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 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.

At the May 11, 2016 City Commission Meeting, Resolution No. 2016-29388 (Exhibit B) was passed approving the waiving, by a 5/7^th 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 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.

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 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:

• 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.