Title
MOTION TO APPROVE THE DEPARTMENT RECOMMENDATIONS FOR THE FOLLOWING ITEMS LISTED ON THE CONTRACTS DATABASE REPORT:
(A) Dr. Joanne Nemiroff, LLC. - School Psychologist - Renewal
(B) Magnet Forensics - Graykey Software License - Renewal
(C) Morton Salt, Inc. - Purchase of Sodium Chloride (Solar Salt) CO-OP - Renewal
(D) Nalco Company, LLC. - Purchase and Delivery of Potassium Phosphate - Renewal
(E) TA Golf Sales, LLC - Operation of the Pembroke Lakes Golf Course Pro Shop - Renewal
ITEM (F) WILL EXPIRE WITH NO RENEWAL TERMS AVAILABLE, THEREFORE, NO COMMISSION ACTION IS REQUIRED AS IT IS PRESENTED FOR NOTIFICATION PURPOSES ONLY PURSUANT TO SECTION 35.29 (F) OF THE CITY’S PROCUREMENT CODE:
(F) Hawkins Water Treatment Group, Inc. - Purchase of Ammonia Sulfate 40% - 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) Dr. Joanne Nemiroff, LLC. - School Psychologist - Renewal
1. On March 8, 2023, the City entered into an Agreement with Dr. Joanne Nemiroff, LLC. for the provision of school psychologist services for the City’s Charter Schools, for an initial one (1) year period, which expires on June 30, 2024.
2. Section 3.1 of the Original Agreement authorizes the renewal of the Original Agreement for two (2) additional one (1) year periods upon mutual consent, evidenced by written Amendments extending the term thereof.
3. The City’s Charter Schools is requesting approval of the City Commission to increase the hourly rate from $60.00 to $65.00 and to increase the annual compensation amount not to exceed from $24,000.00 to $26,000.00.
4. The City’s Charter Schools recommends that the City Commission approve this First Amendment to increase the hourly rate to $65.00 and the annual compensation amount to $26,000.00, and to renew the term for an additional one (1) year period, which shall commence on July 1, 2024, and naturally expire on June 30, 2025, as allowed by the agreement.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Renewal Cost: $26,0000 ($65 p/h for 400 hours)
b) Amount budgeted for this item in Account No: $26,000 in account # 173-569-5061-531310-6130-310-0000
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) Magnet Forensics - Graykey Software License - Renewal
1. On March 24th, 2021, the City entered into an End User License Agreement (“EULA”) with Grayshift, LLC for an initial one (1) year period, commencing on March 26, 2021, and expiring March 25, 2022, and for a contract value of $18,075.
2. Grayshift, LLC provides the City’s Police Department with software to aid investigators in the forensic examination of smartphone devices. This software is critical for the identification, location, and collection of forensic evidence and is crucial to police department investigative activities.
3. The End User License Agreement does not expire unless terminated. Section 12. of the original EULA, authorizes renewal of the software license for additional terms pursuant to each Quote.
4. On June 8th, 2022, the Parties executed an amended EULA to incorporate new software features, and to renew the software license pursuant to Quote Q-12103-4, at a cost of $27,995, for an additional, one (1) year period, originally set to expire on May 31st, 2023, and extended by Grayshift to June 15, 2023.
5. On May 31st, 2023, following approval by the City Commission on March 15th, 2023, the Parties renewed the term of the agreement through payment based on City’s Purchase Order issued pursuant to Quote Q-21360.1, at a cost of $30,795, for an additional, one (1) year period, which will expire on June 14, 2024.
6. Effective October 2023, Grayshift, LLC merged with, and changed its name to Magnet Forensics, LLC.
7. The Police Department recommends that the City Commission approve renewal of the license under the newly formatted EULA reflecting the change in company name, and for the one (1) year renewal term commencing on June 15, 2024, and expiring on June 14, 2025, as allowed by the Agreement.
FINANCIAL IMPACT DETAIL:
a) Renewal Cost: $33,105.00
b) Amount budgeted for this item in Account No: Funds were budgeted in Account 001-521-3001-534995-0000-000-0000- Other Svc - IT
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.
(C) Morton Salt, Inc. - Purchase of Sodium Chloride (Solar Salt) CO-OP - Renewal
1. On June 16, 2021, the City Commission approved to purchase Sodium Chloride (Solar Salt) from Morton Salt, Inc. utilizing the CO-OP Agreement for an initial one (1) year period, which expired on May 30, 2022.
2. The Original CO-OP Agreement authorizes the renewal of the Original Agreement for three (3) additional one (1) year renewal terms.
3. To date, the City of Pembroke Pines Commission has approved to continue to purchase Sodium Chloride from Morton Salt, Inc. up to May 30, 2024.
4. The City of Boca Raton, as the Lead Agency, has renewed the agreement for an additional one (1) year period which will expire on May 30, 2025.
5. The Utilities Division recommends that the City Commission approve the rate increase from $169.62/ton to $174.62/ton, and the continued purchase of Sodium Chloride for an additional one (1) year period which shall naturally expire on May 30, 2025.
FINANCIAL IMPACT DETAIL:
a) Renewal Cost: $139,696 (800 Tons x $174.62/Tn)
b) Amount budgeted for this item in Account No: $8,481.00 is available on PO# 20240275 and $5,754.50 is available in Account No. 471-533-6031-552430-0000-000-0000- (Operating chemicals)
c) Source of funding for difference, if not fully budgeted: Upon Commission’s approval, a Budget Adjustment of $20,691.00 will be moved from Account No. 471-535-6022-552430-000-0000-0000- (Operating chemicals).
d) 2-year projection of the operational cost of the project
Current FY Year 2
Revenues $0.00 $0.00
Expenditures $34,924.00 $104,772.00
Net Cost $34,924.00 $104,772.00
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), for an initial one (1) year period, which expired May 31, 2016.
2. 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.
3. 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.
4. On September 14, 2016, the Parties executed the Second Amendment to the Original Agreement, as amended, to include a rate of one dollar and 44/100 cents ($1.44) per pound for shipments of 44,999 pounds or less.
5. 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.
6. 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.
7. On September 25, 2018, the Parties executed the Fifth Amendment to the Original Agreement, as amended, to revise the rates to one dollar and 50/100 cents ($1.50) per pound for loads under 1,000 pounds and one dollar and 44/100 cents ($1.44) per pound for loads above 1,000 pounds.
8. 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.
9. On June 19, 2019, the Parties executed the Seventh Amendment to the Original Agreement, as amended, to increase the rates to one dollar and 58/100 cents ($1.58) per pound for loads under 1,000 pounds and one dollar and 51/100 cents ($1.51) per pound for loads above 1,000 pounds.
10. On May 6, 2020, the Parties executed the Eighth Amendment to the Original Agreement, as amended, to revise the rates to one dollar and 63/100 cents ($1.63) per pound for 275-gallon totes, and one dollar and 56/100 cents ($1.56) per pound for bulk loads, and renew the term for an additional one (1) year period, which expired on May 31, 2021.
11. On April 21, 2021, the Parties executed the Ninth Amendment to the Original Agreement, as amended, to revise the rates to one dollar and 69/100 cents ($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.
12. On May 18, 2022, the Parties executed the Tenth Amendment to the Original Agreement, as amended, to revise the rates to one dollar and 89/100 cents ($1.89) per pound delivered in 3,712lbs, and to renew the term for an additional one (1) year period, which expired on May 31, 2023.
13. 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 forty-five cents ($0.45) per pound, furthermore, the Parties desire to increase the rate to two dollars and 49/100 cents ($2.49) per pound delivered, and to renew the term for an additional one (1) year period, which expires on May 31, 2024.
14. The Utilities Department recommends that the City Commission approve this 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 shall commence on June 1, 2024, and naturally expire on May 31, 2025, as allowed by the agreement.
FINANCIAL IMPACT DETAIL:
a) Renewal Cost: $91,496.82 (33,393 Lbs. x $2.74)
b) Amount budgeted for this item in Account No: $28,612.59 is available on current PO# 20240406 with Nalco for these services and $7,638.46 is available in Account No. 471-533-6031-552430-0000-000-0000- (Operating chemicals). The prorated amount for the remainder of the current fiscal year from June 1, 2024, to September 30, 2024, is $30,498.94.
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 $30,498.94 $60,997.88
Net Cost $30,498.94 $60,997.88
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) TA Golf Sales, LLC - Operation of the Pembroke Lakes Golf Course Pro Shop - Renewal
1. On August 9th, 2023, the City entered into a License Agreement with TA Golf Sales, LLC for an initial one (1) year period, commencing on August 9th, 2023, and expiring on August 8th, 2024.
2. TA Golf Sales, LLC operates the Pro Shop at the Pembroke Lakes Golf Course including but not limited to supervising the retail business of the Pro Shop and maintaining for sale a first-class stock of merchandise.
3. Section 4.2 of the Original Agreement authorizes the renewal of the Original Agreement for two (2), successive, one (1) year renewal periods upon mutual consent, evidenced by a written Amendment.
4. The Recreation and Cultural Arts Department recommends that the City Commission approve this First Amendment for the first, one (1) year, renewal term, commencing on August 9th, 2024, and expiring on August 8th, 2025, as allowed by the Agreement.
FINANCIAL IMPACT DETAIL:
a) Renewal Revenue: $15,900 (Estimated Amount)
b) Amount budgeted for this item in Account No: $15,900, 001-000-7006-362025-0000-000-0000- Commission - Pro Shop
c) Source of funding for difference, if not fully budgeted: Not Applicable.
d) 1-year projection of the operational revenue from 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) Hawkins Water Treatment Group, Inc. - Purchase of Ammonia Sulfate 40% - Non-Renewal
1. On March 23, 2022, the City entered into an Agreement with Hawkins Water Treatment Group, Inc. for the provision of ammonia sulfate 40% for the City’s Water Treatment Plant, for an initial one (1) year period, which expired on March 22, 2023.
2. 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.
3. On March 28, 2023, the Parties entered into the First Amendment to the Original Agreement, to extend the term for an additional ninety (90) days, which expired on June 21, 2023.
4. On June 14, 2023, the Parties executed the Second Amendment to the Original Agreement, as amended, to increase the total compensation from twenty-two thousand, seven hundred fifty dollars and 00/100 cents ($22,750.00) to thirty-three thousand, two hundred fifty dollars and 00/100 cents ($33,250.00) effective June 21, 2023, and to renew the term for an additional period, which expires on June 21, 2024.
5. The Utilities Department will not renew the agreement and it is working and negotiating a new contract for these services.