2012-0315 Regular City Commission Meeting

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Summary Minutes: Regular City Commission Meeting March 15,2012 City of Sunny Islcs ileach, Florida Annually in Combined Expenses; Authorizing the City Manager to Do All Things Necessary to Effectuate this Resolution; Providing for an Effective Date. Action: City Clerk Hines read the title, and Cultural and Human Services Director Susan Simpson reported that the City produces approximately 60 events per year, and for that we rent carnival rides, games, tents, tables and chairs. We typically come to the Commission for purchases that would exceed $10,000 for each of these vendors. We put out a bid and All Star Rentals were the bidder for the rides and games, and Elite Tents for the tents. Other vendors may get added to the list later. City Manager Cohen said we are bringing this to you in lieu of bringing event specific requests to you which we have done in the past. This is a way to bring all of our events together so we do not have to keeping coming to the Commission for approval for every individual event. Public Speakers: None Mayor Edelcup asked how do we ensure year after year that we are still getting the best price, will this go out for bid each year, and Assistant City Manager Shah said that we have an RFQ out and so when vendors show interest, they are able to apply for staffto consider. Each time an event occurs we will provide a list of items that they are looking to have for that event, and then they will price it out and compete against each other. Part of the purpose in doing this was to ensure that we did have prequalified vendors since they are servicing our residents and their children. Ms. Simpson said one of the qualifications that we had is speeifically the carnival rides, they have employees that work those rides, they screen those employees really well opposed to perhaps somebody else. What they did with this bid was that they offered us a discount from their list price, and so we get 10% off their across the board prices for whatever we choose. If we have someone else that meets the same criteria, ie. screening of their employees, we would add them to the list and get quotes from both. Mayor Edelcup said before each one was a separately negotiated contract, is our discount only if you give them a year contract for various events versus a specific event. Ms. Simpson said previously we were not getting the 10% off discount, by registering them for the full year, we are getting that 10% discount. We are not guaranteeing them any future purchases for that year, we are still going on a case by case basis. Commissioner ScholI moved and Vice Mayor Thaler seconded a motion to approvc the resolution. Rcsolution No. 2012-1873 was adopted by a voice vote of 4-0-1 (Commissioner Aelion abscnt) in favor. 10H. A Resolution of the City Commission of the City of Sunny Isles Beach, Florida, Approving an Agrecmcnt bctwcen thc City of Sunny Islcs Bcach and the Police Bcncvolcnt Association (PBA), in Substantially the Same Form Attached Hereto as Exhibit "A"; Authorizing the Mayor to Execute Said Agreement; Authorizing the City Manager and City Attorney to Do All Things Necessary to Effectuate this Resolution; Providing for an Effective Date. Action: City Clerk Hines read the title, and City Manager Cohen reported that the City has concluded its negotiations with the Police Benevolent Association for our first contract which memorializes the status quo regarding terms and conditions for employment for our officers and maintains the City's management rights. The conduct of the negotiations, he felt 14