Title
MOTION TO APPROVE AN AGREEMENT WITH FLORIDA TECHNICAL CONSULTANTS, LLC., TO PROVIDE GEOGRAPHIC INFORMATION SYSTEM (GIS) SERVICES ON AN AS-NEEDED BASIS, UTILIZING PRICING ESTABLISHED BY THE TOWN OF JUPITER ISLAND’S SOUTH MARTIN REGIONAL UTILITY (SMRU) RFQ # 2023-02, IN AN ANNUAL AMOUNT NOT TO EXCEED $200,000, PURSUANT TO SECTION 35.18(C)(5) OF THE CITY’S CODE OF ORDINANCES.
Summary Explanation and Background
PROCUREMENT PROCESS TAKEN:
- Chapter 35 of the City’s Code of Ordinances is titled “PROCUREMENT PROCEDURES, PUBLIC FUNDS.”
- Section 35.18 of the City's Code of Ordinances is titled "COMPETITIVE BIDDING OR COMPETITIVE PROPOSALS REQUIRED; EXCEPTIONS."
- Section 35.18(C) states that "Only the following situations are exempt from the competitive bid and competitive proposal requirements of this section:"
- Section 35.18(C)(5) of the City’s Code of Ordinances, “Commodities or services that are the subject of contracts with the state its political subdivisions or other governmental entities including the United States Government, are exempt from the competitive procurement process.”
- Section 35.21 of the City's Code of Ordinances is titled "AWARD OF CONTRACT."
- Section 35.21(A) of the City's Code of Ordinances is titled "City Commission Approval."
- Section 35.21(A)(1) states, "An initial purchase of, or contract for, commodities or services, in excess of $25,000, shall require the approval of the City Commission, regardless of whether the competitive bidding or competitive proposal procedures were followed."
SUMMARY EXPLANATION AND BACKGROUND:
1. In 2019, the Technology Services Department started the process of converting the City’s records of its water and sewer facilities from paper and Computer Aided Drafting (CAD)-based files to a Geographical Information System (GIS) format using software and web-based products from Environmental Systems Research Institute (ESRI). Storing the City's utility infrastructure records via a GIS provides significant advantages over paper or CAD records including protection from loss or destruction, consolidation of information in one place, easier access to records, and much greater analytical functionality. It also facilitates the development of a computerized asset management system in the future, to better manage the City's assets and infrastructure.
2. In coordination with the Technology Services Department, the Utilities Department recommends engaging the professional firm Florida Technical Consultants, LLC. to provide maintenance and upgrade services for the water and sewer related aspects of the GIS, on an as-needed basis.
3. On February 22, 2023, the Town of Jupiter Island, on behalf of the South Martin Regional Utility (SMRU), entered into an agreement with Florida Technical Consultants, LLC. for GIS Services resulting from their Request for Qualifications (RFQ) # 2023-02, on an as-needed basis for a four (4) year term with two (2) one-year renewal options.
4. Florida Technical Consultants, LLC. agrees to honor and extend to the City of Pembroke Pines the same terms and pricing set in the SMRU RFQ agreement.
5. Staff recommends Commission approval of an agreement with Florida Technical Consultants, LLC., to provide GIS Services on an as-needed basis, utilizing pricing from the Town of Jupiter Island’s South Martin Regional Utility (SMRU) RFQ # 2023-02, in an annual amount not to exceed $200,000, pursuant to Section 35.18(C)(5) of the City’s Code of Ordinances.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $200,000 annually. (Cost is prorated to $83,333.33, for the five months remaining in this current fiscal year).
b) Amount budgeted for this item in Account No: $85,453 is available in Account no. 471-536-6010-531500-0000-000-0000- (Professional Svc - Other). The prorated cost is $83,333.33.
c) Source of funding for difference, if not fully budgeted: Not Applicable.
d) 5 year projection of the operational cost of the project: The proposed agreement is valid through February 21, 2027. Should the Town of Jupiter Island authorize the additional one (1) year renewal term, the City and Contractor may renew the terms of this Agreement pursuant to a written amendment hereto. The Agreement allows for two (2) additional one (1) year terms.
The annual not to exceed amount is $200,000, which shall be prorated to $83,333.33 to cover May 2024 through the end of September 2024 (5 months) for the current fiscal year. In addition, the amount for the 2026-27 Fiscal Year would be prorated to 5 months as well to cover the period of October 2026 to February 21, 2027.
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|
FY 23-24 |
FY 24-25 |
FY 25-26 |
FY 26-27 |
FY 27-28 |
|
Revenues |
|
|
|
|
|
|
Expenditures |
$83,333.33 |
$200,000.00 |
$200,000.00 |
$83,333.33 |
N/A |
|
Net Cost |
$83,333.33 |
$200,000.00 |
$200,000.00 |
$83,333.33 |
N/A |
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.