Title
MOTION TO APPROVE THE DEPARTMENT RECOMMENDATIONS FOR THE FOLLOWING ITEMS LISTED ON THE CONTRACTS DATABASE REPORT:
(A) West Pines United Futbol Club, Inc. - Facility Use Agreement - Renewal
ITEMS (B) THROUGH (D) 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:
(B) Florida Technical Consultants, LLC. - GIS Services - Non-Renewal
(C) JOliva Enterprises LLC - Janitorial Services for Senior Center/Rental Housing Facilities - Non-Renewal
(D) Lhoist North America of Alabama, LLC. - Purchase of Quicklime - 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 Reports for renewal.
(A) West Pines United Futbol Club, Inc. - Facility Use Agreement - Renewal
1. On October 5, 2022, the City entered into an Agreement with West Pines United Futbol Club, Inc. for the use of certain athletic fields owned, operated, and/or maintained by the City for recreational purposes, for an initial one (1) year period, which expires on September 30, 2023.
2. Section 2.1 of the Original Agreement authorizes the renewal of the Original Agreement for additional terms upon mutual consent evidenced by written Amendments to the Agreement extending the term thereof.
3. The Recreation Department recommends that the City Commission approve this First Amendment to renew the term for an additional one (1) year period, which shall commence on October 1, 2023, and naturally expire on September 30, 2024, as allowed by the Agreement.
Reviewed by Commission Auditor.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Renewal Revenue: $80,690.00
b) Amount budgeted for this item in Account No: 001-000-7001-347225-0000-000-0000-Youth Athletic Program
001-000-7001-347565-0000-000-0000-Athletic Fees - Non-resident
001-000-7001-362035-0000-000-0000-Field Rentals
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) Florida Technical Consultants, LLC. - GIS Services - Non-Renewal
1. On December 20, 2022, the City entered into an Agreement with Florida Technical Consultants, LLC. for an initial term which shall naturally expire on May 28, 2024.
2. Florida Technical Consultants, LLC. provides continuing Geographic Information System (GIS) Services utilizing the terms and pricing set forth in RFP 2019-2-UTL.
and the resulting Agreement from the City of Cooper City.
3. Section 5.2 of the Original Agreement states that the Agreement shall expire concurrent with the Agreement between the City of Cooper City and Florida Technical Consultants, LLC. as a result of RFP 2019-2-UTL.
4. The Agreement does not allow for renewals and the Department will begin a new procurement process for these services.
(C) JOliva Enterprises LLC - Janitorial Services for Senior Center/Rental Housing Facilities - Non-Renewal
1. On December 19, 2017, the City entered into a Contractual Services Agreement with JOliva Enterprises LLC for an initial two (2) year period, which naturally expired on December 31, 2019
2. The Community Service Department utilizes JOliva Enterprises LLC to perform janitorial services at the Senior Center Rental Housing Facilities (Pines Place, Pines Point, Management Office, Carl Schechter SW Focal Point Community Center).
3. Section 3.2 of the Original Agreement authorizes the renewal of the Original Agreement for two (2) additional two (2) year renewal terms upon mutual consent, evidenced by a written Amendment.
4. On December 4, 2019, the City Commission approved the First Amendment to the Original Agreement for the first two (2) year renewal term, which naturally expired on December 31, 2021.
5. On October 20, 2021, the City Commission approved the Second Amendment to the Original Agreement, as amended for the second two (2) year renewal term, which will naturally expire on December 31, 2023.
6. At this time, the Agreement does not allow for any further renewals and the Department will begin a new procurement process for these services.
(D) Lhoist North America of Alabama, LLC. - Purchase of Quicklime - Non-Renewal
1. On October 21, 2020, the City commission approved the CITY to utilize the Southeast Florida Governmental Cooperative Purchasing Group (CO-OP) Bid # 20-21B for an initial three (3) year period, which shall naturally expire on October 31, 2023.
2. Lhoist North America of Alabama, LLC. provides quicklime to the CITY on an as needed basis.
3. The Original CO-OP Bid # 20-21B Agreement authorizes the renewal of the Original Agreement for three (3) additional one (1) year renewal terms upon mutual consent, evidenced by a written Amendment.
4. The City of Tamarac, which is the lead agency for the CO-OP is not renewing at the moment. The Department will begin a new procurement process for these services.