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2017-148-3253 - Jazz in the Gardens 2018 SDK VNRESOLUTION NO. 2017-148-3253 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA, APPROVING THE 2018 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 THIRTEENTH ANNUAL JAZZ IN THE GARDENS EVENT TO BE HELD IN MARCH 2018; 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 FOR AN EFFECTIVE DATE. WHEREAS, the City of Miami Gardens will celebrate the Thirteenth Annual Jazz in the Gardens event in March 2018, and WHEREAS, Jazz in the Gardens has become a premiere spring event in the southeastern region of the United States, and WHEREAS, based on the overwhelming response received in the past years, the City has strategically positioned Jazz in the Gardens as a national event, rapidly gaining increased recognition and visibility, and WHEREAS, staff has begun planning for the 2018 event, which is critical in order to properly solicit national sponsors while capitalizing on the energy generated by the success of the 2017 event, and WHEREAS, it is anticipated that performing artists, advertising, marketing and production expenditures in several areas will exceed the City Manager's authority as prescribed under the City's Purchasing Ordinance, and WHEREAS, City staff request authorization to allow the City Manager to exceed his purchasing authority, as it relates to the expenditures for the 2018 Jazz in the Gardens events, and NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA AS FOLLOWS: Section 1: ADOPTION OF REPRESENTATIONS: The foregoing Whereas paragraphs are hereby ratified and confirmed as being true, and the same are hereby made a specific part of this Resolution. Section 2: AUTHORIZATION: The City Council of the City of Miami Gardens hereby authorizes the City Manager to negotiate and execute all contracts and to retain consultants, as may be necessary and appropriate, for the production of the Thirteenth Annual Jazz in the Gardens event to be held in March 2018; authorizes the City Manager to negotiate and execute a one year extension to that certain Agreement with SunLife Stadium, for this purpose; authorizes a waiver of bid procedures for purchases made in connection with the event; and further authorizes the City Manager to exceed his purchasing authority as may be necessary for the event. Section 3: EFFECTIVE DATE: This Resolution shall take effect immediately upon its final passage. PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS AT ITS REGULAR MEETING HELD ON October 11, 2017. OLIVER GILBERT, III, MAYOR ATTEST: RONETTA TAYLOR, ji4MC, CITY CLERK RESOLUTION NO. 2017-148-3253 PREPARED BY: SONJA KNIGHTON DICKENS, ESQ., CITY ATTORNEY SPONSORED BY: MAYOR OLIVER GILBERT III Moved by: U^rla^o Seconded by: VOTE: ~7 'O Mayor Oliver Gilbert, III y (Yes) (No) Vice Mayor Lisa C. Davis (Yes) (No) Councilwoman Lillie 0. Odom (Yes) (No) Councilman David Williams Jr (Yes) (No) Councilwoman Felicia Robinson (Yes) (No) Councilman Rodney Harris (Yes) (No) Councilman Erhabor Ighodaro, Ph.D. ^ (Yes) (No) RESOLUTION NO. 2017-148-3253 18605 NW 27 Avenue Miami Gardens, Florida 33055 ADD ON ITEM City of Miami Gardens Agenda Cover Memo Council Meeting Date: October 11, 2017 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 X Funding Source: General Fund- Media & Events Advertising Requirement: (Enter X in box) Yes No X Contract/P.O. Required: (Enter X in box) Yes No RFP/RFQ/Bid #: NA X Strategic Plan Related (Enter X in box) Yes No Strategic Plan Priority Area: Enhance Organizational Bus. & Economic Dev Public Safety Quality of Education Qual. of Life & City Image X Communications Strategic Plan Obj./Strategy: (list the specific objective/strategy this item will address) X Sponsor Name Mayor Oliver Gilbert Department: Mayor and Council Short Title: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA, APPROVING A 2018 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 THIRTEENTH ANNUAL JAZZ IN THE GARDENS EVENT TO BE HELD IN MARCH 2018; 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: This music festival, held at Hard Rock Stadium, is not just a concert; it is a high-class event that has put the City of Miami Gardens on the map as a thriving City and destination, showcasing its people, community, and businesses. 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, the City has 18605 NW 27 Avenue Miami Gardens, Florida 33055 strategically positioned Jazz in the Gardens as a national event, rapidly gaining increased recognition and visibility. Staff has begun planning for the 2018 event. This is critical in order to properly solicit national sponsors while capitalizing on the energy generated by the success of the 2017 event. We anticipate that performing artists, advertising, marketing and production 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 2018 Jazz in the Gardens events. Fiscal Impact Depends on the negotiations by the City Manager, staff will ensure the contract amount and other expenses related to the 2018 Jazz in the Gardens event have been budgeted in the FY 2018 budget. Proposed Action: We recommended that City Council approve this Resolution. Attachment: None.