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HomeMy WebLinkAboutR-85-0994J—HJ-HJG RESOLUTION NO.—��c�'' A RESOLUTION ALLOCATING AN A14OUNT NOT TO EXCEED $355000 FROM SPECIAL PROGRAMS AND ACCOUNTS, CONTINGENT FUND IN SUPPORT OF THE FLORIDA EXPORTERS AND IMPORTERS ASSOCIATION PROGRAM OF ACTIVITIES FOR THE PERIOD OF OCTOBER 1, 1985 THROUGH SEPTEMBER 30, 1986; FURTHER AUTHORIZING THE CITY MANAGER TO EXECUTE AN AGREEMENT, IN A FORM ACCEPTABLE TO THE CITY ATTORNEY, WITH SAID ORGANIZATION TO IMPLEMENT THE SAID ALLOCATION. BE IT RESOLVED BY THE COMMISSION OF THE CITY OF MIAMI, FLORIDA: Section 1. An amount not to exceed $35,00 is hereby allocated from Special Programs and Accounts, Contingent Fund in support of the Florida Exporters and Importers Association's program of activities for the period of October 1, 1985 through September 30, 1986. Section 2. The City Manager is hereby authorized to execute an agreement, in a form acceptable to the City Attorney, with said y organization to implement the herein allocation. PASSED AND ADOPTED this 26th day of SEPTEMBER 1985. A PREPARED AND APPROVED BY: e,4a T • t.,. Robert ar Deputy City Attorney APPROVED y-S TV FORM AND CORRECTNESS: MAURICE A. FERRE Maurice A. Ferr& Mayor CITY COMMISSION MEETING OF SEP 26 TION No. ' "" 44, CITY OF MIAMI. FLORIDA INTER -OFFICE MEMORANDUM Honorabl a Mayor and .1 TO Members of the City Commission FROM Sergio Pereira l City Manager DATE 16 FILE Allocation for the SUB.)EST Fl on da Exporters and Importers Association (FEIA) in the amount of REFERENCES $350000September 12th Commission Meeti ENCLOSURES ng "It is recommended that the City Commission approve the attached resolution authorizing the City Manager to allocate an amount not to exceed $35,000 from Special Programs and Accounts, Contingent Fund, in support of the Florida Exporters and Importers Association's program of activities for the period of October 1, 1985 through September 30, 1986; further authorizing the City Manager to execute an agreement, in a form acceptable to the City Attorney, with said organization." On May 10, 1984, the City Commission authorized the allocation of $352000 by Resolution No.84-545 for a contract with the Florida Exporters and Importers Association (FEIA). However, numerous events contributed to the City's inability to execute a contract with FEIA to implement the $35,000 allocation which was to be expended for the 1984 work program of FEIA. From February 1984 to April 1984, the City's Office of Internal Audit conducted an audit on the Florida Exporters and Importers Association $20,000 contract with the City for the period of February 1, 1983 through January 31, 1984. The audit was conducted to establish the extent to which FEIA complied with the programmatic and fiscal terms of the agreement. On August 27, 1984, the City's Internal Auditor issued an audit report which cited eleven (11) findings and recommended that FEIA be invoiced in the amount of $3,372.01 for disallowed expenditures as a result of disputed matching funds, entertainment expenses and other questioned expenses charged to the City for fees that were paid by seminar attendees. After numerous meetings with FEIA's representatives to resolve the audit findings, the City invoiced FEIA for $3,372.01 in disallowed costs on September 24, 1984. On October a 199 1984, a representative of FEIA wrote Howard Gary asking that the payment of the disallowed costs be waived. 810-994 ' 0 Honorable Mayor and -2- Members of the City Commission During November 1984, FEIA reached an agreement with the Interna- tional Center of Florida to acquire executive and administrative services similar to the services provided to the Florida Interna- tional Bankers Association by the International Center of Florida. Also at this time, Mr. Coleman Travelstead, Executive Vice -President of the International Center of Florida, was appointed Executive Director of FEIA and Mr. Tom Travis was elected FEIA's new president. Upon assuming corporate responsibilities, Messrs. Travis and Travelstead decided to have an independent financial investigation completed before entering into a new contract with the City. On February 11, 1985 and on February 28, 1985, two letters were written to Randolph B. Rosencrantz, City Manager by the new President of FEIA, Mr. Tom Travis and by the new Executive Director of FEIA, Mr. Coleman Travelstead requesting that the waiver request be again reviewed. Their request was based on the evidence supplied by FEIA as to FEIA's contention that the questioned expenditures were approved by the former Director of the Department of International Trade Promotion and therefore should be accepted by the City of Miami. In a memorandum dated April 26, 1985, the Director of the Department of Economic Development recommended that a waiver of the $3,372.01 in disallowed costs be granted to FEIA. The recommendation was based on the rationale that the Department of International Trade Promotion (DITP), which served as contract manager, did not have a Policies and Procedures Manual to assist contractors in meeting the terms of their contracts and that the questioned costs related to matters which FEIA contends were approved by the former director of DITP. On May 31, 19859 I approved the waiver of $3,372.01 in disallowed costs for the Florida Exporters and Importers Association (FEIA). Since June 1985 to the present, the Department of Economic Development has been working to develop the $35,000 agreement for FEIA in close cooperation with officials of the corporation. Although, the Florida Exporters and Importers Association suffered internal financial and organizational problems during 1984, I believe that we should continue to contract with this organization for the following reasons: New leadership evidenced by the election of Mr. Tom Travis as president. r 8 ; �-99Ary Ll Honorable Mayor and -3- Members of the City Commission Improved financial and program management which will be provided by the International Center of Florida, an organization with a proven track record in properly managing contracts. ' Need to continue to promote and support inter- national business and trade activities for the City of Miami. Under the proposed contract, key contract objectives that the Florida Exporters and Importers Association will implement are as follows: a. Provide to the City of Miami on a bi-monthly basis a Calendar of International Events which will be used by the international business community as guides to programs, seminars and educational opportunities to assist international businesses in keeping aware of the latest opportunities and/or changes in trade related matters. b. Distribute annually an area -wide directory of interna- tional business throughout the community, the U.S. and the world, as appropriate, in order to increase business opportunities. c. Publish a quarterly "FEIA Gram" which will provide FEIA's membership and others with useful trade information. d. Provide 100 specific trade contacts to match business requests from outside Miami to local businesses. e. Coordinate and produce at least four trade seminars/year on the export/import of goods and services. f. Develop and pilot -test a program to attempt to place twelve Black businesspersons and other minority individuals with FEIA member companies for the purpose of strengthening skills in the import/export field. Therefore, it is recommended that the City Commission authorize the City Manager to execute an agreement, in a form acceptable to the City Attorney, with the Florida Exporters and Importers Association for the 1985-86 work program of said Association. Even though Resolution No. 84-545 was approved in May, 1984, we are requesting approval again because of the lapse of sixteen months. Sr -994.6 D Honorable Mayor and -3- Members of the City Commission Improved financial and program management which will be provided by the International Center of Florida, an organization with a proven track record in properly managing contracts. ' Need to continue to promote and support inter- national business and trade activities for the City of Miami. Under the proposed contract, key contract objectives that the Florida Exporters and Importers Association will implement are as follows: a. Provide to the City of Miami on a bi-monthly basis a Calendar of International Events which will be used by the international business community as guides to programs, seminars and educational opportunities to assist international businesses in keeping aware of the latest opportunities and/or changes in trade related matters. b. Distribute annually an area -wide directory of interna- tional business throughout the community, the U.S. and the world, as appropriate, in order to increase business opportunities. c. Publish a quarterly "FEIA Gram" which will provide FEIA's membership and others with useful trade information. d. Provide 100 specific trade contacts to match business requests from outside Miami to local businesses. e. Coordinate and produce at least four trade seminars/year on the export/import of goods and services. f. Develop and pilot -test a program to attempt to place twelve Black businesspersons and other minority individuals with FEIA member companies for the purpose of strengthening skills in the import/export field. Therefore, it is recommended that the City Commission authorize the City Manager to execute an agreement, in a form acceptable to the City Attorney, with the Florida Exporters and Importers Association for the 1985-86 work program of said Association. Even though i Resolution No. 84-545 was approved in May, i984, we are requesting approval again because of the lapse of sixteen months. 85* -99,3; D El Honorable Mayor and -3- Members of the City Commission ' Improved financial and program management which will be provided by the International Center of Florida, an organization with a proven track record in properly managing contracts. ' Need to continue to promote and support inter- national business and trade activities for the City of Miami. Under the proposed contract, key contract objectives that the Florida Exporters and Importers Association will implement are as follows: a. Provide to the City of Miami on a bi-monthly basis a Calendar of International Events which will be used by the international business community as guides to programs, seminars and educational opportunities to assist international businesses in keeping aware of the latest opportunities and/or changes in trade related matters. b. Distribute annually an area -wide directory of interna- tional business throughout the community, the U.S. and the world, as appropriate, in order to increase business opportunities - c. Publish a quarterly "FEIA Gram" which will provide FEIA's membership and others with useful trade information. d. Provide 100 specific trade contacts to match business requests from outside Miami to local businesses. e. Coordinate and produce at least four trade seminars/year on the export/import of goods and services. f. Develop and pilot -test a program to attempt to place - twelve Black businesspersons and other minority individuals with FEIA member companies for the purpose of strengthening skills in the import/export field. Therefore, it is recommended that the City Commission authorize the City Manager to execute an agreement, in a form acceptable to the City Attorney, with the Florida Exporters and Importers Association for the 1985-86 work program of said Association. Even though Resolution No. 84-545 was approved in May, i984, we are requesting approval again because of the lapse of sixteen months. 85 _9911 �A r 9 i i'IIF�Ti 4 4 J-83-1095 3112/B4 rr/D-5 M83-1012 11/16/83 RESOLUTION NO. 84--545 A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE THE ATTACHED AGREEMENT WITH THE FLORIDA EXPORTERS AND IMPORTERS ASSOCIATION (F.E.I.A.) FOR PROFESSIONAL SERVICES BY THE F.E.I.A. IN ASSISTING AND SUPPORTING PARTICIPATION BY THE BLACK MINORITY BUSINESS SECTOR DURING THE 1984 WORK PROGRAM OF THE F.E.I.A., WITH CITY FUNDS THEREFOR ALLOCATED IN A SUM NOT TO EXCEED $35,000 FROM SPECIAL PROGRAMS AND ACCOUNTS, CONTINGENT FUND, SAID ALLOCATION BEING CONDITIONED UPON COMPLIANCE WITH CITY OF MIAMI ADMINISTRATIVE POLICY NO. APM-1-84, DATED JANUARY 24, 1964. WHEREAS, the Florida Exporters and Importers Association (F.E.I.A.) in carrying out its program of activities has reached out to include the Black Minority Business sector within its program by creating and initiating activities specifically designed to meet the needs of that group and as a result has developed strong working ties with the Martin Luther King Economic Development Corporation and the Miami -Dade Chamber of Commerce; NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY OF MIAMI, FLORIDA: Section 1. The City Manager is hereby authorized to execute the attached Agreement with the Florida Exporters and Importers Association (F.E.I.A.) for professional services by the F.E.I.A. in assisting and supporting participation by the Black Minority Business Sector of the City during the 1.084 Work Program of the F.E.I.A.. Section 2. A sum not to exceed $35,000 is hereby allocated from Special Programs and Accounts, Contingent Fund, to the F.E.I.A. pursuant to said Agreement. CITY COMMISSION MFE:':NG OF MAY 10 19M RESOLui.6;. .•,, S4-545 8u "'99 REMARKS,- -% Section 3. The herein allocation is conditioned upon compliance with City of Miami Administrative Policy No. APM-1 -84, dated January 24, 1984. PASSED AND ADOPTED this10wday of May , 1984. Maurice A. Ferre EST: Q M G PREPARED AND APPROVED BY: i DEPUTY CITY ATTORNEY APPROVED AS TO FORM AND CORRECTNESS: Y ATTORNEY -2- Sr- .99,; i 84-545 , 77, A CITY COMMISSION AGENDA Qiw (ggig MEETING DATE: May 10, 1984 PAGE NO: 20 RESOLUTIONS 39. RESOLUTION R�-®14V- Authorizing the City Manager 1dOWSD: BLUMM£R to execute an agreement with sECOT * DAWKINS the F- Lo r i.d a and ABSENT: CAROLLO -Exporters Zak, r-4z; s-gs-o•c l apt i o n PEREZ .W. lor. Av. J, for pro_ ess ona ser— vice's"by the �.�T:'A"" in asses ing and supporting participation by the black minority business sector during the 1984 work program of the F.E.I.A. with City funds therefor allocated in a sum not to exceed tmaoa from special programs and accounts, contingent fund, said allocation being conditioned upon compliance with City of Miami Administrative Policy No. APM-1-84, dated January 240 1984. City Manager recommends. 40. RESOLUTION Authorizing the City Manager R-84-547 to execute the negotiated MOVED: DAWKINS agreement in substantially the SECOND: PLUMMER form attached hereto, between ABSENT: CAROLLO the City of Miami and Albert PEREZ R. Ferez Aisoc., o provide 2rofessionar services related to the design an construction of the Blue L_aBoo"n Park Developme �E �Project, using previously allocated funds to cover the cost of such services. City Manager recommends. 41. RESOLUTION R-84-546 Authorizing the City Manager MOVED: PLUMMER to execute the attached SECOND: DAWKINS amended agreement between the ABSENT: CAROLLO Little Havana Development PEREZ ut orl an e City o iam1 for Professional services of said iuthorlty in e evelo went of a Latin Qua_rter n e City o Miami' in accordance with the terms and conditions as set •forth therein. City Manager recommends. A 6d QV Com flzu_mj:� L U 6 VRECEIVE c 0 August 28, 1984 '-00, 4RJ � G4RY C11y Mareger Mr. Sergio de Armas President Florida Exporters & Importers Assoc;atior, 100 North Biscayne Boulevard, Suite 90 Miami, Florida 33132 Dear Mr. d m a s: v-t-J On May 10, 1984, the City of Miami approved an allocation not to exceed $35,000 to your organization for your 1:S4 hcrk Program. Despite the fact that we have had at least four (4) meetings with you or representatives of your organization to finalize outstanding issues related to your contract, more than three (3) months have elapsed and we still have not executed your agreement. At this time, we understand that you are in the process of preparing a final budget for the contract period. In addition., it should be noted that the City of Miami Office of Internal Audit is in the process of finalizing its audit report relating to your organization's program for the period of February 1, 1983 through January 31, 1984. I would like to request a special emergency meeting for sometime during the week of September 3, 1984 with you and your Board of Directors to finalize the following issues related to your contract: a) Final resolution of the outstanding audit issues that were cited in the aforementioned audit report for the period of February 1, 1983 through January 31, 1984; b) Management By Objective Work Program and line -item budget that must be submitted as an attachment to your contract; c) The following attachments that were not submitted with your Special Funding Request Form dated August 5, 1984: DEPARTMENT OF ECONOMIC DEVELOPMENT i Olympia auilding i 174 East Flagle► St., 7th Floor i Miami, FL 33131 i (305) 579.3324 CHARLOTTE k CALLOCLY, Director S" 99A; ` , !a �"' t"�,+c`t r ;r ;'tFj ar s�'ftzz -x 44 � . A copy of a certi fied public acccur tarts au 4-' rep,,rt reflecting the expenditure of the $35,000 that your organization received last year from the City cf Miami; 2. F.E.I.A's State Charter; 3. F.E.I.A's Tax Exempt Certificate; 4. "Documentation of internal financial ccrtr.^:s a`?,-., letter from a certified public accc,,jr.tanIL. :er�fyir.g accounting systems and internal controls; and 5. A copy of F.E.I.A's annual budget indicating all sources of funding. Although we realize that delays caused by administrative problems on both the City's and F.E.I.A.Is part have resulted in your organ.ization's inability to perform the scope of service activities outlined in your proposed 'contract, I recommend that we expeditiously resolve these problems so that a new program can commerce on September 1 , 1 934. Also, since you have advised us that your organization would like to subcontract with the International Center of Florida for it to provide you with administrative services, I would suggest that representatives of this organization be invited to attend the previously mentioned Board of Directors meeting. This will allow all of us to jointly resolve all outstanding problems and at the same time proceed with a viable and dynamic work program. Once again, I would like to request that you contact me as soon as possible with a date during the week of September 3rd when we can meet with F.E.I.A.'s Board of Directors. As always, we are available to assist you with any problems related to your program. If you have any questions, please advise. Sincerely, r�J Charlotte Ga 1 gly Director CG/AR/ju cc: Howard V. Gary, City Manager Walter Pierce, Assistant City Manager Sujan Chhabra, Internal Auditor, Office of Internal Audits Dena Spillman., Director, Department of Community Development i i