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11-03-09 Item 12South Miami AD- IUnerica City CITY OF SOUTH MIAMI INTER - OFFICE MEMORANDUM 2001 To: The Honorable Mayor & Members of the City Commission Via: Roger M. Carlton, Interim City Manager° From: Cesar Garcia, Parks & Recreation Director' Date: November 6, 2009 Agenda Item No.. Subject: A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF SOUTH MIAMI, FLORIDA, TO AUTHORIZE THE CITY MANAGER TO PURCHASE TEMPORARY PORTABLE LIGHTS FROM LIGHTING SPECIALTIES COMPANY FOR SOUTH MIAMI PARK TO BE USED WITH THE SOUTH MIAMI GREY GHOSTS SPORTS PROGRAM AND TO CHARGE THE COST OF $4,875.00 TO THE SOCCER DONATION ACCOUNT NUMBER 001 - 0000 - 219 -3575; AND PROVIDING FOR AN EFFECTIVE DATE. Request: To authorize the City Manager to purchase Portable Lights for South Miami Park to keep the fields playable when daylight savings ends for use of the South Miami Grey Ghosts Youth Soccer Program. Background: As presented in the October 20th 2009 Commission Meeting, the parents of the South Miami Grey Ghosts Soccer Program have raised the necessary funds to make field improvements to the Park to include temporary lighting. The neighbors immediately surrounding this park have been notified via flyers of the intent to purchase these directional lights and of our lights out policy no later than 8:30pm. This is as late as the soccer program has practice during daylights savings time and we intend to keep the same schedule so as to not disturb the families surrounding the park and involved in the program. The purchase of temporary lights would allow the program to continue its operation at the same intensity as it does throughout the year. Cost / Funding Source: $ 4,875.00. Funding for this purchase is to be drawn from the Soccer Donation Account Number 001 - 0000 - 219 -3575; with a current balance of $32,107.72. Project Summary.: A. The City of South Miami Grey Ghosts Soccer Program started in the Spring of 2009 and has grown to include more than 650 participants in both the recreation and travel soccer programs this current Fall campaign. B. During the October 20, 2009 City Commission Meeting, Parks & Recreation Board Member/ South Miami Grey Ghosts Soccer Commissioner Anthony Tolgyesi made a presentation on the need for lights at South Miami Park and explained that the expense for this capital field improvement would come from funds that parents and local businesses have donated to the program — see memo to the City Commission from October 20, 2009 meeting attached. Backup Documentation: • (A) Proposed Resolution • (B) Copy of Quotes and back -up documentation to be used to purchase portable field lights • (C) Copy of Memorandum to City Commission at 10/20/09 Commission Meeting RESOLUTION NO.: A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF SOUTH MIAMI, FLORIDA, TO AUTHORIZE THE CITY MANAGER TO PURCHASE TEMPORARY PORTABLE LIGHTS FROM LIGHTING SPECIALTIES COMPANY FOR SOUTH MIAMI PARK TO BE USED WITH THE SOUTH MIAMI GREY GHOSTS SPORTS PROGRAM AND TO CHARGE THE COST OF $4,875.00 TO THE SOCCER DONATION ACCOUNT NUMBER 001 - 0000 - 219 -3575; AND PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, it is necessary and desirable to promote prevention of juvenile crime by providing positive recreation opportunities, and to improve the recreation facilities for youth, adult, and senior citizens in this community through the improvement of our parks and natural areas; and WHEREAS, the City of South Miami has a recreational and travel soccer program that needs additional light to safely practice at South Miami Park during daylights savings time; and WHEREAS, the parents have raised the necessary amount to cover the costs of this proposed capital field improvement; and NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE CITY OF SOUTH MIAMI, FLORIDA THAT: Section 1: To authorize the City Manager to purchase Portable Lights for South Miami Park to keep the fields playable when daylight savings ends for use of the South Miami Grey Ghosts Youth Soccer Program. Section 2. The expenditure of $ 4,875.00 will be charged to the Soccer Donation account number 001 - 0000 - 219 -3575 with a balance of $32,107.72 that the parents of the program have worked to raise. Section 3. This resolution shall take effect immediately upon execution. PASSED AND ADOPTED this day of , 2009. ATTEST: CITY CLERK READ AND APPROVED AS TO FORM CITY ATTORNEY .. APPROVED: u: •: COMMISSION VOTE: Mayor Feliu: Vice Mayor Beasley: Commissioner Palmer: Commissioner Newman: Commissioner Sellars: DATE: TO: VIA: FROM RE: South Miami F l o + r I d a Parks & Recreation Department All America 91 South Miami Community Center 305- 668 -7232 2001 October 27, 2009 Esteemed Mayor & Members of City Commission Roger M. Carlton, Acting City Manager Cesar Garcia, Parks & Recreation Director South Miami Park Temporary Improvements The South Miami Park Master Plan has been approved and adopted by the City Commission. Unfortunately, because of funding restraints, the adopted improvements cannot move forward as planned at this time. Since the inception of our very own soccer program in the Spring of 2009, our soccer parents and volunteers have been fundraising to offset some of the costs associated with developing South Miami Park. Through many fundraising initiatives by this group, enough money has been raised to make a few temporary improvements that would begin to solidify the program among others it competes with. At this time, the South Miami Grey Ghosts Soccer program would like to purchase a office /storage trailer and a set of temporary field lights. With the growth of our program, both of these requested purchases are vital to keep the program moving forward. First the trailer is necessary in order to safely store the equipment that the program utilizes and also to be used as a place to have a definitive information /first -aid station for patrons to go to in case of need. Secondly, because of daylights savings that is quickly approaching, we need to have temporary lights to accommodate our travel teams. As has been done in the past with our travel teams for other sports, these temporary lights would be used only as absolutely needed and only for practices on, weekdays. The light discipline would be until 8:00pm to respect the residents that live in the vicinity of the park. With the sun expected to set at 6:00pm, these lights would give our children an additional two hours of programming that would greatly help with the growth of our soccer program. We are now proposing to purchase the office /storage trailer and the temporary lights with funds made available through the fundraising efforts of the parents and volunteers of the soccer program. The purchase of both of these items would come directly fundraised funds and not from general city funds. 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Shown in Only 19" Transport High! Mode t�D 1 ,i Lighting Specialties Company 735 Hastings Lane Buffalo Grove, IL 60089 (800) 876 -2852 (800) 229 -9175 Fax info @lightspc.com Quote To: Anthony Tolgyesi atoggyesi@tdtpa.com Ship To: Quote Customer No.: QUOTE Quote No.: 3333 Date Ship Via F.O.B. Terms 09/24/09 Truck Origin Credit Card Expiration Expected Ship Date E -Mail Sales Person 10/24/09 09/24/09 Patrick Perlman Quantity Item Number Description Unit Price Amount 3 BDW2000MH 2000 watt Metal Halide 1625.00 4875.00 Light Tower w /winch Freight Prepaid in the Continental USA. Subtotal 4875.00 Sales Tax 0.00 Shipping added when shipped, unless otherwise indicated. Estimated Shipping 0.00 Total $ 4875.00 This quote is for the exact quantity indicated only. 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P01 10/21/01 10/21/01 SLS 12: Cash Sales NNt SRI Aisle Descriptioa Shipped IN BackOrder Price Extended Amount ......... . . . . .. ..... . . . . .. .................... .:................. ............ ............. 801120881I1 POVER TONER V /IINCH f 3.000 EA 1,131.0000 6,201.00 PIECE COUNT NH1100 REPLACEMENT BULBS PIECE COUNT - 3.001 EA 15.0000 225.00 F21- 7J 10 9J- - 9 7 7 - u� 04 54 Z (�vo4-e- - Pulled by: Checked by: Carrier: Driver Signature Customer Signature Ae Shippable height I'Mal11 Sales Tax Total Order - - - - -- --------------------- - - - - -- ------------, ,.----------------------- - - - - -- -------------•--------------------------------- r Tax It 325.10 5,158.01 TOTAL P.01 ® September 28, 2009 Price Quotation CONFIDENTIAL BRANCH CASH ACCOUNT Phone: 4550 N.W. 72nd Avenue Fax: MIAMI, Florida 33166 ATTN: Anthony Account #: MEFLCASH Quote #: 18820 Job #: Part # Customer Part # 0200622 Thank you, FASTENAL 4550 N.W. 72nd Avenue MIAMI, FL 33166 - Phone: (305)471 -4867 Fax: (305)471-4895 E -mail: FLMED @stores.fastenal.com Due Date: Expiration Date: PO #: Description BD- 2000MH WORK LIGHT www: 10/23/2009 atolgyesi @tdtpa.com Quantity Price /EA Extended Price 3 $1,981.4200 $5,944.26 USD Subtotal: $5,944.26 City Tax: $0.00 County Tax: $0.00 State Tax: $0.00 USD Total: $5,944.26 `Shipping & Handling charges are subject to change. 174STE.NAL CO,LfPCNTY" Page 1 of 1 0 UOTE REPORT 10/27/2009 10:49:20 Northern Tool - -> P.002/002 2800 5outhcroes Drive Weet Invoice Date NO ,■��m P.O. Box 1219 Invoice Number Burnsville, MN 55337 -0219 Order Number 26457446 SO Td' ©:. + EQ{iIIRw� phone 800 - 533 -5545 Customer No 13109067 POO X Sold To: Shims A. SITY OF SOUTH MIAMI CITY OF SOUTH MIAMI .ENTRAL SERVICES CENTRAL SERVICES ;130 SUNSET DR ;OUTH MIAMI 6130 SUNSET DR FL 3314350 SOUTH MIAMI FL 3314350 Ordered Ship Backorder Item Number Description Unit Price Extension 3 3 161114 2000W METAL HALIDE 1,899.9900 5,699.97 REIGHT TRUCK GENERIC 494.9300 494.93 Order Total 5,699-97 Freight 494.93 Taxable Amount 5,699.97 @ 6.000% Tax 342.00 Balance 61536.90 Thank You For Your Patronage! Payment - Receipt must be presented with all returns or exchanges -No returns without authorization Balance Due 6,536.90 - For customer service call (800) 222 -5381