C7K-Waive Competitive Bidding Purchase Of Food And Snacks CitywideCOMMISSION ITEM SUMMARY
Condensed Title:
A resolution waiving by 5/7'c 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 to be consumed by the City's
Parks and Recreation Department's participants in the afte~ school program, summer camps, and other
programmed activities; and by other departments and. offices citywide, as approved in their annual
budgets; to include Publix, Costco, Gordon Foods and BJ's Wholesale; said waiver shall be authorized for
period of three (3) years, on a year to year basis, contingent upon the City Commission's approval of the
Departments' related budaet allocation(s) during the adoption of the annual budaet.
Key Intended Outcome Supported:
Increase satisfaction with recreational programs.
Supporting Data (Surveys, Environmental Scan, etc.): Miami Beach Customer Survey indicates
85% of residents rated the City's Recreation programs as either excellent or good.
Item Summary/Recommendation:
As part of the after school curriculum and during no-school days, the Recreation Division provides free
snacks to all after school participants (estimated average daily attendance of 1,000 children). On non-
school days, the programmed recreational sites may also supply lunches, entertain the children with
parties and make sure that the children have healthy snacks prior to sending them home. Additionally, the
Children's Trust of Miami-Dade County provides funding to North Shore Park Youth Center after school
program participants and the provision of a daily healthy snack is a programmatic requirement, included in
the Children's Trust yearly funding agreement for North Shore Park only.
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, Seasonal Holidays,
Valentine's Day, New Year's Eve and the End of the School Year parties. Additionally, as part of our yearly
athletic programming, the Recreation Division hosts season ending parties and events for many of the
sports. Additionally, the Recreation Division also supplies food and snacks to the 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, Holiday Party, Valentine's
Day and the End of School Year party.
There are additional City Departments and offices that also purchase of food and snacks from the vendors
on the approved list. Examples include, but are not limited to, the Office of the Mayor and Commission
purchased food monthly for City Commission meetings and City Commission Workshops. Additionally, 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). The
EFSP expense is for Food Cards and not direct food purchases.
Financial Information:
Source of Amount Account
~~s: 1 $60,000 011-0950-000343 and 011-0950-000355 r Parks and Recreation
(WJv 2 $ 3,600 143-5634-00398, 143-5675-000398, 144-5623-00343
Office of Community Services
3 $ 2,400 011-0100-000362
Office of the Mayor and Commission
OBPI Total $66,000
Financial Impact Summary:
Clerk's Office Le islative Trackin
Department Director City Manag
KS M JLM
T:\AGENDA\2013\Aprii17\Commission Summary-Waiver Comp nacks-All departments 4-17-13.doc
MIAMI BEACH 343
AGENDA ITEM e 7 K
DATE 1{-/7-1~
~ MIAMI BEACH
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov
COMMISSION MEMORANDUM
TO: Mayor Matti Herrera Bower and M
FROM: Jimmy L. Morales, City Manager
DATE: April17, 2013
SUBJECT: A RESOLUTION OF THE MAYO AND CITY COMMISSION OF THE CITY
OF MIAMI BEACH, FLORIDA, WAIVING, BY A 5/7THS VOTE, THE FORMAL
COMPETITIVE BIDDING REQUIREMENTS, FINDING SUCH WAIVER TO BE
IN THE CITY'S BEST INTEREST, AND AUTHORIZING THE PURCHASE OF
FOOD AND SNACKS FROM PUBLIX, COSTCO, GORDON FOODS, AND
BJ's WHOLESALE TO BE CONSUMED BY: A) THE CITY'S PARKS AND
RECREATION DEPARTMENT'S PARTICIPANTS IN THEIR AFTER-
SCHOOL PROGRAMS, SUMMER CAMPS, SPECIAL EVENTS AND OTHER
PROGRAMMED ACTIVITIES, AND B) OTHER DEPARTMENTS AND
OFFICES CITYWIDE, AS APPROVED IN THEIR RESPECTIVE ANNUAL
BUDGETS; SAID WAIVER SHALL BE AUTHORIZED FOR A PERIOD OF
THREE (3) YEARS, ON A YEAR-TO-YEAR BASIS, CONTINGENT UPON
CITY COMMISSION APPROVAL OF THE DEPARTMENTS' RELATED
BUDGET ALLOCATION(S) DURING THE ADOPTION OF THE CITY'S
ANNUAL BUDGET.
FUNDING: $30,000 011.0950.000.343-Parks and Recreation Department
$30,000 011.0950.000.355-Parks and Recreation Department
$ 1,100 143.5634.000.398-Office of Community Services
$ 200 143.5675.000.398-Office of Community Services
$ 2,300 144.5623.000.343-Office of Community Services
$ 2,400 011.0100.000.362-Office of the Mayor and Commission
ADMINISTRATION RECOMMENDATION
Approve the Resolution
KEY INTENDED OUTCOME SUPPORTED
Increase satisfaction with recreational programs.
BACKGROUND
The Parks and Recreation Department is charged with the goal of providing safe, educational
and fun-filled programming for all ages. The Recreation Division's core budgeted programming
components include:
-After School
-Summer Day Camps and Specialty Camps
-Athletics
-Special Events
-Senior Programming
-Special Populations
344
Resolution Waiving Competitive Bidding for Food and Snacks
City Commission Meeting
April 17, 2013
Page 2 of3
As part of the after school curriculum and during no-school days, the Recreation Division
provides free snacks to all after school participants (estimated average daily attendance of
1,000 children). On non-school days, the programmed recreational sites may also supply
lunches, entertain the children with parties and make sure that the children have healthy snacks
prior to sending them home. Additionally, the Children's Trust of Miami-Dade County provides
funding to North Shore Park Youth Center after school program participants and the provision of
a daily healthy snack is a programmatic requirement, included in the Children's Trust yearly
funding agreement for North Shore Park only.
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,
Holiday, Valentine's Day, New Year's and the End of the School Year parties, just to name a
few. Additionally, as part of our yearly athletic programming, the Recreation Division may host
season ending parties and events for many of the sports.
The Department also produces numerous neighborhood and special events in order to provide
residents with fun activities throughout the year. These include:
• Back to School Bash
• Hispanic Heritage Festival
• Safe Night of Fright
• Halloween Happenings
• Winter Wonderland
• Black History Night
• Cupid's Carnival
• Spring Eggstravaganza
• Playground Revue
• Movie in the Parks (various sites)
800 estimated average attendance
1,500 "
1,500 "
300 "
1,800 "
350 "
750 "
1,500 "
2,000 "
1,000 "
"
"
Additionally, the Recreation Division also supplies food and snacks to the 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,
Holiday Party, Valentine's Day and the End of School Year party.
The following budget allocations were approved by the City Commission as part of the Parks
and Recreation Department's 2012-13 budget;
011.0950.000.343-$51,850
Programs and Special Events -
Seniors Programming -
Special Needs Population -
Guild for the Blind -
011.0950.000.355-$34,000
After school participant snacks and lunches -
$37,650
$10,000
$ 3,000
$ 1,200
$34,000
The Parks and Recreation Department has the systems and procedures in place to properly
safeguard the delivery and safekeeping of these items. The Department has a written policy and
procedure followed by the Facility Manager to assure that purchased items are received at the
recreation site and stored properly for use by our programmed participants.
345
Resolution Waiving Competitive Bidding for Food and Snacks
City Commission Meeting
Apri/17, 2013
Page 3 of3
All Recreation sites have proper refrigeration as mandated by the Department of Health, which
conducts on-site inspections on a regular basis. 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 listed above.
There are additional City Departments and offices that also purchase food and snacks from the
vendors on the approved list. Examples include, but are not limited to, the Office of the Mayor
and Commission purchases food monthly for City Commission meetings and City Commission
Workshops. Additionally, 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). The EFSP expense is for Food Cards and not
direct food purchases.
CONCLUSION
In order to ensure the Parks and Recreation Department and the other City organizations are
purchasing food and snacks compliant with established purchasing guidelines while also
meeting the needs of the participants and guests they serve, the Administration recommends
the Mayor and City Commission adopt this resolution waiving by 5/7 1h vote, the formal
competitive bidding requirements, finding such waiver to be in the City's best interest.
JLM/MAS/KS
T:\AGENDA \2013\April 17\Commission Memo-Waiver Comp Bid -Food Snacks -All departments 4-17 -13.doc
346
RESOLUTION NO.-----
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY
OF MIAMI BEACH, FLORIDA, WAIVING, BY A 5/7THS VOTE, THE FORMAL
COMPETITIVE BIDDING REQUIREMENTS, FINDING SUCH WAIVER TO BE
IN THE CITY'S BEST INTEREST, AND AUTHORIZING THE PURCHASE OF
FOOD AND SNACKS FROM PUBLIX, COSTCO, GORDON FOODS, AND
BJ's WHOLESALE TO BE CONSUMED BY: A) THE CITY'S PARKS AND
RECREATION DEPARTMENT'S PARTICIPANTS IN THEIR AFTER-
SCHOOL PROGRAMS, SUMMER CAMPS, SPECIAL EVENTS AND OTHER
PROGRAMMED ACTIVITIES, AND B) OTHER DEPARTMENTS AND
OFFICES CITYWIDE, AS APPROVED IN THEIR RESPECTIVE ANNUAL
BUDGETS; SAID WAIVER SHALL BE AUTHORIZED FOR A PERIOD OF
THREE (3) YEARS, ON A YEAR-TO-YEAR BASIS, CONTINGENT UPON
CITY COMMISSION APPROVAL OF THE DEPARTMENTS' RELATED
BUDGET ALLOCATION(S) DURING THE ADOPTION OF THE CITY'S
ANNUAL BUDGET.
WHEREAS, the Parks and Recreation Department is charged with the goal of providing
safe, educational, and fun-filled programming for all ages; and
WHEREAS, as a component of the after-school curriculum and during non-school days,
the Recreation Division provides free snacks to all after-school participants; and
WHEREAS, on non-school days, the programmed recreational sites may also supply
lunches, entertain the children with parties, and ensure that the children have healthy snacks
prior to sending them home; and
WHEREAS, the Recreation Division also hosts in-house activities recognizing "special
days" for the after-school participants; examples of these activities include, but are not limited
to, Thanksgiving, Valentine's Day, New Year's Eve, and the End of the School Year parties; and
WHEREAS, the Department also produces numerous neighborhood and special events
in order to provide residents with fun-filled and enjoyable activities throughout the year, which
include:
o Hispanic Heritage Festival
o Safe Night of Fright
o Halloween Happenings
o Winter Wonderland
o Black History Night
o Cupid's Carnival
o Spring Eggstravaganza
o Playground Revue
o Movie in the Parks (various sites); and
WHEREAS, the Recreation Division also supplies food and snacks to seniors during
their programmed events, provides food to the Guild for the Blind and to our special needs
population programs at their many events, which include Special Olympics, Thanksgiving,
Seasonal Holiday Party, Valentine's Day, and the End of School Year Party; and
WHEREAS, there are additional City Departments and offices that also purchase food
and snacks from the vendors on the approved list; and
347
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/th 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----day of April, 2013.
ATTEST:
RAFAEL GRANADO, CITY CLERK
MATTI HERRERA BOWER
MAYOR
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348
APPROVED AS TO
FORM & LANGUAGE
& F()A Er~TION
,,< ~