HomeMy WebLinkAbout2010-024-1206 - 2011 Jazz in the Gardens
City of Miami Gardens Agenda Cover Memo Council Meeting Date: January 27, 2010 Item Type: (Enter X in box) Resolution Ordinance Other X Fiscal Impact: (Enter X in box) Yes No Ordinance
Reading: (Enter X in box) 1st Reading 2nd Reading X Public Hearing: (Enter X in box) Yes No Yes No Funding Source: General FundEvents & Media Advertising Requirement: (Enter X in box)
Yes No Contract/P.O. Required: (Enter X in box) Yes No RFP/RFQ/Bid #: NA X Sponsor Name Mayor Shirley Gibson Department: Events & Media Short Title: A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF MIAMI GARDENS, FLORIDA, APPROVING A 2011 JAZZ IN THE GARDENS EVENT; AUTHORIZING THE CITY MANAGER TO NEGOTIATE AND EXECUTE ALL CONTRACTS AS MAY BE NECESSARY AND APPROPRIATE
FOR THE PRODUCTION OF THE FIFTH ANNUAL JAZZ IN THE GARDENS EVENT TO BE HELD IN MARCH 2011; PROVIDING FOR A WAIVER OF BID PROCEDURES FOR PURCHASES MADE IN CONNECTION WITH THE EVENT; AUTHORIZING
THE CITY MANAGER TO EXCEED HIS PURCHASING AUTHORITY AS MAY BE NECESSARY FOR THE EVENT; PROVIDING FOR THE ADOPTION OF REPRESENTATIONS; PROVIDING AN EFFECTIVE DATE. Staff Summary: The
City is looking forward to celebrating the Sixth Annual Jazz in the Gardens event March 2011, at Dolphin Stadium. This music festival is not just a concert; it is a high‐class event
that has put Miami Gardens on the map as a thriving City and destination, showcasing its people, cultures, and businesses. This year approximately 60,000 attendees are expected to attend
this two‐day weekend event, a significant increase from the 36,000 in 2009. ITEM J-10) CONSENT AGENDA RESOLUTION Approving the 2011 Jazz in the Gardens
1515 NW 167 Street, Building 5 Suite 200 Miami Gardens, Florida 33169 The Jazz in the Gardens music festival has become one of the premiere spring events in the southeastern region of
the United States. Based on the overwhelming response received in past years, Jazz in the Gardens has strategically positioned itself as a national event, rapidly gaining increased recognition
and visibility. To capitalize on this momentum, staff would like to begin planning for the 2011 event immediately after the completion of the 2010 event. This is critical in order to
properly solicit sponsors nationally while capitalizing on the energy generated by the 2010 event. In addition, generally speaking national sponsors require one year timeframe to properly
vet and review events of this magnitude. That entails having a clear understanding of the sponsorship levels and financial commitments to properly engage as a sponsor. This will also
allow us to foster better relationships with current and new partners, vendors, and key stakeholders. It is staff’s goal to have a production contract executed by March, 2010. Selected
contractor(s) would be responsible for coordinating all the necessary services (stage, light, sound, talent, printing, etc) on the City's behalf. It is anticipated that performing artists,
advertising, marketing and expenditures in several areas will exceed the City Manager's authority as prescribed under the City’s Purchasing Ordinance. The timing associated with bring
each item back to Council would make it difficult to negotiate the various agreements for these services in a timely manner. As such, we request authorization to allow the City Manager
to exceed his purchasing authority, as it relates to the expenditures for the 2011 Jazz in the Gardens event. Proposed Action: We recommended that City Council authorizes the City Manager
to negotiate and execute contracts as may be necessary and appropriate for the production of the Sixth Annual Jazz in the Gardens in March 2011; allowing a waiver of bid procedures,
for purchases made in connection with the event, and authorizes the City Manger to exceed his purchasing authority, as may be necessary. Attachment: None