Title
MOTION TO APPROVE THE DEPARTMENT RECOMMENDATIONS FOR THE FOLLOWING ITEMS LISTED ON THE CONTRACTS DATABASE REPORT:
(A) Airgas Specialty Products, Inc. - Anhydrous Ammonia (NH3) - Renewal
(B) Camelot Community Care, Inc. - Behavioral Health Services - Renewal
(C) Ferguson Enterprises, LLC. - Neptune Commodities and System Maintenance - Renewal
(D) Nalco Company, LLC. - Purchase and Delivery of Potassium Phosphate - Renewal
(E) Polydyne Inc. - Purchase of Polymer - Renewal
(F) South Florida Institute on Aging, Inc. - Volunteering Services at the Southwest Focal Point Senior Center - Renewal
(G) Versaterm Public Safety US, Inc. - Street Smart SaaS - Renewal
(H) Vertiv Corporation - City Data Center Hot Containment Aisle Power & Cooling Maintenance - 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) Airgas Specialty Products, Inc. - Anhydrous Ammonia (NH3) - Renewal
1. On April 28, 2023, the City entered into an Agreement with Airgas Specialty Products, Inc. for the provision of Anhydrous Ammonia (NH3) with bulk tank equipment and tank maintenance to the City’s Water Treatment Plant on an as-needed basis, for an initial one (1) year period, which expired on April 27, 2024.
2. The City’s Utilities Department utilizes anhydrous ammonia, which combines with sodium hypochlorite, to safely disinfect the City’s potable drinking water prior to distribution to our customers.
3. Section 3.1 of the Original Agreement authorizes the renewal of the Original Agreement for three (3) additional one (1) year renewal terms upon mutual consent, evidenced by written Amendments.
4. On March 28, 2024, the City entered into the First Amendment to the Original Agreement, to renew the term for an additional one (1) year period, which expires on April 27, 2025.
5. The Utilities Department recommends that the City Commission approve this Second Amendment to renew the term for an additional one (1) year period, which shall commence on April 28, 2025, and expiring April 27, 2026, as allowed by the agreement.
FINANCIAL IMPACT DETAIL:
a) Renewal Cost: $52,100.00 [(30,000 lbs. x $1.38/lb.) + $75/Monthly Rental Fees + $9,800 Equipment Removal upon Contractual expiration or termination]
b) Amount budgeted for this item in Account No:
$41,400 is available in Account no. 471-533-6031-552430-0000-000-0000- (Operating chemicals)
$900 is available in Account no. 471-533-6031-544200-0000-000-0000- (Rental); $9,800 can be sourced from Account no. 471-533-6031-546150-0000-000-0000- (R&M Land & Bldg.) in the case that the storage tank shall be removed from the treatment plant.
c) Source of funding for difference, if not fully budgeted: Not Applicable.
d) 2-year projection of the operational cost of the project
Current FY Year 2
Revenues $0.00 $0.00
Expenditures $17,625.00 $34,475.00
Net Cost $17,625.00 $34,475.00
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) Camelot Community Care, Inc. - Behavioral Health Services - Renewal
1. On September 15, 2016, the City entered into an Agreement with Camelot Community Care, Inc. for the provision of behavioral services on as needed basis to certain students enrolled at the Pembroke Pines Charter High School, for an initial one (1) year period, which expired on June 30, 2017.
2. Section 5.2 of the Original Agreement allows for additional one (1) year renewal terms upon mutual consent, evidenced by written Amendments extending the term thereof.
3. To date the Original Agreement has been renewed seven (7) times, extending the term to June 30, 2025.
4. Furthermore, on April 6, 2022, the Parties executed the Sixth Amendment to decrease the scope of services and the total annual compensation from $28,754.00 to $27,850.00.
5. The City of Pembroke Pines Charter High School recommends that the City Commission approve this Ninth Amendment to renew the term for an additional one (1) year period, which shall commence on July 1, 2025, and naturally expire on June 30, 2026, as allowed by the agreement.
FINANCIAL IMPACT DETAIL:
a) Renewal Cost: $27,850.00
b) Amount budgeted for this item in Account No: 172-569-5053-531310-6130-310-0000- Professional Svc - Tech Svc
c) Source of funding for difference, if not fully budgeted: N/A
d) 1 year projection of the operational cost of the project:
FY 2025-2026
Revenues $.00
Expenditures $27,850.00
Net Cost $27,850.00
e) Detail of additional staff requirements: N/A
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? N/A
b) If Yes, what is the total cost or total savings of utilizing Out-Sourcing vs. In-House Labor for this service? N/A
(C) Ferguson Enterprises, LLC. - Neptune Commodities and System Maintenance - Renewal
1. On April 7, 2021, the City entered into an Agreement with Sunstate Meter and Supply, Inc. for the provision of Neptune water meters, accessories and related system software and system maintenance services for an initial three (3) year period, which expired on April 6, 2024.
2. On January 12, 2022, the City entered into an Assignment, Assumption, and Consent Agreement, in which Sunstate Meter and Supply, Inc., assigned and transferred all obligations, duties and liabilities to Ferguson Enterprises, LLC.
3. Section 3.2 of the Original Agreement authorizes the renewal of the Original Agreement for two (2) additional one (1) year renewal terms upon mutual consent, evidenced by written Amendments extending the term thereof.
4. On March 18, 2024, the Parties executed the First Amendment to the Original Agreement, to increase the total annual amount to $1,314,709.40 and to renew the term for an additional one (1) year period, which expires on April 6, 2025.
5. During the current term of the agreement, the Utilities Department received a large portion of the commodities that had been on backorder, in addition to the standard annual order. Therefore, the Utilities Department recommends that the City Commission approve this Second Amendment to reduce the total annual amount to $700,000.00, and to renew the term for the final one (1) year term, commencing on April 7, 2025, and expiring on April 6, 2026, as allowed by the Agreement.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Renewal Cost: $700,000.00
b) Amount budgeted for this item in Account No:
$50,000.00 is available in Account no. 471-533-6032-552651-0000-000-0000- (Non-Capital Meters) & $650,000.00 is going to be budgeted on the Account no. 471-533-6032-664400-0000-000-0000- (Other Equipment) for the fiscal year 2025-2026 (09/30/2025-04/06/2026)
c) Source of funding for difference, if not fully budgeted: Not Applicable.
d) 1-year projection of the operational cost of the project
FY 2024-2025 FY 2025-2026
(04/2025-09/2025) (10/2025-04/2026)
Revenues $0.00 $0.00
Expenditures $50,000.00 $650,000.00
Net Cost $50,000.00 $650,000.00
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.
(D) Nalco Company, LLC. - Purchase and Delivery of Potassium Phosphate - Renewal
1. On July 26, 2015, the City entered into an Agreement with Nalco Company, LLC. for the provision of potassium phosphate (Nalco 7396) at a price of $0.99 per pound, for an initial one (1) year period, which expired May 31, 2016.
2. The City’s Utilities Department utilizes Potassium Phosphate as a scale and corrosion inhibitor for the City's water lines, in the Water Treatment process. In addition, the specific Potassium Phosphate, Nalco 7396, utilized by the City is a proprietary product that is made to order from the Nalco Company and is configured and used specifically for the City of Pembroke Pines Water Treatment Plant and has been utilized for over 30 years.
3. Section 2.2 of the Original Agreement, as amended, allows for additional one (1) year renewal terms upon mutual consent, evidenced by a written Amendment extending the term thereof.
4. On June 21, 2016, the Parties executed the First Amendment to the Original Agreement to renew the term for an additional one (1) year period which expired on May 31, 2017.
5. On September 14, 2016, the Parties executed the Second Amendment to the Original Agreement, as amended, to include a rate of $1.44 per pound for shipments of 44,999 pounds or less.
6. On October 17, 2017, the Parties executed the Third Amendment to the Original Agreement, as amended, to renew the term for an additional one (1) year period, which expired on May 31, 2018.
7. On February 22, 2018, the Parties executed the Fourth Amendment to the Original Agreement, as amended, to renew the term for an additional one (1) year period, which expired on May 31, 2019.
8. On September 25, 2018, the Parties executed the Fifth Amendment to the Original Agreement, as amended, to revise the rates to $1.50 per pound for loads under 1,000 pounds and $1.44 per pound for loads above 1,000 pounds.
9. On March 19, 2019, the Parties executed the Sixth Amendment to the Original Agreement, as amended, to renew the term for an additional one (1) year period, which expired on May 31, 2020.
10. On June 19, 2019, the Parties executed the Seventh Amendment to the Original Agreement, as amended, to increase the rates to $1.58 per pound for loads under 1,000 pounds and $1.51 per pound for loads above 1,000 pounds.
11. On May 6, 2020, the Parties executed the Eighth Amendment to the Original Agreement, as amended, to revise the rates to $1.63 per pound for 275-gallon totes, and $1.56 per pound for bulk loads, and renew the term for an additional one (1) year period, which expired on May 31, 2021.
12. On April 21, 2021, the Parties executed the Ninth Amendment to the Original Agreement, as amended, to revise the rates to $1.69 per pound for 275-gallon totes, and to renew the term for an additional one (1) year period, which expired on May 31, 2022.
13. On May 18, 2022, the Parties executed the Tenth Amendment to the Original Agreement, as amended, to revise the rates to $1.89 per pound delivered in 3,712 lb. totes along with a potential $0.45 per lb. fuel energy surcharge to mitigate the substantial global cost inflation, and to renew the term for an additional one (1) year period, which expired on May 31, 2023.
14. On May 22, 2023, the Parties executed the Eleventh Amendment to the Original Agreement, as amended, to remove in its entirety the fuel energy surcharge of $0.45 per pound, and to increase the rate to $2.49 per pound delivered, and to renew the term for an additional one (1) year period, which expired on May 31, 2024.
15. On May 24, 2024, the Parties executed the Twelfth Amendment to the Original Agreement, as amended, to increase the rate to $2.74 per pound delivered, and to renew the term for an additional one (1) year period which expires on May 31, 2025.
16. The Utilities Department recommends that the City Commission approve this Thirteenth Amendment to the Original Agreement, as amended, to increase the rate to $2.90 per pound delivered, and to renew the term for an additional one (1) year period which shall commence on June 1, 2025, and naturally expire on May 31, 2026, as allowed by the agreement.
FINANCIAL IMPACT DETAIL:
a) Estimated Renewal Cost: $96,839.70 (33,393 LBS x $2.90/LB)
b) Amount budgeted for this item in Account No: Funds are available in Account no. 471-533-6031-552430-0000-000-0000- (Operating chemicals)
c) Source of funding for difference, if not fully budgeted: Not Applicable.
d) 2-year projection of the operational cost of the project
Current FY Year 2
Revenues $0.00 $0.00
Expenditures $32,279.90 $64,559.80
Net Cost $32,279.90 $64,559.80
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) Polydyne Inc. - Purchase of Polymer C1685 - Renewal
1. On May 19, 2021, the City entered into an Agreement with Polydyne Inc. for the provision of FBS C1685 and FBS C1282 Polymer for the City’s Wastewater Treatment Plant on an as needed basis, for an initial one (1) year period, which expired on May 18, 2022.
2. The City utilizes the FBS C1685 and FBS C1282 Polymer for the Wastewater Biosolids Dewatering with the City’s two centrifuges, as it has been specifically tested to work best with the City’s lab tested Biosolids and Centrifuge operation.
3. Section 3.2 of the Original Agreement authorizes the renewal of the Original Agreement for additional one (1) year renewal terms upon mutual consent, evidenced by a written Amendment.
4. On May 18, 2022, the City executed the First Amendment to the Original Agreement to increase the unit price from $1.47 per pound to $1.61 per pound, and from $3,381 per tote delivered to $3,703 per tote delivered. In addition, the amendment increased the annual compensation from $135,240.00 to $148,120.00 and renewed the term for an additional one (1) year period, which expired on May 18, 2023.
5. On March 20, 2023, the City executed the Second Amendment to the Original Agreement, as amended, to increase the price per pound to $1.66, the price per tote delivered to $3,818 and the annual compensation to $152,720.00 and to renew the term for an additional one (1) year period, which expired on May 18, 2024.
6. On April 9, 2024, the City executed the Third Amendment to the Original Agreement, as amended, to remove the price per tote and to reduce the annual compensation to $133,630.00, and to renew the term for an additional one (1) year period, which expires on May 18, 2025.
7. The Utilities Department recommends that the City Commission approve this Fourth Amendment to renew the term for an additional one (1) year period, which shall commence on May 19, 2025, and expire on May 18, 2026, as allowed by the agreement.
FINANCIAL IMPACT DETAIL:
a) Renewal Cost: $133,630 (80,500 LBS * $1.66/LB)
b) Amount budgeted for this item in Account No: Funds available in Account no. 471-535-6022-552430-0000-000-0000- (Operating chemicals)
c) Source of funding for difference, if not fully budgeted: Not Applicable.
d) 2-year projection of the operational cost of the project
Current FY Year 2
Revenues $0.00 $0.00
Expenditures $57,270.00 $76,360.00
Net Cost $57,270.00 $76,360.00
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
(F) South Florida Institute on Aging, Inc. - Volunteering Services at the Southwest Focal Point Senior Center - Renewal
1. On May 21, 2012, the City entered into an Agreement with South Florida Institute on Aging, Inc. for an initial one (1) year period, which expired on May 21, 2013.
2. South Florida Institute on Aging, Inc. provides the City’s Southwest Focal Point Senior Center with volunteer services.
3. Section (1)(B) of the Original Agreement authorizes the renewal of the Original Agreement for additional one (1) year renewal terms upon mutual consent, evidenced by written Amendments extending the term thereof.
4. Between April 9, 2013, and December 11, 2023, the Parties have executed twelve (12) amendments to the Agreement and have extended the term of the Original Agreement, as amended, to May 20, 2025.
5. The Community Services Department recommends that the City Commission approve this Thirteenth Amendment to renew the term for an additional one (1) year period, which shall commence on May 21, 2025, and naturally expire on May 20, 2026, 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
(G) Versaterm Public Safety US, Inc. - Street Smart SaaS - Renewal
1. On April 20, 2022, the City entered into an Agreement with Street Smart LLC for an initial three (3) year period commencing on May 1, 2022, and expiring on April 30, 2025.
2. Street Smart LLC provides Street Smart software as a service which is public sector software for combatting crime by providing current crime data, vital crime information, and crime data trends to officers. The program is utilized for various Patrol and investigative functions, and it has become an essential part of the agency’s daily operations and crime-fighting efforts since it was first implemented in 2015.
3. On January 1, 2024, 5Point Solutions (parent company of its wholly owned subsidiary Street Smart LLC) merged into Versaterm Public Safety US, Inc.
4. Section 12.1 of the Agreement provides for two (2), two (2) year renewal terms as set forth in a written amendment.
5. The Police Department recommends that the City Commission approve this Amendment 1 to the Original Agreement to assign the Agreement to Versaterm Public Safety US, Inc. and to enter into the two (2) year renewal term, commencing on May 1, 2025, and expiring on April 30, 2027, as allowed by the Agreement.
FINANCIAL IMPACT DETAIL:
a) Renewal Cost: $88,673.70
b) Amount budgeted for this item in Account No: $43,467.30 is budgeted for this item in 001-521-3001-534995-0000-000-0000-Other Svc-IT.
c) Source of funding for difference, if not fully budgeted: Year two will be included in the FY 2026 budget.
d) 2-year projection of the operational cost of the project:
Current FY FY 2025-26
Revenues $0.00 $0.00
Expenditures $43,467.30 $45,206.40
Net Cost $43,467.30 $45,206.40
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?
(H) Vertiv Corporation - City Data Center Hot Containment Aisle Power & Cooling Maintenance - Renewal
1. On January 8, 2019, the City entered into an Agreement with Vertiv Corporation for an initial one (1) year period, which naturally expired on October 14, 2019.
2. Vertiv Corporation provides maintenance services for the City Data Center Hot Containments Aisle Power & Cooling.
3. The Original Agreement allows for the continuation of the Agreement for as long as Vertiv is providing services to the City or until the Agreement is terminated.
4.On December 11, 2019, the City executed the First Renewal to the Original Agreement to renew the term for an additional one (1) year period, which expired January 10, 2021.
5. On December 29, 2020, the City executed the Second Renewal to the Original Agreement, as amended, to renew the term for an additional one (1) year period, which expired on January 10, 2022.
6. On March 31, 2022, the City executed the Third Renewal to the Original Agreement, as amended, to renew the term for an additional one (1) year period, which expired on January 17, 2023.
7. On December 21, 2022, the City executed the Fourth Renewal to the Original Agreement, as amended, to renew the term for an additional one (1) year period, which expired on January 17, 2024.
8. On November 27, 2023, the City executed the Fifth Renewal to the Original Agreement, as amended, to renew the term for an additional one (1) year period, which expired on January 17, 2025.
9. The Technology Services Department recommends that the City Commission approve this Sixth Renewal for an additional one (1) year period, which shall commence on January 18, 2025, and expire on January 17, 2026, as allowed by the agreement.
FINANCIAL IMPACT DETAIL:
a) Renewal Cost: $28,356.76
b) Amount budgeted for this item in Account No: 001-513-2002-546801-0000-000-0000- | IT Maintenance Contracts
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 $28,356.76
Net Cost $28,356.76
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