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HomeMy WebLinkAboutR-92-0229:01 41 LM J-92-257 3/6/92 RESOLUTION NO. 92- 229 A RESOLUTION AUTHORIZING METROPOLITAN DADE COUNTY ON BEHALF OF THE CITY OF MIAMI TO ADVERTISE FOR, EVALUATE, AND ACCEPT THE BID(S) OF A VENDOR OR VENDORS TO PROVIDE UNITED STATES DEPARTMENT OF AGRICULTURE (USDA) APPROVED MEALS TO ELIGIBLE CHILDREN FOR THE CITY'S SUMMER FOOD SERVICE PROGRAM - 1992; FURTHER AUTHORIZING METROPOLITAN DADE COUNTY TO ENTER INTO THE NECESSARY CONTRACT(S) WITH THE SUCCESSFUL BIDDERS) FOR THIS PURPOSE AND AUTHORIZING THE CITY MANAGER TO DIRECT THE CHIEF PROCUREMENT OFFICER TO ISSUE THE NECESSARY PURCHASE ORDER(S), SAID AUTHORIZATIONS BEING SUBJECT TO AND CONDITIONED UPON THE CITY OF MIAMI'S ACCEPTANCE OF A GRANT IN THE ESTIMATED AMOUNT OF $294,654 FROM USDA THROUGH THE FLORIDA DEPARTMENT OF EDUCATION AND UPON APPROPRIATION OF SAID FUNDS FOR THE 1992 CITY'S SUMMER FOOD SERVICE PROGRAM. WHEREAS, the United States Department of Agriculture, through the Florida Department of Education, has tentatively agreed to fund the City of Miami's annual Summer Food Service Program for Children in 1992; and WHEREAS, with the approval of the above two agencies, .00 Metropolitan Dade County has offered to include the City of Miami in a competive bid proposal to select a vendor or vendors to provide summer lunches and supplements (snacks); and WHERAS, Dade County will advertise and receive sealed bids, then evaluate and award to the lowest responsive and responsible bidder(s) meeting all state and federal requiremen :CITY COVOUSSION MEETIRG OF APR 0 2 1992 Resolution No. 92- 229 r WHEREAS, inclusion of the City's program requirements in the Metro -Dade County competitive bid package allows vendors to offer summer lunches and supplements at rates lower than that which could be obtained by the City of Miami under a separate bid; and WHEREAS, based on figures from last year's program, the City of Miami plans to serve an estimated 107,24:7 lunches (average 2,437 lunches/day X 44 days) and 123,734, snacks (average 2,812 snacks/day X 44 days) to eligible children at thirty (30) sites throughout the City in conjunction with the 1992 Summer Recreation Program; and WHEREAS, reimbursement rates from the USDA grant through the Florida Department of Education are estimated at $2.11 per lunch and $0.5525 per snack for a total estimated grant of $294,654; NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY OF MIAMI, FLORIDA: Section 1. The recitals and findings contained in the preamble to this Resolution are hereby adopted by reference thereto and included herein as if fully set forth in this Section. Section 2. Metropolitan Dade County is hereby authorized, on behalf of the City of Miami, to advertise for, evaluate, and accept the bid(s) from a vendor or vendors to provide USDA approved meals to eligible children for the City's Summer Food Service Program - 1992. Section 3. Metropolitan Dade County is hereby further authorized to enter into the necessary contract(s) with the 2 - 92- 229 successful bidder(s) for this purpose, and the City Manager is -; hereby authorized to direct the Chief Procurement Officer to i issue the necessary purchase order(s), subject to and contingent upon the City of Miami's acceptance of a grant in the estimated amount of $294,654 for USDA through the Florida Department of Education and upon the City's appropriation of said funds for the 1992 Summer Food Service Program. Section 4. This Resolution shall become effective immediately upon its adoption. PASSED AND ADOPTED this 2nd day of Apri&, � , 1992. ATTEST MATT'Y HIRAI, CITY CLERK PREPARED AND APPROVED BY: RAFAEL O. DIAZ =-DEPUTY CITY - ATTORNEY-- - APPROVED AS TO FORM AND CORRECTNESS: r A. QUINN J N ; III CITY ATTORVY - 3 - XAVIEP4 L. SUAREZ CNAYOR 92- 229 _4 - CITY OF MIAMI, FLORIDA 23 -OFFICE MEMORANDUM INTER b TO DATE L 5 992 FILE Honorable Mayor and Members of the ity Commission SUBJECT . Resolution for the Summer Food Service Program for -a Children 1992 f FRO'`1 Cesar H. OdiQ REFERENCES i City Manager i ENCLOSURES. RECOMMENDATION: It is respectfully recommended that the City Commission adopt the attached Resolution authorizing Metropolitan Dade County, on behalf of the City of Miami, to advertise for, evaluate, and accept bids for the furnishing of United States Department of Agriculture (USDA) approved meals for participants in the City's 1992 Summer Lunch Program, at a fixed rate per meal not to exceed the reimbursement rate established by USDA. The resolution would also authorize Dade County to enter into the necessary agreement(s) with the successful bidder, and the City's Chief Procurement Officer to issue the necessary purchase order(s) for this purpose, subject to and conditioned upon the City's acceptance of a grant in the estimated amount of $294,654 from USDA through the Florida Department of Education (DOE) and upon the City's appropriation of said funds for the Summer Food Program. BACKGROUND: The Department of Parks and Recreation Summer Food Service Program provides a box lunch and afternoon snack to children aged 18 and under during the summer. Since 1968, the City of Miami has provided these summer meals as an integral part of its summer recreation program offering arts and crafts, sporting activities, field trips, and special events. The meals are served daily at thirty (30) sites carefully chosen to provide reasonable access to all of Miami's youth. Based on 1991 program totals, we estimate that 107,247 lunches and 123,734 snacks will be served during the upcoming summer program. These figures average out to 2,437 lunches and 2,812 snacks each day for the 44-day program. Funding is provided to the City from a USDA grant through Florida's DOE. This year's grant is estimated at $294,654 based on last year's meals figures and reimbursement rates of $2.11 for lunch and $0.5525 for afternoon supplements (snacks). Notification and award of the grant should occur in May 1992. 82- 229 Honorable Mayor and Members of the City Commission Summer Food Service Program Page 2 In preparation for this program DOE has again selected Metropolitan Dade County as the local agency responsible to conduct the competitive bid process for the selection of a local vendor to supply meals on a county -wide basis. Other local sponsors, including the City of Miami, may then elect to have their program needs covered under the "umbrella" bid put out by Dade County. The "invitation to bid" document which Metro -Dade County must prepare is reviewed and approved by the Florida DOE for conformance with the rules and regulations promulgated by the USDA. For example, the lunch menu must meet USDA's strict nutritional requirements. Preparation of our own bid document would be an arduous task requiring approval of DOE. Also, it is expected that the rate per lunch will be lower if the City participates in Dade County's "umbrella" bid. All operational and administrative expenses will be paid by the USDA grant. Prior to the purchase of these meals under the Dade County bid, it will be necessary for the City to accept the USDA grant and appropriate those funds for the 1992 Summer Food Service Program. We expect to bring this action to the City Commission for approval in May 1992, prior to the June 1992. program start.