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Home My WebLink AboutCRA-R-13-0032 May 28, 2013 Draft Legislation with AttachmentsCity of Miami Legislation CRA Resolution City Hall 3500 Pan American Drive Miami, FL 33133 www.miamigov.com File Number: 13-00604 Final Action Date: A RESOLUTION OF THE BOARD OF COMMISSIONERS OF THE SOUTHEAST OVERTOWN/PARK WEST COMMUNITY REDEVELOPMENT AGENCY, WITH ATTACHMENT(S), AUTHORIZING AN AMENDMENT TO THE SCOPE OF WORK FOR FOLKLIFE FRIDAYS WHICH CALLS FORA MODIFICATION TO THE SCHEDULE AND LOCATION OF FOLKLIFE FRIDAYS, AS WELL AS OTHER PROGRAMMATIC AND ADMINISTRATIVE REQUIREMENTS; AUTHORIZING THE EXECUTIVE DIRECTOR TO EXECUTE ALL DOCUMENTS NECESSARY FOR SAID PURPOSE. WHEREAS, the Southeast Overtown/Park West Community Redevelopment Agency ("CRA") is a community redevelopment agency created pursuant to Chapter 163, Florida Statutes, and is responsible for carrying out community redevelopment activities and projects within its Redevelopment Area in accordance with the 2009 Southeast Overtown/Park West Redevelopment Plan ("Plan"); and WHEREAS, Section 2, Goal 5, at page 11, of the Plan lists the promotion of "local cultural events, institutions, and businesses," as a stated redevelopment goal; and WHEREAS, Section 2, Goal 5, at page 11, of the Plan also lists "restor[ing] a sense of community and unify[ing] the area culturally," as a stated redevelopment goal; and WHEREAS, New Washington Heights Community Development Conference, Inc. ("New Washington Heights") has developed "Folklife Fridays," a monthly open-air market that showcases various local vendors selling a variety of items, such as arts and crafts, books, jewelry, clothing, and food, on the 9th Street Pedestrian Mali; and WHEREAS, the Board of Commissioners, by Resolution No. CRA-R-13-0010, passed and adopted on February 25, 2013, authorized a grant to New Washington Heights for the continued operation of Folklife Fridays; and WHEREAS, New Washington Heights seeks to amend the scope of work presented to the Board on February 25, 2013 to modify the schedule and location of Folklife Fridays in order to ensure more participation by local businesses and attendance by the public, and to include certain programmatic and administrative requirements; and WHEREAS, the Board of Commissioners finds that the attached amended scope of work, as proposed by New Washington Heights, would further the aforementioned redevelopment goals and objectives; and WHEREAS, the Board of Commissioners wishes to authorize an amendment to the scope of work for Folklife Fridays, which calls for a modification to the schedule and location of Folklife Fridays, as well as other programmatic and administrative requirements; NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF COMMISSIONERS OF THE City of Miami Page 1 of 2 File Id: 13-00604 (Version: 1) Printed On: 5/20/2013 File Number: 13-00604 SOUTHEAST OVERTOWN/PARK WEST COMMUNITY REDEVELOPMENT AGENCY OF THE CITY OF MIAMI, FLORIDA: Section 1. The recitals and findings contained in the Preamble to this Resolution are adopted by reference and incorporated herein as if fully set forth in this Section. Section 2. The amendment to the scope of work for Folklife Fridays, as attached, is hereby authorized. Section 3. The Executive Director is authorized to execute all documents necessary for said purpose. Section 4. This Resolution shall become effective immediately upon its adoption. APPROVED AS TO FORM AND LEGAL SUFFICIENCY: JESSICA N. PACHECO, ESQ. SPECIAL COUNSEL City of Miami Page 2 of 2 File Id: 13-00604 (Version: 1) Printed On: 5/20/2013 Folklife Fridays 2013 SCOPE OF WORK OBJECTIVE: The Southeast Overtown/Park West Community Redevelopment Agency ("CRA") funded Folklife Fridays, a project of the New Washington Heights Community Development Corporation, Inc. ("Grantee") to promote businesses within the Overtown community and to promote and market the Overtown community as a cultural heritage tourist destination. This scope of work will communicates the requirements, deliverables, and program restrictions of the project operation. The evaluation of these objectives will determine whether the program remains eligible for future CRA funding. 1. Grantee shall conceptualize, develop, implement, program and operate an open air marketplace festival (the "Event") along NW 3rd Avenue between NW 9 Street and NW 11 Street (the "Project Site") to promote the local businesses within the Overtown community and serve to brand the Redevelopment Area as a cultural heritage tourist destination. 2. Grantee shall coordinate an Event every three months for a total of four (4) Events during the term of this agreement as outlined in the conceptual schedule below: • First Quarter Event Date: March 1, 2013 • Second Quarter Event Date: June 21, 2013 • Third Quarter Event Date: September 6, 2013 • Fourth Quarter Event Date: December 6, 2013 3. Grantee shall operate the Events during the hours of 4PM to 9PM. 4. Grantee shall actively engage the businesses within the Redevelopment Area to participate at the Events. To that end, Grantee shall regularly attend the established Overtown business association meetings and general business community meetings to present its vending and marketing opportunities to the business stakeholders. 5. Grantee shall maintain accurate records of the number of attendees at the Events. 6. Grantee shall maintain accurate records of all vendor participants at the Events. 7. Grantee shall document the total income derived by vendors from the sales of goods and services at the Events. 8. Grantee shall recruit and pursue a diverse selection of vendor products, services, and pricing at the Events. 9. Grantee shall incorporate the promotion and sale of cultural artifacts representative of Historic Overtown so as to establish a consistent themed inventory of goods that can serve to establish a market brand of the Events as a cultural experience. 10. Grantee shall maintain member status with the Greater Miami Convention and Visitors Bureau and shall seek to promote the Events regionally and nationally as a cultural experience within the Redevelopment Area. DELIVERABLES: Within five (5) calendar days following an Event, Grantee shall provide a report detailing the following deliverables: 1. Copies of completed surveys conducted during each Event. 2. Copies of completed vendor registration forms and deposit fees, if applicable 3. Accounting of program income generated. 4. Reporting of the number of attendees at each Event. 5. Support documentation verifying Grantee's efforts in engaging the local business community to participate at the Events. 6. Original copies of approved marketing materials distributed at the Events. PROGRAM RESTRICTIONS: Grantee shall adhere to the following program restrictions: 1. All Event marketing and promotional materials must be pre -approved by the CRA. 2. All expenses proposed to be paid with grant funds must be pre -approved by the CRA prior to purchase. 3. Modifications to the Scope of Work and Program Budget require the approval of the CRA Board of Commissioners. 4. Cash transactions are not allowed. The CRA will not accept reimbursement requests for unauthorized cash transactions. eg Folklife Fridays 2013 Budget Special Event Permit Requirements - Fire $ 4,000.00 $ 4,000.00 $ - Special Event Permit Requirements - Police $ 9,000.00 $ 9,000.00 $ - Special Event Permit Requirements - Sanitation $ 1,080.00 $ - $ 1,080.00 In -Kind Service to be provided by the CRA's Overtown Beautification Team Insurance $ 1,800.00 $ 1,800.00 Printing Expense - Marketing $ 8,000.00 $ 8,000.00 Equipment Purchase/Rental (Portable bathrooms, tents, tables,sound stage, etc) $ 13,000.00 $ 10,000.00 $ 3,000.00 Soundstage provided inkind by City of Miami through District 5 Office Event Site Preparation $ 2,000.00 $ 2,000.00 $ - - Talent Booking $ 24,000.00 $ 24,000.00 Contingency $ 490.00 $ 490.00 SUB TOTAL $ 63,370.00 75% $ 59,290.00 $ 4,080.00 7� NI JJCOST AdJ -Wig: t1Q Management/Operation Fees $ 17,710.00 $ 17,710.00 $ - Consulting -Accountant $ 3,000.00 $ 3,000.00 $ - SUB TOTAL $ 20,710.00 25% $ 20,710.00 $ - TOTAL $ 84,080.00 I $ 80,000.00 $ 4,080.00 CATEGORY Program Direct Cost FOLKLIFE FRIDAY 2013 BUDGET Quarterly Breakdown of Budgeted Funds QTR 1 QTR 2 QTR3 QTR4 TOTAL Special Event Permit -Fire $ 1,000.00 $ 1,000.00 $ 1,000.00 $ 1,000.00 $ 4,000.00 Special Event Permit -Police $ 2,250.00 $ 2,250.00 $ 2,250.00 $ 2,250.00 $ 9,000.00 Special Event Permit- Solid Waste $ $ $ $ $ Printing/Marketing $ 2,000.00 $ 2,000.00 $ 2,000.00 $ 2,000.00 $ 8,000.00 Equipment Purchase/Rental $ 2,500.00 $ 2,500.00 $ 2,500.00 $ 2,500.00 $ 10,000.00 Event Site Preparation $ 500.00 $ 500.00 $ 500.00 $ 500.00 $ 2,000.00 Entertainment/Talent Booking $ 6,000.00 $ 6,000.00 $ 6,000.00 $ 6,000.00 $ 24,000.00 Contingency $ 125.00 $ 125.00 $ 125.00 $ 115.00 $ 490.00 In -Direct New Washington Heights - Management/Operations Fee $ 4,425.00 $ 4,425.00 $ 4,430.00 $ 4,430.00 $ 17,710.00 Insurance- General Liability $ 450.00 $ 450.00 $ 450.00 $ 450.00 $ 1,800.00 Accounting $ 750.00 $ 750.00 $ 750.00 $ 750.00 $ 3,000.00 Total $ 20,000.00 $ 20,000.00 $ 20,005.00 $ 19,995.00 $ 80,000.00