholesale, to be consumed by: a) the Ciry'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 Cltywide, as approved in their respective annual budgets; said waiver shall be authorized for a period of.#Yee (3) years on a year-to-year basis, contingent upon City Commission approval of the Departments' Meted budget allocations) during the adoption of the City's annual budget. PASSED and ADOPTED this '' + day Of April, 2013. ATTEST: .. . ........... gF,9 'kINCOR * OR HE • RA B R RAF.MEL GRANAW, CITY C .,\ch H 2i."' T:IAGENDA12013%*l ,171Reio. - Waiver cf Competitive BId' Food - Snacks Alf Departments.doc APPROVED AS TO • FORM & LANGUAGE Page 501 of 2240 Exhibit C — Details of FY 2017/2018 Budget for Proposed Amended Resolution Line Item Description "BudgiatArnou Special Event Rental Needs $ 69,000.00 TOTAL $ 69,000.00 Lin'e Item DescriptionBudget A mount 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 U. Alb f ....... .. 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 $ TOTAL for Amended Resolution $ ROUNDED TOTAL for Amended Resolution $ 91,025.00 429,500.00 435,000.00 In "e"TUM0 RESOLUTION NO. 2020-31"1 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 517THS VOTE, THE FORMAL COMPETITIVE BIDDING REQUIREMENT, FINDING SUCH WAIVER TO BE IN THE CITY'S BEST .INTEREST; AND APPROVING AND AUTHORIZING THE CITY'S PARKS AND RECREATION DEPARTMENT (DEPARTMENT) TO USE THE VENDORS LISTED IN EXHIBIT D, ATTACHED TO THIS RESOLUTION, FOR THE PURCHASE OF FOOD AND SNACKS, RIDES AND INFLATABLES AND OTHER PROGRAM EXPENSES FOR THE PARTICIPANTS IN THE DEPARTMENTS PROGRAMS; SAID WAIVER SHALL BE AUTHORIZED FOR A PERIOD OF THREE (3) YEARS, ON A YEAR-TO-YEAR BASIS, CONTINGENT UPON CITY COMMISSION APPROVAL OF THE DEPARTMENT'S RELATED BUDGET ALLOCATION(S) DURING THE ADOPTION OF THE CITY'S ANNUAL BUDGET, IN AN ANNUAL AMOUNT NOT TO EXCEED $450,000. WHEREAS, on April 17, 2013. the Mayor and City Commission adopted Resolution No. 2013-28180, waiving, by a 5fr 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 Public, Costco, Gordon Foods, and BJ's Wholesale for a) the participants in the Departments 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 5U'" 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, infl stables 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 Bilre 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 Page 503 of 2240 • Back to School Bash • Hispanic Heritage Festival • Safe Night of Fright • Halloween Happenings • Winter Wonderland • Cupid's Carnival • Leprechaun's Carnival • Spring Eggstravaganza • Fail 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/r'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 fisted in Exhibit D, attached to this Resolution, for the purchase of food and snacks, rides. and infiatables 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 aliocadon(s) during the adoption of the City's annual budget, In an annual amount not to exceed $450,000. PASSED AND ADOPTED this 141' day of October 2020. Dan Gelber, Mayor ATTEST• tc, I it - flow Rafael E. Granado, CdyfC[erk ;Ill[ORP ORATETr s, Pae 5N'. Page 504 o40 APPROVED AS TO FORM & LANGUAGE & FOR EXECUTION 9 Exhibit D List of Vendors Food and 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 Cesaes Aldi Pizza Hut Rides and Inflatables Red Balloon Power Party Events Allstar Events Mega Party Events The Event Depot Games on the Go Program Exlaenses Party City Home Depot Shin Digz Oriental Trading/Fun Express Michael's Home Depot Target Joann Fabrics Walmart Miami Premier FL Ice Manufacturing IKEA SAS 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 Me above expenses** Page 589 of 1416 Page 505 of 2240 MIAMIBEACH COMMSSION MEMORANDUM TO: Honorable Mayor and Members of the Cky Commission FROM: Jimmy L. Morales, City Manager DATE: October 14, 2C20 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 5frTH 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 C17Y'S ANNUAL BUDGET, I N AN ANNUAL AMOUNT NOT TO EXCEED $450,000. RECOMMENDATION CITY MANAGER'S RECOIMIENTATION The City Manager reoorrrnmb that the Mayor and Cly Comrissiort waive the fon wl competltitt bung requdreaw t, by s W76"s vat% as pemilw under Secdm 52-W(s) of tto City Code, as being In the best itrn it 0 t of the City. At the April 17, 2013 City Colll*Mlort meelirtg, Resdtrtlat No. 2D93-28180 (F)Hbit A) was passed approvktg the waiving, by a 5fla' vow the tbrmw oompelldve bici I i requiremerft fif*V such waiver to be in the Cffy's best Interest, and a d a ft the ptsdtsse of food and snacks tram PWk Costco, Goridon Foods, and BJ's Wholesale to be aonwrted by*. a) the CIVs Parks and Recaealkm DeMbrtartt's pertidpenb In their ARer-Sdwd program, summer cmrps. sped at events and other p ogremted ac tivilles, and b) filter departamertls and mi ioes dtfafde, as approved In their respeaive annual budgets for a period of three (3) years. 5Noofi�s Page 506 of 2240 At the May 11, 2016 City Commission meeting, Resolution No. 2016-29388 (EAU B) was adopted approving the waiver, by a &?Ih Vote, of the formal conpatitive bidding reWhiments, Onding such waiver to be in the CIVs best interest, and audaWng the purchase of food and snacks, rides, irflatables and program enwees torn certain specified vendors, to be used and oonsurned by pwbdpants of the City's Parks and Recreation Depmtme f s aft-achool programs, aurtmer camps. special events and crater programmed activities; and p vAding for said waiver for a period of three (3) years, on a year-b -year basis, in an annual amount not to-exoeed $270,000, contingent -upon City Cwwrh ion approval of the department's related budget alloc adon(s) during the adoption of the Cityrs annual budget However, at the Sep1em1w 13, 2017 City C ni fission meeting, Resolution No. 2017-29976 (E*M C) was passed amending Resolution 2016.2108 Increasing the armal not -to -exceed amount for program vVenses from $270,000 to $435AW and with this resolution Wig, the Parks and Recreation Department is seeking another bid adwer. To data, the DeparbTwd eoMkrues to hold various programs and everds ttroughocrt the year that requkre the purchase of food, snacks, rides, irrllatables and odd necessary program expenses. The funds for these items are allocated annually through the departments approved budget. Simb and FoodOWan E*wms As part of the After-Scood Program, No School Days and Sumner Camp cu riculurn, the Department provides free snacks to all parkipen is (estimated average daily aWxxIaroe of 1,000 ch6ken). These wade are Vwchased on a bi-w mW to a monthly basis by the park staff at local grocery or wholesale sin se. Aside from the daily programming, food and miscellaneous program eon are regularly purchased for athletics, seniors, teens and bodctier programs and activities such as Thardksgmng, Holiday, 1hlerrtirre's Day. New Years and the and of season parties. AddiflaWly, the Depatra t 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 prWw refrigeration as mandated by the Depmmtrrrent of Health. The managers at each she are tasked with assuring proper inventory cordrols and distribution to the children during regular After -School and summer programming along with trairrtakdrmg the same safeguards and procedures during the other planned events and activities. bides and lndainlO s The Parks and Recredw Department holds multiple events for thousands of medit* throughout the year M require the rental of rides and idelables mxh as: • Back to School Bash • Hispanic Heritage Festival • Safe Night of Rght • HaFbmW Happerings • Winter W►onderiand • Cupkrs Carnival • t.eprechaurfs Car" • Spring Eggstravaganm Page 285 of 1576 Page 591 of 1416 Page 507 of 2240 • Fall Fest • Spring Fling • Black History e Art Gallery Night • Pride Events . Family Night . Kid Zones • Senior Events • Playground Reese • Misc. Cultural Events In the past, staff has found d very drtflait to acquire Identical quotas from Hialable and ride vendors as not all companies have the same products to offer. These special events are a very higakn staple in the City and fhe department would like to offer a variety of inflatable and Was from dKerent local vendors throughout the year (Eatribit D). . The departrnenl will Work with the respective departr=ft to stay ie compliance with the Cityv's established budgetary. procurement and administrative procedures. FINMCIALINFCBMATION For FY 202012021, Exhibit E shows the approved budget not to exceed $450,000. AnwtM9GYACCoM48r Arnounts vary from year to year between acoamts: 1 1.: "1 1 1 IK�G i mil : �4'•�1�1�1 ITI ! OC NCLUSION With the woration of Resolution No. 2017 29M. the AdrrinWrdbon recom mmnds the adoption of to Resolutim approving the waiver, by a 5lle''s vote, of the ffomd comnpetilm bidit megLd womb, finding such Wafvar to be In the Ckyrs Crest Interest, and aulmrt ft the purchase of food and argm*% rides and Inaetabies and program emenum to kwksde the vendors NOW in E*&k A to be used and consurrred by the City's Panics and Reaention Departments' participants in du* aftarr-school prograrrrs. summer camps, specal evens and COW properri. ac bvilies; add wahier stroll be authorised for a period of three (3) years, an a yeeMD-year basis. owdrigent upon City Commission app pal of the deparhrmts related budget aeocdon(s) during the adopfim of the City's amiai budget, in an annual amount not to emceed $450.000. eookWa.ems Nolnppgcebls ,. • Page 256 of 1576 Page 592 of 1416 Page 508 of 2240 to Know" fbam. Ong" to Bond Funds? City CO& Ssatlon Mot? No No Pants and Recreation ATTACHMENTS- Descripdw o E)Mibit A - Resolution No. 2013-28180 c Eshibit B - ReWuNon 2018-29M o E)it C - Resdution No. 2017-29976 o E*bit D - List of Nkndom o E)"bit E - Details of FY 2020 Project Account a Resolution Pace 287 of 196 Me 593 of 1416 ge 509 of 2240 RESOLUTION NO. 2013-28190 A RESOLUTION OF THE MAYOR AND CITY COIM WION OF THE CITY OF MAN BEACH, FLORIDA, WANING, BY A Wr M VOTE, THE FORMAL COMPETITIVE BRING REOWREMENTS, FINDING SUCH WAIVER TO BE fIN THE CITY'S BEST INTEREST, AND AUTHORIZING THE PURCHASE OF FOOD AND SNACKS FROM PUBLIX, COSTCO, GORDON FOODS, AND 13.119 WHOLESALE TO BE CONSUMED BY: A) THE CtTY'8 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 NI 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 SON APPROVAL OF THE DEPARTMENTS' RELATED BUDGET ALLOCATIONS) 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 Tun-fNed 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 ran -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 l WHEREAS, the Recreation Division also hosts in-house actives 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 parries; 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 HappeMngs o Winter Wonderland o Black History Night o Cupid's Cantival o Spring Eggstra+ragenza o Piaygrowud Revue o Movie in the Parks (various sites); awl WHEREAS, the Recreation Division also supplies food ,and snacks to serdom doming their programmed events, provides food to the Grad for the Blind and to our special needs popes programs at their many everb. which include Special Olympics, Thanksgiving. Seasonal Holiday Party, Vtine's Day, and the End of School Year Party; and VO EREAS, there are additional City Departments and offrces that also purchase food and snacks from the vendors on the approved Cyst; and Page 288 of 1576 Page 594 of 1416 Page 510 of 2240 WHEREAS, for example, the Office of the Mayor and Commission purchase food monthly for City Commissbn mestinge and City Commission workshops; and WHEREAS, the Office of Community Semi m purchases approximately $3,800 of food annually for their Service Partnership Program, Youth Development Program, and Emergency Food S 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 57t vote, the formal competitive bidding requirements, finding such waiver to be in the City's best Interest, and authorize the puid of food and snadcs from Public, Codco, Gordon Foods, and BJ's MkIesele, to be consumed by: a) the Civs Parka and Recreation Department's participants in their after4whool programs, summer camps, special evwft, 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 itie DepartrneMs: related budget allocations) during the adoption of the City's annual budget. PASSED and ADOPTED this day of April, 2013. rv.d3-za T:IAGENDA%2013%W1 I Mesa. - Wahm of Competitive Bid- Food - Snacks AD Departmerns-doc APPROVED AS TO FORM & LANGUAGE Page 885529 eoff 1 S76g PNage-31'I d*1940 RESOLUTION NO. 2016-21= 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 NTTHS 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, ROES 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 SHAD. 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, 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 5J7" vote, the formal competidve bkk ing requirement, fading such waiver to be In the City's bed interest, and at horizing the purdreee of food and snags from Fubft Costco, Gordon foods, and BJ's Wholesale to be consumed by. a) the City's Parks and Recrea0on Department's (the Department) participants In their after -school program, summer camps, special events and other programmed acovitles, and b) o9w departrnents and offices citywide, as approved In their respective annual budgets for a period of three (3) years; and WHEREAS, the Department holds vadous programs and events throughout the year that require the purchase of food, snacks, rides, Intiatables 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 parddpants (estimated average daily attendance of 1,000 children) and these snacks are purdtased on a bi weakly to a monthly basis by the parrs staff at kmel grocery or whoiessle stow: and WHEREAS, food and miscellaneous pctam expenses are addMMIAy regularly purchased for athletics. seniors, loons and toddler programs and ez tivid s such as Thanksgiving, Holiday, VaterntirWs Day, New Years and the end of season parties as well as for ,ttre-Gudd for the Blind and to the Special Needs Population programs; and WHEREAS, the Department has proomhses in place to property safeguard the delivery and safekeeping of these Kerns; and Page 2W of 1576 Page 596 of 1416 Page 512 of 2240 WHEREAS, the Department holds multiple events for thousands of residents tuougthout the year that Require the rental of ridesand irdlatables such as: • Beck to School Bash • Hispanic Heritage Festival • Sage Night of Fright • Halloween Happenings • Winter Wonderland • Cupid's Carnival • Leprechaun's Carnival • Spring Eggstrevaganza • Falf Feat: and WHEREAS, In the past, staff has found it very Moult to acquire identical quotes from hAstsble 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 comp6arme with the City's established budgetary, procurement and administrative procedures; and WHEREAS, Resolution No. 2013-26180 will expire In April of 2015 and the City Manager recommends waiving, by a 0% vote, the formal competitive bkWIn l 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 setfforth in Ex hlbit Aim . NOW THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY COMttNSSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City Commission hereby accept the rscanmendation of the City Manager (as set forth In the City Commission Memorandum accompanying this Resolution) and waive, by a Err' vote, the formal competitive bidding requirwnent, 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 snactca, rides and inflatables, and other program expenses to be used by the Participants of the Cky's Parks and Recreation Departments' after -school programs, summer camps, special events and other programmed activities; sold waiver shell be authorized for a period of three (3) years, on a year-tivper basis, contingent upon City Commission approval of the Departmenrs related budget allocation(s) during the adoption of the Ckyrs annual budget, in an arrow t not to ehaxed SM.Wo. PASSED and ADOPTED Uds 11" day of May, 2016. *Appf� 3M ASTO fORM R LANGUAGE ac EXfUiION '3 ., ij � S -*;6 Page 291011576 Paged 5 7 pf 144� Q Afloefeli N List of vendors Food and Snacks BJ's wholesale Club Dominoes Costco Wholesale Papa Johns Publix Supermarkets Whoie Foods Walmart Coca-Cola Gordon Food Service Distribution and Food Service RkNs and Inflatsbies Red Balloon Power Party Events Alistar Events Mega Party Events The Event Depvt Games on the Go Proarmn Exommes Party City Home Depot Shin Digz Oriental Trading/Fun Express Michael's Home Depot Target Joann Fabrics Walrart Miami Premier FL Ice Manufacturing IKEA S&S Worldwide Ayers Apple BSN Soun Tree Office Depot Amazon.com Crown Trophy SWago ID Wholesaler "SEsfTcan use, but am not knbd to, the Rd of vendors for the above expenses" 0 Page 59982off 1416 Page 514 of 2240 MIAMIBEACH Chy of Mk" seo&,1700 CwAmWon Center Ddw, Muni Beach, Florida 33139, wwwjW m&K cH.gov COMMISSI MEMORANDUM TO: Mayor Philip Levine and Members a City fission FROM: Jimmy L. Morales, City Manager DATE: May 11, 2016 SUBJECi:A RESOLUTION OF THE MAYOR D CITY COMMNIISION OF THE CITY OF MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE CITY MANAGER (AS SET FORTH IN THE CITY COMMISSION MEMORANDUM ACCOMPANYING THUS RESOLUTION) AND WAIVING, BY A &MS VOTE. THE FORMAL COMPETITNE BIDING REQUIREMENT, FINDING SUCH WAIVER TO BE IN THE CITY% 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 DEPARTMENTS RELATED BUDGET ALLOCATION(S) DURING THE ADOPTION OF THE C17VS ANNUAL BUDGET, IN AN ANNUAL AMOUNT NOT TO EXCEED $V0,000. BACKGROUND At the April 17, 2013 City Commission Meeting, Resolution No. 2013-26180 (Exhibit B) was passed approving the waiving, by a 6/7°' 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, Costoo, Gordon Foods, and BJ's Wholesale to be consumed by: a) the City's Parks and Reciestlon Department's (the Department) participants in their After -School program, slimmer camps, special events and other programmed activilles, and b) other departments and offices citywide, as approved in their respective annual lxftets for a period of three (3) years. The Department holds various programs and everlts tlhrougi ut the year that require the purchase of food. snacks, rides, Notables and other necessary program expenses. The funds for these items we allocated annually through the departrnent's approved budget Snacks and Foocl#: o ram Expenses As part of the After -Schad Program, No School Days and Summer Camp curriculum, the DepaAment provides free snacks to aB 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 wholesele stores. Aside from the daily programming, food and m'isosbaneous program expenses are regularly purchased for athletics, seniors, teens and toddler programs end acdivides such as Thanksgiving, Holiday, Valentine's Day, Now Years and the end of season parties. Additionally, the Departrnerit also provides food to GuIW for M Jrr nd to the special needs pam ati geon Agavia Page 599 of 1416 1t�111 i>* Page 515 of 2240 f programs. The Departrtlerlt has procedures in place to property safeguard the delivery and safekeeping of these items. AS 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 hdlatables The Parks and Reamation Department holds multios events for thousands of residents throughout the year that require the rental of rides and inflatables such as: • Back to School Bash • Hispanic Heritage Festiva! • Safe Night of Fright • Halloween Happenings • Winter Wondwland • Cupid's Carnival • Leprechaun's Carnival spring • Fall Feat In the past, staff has found it very difficult to acquire identical quotas from inflatable and ride vendors as not all companies have tore same products to offer. These special events are a wry important steeple 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 administrahe procedures. CITY MANAGER'S RECOMMENTA71ON The City Manager recommends that the Mayor and City Commission waive the formal compatltim bidding requirement, by a W's vote, as permitted under Section 52-367(s) of the City Code, as being in the best interest of the City. �99"GA r With fhe expiration of Resolution No. 2013.28225 in April 2016, the Administration recommends the adoption of !fie Resolution apprWnp the warvsr, by a 5170`e vote, of fhe formal competitive bidding requirernerfa finding such waiver to be In the Ckys best Interest and authoring the purchase of food and snacks, rides and inflatabies and program expenses to include the vendors listed in Exhibit A to be used and consumed by the Citys Parks and Recreation Departments' participants in their after -school programs. scanner camps, special events and other programmed activities: said waiver shall be authorised for a period of three (3) years. on a year -blear basis. contingent upon City Commission approval of fhe department s nNaied budget allocation(s) during the adoption of the Citys annual budget, in an annual amount not to exceed $270,000. Alta tent Exh W A — List of Vendors Eidt B. - Resoi Aon No. 2013-28180 Page 294 of 1576 Pede 600 of 1416 age 516 of 2240 rS rr '�•ij :' •T �•' 1�• • � •Vy , •,� . • •.4;yr�,�•Y a .rI .`. •d •'tea . ,.. '�•_''`'a •'•'` .Y � . • .R SJ I'�': mot•.• :,� •.'ice' ' ; ' %'•„' '.� 1.4 .,t'i.li'�""�' .. a'• = P. `ti ::'' �;� �`.:. •' T . :EXHIBIT • .: � � � �, : s� • '.. fir. yw•_ ,. •.. .`' • ' , '• -�y , y, .: , Ott ... , .� .: . .� : +:' , , Y's'fi: T.`..•... r :1Y i :, .i n�• ^ r. _i rl •...': .� �%.;1 . i}.'/y :.' �; , Resat' • . tN . "��'' i:'• i rp Flo. 20134.1, Y., •. ••y ♦ a, i .s. is may;. .- 7Ks . '' `"r.• .•, ��. r-:. .{�� Mi'lN .'+ .. ',.•r!�i�i•' Iptf 'r;' •�. '• .5 '•. ►ti ' �., •!r • '., L}i• .l: ,•J :. _ •' • • : may} • •SJ4: .y. . �•• r . �• S• J'i L' • •.♦ Jam:; ..^'S !J'L' •'� • -� • • a! '•r .. .. - , Pop M of 157g ': ... v '}�!'' i • �•r;ii•ti'• •ti •F� Page601 of106;'. i . Page 517 of 24U RESOLUTION NO. M3-2111e0 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, WAIVING, BY A WTHS VOTE, THE FORMAL COMPETITIVE BIDDING RWAMEMENTS, FINDING SUCH WAIVER TO BE IN THE CITY'S BEST INTEREST, AND AUTHORIZING THE PURCHASE OF FOOD AND SNACKS FROM PUBLIX, COIMO, GORDON FOODS, AND B.re WHOLESALE TO BE COED BY: A) THE CITY'S PARKS AND RECREATION DEPARTMENTS PARTICIPANTS IN THOR AFTER - SCHOOL PROGRAMS, SUMMER CAMPS, SPECIAL EVENTS AND OTHER PROGRAMIM:D ACTIVITIES, AND •Bj OTHER. DEPARTMENTS AND OFFICES CITYWME, AS APPROVED IN THEIR RESPECTIVE ANNUAL BUDGETS; SAID WAIVER SHALL BE AUTHORIZED FOR A PERIOD OF THREE (3) YEARS, ON A YEAR-TO-YEAR BASK CONTINGENT UPON CITY COMMISSION APPROVAL OF THE DEPARTMENTS' RELATED BUDGET ALLOCATION(S) DURING THE ADOPTION OF THE CITY'S ANNUAL BUDGET. WHEREAS, the Parka and Recreation DepaMnent is charged wltih the goal of prov*V safe, educational, and fun-Med programming for ail ads; and WHBtEAS, as a cwnpwmd of the'after-school curriculum and durfnp non -school days, the Recreation Division pro+rides free snacks to all aller-school participants; and WHEREAS, an non -school days, the programmed mgmadonal sites may aka supply lunches, entertain the ddMmn with parties, and ensure that the children have healthy snacb prior to serdM thorn home; and WHEREAS. the Recreation Division also hosts in -how, aebvt In recognising 'special days' for the after-adrool participants; examples of these activities include, but are not krni ed to, Thw*vgMN, VaterWs Day, New Years Eve, and the End of the School Year parties; and WHEREAS, the Department also produces numerals neighborhood and spsaat events m order to pnovidp residents with fun flied and enjoyable activities dnghout the year, which include: o Hispenic Heritage Fes" o gob Night of Fright - o HB)l&~ Happanh p o wror Wonderlsm o HBO* Hhsm y Night o Cupid's Catnhmi o Sprft Egesiravaganze o PiaWround Revue o Mcmm in the Parks (various sites); and WHEREAS, ft Racmdon Dividon al,o maim food and shacks to seldom during their proRamrrhed event, provides food to the Guilt for the BWW and to our special need, Population programs at their mutt' wm*. which Inchude Special atyrrrpics, T1hwkapivinp, Seasonal Holiday Party, Vai,M~s Day, and the End of School Year PaAy; and WHEREAS, thane we addtiional City Dspaftmnts and ot0oes that also purdme food and enacla ftm we vendors on the approved list end 660020146 Page 518 of 2240 wdmt As, 'for example, fie Of%iicm. d the Mayor and. Commisabrt purchase food mom* for City Cmmdalon me@*" and City Coau uman wonlcshops; and WHEREAS, floe Office of Communk Swvkn purchases app+o*nah► $3,W0 of bad annually -for their Service P@Memhlp Program, Youth Devebpment Program; and Emergency Food 3 Shelter Program (EFSP). NOW, THEREFORE, BE IT- DULY REKILVED BY THE MAYOR AND CITY OOMYIdSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City Commission hereby waive. by a l3rT°i note. the ibnnal competltive bidding requirorrmrNs, finding such waiver to be in the City's beet inbrest, and authorise the purchase of flood and enada from Pubk Coetco. Gordon Foods, and BJ's Wholesale, to be consumed by a) the Clty's . Packs and Recresliort Depwftw & pwdc4 rob in their dW scltod programs, summer eamps. special avant, and other p►vgrirrnmed activities, and b) Ww depwww t and offieas Citywide, as approved in their ►eep m*ve arowN budget; said waiver shag be aulhorisad for a period of three (3) years on a year-tolim basis. conttktgentt upon City Commbsion approval of tiio.DeparbnterM muted budget alloc0ot►(s) during the adoption of the Ciiy's anrwal budget. PALED and ADOPTED this day ofAprl, 2013. ATT1E : , 1 8h T:IA IQA1Z013V1pn1171Rsb. - Waiter cr Compeo�Me Bid- Food - Snacks M Deparbnenf!s.doe • APPROVED AS TO . FORM A LANGUAGE Fn.R • r Page 1g7 of W6 Page 03 of 1416 Page 519 of 2240 RESOLUTION NO. 2017 29576 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, AMENDING RESOLUTION NO. 2016-29M 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, INFLATA13LES 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-TO42XCEED AMOUNT FOR PROGRAM EXPENSES FROM $270,000 TO $M000, WITH THE FINAL AMOUNTS ALLOCATED FOR EACH YEAR SUBJECT TO CITY COMMISSION APPROVAL OF THE PARKS DEPARTMENTS BUDGET, AS PART OF THE CR Y'S ANNUAL BUDGET PROCESS. WHEREAS, the City's Parke 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 Departments 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 Weis by the park staff at local grocery or wholesale atones; 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 in1latabies such as: • Hispanic Heritage Festival • Safe Night of FVtt • Halktwreert Happenings • Writer Wonderland • Cupid's Garr" • Leprechaun's Carnival • Spring Eggstravaganza • fall Feat • July Parka and Recreation Month Events; and WHEREAS, at the May 11, 2016 City Commission meeting, the Mayor and City Commission adopted Resolution No. 2018-293M. appmwing the wakes. by a INAP vole, of the formal compette bidding requiremen% finding such waiver to be In the CfV9 best interest, and authorizing the purchase of food and snake, rides, Inflatebles and program expenses from certain specified vendors, to be used and consumed by participants of the CWs Parka and Page 296 of 1576 Page 604 of 1416 Page 520 of 2240 Recreation Department's after -school program, summer camps, special events and other programmed activities; and providing for said waiver for a period of throe (3) years, on a year-to- year basis, in an annual amount not to -exceed $270,000, contingent upon City Ck mrnission approval of the department's related budget allocation(s) during the adoption of the CWB annual budget; and WHEREAS, the list of vendors approved through Resolution No. 2016.29388 Is attached as Exhibit A to the CommkWon Memorandum accompanying this Resolution; and WHEREAS, through the FY 201712018 budget process, a revised annual budget for program expenses of $435,000 has been identified, which covers a0 expenses related to the purchase of food and snacks, rides and inblatables and program expenses (EAU B); and WHEREAS, In view of the foregoing Inwease In the annual budget for program expenses, the Administration recommends amending Resolution No. 2010.20M, 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 CRY COMMISSION OF THE CITY OF Miami Beach, Florida, that the Mayor and City Commission hereby amending Resolution No. 2018-29388, for the sole purpose of !naming the annual not - to -exceed amount with respect to the City'e purchases from specified vendors of food and snacks, rides, inflatables and other program expenses for the benefit of participants in the Parke and Recreation DeparbmWe attar -school programs, summer camps, special events and other programmed activities for a period of three (3) years; and approve an increase of the annual not4o-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 Cky's annual budget process. PASSED and ADOPTED ttds 25 day of September, 2017. ATTEST: PHILIP MAYOJ Page e2095off 1576 PR of 2240 TO i�OAAUW APPROVIWSul - aFOR ,QJ P-.All(' 1 L.11 a MIAMIBEACH COMMISSION MEMORANDUM TO: Honorable Mayor and Members of the City Commission FROM: Jimmy L Morales, City Manager DATE: Septenter 13, 2017 SUBJECT. A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORMA, 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 CITYS ANNUAL BUDGET PROCESS. RECOMMENDATION The Administration recommends that the Mayor and City Commission hereby amw ding Resolution No. 2016-29388, for the sole purpose of Increasing the annual not-io- d amount with respect to the City's purcimm from specified vendors of food and snacks, rides, Inflatables and other program expenses fix the benefit of participants In the Parke and Recreatlon Department's after -school programs, summer camps, special events and other programmed activities for a period of three (3) years; and approve an Inasese of the annual not to-o csed amount for program exenses from $270,000 to $435,000, with the ftnel amounts allocated for each year subject to City Commission approval of the Parks Departrnu t s budge, as part of the City'e annual budget process. ANALYSIS At the May 11, 2016 City Comrilsslon Meeting, ReWutlon No. 2016-29388 (EXhibit B) Was passed approving the waiving, by a SrA vote, the formal competIbe bidding requirements, finding such weivierr tD be in the Citys best interest, and aurftd2ing the purchase of flood and snacks, tides and In laiabies and program sapenses to include the vendors listed In E*Ibk Ato be used and consraned by the Clty a Parks and Recreation DeparfmoW parUdpants in their after -school programmes, summer carps, special eve* and other programmed actMties; said waiver shall be authorized for a pwW of three (3) years, on a. year4D fear basis, contingent upon City Commission approval of the departrmrsnt's slated budget allocatim(s) during the adoption of the CIVs annual budget, In an annual amount not to exceed $270,00D. Poo M 012M Pam 606 of 1416 age 522 of 2240 Through the FY 201712018 budget process, a revised annual budget of $43k000 has been identified, which covers all expenses related to the purchase of food and snacks, rides and inflatabies and program expenses (E)"bk 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. Smacks and Food/Proc w 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�weeldy 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 activdtias such as Thank giving; Holiday, VialentlnWs; Day, New Years and the and of season parOes. Additionally, the Department also provides flood 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. AN programmed sites have proper refteration as mandated by the Deparhent of Health. The managers at each site are tasked with assuring proper Inventory controls and distribution to the children during regular After -Schad and surnner programming along with maintaining the same safeguards and procedures during the other planned events and activities. Rides and lnfleWes The Parke 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 Eggstravaganra • Fall Fed • J* Parks and Remeetion 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 ataple In the City and the department would like to offer a variety of inflatable and rides from dlfferent locxal vendors throughout the year. The department will work with the respective departments to stay in compliance with the City's established budgetary, procurernant and admintstra a procedures. We a as 1m Page 523 of 2240 These funds can be found in the Parks and Recreation Department's FY 18 Operating Budget. Amount 1 $89,000.00 Account 1 011-0850.000323 Amount 2 $269,475.00 Account 2 011-0950-MO343 Account 3 $91.025.00 Account 3 011-0950400355 Total $429,500.00 (Rounded to $435,000.00) t-eaislatlye TracMna Parks and Recreation Ar=HMENTS: Descrtptlon o E*IbltA—List of Vendors o E*bg B - Resolution No. 2016-29388 o Esh blt C — Detects of FY 201712010 Budget for Proposed Amended Resolution c Form Approved Resokdtan o FY% Budget Line Items I Pw• awofm Page 608 of 1416 Page 524 of 2240 Exhibit List of Vendors Food and Snacks BJ's Wholesale Club Dominoes Costco Wholesale Papa Johns Public Supermarkets Whole Foods Walmart Coca-Cola Gordon Food Service Distribution and Food Service Rides an_d_100bles Red Balloon Power Party Events Allster Events Mega Party Events The Event Depot Games on the Go Program Exoenees 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 lknfted to, the list of vendors for the above expenses** P 383 of 2M Pa 609 of 1416 7age 525 of 2240 RESOLUTION NO. 9016.29388 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 511THS 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 INFLATABLiES, 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 AprU 17, 2013 City Commission Meeting, the Mayor and Oty Commission adopted Resolution No. 2013-28160, approving the waterer, by a Oft vote, the formal competitive bidding rsquM+ement, finding such waiver to be In the City's best Interest, and authadzing the purchase of food and snac W from Publlx, Coetco, Gordon Foods, and BJ's Wholesale to be consumed by: a) the Ctty's Paft and Recreation Department's (the Department) participants in their after -school program; summer camps, special events and other programmed acUdes, and b) other departments and offices citywide, as approved in their respective annual budgets fora period of three (3) years; and WHEREAS, the Department holds varlous 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'a approved budget; and WHEREAS, as part of the after-achool program, no school Jaya and summer camp c urrfadum, the Department provides free snacks to all pardelpants (estimated average daily attendance of 1,000 children) and these snacks are purchmed on a bkveeldy to a monthly bads by the Parkataff at local grocery or wholeeele stcr+ee; and WHEREAS, food and miscellaneous program expenses am additionally regutarty purchased for eadetics, senlors, teens and toddler programs and adivhies such as Thanksgiving, Holiday. Valentine's Day, New Years and the end of season parties as web as for ft Guild for the Blind and to the Special Needs Poptlla00n programs; and WHEREAS, the Department has vroc educes in place to properly safeguard the delivery and safekeeping of these Items; and Ppe 315tdln P e 610 of 1416 Page 526 of 2240 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 light of Fright • Halloween Happenings • Winter Wonderland • Cupid's Carnival • Leprechaun's Carnival • Spring Eggstravaganza • Fall Fast; and WHEREAS, In the past, staff has found It vary difficult to acquire Identical quotes from inflatable and ride vendors as not all companies have the some products to offer, and WHEREAS, the Department will work with the respective departments to stay In compliance with the Citys established budgetary, procurement and administrative procedures; and WHEREAS, Resolution No. 2013-28180 will expire in April of 20% and the City Manager recommends waiving, by a 517% vote, the formal oompetltive bidding requirement, Be being In the best Interest of the City; and WHEREAS, the Administnetion 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 13Y THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City Commission hereby'accept the mcommendatlon of the City Manager (as set forth in the City Commission Memorandum accompanying this Resolution) and waive, by a 044 vets, the formal competitive bidding requirement, finding such waiver to be in the Citys best interest; and approve the vendors listed In Exhibit A to this Resolution for the purchase of food and snacks, rides and infiatables, and other program expenses to be used by the Participants of the City's Parks and Recreatlon 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 -yew basis, contingent upon City Commission approval of the Department's related budget allocation(s) during the adoption of the Citya annual budget. In an amount not to exceed $270,000. PASSED and ADOPTED this 1 lei day of May, 201S. CV •Y APPR0M AgTO •{FORM & LANGUAGE ;--J� L�,, iS 3 .f,6 Pine Exhibit List of Vendors Food and Snacks BJ's Wholesale Club Dominoes Costco Wholesale Papa Johns Publix Supermarkets Whole Foods Walmert Coca-Cola Gordon Food Service Distribution and Food Service RIM gad In latables Red Balloon Power Party Events Atlstar 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 Walrnart' Miami Premier FL Ice Manufacturing IKEA SAS Worldwide Ayers Apple BSN Boun Tree Office Depot Amazon.com Crown Trophy • Swago OPi'0 "'T'l "Staff can use, but are not krNed to, the Ast of vendors ibr dre above expenses" r+ Pa I Page• 528 of 2240 MIAMIBEACH City of Mims! N och, ! 700 ConwMan Can* DrW, Mona Bea6, fb*lo 33139, W%W.mra UW:hrL9W COMMISSI N MEMORANDUM TO: Mayor Philip Levine and Members o e City Cc mission FRoM: Jimmy L. Morales, City Manager DATE: May 11, 2018 SUBIFCT: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 COMPASSION MEMORANDUM ACCOMPANYING THIS RESOLUTION) AND WAIVING~ BY A &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 DARKS AND RECREATION DEPARTMENTS' PARTICIPANTS IN THEIR AFTER -SCHOOL PROGOAMS, 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. At the A0 17, 2013 City Commission Meeting Resolution No. 2013-28180 (Exhibit B) was passed approving the waiving, by a O/ vote, the formal competitive bidding requirements, finding such,welver to be In the Clty's best Interest, and authorizing the purchase of food and snacks from Publlx, Costoo, 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 wants and other Programmed activities, and b) other departments and offices citywide, as approved In their respocthm annual budbets for a period of three (3) years. The Department holds various prop me and eves 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. Snadrs and Fou&ftgram Expenses As part of the AfterSchool Program, No School Days and Summer Camp curriculum, the Department provides froe snacks to all participants (esthnated average daily attendance of 1,000 children). These wrecks 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, senlors, teens and toddler programs and acdvfftes such as Thanksgiving, Holiday, Valentine's Day, New Years and the end of season parties. Additionally, the Department also provides food to Gcrl%J1I nd to the special reeds ppmblon . . 613of 1416 Apsada ttam Page 529 of 2240 Dab programs. The Department has procedures in place to property 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 chrWren during regular After -School and summer programming along with maintaining the same safeguards and procedures during the other planned events and activities. Rides and IMiatab/es The Perks 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 • Hello%~ Happenings a Winter Wonderiand Cupid's Carnival a LeprechMcrt's Carnival • Spring Eggstravaganze • Fall Fed 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 Oka to offer a variety of inflatable and rides from dif'erent local vendors throughout the year. The department will work with the respective departments to stay In compliance with the City's establlshed budgetary, procurement and administrative procedures, CITY MANAGER'S RECOMMENTATION The City Manager recommends that the Mayor and City Commission walve the formal competitive bidding requiremerd, by a 6/7°''s vote, as permitted under Section 62-367(e) of the City Code, as being in the best interest of the City. CONCUL310N With the expiration of Resolution No, 2013-28228 in April 2018, the Administration nxxxvrnonds tits adopton of the Rasotutton approving the waiver. by a _5/7*"s vote, of the bmai competitive bidding requirements, finding such waiver to be In the City's best interest, and authorizing the purchase of food and snacks, rites and Inflatables and program expenses to Include the vendors listed In Exhibit A to be used and consumed by the Clty's Perks and Recreation DepertmenW participants In their after -school programs, summer camps, special events and other progrommod'adlvities; said waterer shall be authorized for a period of three (3) yews, on a yearwto-year beefs, contingent upon City Commission approval of the departments rotated budget aiioc�id*s) during the adoption of the City's artrwal budget, in an amwal amount not to exceed $270.000. Attachment E*W A — List of Vendors Exhlblr B - Resolution No. 2013.28180 paw 8 Page 530 olf l0 lit is ts EX •. lZ`J"Lst: _ •. �i. ;~?� "•' r ':�,�•'7 �l •yd'i,1 r it r�i•S' y ;atl.j .4 • `-his, t ,, , ,,• t e r •',,:;r. , a {.3y., • • , 3� ;,;� ��,�• ,,••. �,�.:� •,;, fir+' •' •••' ?+'r '� t ��f ` •�.tt'. In 1 . • . • 4 r, • .z,p.. .� .,/:l'� '1 r tip• l •ys.�, ��, I �`f ,.anr •1• .J.. t. ,�\,•'• i�'.. I•t •tom ll'•-: ` '1''•:�• ` "•y ++-a�tt,,; .•. - •• - Vie.;'.. ti.�,; , � �(� -' ..iy; r • • j^t•aj s. .. y. .r w" 4?`Sy��ij a jr:y'*C •' $' f wit'•+! `. IBIT wj.In. •�,�'kt'..ti.t ,.•�'•a •,�l.�r~�' 'mil: s' y. Vo..'[.�Q�t." {fig: z:'•,. iT ,attil T:• �':.51r•,al:{ It �!M f'.'•y 1 11�,'..�' 17 yr�f f¢,°1 �a�{ , , ;p• S*rA54'•. 'alb y; �r}}ar.•� .. � r AJISO 1 •, ► :.•' ; :rfjZ��y,•tif'y7��t�YCi:`.:..�i fix i .:Y ��3',.;t= y 'e;•. , •yj• t r'. .r, ,r •tt�t,••: „fly •'._ rt''F;i '',ate ��,�y,' „ai. • 04" w%:M•r j. itiJt :.��,,,,rI yj. f• 1 { ,.. ,f, �a• Flrrr. f y. . {.Ir: r• , w .'r''-A.-'..�f: J . •'t' . 1(.4 rt.^.. .�.. ■.0*%i-l��t'7 �.�� �'.• �:A; � ... '•a t r►l. a L �`'�•1A•'. vl:"L':•. 5 � .. i' SO w ��'t�•• %�� . I%'• M S( ;n r, ^, .. j' r ��� f.r,' 'p,:�'#�'!t�'� i1'�•rr;�t�•Miyi',:�., • �'":¢, �►a"� ,a AI i' : p•t , , Ae �'it�i: �•:r vSd�'r%r:g,C7ar+P'tt1r+LJ••.�.. 3,t. .1,�, • � f���= .r• 1 RESOL' UTION NO. 2013-28180 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF NMI BEACH, FLORIDA, WAIVING, BY A WTHS 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'o WHOLESALE TO BE CONSUMED BY: A) THE CITY'S PARKS AND RECREATION DEPARTMENT'S PARTICIPANTS Bi 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 WAVER MALL 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 Parke and Recreation Depadment Is charged with the goal of providing sate, educational, and fun•fllied Programming for all age:: and WHEREAS, as it component of the'after-school curriculum and during non-sttrool days, the Recreation Dlvislon prearides free snacks to all slier-sdml participants; and WHEREAS, on non -school days, the programmed recreational sites may also supply lunches, entertain the chlldren with parties, and ensure that the children have healthy snacks prior to sera tg them hone, and WHEREAS, the Recreation Division also hosts in-6m act i tes recognizing "special days" for the after -school participants; examples of these adhdas Include, but are not limited to, Thankaglving, Valerttine's Day, New YeWe Eve, and the End of the School Year parties; and WHEREAS, the Department also produces numerous neigt6orhood and special events in order to provide residents with fcuAllad and sgcyabfe advNes throughout the year, which Include: o Hispardc Heritage Festival o Safe Night of Fright o Halloween Happenings o varlet Wonderland 0 Sku kHMY o Cupid's COMIM 0 3prirg Eggstrevagartza o Playground Revue o I%* In ete Parks Noxious sites); and WHEREAS, ttta Rat redon Division also u p Oes food and snacks to seniors durhtp #j* p uWUNDW events, provides food to fire Guild for the OW and to our specW needs popuia m prnprr m at their nwq euenb, wNktlt InckWe Special Olympics, Thanksgiving, Seasonal Holidat► Party, Vaiendrt %Day, and Era End of School Yaw Pray; and WHEWA% there are sdsobW dty DeparMwb and otes that also purchase food and snacks from fhe vendors on the approved Cat; and Ppge 616 of 1416 age 532 of 2240 WHEREAS, ' for example, the Otfic;e' of the Mayor and' Com..missfon purchiie food ' I monthly for City Commisslon mWings and Cky Commission workshops; and , WHEREAS, the Office of Community Services purchases approxhrtately $3,600 of food • annualy►for their Service PartnereWProgrem, Youth Development Program and ErnmVency Food &•Shelter Program {EFSP). ' NOW, THtREFORE, BE IT� DULY RESOLVED BY THE MAYOR AND CITY CONIII =ION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor end City Commission hereby waive, by a S!l°i vots, the formal cornpetltim bidding requirements, kwing aiuh waiver to be in the City's best interest, and authorize the purchase of food and snedcs f m Pubk Costoo, Gordon Foods, end BA W olesale, to be consumed by: a) the City's -Pa ki and Recreation Department's partidpants In their after-schod programs, summer camps, special events, .'and other programmed. acdwities, and b) other deparltneMs and offices C"de..as approved In their respective annual budgets, said waiver shad be auttwrized for a period -of. three (3) years on a tojear balls. contlnpent upon City Commission approval of ttie.oepsrbnents' related budget allocallan(s) during the adoption at the Cis armual budget. PASt3teD and A[lOPTED this ' I day of Apdk 2013. • ATTEST:• TTIHERRERA R *` YOR RAF L GRANOW, CITY C h T:IAM610A1201304r1 uteso. - waiver of compeuve eke= Food - Snacks Alf Departments doc APPROVED AS TO FORM & LANGUAGE , ' Fn.R ION • Page 617 of 1416 • Page 533 of 2240 Exhibit C — Details of FY 2017/2018 Budget for Proposed Amended Resolution Line Item Desalptlon BudgetAmount' Special Event Rental Needs $ 69,000.00 TOTAL $ 69,000.00 NIV I, Line Item Description Budget Ardount Social Club $ 6,000.00 Senior Scenes $ 31,000.00 Year -Round Recreation Programs/Activities and $ 102,675.00 Special Event Supplies Winter Wonderland tee $ 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 $ SS,S00.00 Awards $ 5,300.00 Year -Round Youth Programming $ 2S,000.00 TOTAL $ 269,475.00 Me Nam. Bud' Youth & Seniors Programming Food & Snacks $ 47,125.00 Special Events/Activitles Food & Refreshments $ 15,000.00 Athletics Snacks & Concession Purchases $ 6,500.00 Teens Programming Food & Snacks $ 22,400.00 TOTAL $ TOTAL for Amended Resolution $ ROUNDED TOTAL for Amended ResoNrtlon $ Page 61188 off 14116 Page 534 of 2240 91,025.00 429,500.00 435,000.00 0 Food and Snacks MIN R List of Vendors BJ's Wholesale Club Dominoes Costco Wholesale Papa Johns Publix Supermarkets Whole Foods Waknart Coca-Cola Pisa Fore Las Vinas Gordon Food Service Distribution and Food Service Winn -Dixie . Jetro/Restourant Depot Little Cesar's Aldi Pizza Hut Rides and IOMb, as Red Balloon Power Party Events Allstar Events Mesa Party Events The Event Depot Games on the Go Prooram Expenses Party City Home Depot Shin Digz Oriental TradingtFun 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 AmBaon.corn Crown Trophy Swego ID Wholesaler Spirt Halloween Christmas Palace Fun Carnival Fiesta Carousel Big Los MarshaNs Ross TJ Maxx Page 313 of 1575 Page 619 of 1416 Page 535 of 2240 Hobby Lobby Dollar General Dollar Tree "'Staff can use, but are not OnWed to; the list of vendors for the above expenses — go 6 Page 536 of 2240 EXHIBIT E Budget Details of FY 2020/2021. f8tlagEl 000W BLDB • IIiLATAK113 LMe hem Dewip M Budget Amami Special Ev� v t Rental Heeds $ 7SI500.00 TOTAL $ 75,500.00 011485040OU PROGRAM Dwll Q Llne Ibm Oesaipdon Budget Anwuet Youth & Senior Programming Operating Expenses $ 180,320.00 AtMetics Operating Expenses $ 2,600.00 Teen Programming Operating Expenses $ 19,S00.00 Special Events Operating Expenses $ 68,000.00 TOTAL $ 270,420.00 011�000E369 l�OOD i SNAOLS Lkw 11lm Descri 1WIM Budget Amount Youth & Seniors Programming Food & Snacks $ 68,550.00 Special Events/Activities Food & Refreshments $ 12,000.00 Athletics Snacks & Concession Purchases $ 1,S00.00 Teens Programming Food & Snacks $ 6,400.00 TOTAL $ 88,450.00 TOTAL far FY.20/21 $ 434,370.00 flOU lCM16 FOIL ESOLU11110 : $ 45114M 00 Pegs 315 of 1576 Page 621 of 1416 Page 537 of 2240 EXHIBIT F Budget DetaHs of FY 2022/2023 011.1004M OD RIDES & RMUTABIMS line Item Description Budget Amount Special Event Rental Needs $ 73,000.00 TOTAL $ .73,000.00 . 0114MM04KOM 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 S 130,000.00 Wellness initiatives and $35,000 for Family -Friendly Events) Line Item Description Youth & Seniors Programming Food & Snacks Special Events/Activities Food & Refreshments Athletics Snacks & Concession Purchases Teens Programming Food & Snacks 1604300.000349 Line Item Description Additional Activations to Lummus Park (FY 23 Budget Enhancement) TOTAL $ 3S9,620.00 (FOOD & SNACKS Budget Amount $ 68,550.00 $ 12,000.00 $ 1,500.00 $ 6,400.00 TOTAL $ SB,450.00 PROGRAM EXPENSES Budget Amount $ 105,000.00 TOTAL $ TOTAL for FY 22/23 $ ROUNDING FOR RESOLUTION: $ 105,000.00 626,070.00 SM000.00 Pfl�ee 622 of 1416 PCge 538 of 2240