Title
MOTION TO APPROVE THE DEPARTMENT RECOMMENDATIONS FOR THE FOLLOWING ITEMS LISTED ON THE CONTRACTS DATABASE REPORT:
(A) District Board of Trustees of Broward College, The - Emergency Medical Technician (“EMT”) Ride Along - Renewal
(B) Emilio’s BBQ Catering Services Corp. - Gift Shop/food services at the Senior Center - Renewal
(C) Global Payments Direct, Inc., a Global Payments Company - Credit Card Processing Services - Renewal
(D) SmartCop, Inc. - Public Safety Automatic Records Management - Renewal
(E) State of Florida, Emergency Management Division (The) - Statewide Mutual Aid Agreement - Renewal
(F) Syn-Tech Systems, Inc. - FUELMASTER and FMLive - Renewal
ITEMS (E), (F) and (G) WILL EXPIRE, 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:
(G) Alexander Design + Build, LLC. - PSPW-22-07 Citywide Fencing (Pool Expansion) - Non Renewal
(H) Gomez and Son Fence Corp. - PSPW-21-11 Citywide Fencing - Non-Renewal
(I) Techgroupone, Inc. - PSPW-21-11 Citywide Fencing - 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 Agreements shown below are listed on the Contracts Database Reports for renewal.
(A) District Board of Trustees of Broward College, The - Emergency Medical Technician (“EMT”) Ride Along - Renewal
1. On December 21st, 2020, the City entered into an Emergency Medical Services Internship Program Agreement with The District Board of Trustees of Broward College, Florida, for an initial five (5) year period, which will expire on December 31st, 2025 .
2. The Agreement provides for a partnership between the City and the College to provide hands-on skills and training for students enrolled in the EMT and EMT-P training programs at the College, by allowing them to accompany teams of the City’s Fire Department.
3. Section 3.2 of the Original Agreement allows for renewal of the Agreement for an additional term upon the execution of an Amendment to the Agreement.
4. The Fire Department recommends that the City Commission approve this First Amendment for an additional, five (5) year renewal term commencing on January 1st, 2026, and expiring on December 31st, 2030, as allowed by the Agreement.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Renewal Cost: None. No funds are received or disbursed under this Agreement. The Agreement is for collaboration only.
b) Amount budgeted for this item in Account No: Not Applicable.
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: 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) Emilio’s BBQ Catering Services Corp. - Gift Shop/food services at the Senior Center - Renewal
1. On February 23, 2016, the City entered into a Lease and Operation Management Agreement with Emilio’s BBQ Catering Services Corp. for the provision of food and gift shop services at the City’s Southwest Focal Point Senior Center for an initial period which expired on December 31, 2019.
2. Section 2.1 of the Original Agreement authorizes the renewal of the Original Agreement for an additional one (1) year terms upon mutual consent, evidenced by written Amendments to the Original Agreement extending the term thereof.
3. To date the Original Agreement has been renewed six (6) times extending the term to December 31, 2025.
4. The monthly base rent is being increased from $1,173.53 plus taxes to $1,199.23, pursuant to Consumer Price Index (CPI) April 2025 rate increases, as allowed by the Agreement.
5. The Community Services Department recommends that the City Commission approve this Eighth Amendment to increase the monthly base rent and to extend the term for an additional one (1) year period, which shall commence on January 1, 2026, and naturally expire on December 31, 2026.
FINANCIAL IMPACT DETAIL:
a) Revenues: $14,390.76 ($1,199.23 x 12 months)
b) Amount budgeted for this item in Account No: Revenue Account 001-000-8001-362046-0000-000-0000 Rental Community Services. Monthly Rent $1,199.23.
c) Source of funding for difference, if not fully budgeted: Not Applicable.
d) 1-year revenue projection:
FY2026 FY2027
Revenues $10,793.07 $3,597.69
Expenditures $ 0.00 $ 0.00
Net Revenue $10,793.07 $3,597.69
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
(C) Global Payments Direct, Inc., a Global Payments Company - Credit Card and Check Processing Services - Renewal
1. On February 23rd, 2021, the City entered into two (2) Agreements with OpenEdge Payments, LLC, a division of Global Payments Direct, Inc., for an initial one (1) year period.
2. OpenEdge Payments, LLC., a division of Global Payments Direct, Inc. provides Credit Card Processing Services (including out-clearing, settlement, dispute resolution, reporting, and statements) and Check Services (including accelerated intelligent routing, Automated Clearing House (“ACH”) services, Check21, and check verification), as part of going live with the ERP (Phase 1) and implementation of the ERP system (Phase 2).
3. Section 13.1 of the Card Services Agreement and Section 6.1 of the Check Services Agreement each provide for automatic renewal of the term for additional, one (1) year periods.
4. On February 1, 2023, the City Commission approved renewal of the Agreements for an additional one (1) year term each, expiring on February 22, 2024.
5. On October 18, 2023, the Card Services Agreement was amended to correct the rates listed therein and to extend the term to October 17, 2025.
6. In 2024 OpenEdge was rebranded as Global Payments following its merger with Global Payments Direct in 2019.
7. The Finance Department recommends that the City Commission approve continuation of these Agreements for additional 12-month periods, commencing on October 18, 2025, as allowed by each Agreement.
FINANCIAL IMPACT DETAIL:
a) (Combined) Renewal Cost: None. There is no cost to the City as convenience fees are paid by the individuals using the services.
b) Amount budgeted for this item in Account No: Not Applicable.
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) SmartCop, Inc. - Public Safety Automatic Records Management - Renewal
1. On June 24, 2013, pursuant to RFP # IT-12-02, the City entered into an agreement with SmartCop, Inc. (formerly d/b/a Consolidated Technology Solutions and CTS America) for an initial one (1) year period following the installation and acceptance of the equipment and software products.
2. This agreement provides the Police Department with an Automatic Records Management System and a Mobile Computing System.
3. Section 3.1 of the Original Agreement provides that the maintenance services would begin following installation and acceptance of the equipment. Installation was completed and the initial maintenance services began on January 29, 2015, establishing a maintenance subscription term from February to January of each year.
4. Section 3.2 of the Original Agreement provides for extension of the maintenance and support services on an annual basis by payment of the annual fee. The City continuously paid invoices from the contractor, extending the term of the Agreement annually.
5. On September 12, 2018, the Parties entered into the First Amendment to the Original Agreement, to include two (2) additional SmartMCT Client licenses and the purchase/implementation of 250 ESRI Mobile Licenses.
6. On May 15, 2019, the Parties entered into the Second Amendment to the Original Agreement, as amended, to include the services for a SmartCOP/FileOnQ Two-way integration (Offense Property).
7. Since May 2019 the agreement has been extended for additional one year terms until January 31, 2026.
8. The Police Department recommends that the City Commission approve the Seventh Amendment to extend the maintenance and support term for a one (1) year period commencing on February 1, 2026, and expiring on January 31, 2027, as allowed by the Agreement.
FINANCIAL IMPACT DETAIL:
a) Renewal Cost: $116,584.72
b) Amount budgeted for this item in Account No: $128,065.00; 001-521-3001-534995-0000-000-0000: Other Svc - IT
c) Source of funding for difference, if not fully budgeted: Not Applicable.
d) 1-year projection of the operational cost of the project:
FY 2025-26
Revenues $0.00
Expenditures $116,584.72
Net Cost $116,584.72
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.
(E) State of Florida, Emergency Management Division (The) - Statewide Mutual Aid Agreement - Renewal
1. On February 28, 2024, the City entered into a Statewide Mutual Aid Agreement with the State of Florida, Division of Emergency Management, for an initial period of one (1) year which expired on February 27, 2025.
2. Resolution No. 3855 approving and adopting the Statewide Mutual Aid Agreement was approved by the City Commission on February 21, 2024.
3. The State Emergency Management Act, which has been Codified as Chapter 252 (the “Statutes”), Fla. Stat., provides the Florida Division of Emergency Management (the “Department”) with the authority to coordinate and direct emergency management assistance between local governments, including rendering mutual aid among the political subdivisions of the State to carry out emergency management functions and responsibilities. The Statutes also authorize the State to coordinate the provision of any equipment, services, or facilities owned or organized by the State of its political subdivisions for use in the affected area upon the request of the duly constituted authority of the area. There is no need for a declaration of emergency to be issued for the agreement to be activated. When an entity requests aid, the requesting entity agrees to reimburse the assisting party per the terms of the reimbursement in the SMAA.
4. Article XI, Section D of the Statewide Mutual Aid Agreement, provides for annual, automatic, renewal of the term each year after its execution.
5. On September 18, 2024, the City Commission approved the automatic renewal of the agreement, extending the term to February 27, 2026.
6. City Administration recommends the City Commission approve the automatic renewal of the agreement term for the one (1) year period commencing on February 28, 2026, and expiring on February 27, 2027, as allowed by the Agreement.
FINANCIAL IMPACT DETAIL:
a) Renewal Cost: None.
b) Amount budgeted for this item in Account No: Not Applicable.
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: 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
(F) Syn-Tech Systems, Inc. - FUELMASTER and FMLive - Renewal
1. On November 13, 2024, the City entered into an extended maintenance and end user license agreement with Syn-Tech Systems, Inc. for a period which commenced on January 1, 2025, and will expire on December 31, 2025.
2. Syn-Tech Systems, Inc. provides extended maintenance for the FUELMASTER Fuel Management System, for parts, and telephone support labor for all FUELMASTER components (hardware and software) and the FMLive cloud-hosted software for connection to and management of the upgraded FUELMASTER units 24/7 at the sixteen (16) FUELMASTER systems throughout the City, that are used for fueling City vehicles and equipment.
3. The Agreement provides for renewal of the services through a new agreement or an amendment to the then current agreement, and the services have been renewed annually since 2013, with the FMLive cloud-hosted software added in 2017 and renewed annually since then.
4. The Procurement Department and Fleet Division recommend that the City Commission approve this new agreement for a one (1) year renewal term commencing on January 1, 2026, and expiring on December 31, 2026.
FINANCIAL IMPACT DETAIL:
a) Renewal Cost: $33,645.15
b) Amount budgeted for this item in Account No: 001-519-6005-546190-0000-000-0000 (R&M Fuel Sites)
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
Revenues $0.00
Expenditures $33,645.15
Net Cost $33,645.15
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.
(G) Alexander Design + Build, LLC. - PSPW-22-07 Citywide Fencing (Pool Expansion) - Non Renewal
1. On December 19, 2022, the City entered into an Agreement with Alexander Design + Build, LLC., for the replacement and installation of various types of fencing at various locations throughout the CITY, on an as needed basis, for an initial period, which expired on April 19, 2025.
2. Section 3.2 of the Original Agreement authorizes the renewal of the Original Agreement for an additional three (3) year renewal term upon mutual consent, evidenced by a written Amendment extending the term thereof.
3. On February 20, 2025, the parties executed the First Amendment to the Original Agreement, to extend the term for an additional one hundred and eighty (180) days period, which will expire on October 17, 2025.
4. The Public Services Department is presenting this item to the City Commission for notification purposes. The current term of the agreement expires on October 17, 2025, and will not be renewed, as the Department has initiated a new procurement process.
(H) Gomez and Son Fence Corp. - PSPW-21-11 Citywide Fencing - Non-Renewal
1. On April 20, 2022, the City entered into an Agreement with Gomez and Son Fence Corp., as part of a pool of vendors for the replacement and installation of various types of fencing at various locations throughout the CITY, on an as needed basis, for an initial period, which expired on April 19, 2025.
2. Section 3.2 of the Original Agreement authorizes the renewal of the Original Agreement for an additional three (3) year renewal term, upon mutual consent, evidenced by a written Amendment extending the term thereof.
3. On February 27, 2025, the parties executed the First Amendment to the Original Agreement, to extend the term for an additional one hundred and eighty (180) days period, which will expire on October 17, 2025.
4. The Public Services Department is presenting this item to the City Commission for notification purposes. The current term of the agreement expires on October 17, 2025, and will not be renewed, as the Department has initiated a new procurement process.
(I) Techgroupone, Inc. - PSPW-21-11 Citywide Fencing - Non-Renewal
1. On April 20, 2022, the City entered into an Agreement with Techgroupone, Inc., as part of a pool of vendors for the replacement and installation of various types of fencing at various locations throughout the CITY, on an as needed basis, for an initial period, which expired on April 19, 2025.
2. Section 3.2 of the Original Agreement authorizes the renewal of the Original Agreement for an additional three (3) year renewal term, upon mutual consent, evidenced by a written Amendment extending the term thereof.
3. On February 18, 2025, the parties executed the First Amendment to the Original Agreement, to extend the term for an additional one hundred and eighty (180) days period, which will expire on October 17, 2025.
4. The Public Services Department is presenting this item to the City Commission for notification purposes. The current term of the agreement expires on October 17, 2025, and will not be renewed, as the Department has initiated a new procurement process.