Title
MOTION TO APPROVE THE DEPARTMENT RECOMMENDATIONS FOR THE FOLLOWING ITEMS LISTED ON THE CONTRACTS DATABASE REPORT:
(A) Tyler Technologies, Inc. - Enterprises Resource Planning (ERP) SaaS - Renewal
ITEMS (B) AND (C) 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) R.J. Behar & Company, Inc. - Civil Engineering, Development Review Committee (DRC) Engineering Permit Review and Inspection Related Services - Non-Renewal
(C) Safeguard Services, Inc. - Janitorial Services for the Charter Schools and Early Development Centers (EDC’s) - 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) Tyler Technologies, Inc. - Enterprises Resource Planning (ERP) SaaS - Renewal
1. On April 24th, 2019, the City entered into an Agreement with Tyler Technologies, Inc. for an initial three (3) year period, which expired on April 30th, 2022.
2. Tyler Technologies, Inc. provides Enterprises Resource Planning (ERP) Software as a Service, City-wide.
3. On October 7th, 2019, the Parties executed Change Order 001 to reallocate conversion hours to lead hours (Consulting).
4. On April 28th, 2020, the Parties executed Change Order 002 to remove the Bid Management Module.
5. On June 1st, 2020, the Parties executed Change Order 003 to remove conversion services and to add 7 Tyler ready forms.
6. On February 7th, 2021, the Parties executed Change Order 004 to increase the annual SaaS fee in the amount of $40K and to update Go-Live Dates.
7. On June 9th, 2021, the Parties executed Change Order 005 to convert travel expenses and increase implementation services in the amount of $347,900.00.
8. On December 7th, 2021, the Parties executed Change Order 006 to convert travel expenses to implementation services in the amount of $182,000.00.
9. On February 10th, 2022, the Parties executed Change Order 007 to remove the ExecuTime services and reduce the annual amount by $33,217.00.
10. On March 16th, 2022, the Parties executed Change Order 008 to increase the annual amount to $115,323.33 for additional implementation services and the City agreed to automatic renewal of the contract term for the first, additional one (1) year period which expired on April 30th, 2023.
11. On December 14th, 2022, the City Commission approved automatic renewal of the Agreement term at the then-current SaaS fees for the second, additional one (1) year period which expired on April 30th, 2024.
12. On December 6th, 2023, the City Commission ratified Change Orders 009 through 013 to increase the compensation under the agreement by $454,900 for additional services and to also increase the annual SaaS licensing fees by $4,881.
13. On January 17th, 2024, the City Commission approved automatic renewal of the Agreement term for the third, additional one (1) year period which expired on April 30th, 2025.
On December 18th, 2024, the City Commission approved automatic renewal of the Agreement term for the fourth, additional one (1) year period which will expire on April 30th, 2026.
14. The Technology Services Department recommends that the City Commission approve for the Agreement to renew for a fifth, additional one (1) year term commencing on May 1st, 2026, and expiring on April 30th, 2027, as allowed by the Agreement.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Renewal Cost: $1,575,000.00
b) Amount budgeted for this item in Account No: $1,575,000 - 001-513-2002-546801-0000-000-0000 IT Maintenance Contracts
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.
Current FY
Revenues $0.00
Expenditures $1,575,000.00
Net Cost $1,575,000.00
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.
(B) R.J. Behar & Company, Inc. - Civil Engineering, Development Review Committee (DRC) Engineering Permit Review and Inspection Related Services - Non-Renewal
1. On August 13, 2020, the City entered into an Agreement with R.J. Behar & Company, Inc. for an initial three (3) year period, which expired on August 12, 2023.
2. The City contracts R.J. Behar & Company, Inc. to provide Civil Engineering, Development Review (DRC), engineering permit review and inspection-related services.
3. Section 3.2 of the Original Agreement authorized the renewal of the Original Agreement, in writing by the parties, for two (2) additional one (1) year terms.
4. On June 14, 2023, the parties entered into the First Amendment for the first, one (1) year renewal term, extending the term through August 12, 2024.
5. On March 16, 2024, the parties entered into the Second Amendment, to increase the annual amount not to exceed from $85,000 to $170,000 for each of the renewal terms, and for the second, one (1) year renewal term, extending the term to August 12, 2025.
6. On August 13, 2025, the parties entered into the Third Amendment, to extend the term of the Agreement, for an additional one hundred and eighty (180) day period, which expires on February 9, 2026.
7. The Engineering Department is presenting this item to the City Commission for notification purposes, as the current term of the agreement expires on February 9, 2026, with no further renewals available.
(C) Safeguard Services, Inc. - Janitorial Services for the Charter Schools and Early Development Centers (EDC’s) - Non-renewal
1. On July 20, 2017, the City entered into an agreement with Safeguard Services, Inc. for an initial three (3) year period, which expired on June 30, 2020.
2. The City of Pembroke Pines Charter Schools and Early Development Centers contracted Safeguard Services, Inc. to provide janitorial services pursuant to Request for Proposals # ED-17-02.
3. Section 3.2 of the Original Agreement authorizes the renewal thereof for two (2), additional, three (3) year renewal terms upon mutual consent, evidenced by a written Amendment.
4. On December 19, 2017, the parties entered into the First Amendment to the Original Agreement to add a contingency amount of $24,500.
5. On August 7, 2018, the parties entered into the Second Amendment to the Original Agreement to waive the requirement for payment and performance bonds.
6. On December 4, 2019, the parties entered into the Third Amendment to the Original Agreement to renew the term for an additional three (3) year period, which expired on June 30, 2023.
7. On August 12, 2021, the parties entered into the Fourth Amendment to the Original Agreement to remove the Village and Bright Beginnings EDC locations, to increase the scope of services to include electrostatic spraying services, and to increase the annual compensation amount from $1,320,410.55 to $1,440,594.00.
8. On August 10, 2022, the parties entered into the Fifth Amendment to the Original Agreement to increase the annual compensation amount to $1,568,042.46 effective August 4, 2022. This increase was requested by the contractor to be in line with the increase in labor costs and the increase in Florida’s minimum wage.
9. On April 24, 2023, the parties entered into the Sixth Amendment to the Original Agreement to increase the compensation amount to $1,719,000.91, and to renew the term for an additional three (3) year period, which will expire on June 30, 2026.
10. On January 21, 2025, the parties entered into the Seventh Amendment to the Original Agreement to revise and amend the Scope of Services effective August 1, 2024, to discontinue services at the City’s EDC West Campus location, and to begin servicing additional space for the City’s Charter School West Campus. This Seventh Amendment further removed Safeguard Services’ obligation to replace all broken or damage dispensers and also increased the compensation amount to $1,832,967.08.
11. The Public Services Department is presenting this item to the City Commission for notification purposes. The current agreement will expire on June 30, 2026, with no renewal options available.