HomeMy WebLinkAboutReso 2012-1873
RESOLUTION NO. 2012- ~3
A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF
SUNNY ISLES BEACH, FLORIDA, AWARDING BID NO. 12-01-05
AND APPROVING VENDORS FOR EVENT RIDES AND CARNIVAL
RELATED EQUIPMENT RENTAL FOR VARIOUS CITY EVENTS;
AUTHORIZING THE CITY MANAGER TO ENTER INTO
SEPARATE AGREEMENTS WITH SELECTED VENDORS IN AN
AMOUNT NOT TO EXCEED SIXTY FIVE THOUSAND DOLLARS
($65,000.00) ANNUALLY IN COMBINED EXPENSES;
AUTHORIZING THE CITY MANAGER TO DO ALL THINGS
NECESSARY TO EFFECTUATE THIS RESOLUTION; PROVIDING
FOR AN EFFECTIVE DATE.
WHEREAS, the City produces over 60 small and large scale events annually,
many of which include special event rentals such as carnival style rides for children, games, tent,
table, and chair rentals among other things; and
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WHEREAS, based on the annual schedule of events, it is estimated that the City will
spend up to Forty Five Thousand Dollars ($45,000.00) annually on carnival style rides and
games, and up to Twenty Thousand Dollars ($20,000.00) annually on supply rentals (tents,
tables, chairs, etc.) for a total of Sixty Five Thousand Dollars ($65,000.00) in combined annual
expenses; and
WHEREAS, in order to ensure the best price, on January 27, 2012 the City issued
Invitation to Bid No. 12-01-05 ("Bid") for Event Rides and Carnival Related Equipment Rental;
and
WHEREAS, staff received three (3) bids which have been reviewed by staff; and
WHEREAS, staff recommends to set a pool of qualified vendors for Special Event
Rentals (to include rides, tents, tables, and chairs); and
WHEREAS, at this time, the recommended pool of qualified vendors include All Star
Events and Elite Tent Company,
WHEREAS, additional vendors that meet the minimum requirements may be added to
the pool of qualified vendors upon review and conformance.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE
CITY OF SUNNY ISLES BEACH, FLORIDA, AS FOLLOWS:
Section 1. Award of Bid. The City Commission hereby awards Bid No. 12-01-05 to a pool
qualified of vendors.
R2012- Special Event Equipment Rental
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Section 2. Approval of Qualified Pool of Vendors. The City Commission hereby approves
the pool of vendors to provide rented equipment for special events. Additional vendors that meet
the minimum requirements may be added to the pool of vendors.
Section 3. Authorization of the City Manager. The City Commission hereby authorizes the
City Manager to enter into separate agreements with selected vendors, provided said agreements
are approved as to form and legal sufficiency by the City Attorney, in an amount not to exceed
Sixty Five Thousand Dollars ($65,000.00) in combined annual expenses.
Section 4. Further Authorization of the City Manager. The City Manager IS hereby
authorized to do all things necessary to effectuate this Resolution.
Section 5.
Effective Date. This Resolution will become effective upon adoption.
PASSED AND ADOPTED this 15th day of March 2012.
ATTEST:
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I orman S. Edelcup, Mayor
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Jane A. Hines, CMC, City Clerk
Moved by:
C.,a)~ C;:c.~ DLL-
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Seconded by:
Vote: l.\ -0- \
Mayor Norman S. Edelcup ---J..L.-(Yes)
Vice Mayor Lewis Thaler V (Yes)
Commissioner Isaac Aelion - Ab~~ _(Yes)
Commissioner Jeanette Gatto ~(Y es)
Commissioner George "Bud" Scholl vtYes)
_(No)
_(No)
_(No)
_(No)
_(No)
R2012- Special Event Equipment Rental
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City of Sunny Isles Beach
18070 Collins Avenue
Sunny Isles Beach, Florida 33160
(305) 947-0606 City Hall
(305) 949-3113 Fax
MEMORANDUM
TO:
The Honorable Mayor and City Commission
FROM:
Susan Simpson, Cultural and Human Services Director
DATE:
3/15/2012
RE:
Procurement of Special Event Rentals
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RECOMMENDATION:
It is recommended that the City Commission approve the attached resolution to set a
qualified pool of vendors for Special Event Rentals (to include rides, tents, tables, and
chairs). At this time, the approved qualified vendors include All Star Events and Elite
Tent Company, but vendors may be added upon review and conformance.
REASONS:
The City produces over 60 small and large scale events annually. Many of these events
include special event rentals such as carnival style rides for children, games, tent, table,
and chair rentals among other things.
In order to insure the best price, the City solicited bids for these services through
Invitation to Bid Number 12-01-05. Bidders needed to meet a set of minimum
qualifications, as well as provide discount pricing to the City for their catalog of items.
At this time, the approved vendors consist of All Star Events (for Carnival style rides and
games) and Elite Tent Company (for tents, tables, chairs, and other event and party
supply rentals). Approved vendors may be added throughout the year, based on review
and conformance to guidelines set by Bid Number 12-01-05.
ADDITIONAL INFORMATION:
Agenda Item
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Date
http://sibagenda.sibfl.net/ agenda/Preview .aspx?I temID=73 2&MeetingID
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Based on the annual schedule of events, it is estimated that the City will spend up to
$45,000 annually on carnival style rides and games, and up to $20,000 annually on
supply rentals (tents, tables, chairs, etc.). These are estimates and we will be prudent to
only spend what is needed in anticipation of spending less than what is being requested.
FUNDING SOURCE:
Funding is budgeted for and available in the General Fund Special Events Account
Number 10.572.5574.
ATTACHMENTS:
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Resolution
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http://sibagenda. sibfl.net/ agenda/Preview .aspx?I temID=73 2&MeetingID=0&MeetingDate=... 3/9/2012