Title
MOTION TO APPROVE THE DEPARTMENT RECOMMENDATIONS FOR THE FOLLOWING ITEMS LISTED ON THE CONTRACTS DATABASE REPORT:
(A) PMAM Corporation - False Alarm Billing and Collection Services - 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) GLSC & Company, PLLC - Independent Audit Services - Non-renewal
(C) Kemp Group LLC - School Crossing Guard Services - 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) PMAM Corporation - False Alarm Billing and Collection Services - Renewal
1. On June 4th, 2021, the City entered into an Agreement with PMAM Corporation for an initial three (3) year period, which will expire on June 3rd, 2024.
2. PMAM Corporation implements and collects false alarm fees and fines pursuant to the City’s Code of Ordinances.
3. Section 3.2 of the Agreement authorizes the renewal of the Original Agreement for an additional three (3) year renewal term upon mutual consent of the parties, evidenced by a written Amendment.
4. The Police Department recommends that the City Commission approve this First Amendment for a three (3) year renewal term commencing on June 4th, 2024, and expiring on June 3rd, 2027, as allowed by the Agreement.
Reviewed by Commission Auditor.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Renewal Cost: 20% of revenue from false alarm fees.
b) Amount budgeted for this item in Account No: Funds are currently budgeted for this project in account # 001-521-3001-549357-0000-000-0000- (False Alarm Program).
The City is entitled to 80% of the Revenue budgeted in False Alarm Fee Revenue account # 001-000-3001-342204-0000-000-0000.
c) Source of funding for difference, if not fully budgeted: Not Applicable.
d) 3-year projection of the operational cost of the project:
Current FY FY 2025 FY 2026 FY 2027
Revenues $37,566.67 $112,700.00 $112,700.00 $75,133.33
Expenditures $7,513.33 $22,540.00 $22,540.00 $15,026.67
Net Revenue $30,053.34 $90,160.00 $90,160.00 $60,106.66
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) GLSC & Company, PLLC - Independent Audit Services - Non-renewal
1. On July 8th, 2015, pursuant to Request for Proposals No. FN-15-01, the City entered into an Auditor Engagement Agreement with GLSC & Company, PLLC for an initial five (5) year period which expired on June 30th, 2020.
2. The City of Pembroke Pines Public Service Departments contracts GLSC & Company, PLLC to provide independent audits of the City and Charter School financial statements.
3. Section 7.2.1 of the Original Agreement authorized 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 April 11th, 2019, the Parties executed the First Amendment to the Original Agreement to increase the compensation as a result of the additional procedures required by the new Governmental Accounting Standards.
5. On June 9th, 2020, and on March 9th, 2022, the Parties executed the Second and Third Amendments, respectively, each to renew the term for two (2) years, extending the term to June 30th, 2024.
6. The Agreement does not allow for any further renewals.
7. The Finance Department has begun a new procurement and selection process for these services.
(C) Kemp Group LLC - School Crossing Guard Services - Non-Renewal
1. On February 23, 2021, the City entered into an Agreement with Kemp Group International Corporation for an initial three (3) year period, which will expire on June 30th, 2024.
2. Kemp Group International Corporation provides school crossing guard services at the City’s Charter Schools.
3. Section 3.2 of the Original Agreement authorizes the renewal thereof for three (3), additional, one (1) year renewal terms upon mutual consent, evidenced by a written Amendment.
4. On August 17th, 2021, August 30th, 2022, February 1st, 2023, and January 23, 2024, the Parties entered into the First, Second, Third and Fourth Amendments, respectively to increase the hourly wage rate to keep pace with increases in the Florida minimum wage.
5. The City will not enter into a renewal term and the Police Department will commence a new procurement process for these services.