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2011-052-1445 - Approving the 2012 Jazz in the Gardens Event City of Miami Gardens Agenda Cover Memo Council Meeting Date: April 13, 2011 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 2012 JAZZ IN THE GARDENS EVENT; AUTHORIZING THE CITY MANAGER TO NEGOTIATE AND EXECUTE ALL CONTRACTS AND TO RETAIN CONSULTANTS, AS MAY BE NECESSARY AND APPROPRIATE, FOR THE PRODUCTION OF THE SEVENTH ANNUAL JAZZ IN THE GARDENS EVENT TO BE HELD IN MARCH 2012; 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 Seventh Annual Jazz in the Gardens event in March 2012 at Sun Life 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 31,000 people attended this two‐day weekend event. ITEM K-4) CONSENT AGENDA RESOLUTION 2012 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 2012 event immediately after the completion of the 2011 event. This is critical in order to properly solicit sponsors nationally while capitalizing on the energy generated by the 2011 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 April 30, 2011. Selected contractor would be responsible for coordinating all the necessary services (stage, light, sound, talent, printing, etc) on the City's behalf. We anticipate 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. If staff is required to bring each of these matters back to Council for approval, we would have difficulty negotiating 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 2012 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 Seventh Annual Jazz in the Gardens in March 2012; 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.