A RESOLUTION ACCEPTING THE WRITTEN RECOMMENDATION OF THE CITY MANAGER (AS SET FORTH IN THE CITY COMMISSION MEMORANDUM ACCOMPANYING THIS RESOLUTION) AND WAIVING, BY A 5/7TH VOTE, THE FORMAL COMPETITIVE BIDDING REQUIREMENT, FINDING SUCH WAIVER TO BE IN THE CITY’S BEST INTEREST, AND APPROVING AND AUTHORIZING THE CITY’S PARKS AND RECREATION DEPARTMENT (THE DEPARTMENT) TO PURCHASE AIRFARES, HOTELS, MEALS, LOCAL TRANSPORTATION AND ANY ASSOCIATED LEAGUE AND TOURNAMENT FEES, FOR THE PARTICIPANTS IN THE DEPARTMENT’S PROGRAMS AND 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, THE DEPARTMENT’S FUND RAISING EFFORTS AND RECEIPT OF SPONSORSHIPS, DONATIONS, GRANTS, AND OTHER FUNDING SOURCES.

The City Manager recommends that the Mayor and City Commission waive the formal competitive bidding requirement, by a 5/7^th vote, as permitted under section 2-367(e) of the City Code, as being in the best interest of the City.

At the June 5, 2013 City Commission Meeting, Resolution No. 2013-28228 (Exhibit A) was passed approving the waiving, by a 5/7^th vote, the formal competitive bidding requirements for the purchase of airfares, hotel, meals, local transportation, program expenses and any associated league and tournament fees and the purchase of prepared foods and related products, to be utilized by the participants of the Parks and Recreation Department (the Department) in programs and activities including, but not limited to, athletics, sports, out-of-town travel and in-house local events and expenses for a period of three (3) years, which approval expires on June 4, 2016.

At the June 8, 2016 City Commission meeting, Resolution No. 2016-29422 (Exhibit B) was passed approving waiving, by a 5/7^th vote, the formal competitive bidding requirement, and approving and authorizing the purchase of airfares, hotel, meals, local transportation and any associated league and tournament fees to be utilized by the Department’s participants in programs and activities including, but not limited to, athletics, sports, teens, seniors and toddlers for out-of-town travel, local events and banquets for a period of three (3) years, on a year-to-year basis, contingent upon funding availability. Currently, the resolution is expired.

As part of athletics and other year-round programs, the Recreation Division of the Department has historically participated in various competitive travel youth sport leagues and competitions. A portion of the funding for these activities is included in the Department’s General Fund budget. Additionally, the balance of the funds for these trips may come from a number of sources such as sponsorships, parents’ support, fundraising activities by the participants and other efforts in order to cover the travel costs to various competitions, leagues and games throughout the year. Examples are: 1) Summer Bonus Trips to Orlando, FL, 2) Teens End of Yea Trip to Orlando, FL or Arcadia, FL, 3) Teens Hip-Hop Dance Competitions in Orlando, FL or Tampa, FL, and 4) Special Olympics Competitions throughout the state.

These raised funds are then deposited into the Department’s Other Contributions Account (011-8000-366900-00-332-362-00-00-00-) and then the Department can charge their Program Operations Account (011-0950-000345-28-406-545-00-00-00-) to pay for the various fees incurred for the program.

The Parks and Recreation Department will work with the respective City departments to stay in compliance with the City’s established budgetary, procurement and administrative procedures.

With the expiration of Resolution No. 2016-29422, the Administration recommends adopting the Resolution, waiving, by a 5/7^th vote, the formal competitive bidding requirement, and approving and authorizing the purchase of airfares, hotel, meals, local transportation and any associated league and tournament fees to be utilized by the Department’s participants in programs and activities including, but not limited to, athletics, sports, teens and seniors for out-of-town travel, local events and banquets for a period of three (3) years, on a year-to-year basis, contingent upon funding availability.