Title
MOTION TO APPROVE THE DEPARTMENT RECOMMENDATIONS FOR THE FOLLOWING ITEMS LISTED ON THE CONTRACTS DATABASE REPORT:
(A) Baptist Health South Florida, Inc. - Programming to Improve the Health and Wellness of Members of COPP/Senior Center - Renewal
(B) Children’s Services Council of Broward County - Maximizing Out-of-School Time (MOST) - Renewal
(C) Hercules Achievement, LLC - Yearbook Services - Renewal
ITEMS (D) AND (E) WILL EXPIRE WITH NO RENEWAL TERMS AVAILABLE, THEREFORE, NO COMMISSION ACTION IS REQUIRED AS THEY ARE PRESENTED FOR NOTIFICATION PURPOSES ONLY PURSUANT TO SECTION 35.29 (F) OF THE CITY’S PROCUREMENT CODE:
(D) Synalovski Romanik Saye LLC - Parks Architectural and Engineering Services - Non-Renewal
(E) TA Golf Sales, LLC - Operation of the Pembroke Lakes Golf Course Pro Shop - Non-Renewal
Summary Explanation and Background
SUMMARY EXPLANATION AND BACKGROUND:
1. Pursuant to Section 35.29(F) "City Commission notification" of the City's Code of Ordinances, "The City Manager, or his or her designee, shall notify the Commission, in writing, at least three months in advance of the expiration, renewal, automatic renewal or extension date, and shall provide a copy of the contract or agreement and a vendor performance report card for the contract or agreement to the City Commission."
2. On May 17, 2017, Commission approved the motion to place all contracts from the Contract Database Reports on consent agendas as they come up for contractual term renewal so that City Commission affirms directions to administration whether to renew or to go out to bid.
3. The Agreement shown below is listed on the Contracts Database Report for renewal.
(A) Baptist Health South Florida, Inc. - Programming to Improve the Health and Wellness of Members of COPP/Senior Center - Renewal
1. On September 3, 2020, the City entered into an Agreement with Baptist Health South Florida, Inc. for an initial one (1) year period, which expired on August 31, 2021.
2. The City of Pembroke Pines Community Services Department collaborates with Baptist Health South Florida, Inc. for Professional Health and Wellness Events.
3. Section 3.1 of the Original Agreement authorizes the renewal thereof for additional one (1) year periods, upon execution of a written amendment.
4. On May 19, 2021, the Parties executed the First Amendment to increase the In-Person Class rates from $45.00 to $50.00, and to renew the term for an additional one (1) year period, which expired on August 31, 2022.
5. On June 27, 2022, the Parties executed the Second Amendment to increase the In-Person Class rates to $55.00, and to renew the term for an additional one (1) year period, which expired on August 31, 2023.
6. On May 9th, 2023, the Parties executed the Third Amendment to increase the In-Person Class rates to $60.00, and to renew the term for an additional one (1) year period, which expired on August 31, 2024.
7. On June 17th, 2024, the Parties executed the Fourth Amendment to increase the In-Person Class rates to $65.00, and to renew the term for an additional one (1) year period, which expired on August 31, 2025.
8. On May 28, 2025, the Parties executed the Fifth Amendment to renew the term for an additional one (1) year period, which expires on August 31, 2026.
9. The Community Services Department recommends that the City Commission approve this Sixth Amendment to increase the In-Person Class rates to $70.00, and to renew the term for an additional one (1) year period, commencing on September 1, 2026, and naturally expiring on August 31, 2027, as allowed by the Agreement.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Renewal Cost: No cost to City
b) Amount budgeted for this item in Account No:
Revenue Acct 001-000-8001-347556-0000-000-0000 Recreation Classes $7,420.00
Expense Acct 001-569-8001-534990-0000-000-0000 $7,420.00
c) Source of funding for difference, if not fully budgeted: Not Applicable
d) 1-year projection of the operational cost of the project
Current FY FY 2026-2027
Revenues $700.00 $6,720.00
Expenditures $700.00 $6,720.00
Net Cost $0.00 $0.00
e) Detail of additional staff requirements: Not Applicable
FEASIBILITY REVIEW:
A feasibility review is required for the award, renewal and/or expiration of all function sourcing contracts. This analysis is to determine the financial effectiveness of function sourcing services.
a) Was a Feasibility Review/Cost Analysis of Out-Sourcing vs. In-House Labor Conducted for this service? Not Applicable
b) If Yes, what is the total cost or total savings of utilizing Out-Sourcing vs. In-House Labor for this service? Not Applicable
(B) Children’s Services Council of Broward County - Maximizing Out-of-School Time (MOST) - Renewal
1. Following approval by the City Commission on April 4th, 2023, the City entered into an Agreement with the Children’s Services Council (CSC) of Broward County for an initial four (4) month period, commencing on May 1st, 2023, and expiring August 31st, 2023.
2. The Children’s Services Council of Broward County offers the Maximizing Out-of-School Time (MOST) Special Needs Summer Programming Grant to provide a structured program for children to improve and maintain skills through positive experiences encountered during the regular school day, as well as for them to improve language and reading skill development, physical functioning, social and adaptive behavioral functioning, and daily living skills. The target population is children, adolescents, and young adults ages six through twenty-two with special needs who have a physical, developmental, sensory, or learning disability.
3. Section 1 of the Agreement authorizes the renewal thereof for three (3), additional, three (3) month summer sessions, at the sole option of the CSC.
4. On February 5th, 2024, at the CSC’s Council Meeting, the Council approved the City of Pembroke Pines as a MOST Special Needs provider and renewal of the Agreement for the four (4) months from May 1st, 2024, to August 31st, 2024.
5. On February 18th, 2025, at the CSC’s Council Meeting, the Council approved the City of Pembroke Pines as a MOST Special Needs provider and renewal of the Agreement for the four (4) months from May 1st, 2025, to August 31st, 2025.
6. On January 16th, 2026, at the CSC’s Council Meeting, the Council approved the City of Pembroke Pines as a MOST Special Needs provider and renewal of the Agreement for the four (4) months from May 1st, 2026, to August 31st, 2026.
7. The Recreation and Cultural Arts Department recommends that the City Commission approve this Renewal Agreement for the 2026 summer session commencing on May 1st, 2026, and expiring August 31st, 2026, as allowed by the Agreement.
FINANCIAL IMPACT DETAIL:
a) Renewal Cost: The revenue from this grant is $164,625.00. All expenses are covered by the grant revenues. The match requirement is non-monetary in-kind services to be provided through staffing, space, and utilities.
b) Amount budgeted for this item in Account No: None. If approved a budget will be generated increasing revenues and expenditures to accommodate the grant and the program.
c) Source of funding for difference, if not fully budgeted: Not Applicable
d) 5-year projection of the operational cost of the project: Not Applicable
e) Detail of additional staff requirements: Summer staff will be required to operate the camp. All positions are funded through the MOST Grant.
FEASIBILITY REVIEW:
A feasibility review is required for the award, renewal and/or expiration of all function sourcing contracts. This analysis is to determine the financial effectiveness of function sourcing services.
a) Was a Feasibility Review/Cost Analysis of Out-Sourcing vs. In-House Labor Conducted for this service? Not Applicable
b) If Yes, what is the total cost or total savings of utilizing Out-Sourcing vs. In-House Labor for this service? Not Applicable
(C) Hercules Achievement, LLC - Yearbook Services - Renewal
1. On January 23, 2024, the City entered into an Agreement with Hercules Achievement, LLC piggybacking off the agreement between the latter and the School Board of Broward County, for an initial two (2) year period, which will expire on May 31, 2026.
2. Hercules Achievement LLC provides yearbook services to the Pembroke Pines Charter High School.
3. Section 4.1 of the Original Agreement allows for renewal of the term should the School Board of Broward County, Florida, authorize any of its renewal terms, as permitted in their agreement with the vendor.
4. On May 5, 2026, the School Board of Broward County, Florida authorized a Novation Agreement and First Amendment to Agreement between itself and Hercules Achievement, LLC in which the parties thereto mutually agree to extend the term of their agreement for a period of one (1) year from June 1, 2026, to May 31, 2027.
5. The Academic Village Campus Charter School Administration recommends that the City Commission approve this First Amendment for the one (1) year renewal term commencing on June 1, 2026, and expiring on May 31, 2027, as allowed by the Agreement.
FINANCIAL IMPACT DETAIL:
a) Renewal Cost: None. The cost of the yearbooks are paid directly to Hercules Achievement, LLC by the students and/or parents/guardians that purchase the yearbooks.
b) Amount budgeted for this item in Account No: Any additional revenue from the price of the yearbook sold versus the cost of the yearbook is remitted to the Charter High School and deposited in account # 172-000-0000-220545-2220-000-0000 (Deposit - Year Book).
c) Source of funding for difference, if not fully budgeted: Not Applicable.
d) 1-year projection of the operational cost of the project: Not Applicable.
e) Detail of additional staff requirements: Not Applicable
FEASIBILITY REVIEW:
A feasibility review is required for the award, renewal and/or expiration of all function sourcing contracts. This analysis is to determine the financial effectiveness of function sourcing services.
a) Was a Feasibility Review/Cost Analysis of Out-Sourcing vs. In-House Labor Conducted for this service? Not Applicable.
b) If Yes, what is the total cost or total savings of utilizing Out-Sourcing vs. In-House Labor for this service? Not Applicable.
(D) Synalovski Romanik Saye LLC - Parks Architectural and Engineering Services - Non-Renewal
1. On June 3rd, 2020, the City entered into an Agreement with Synalovski Romanik Saye, LLC for an initial three (3) year term, which expired on June 2, 2023.
2. Synalovski Romanik Saye, LLC provides the City with parks architectural and engineering services for assignments on an as-needed basis.
3. Section 3.2 of the Original Agreement allows the Agreement to be extended for two (2) additional, three (3) year terms, upon expiration of the initial term, and upon the mutual written agreement of the Parties.
4. On December 1st, 2021, the Parties entered into the First Amendment to increase the total compensation amount to allow for phase three (3) of the renovation of the West Pines Soccer Park Fields five (5) and six (6), and completion of design documents for the renovation of the softball fields at Silver Lakes South.
5. On March 6, 2023, the Parties executed the Second Amendment to decrease the compensation amount from $355,000.00 to $250,000.00, and to renew the term of the Original Agreement, as amended, for an additional three (3) year period which will naturally expire on June 2, 2026.
6. On April 25, 2024, following the acquisition of Synalovski Romanik Saye, LLC as a wholly owned subsidiary of Prime ABA Buyer, Inc., and approval of the assignment by the City Commission on April 17, 2024, the Parties entered into the Third Amendment to formalize the assignment.
7. On December 30, 2024, the Parties, entered into the Fourth Amendment to increase the total compensation amount not to exceed, for the then current term, from $250,000.00 to $557,475.00.
8. The current term of the agreement is set to expire on June 2, 2026. The agreement will however remain active beyond its expiration date for and until completion of those currently active projects which fall under its terms.
9. The Recreation and Cultural Arts Department will not renew the term of this Agreement. Services for new assignments will be engaged pursuant to the agreements resulting from RFQ # PSPW-23-20.
(E) TA Golf Sales, LLC - Operation of the Pembroke Lakes Golf Course Pro Shop - Non-Renewal
1. On August 9th, 2023, the City entered into a License Agreement with TA Golf Sales, LLC for an initial one (1) year period, commencing on August 9th, 2023, and expiring on August 8th, 2024.
2. TA Golf Sales, LLC operates the Pro Shop at the Pembroke Lakes Golf Course including but not limited to supervising the retail business of the Pro Shop and maintaining for sale a first-class stock of merchandise.
3. Section 4.2 of the Original Agreement authorizes the renewal of the Original Agreement for two (2), successive, one (1) year renewal periods upon mutual consent, evidenced by a written Amendment.
4. On May 6th, 2024, the parties entered into the First Amendment to renew the term for a one (1) year period which expired on August 8th, 2025.
5. On April 22, 2025, the parties entered into the Second Amendment to further renew the term for a one (1) year period which will expire on August 8th, 2026.
6. The Agreement does not provide for any further renewal terms. Accordingly, this item is being presented on behalf of the Recreation and Cultural Arts Department for notification purposes only. The Department is preparing a new agreement for these services.