Title
MOTION TO APPROVE THE DEPARTMENT RECOMMENDATIONS FOR THE FOLLOWING ITEMS LISTED ON THE CONTRACTS DATABASE REPORT:
(A) NCS Pearson, Inc. (Certiport) - Certification Assessment & Training - Renewal
(B) Emilio’s BBQ Catering Services Corp. - Gift Shop/food services at the Senior Center - Renewal
(C) Vigilant Solutions, Inc. - ESA - License Plate Reader - Annual Hosting and Software Subscriptions & Maintenance - Renewal
(D) B.P. Academy, Inc. - Facility Use Agreement - Renewal
(E) Pembroke Pines Optimist Club, Inc. (PPO) - Facility Use Agreement - Renewal
(F) Optimist Club of Pembroke Lakes, Florida, Inc. (PLO) - Facility Use Agreement - Renewal
(G) Optimist Club of West Pembroke Pines, Inc. (WPPO) - Facility Use Agreement - Renewal
(H) West Pines Girls Softball, Inc. (WPGS) - Facility Use Agreement - Renewal
(I) Cobblestone Systems Corp. - Contracts Management Software - Renewal
ITEM (J) 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:
(J) Drobots Company - Drobots STEM Summer Learning Camp - 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) NCS Pearson, Inc. (Certiport) - Certification Assessment & Training - Renewal
1. On October 6, 2021, the City entered into an Original Agreement with NCS Pearson, Inc. for an initial one (1) year period which naturally expired on October 2, 2022.
2. NCS Pearson, Inc. provides courseware and exams for the Microsoft Office Specialist (MOS) and the Adobe Certified Association (ACA) industry certification programs for the City’s Charter Schools.
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 September 14, 2022, the City executed the First Amendment to the Original Agreement to extend the term thereof for an additional one (1) year term which shall naturally expire on October 2, 2023.
5. The City’s Charter Schools are satisfied with the performance and execution of the Original Agreement, as amended, and recommends that the City Commission approve this Second Amendment for a one (1) year term which shall commence on October 3, 2023 and shall naturally expire October 2, 2024, as allowed by the agreement.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $45,868.00
b) Amount budgeted for this item in Account No:
|
School Site |
Account Coding |
Account Description |
Amount |
|
West Middle |
171-569-5052-552652-5102-369-0000-00553 |
Noncapital Software & Licenses |
$ 8,230 |
|
Central Middle |
171-569-5052-552652-5102-369-0000-00554 |
Noncapital Software & Licenses |
$ 17,680 |
|
Academic Village Middle |
172-569-5053-552652-5102-369-0000- |
Noncapital Software & Licenses |
$ 8,230 |
|
Academic Village High |
172-569-5053-552652-5103-369-0000- |
Noncapital Software & Licenses |
$ 11,728 |
|
Total |
|
|
$ 45,868 |
c) Source of funding for difference, if not fully budgeted: Not Applicable.
d) 5 year projection of the operational cost of the project:
Current FY Year 2 Year 3 Year 4 Year 5
Revenues $.00 $.00 $.00 $.00 $.00
Expenditures $45,868.00 $.00 $.00 $.00 $.00
Net Cost $45,868.00 $.00 $.00 $.00 $.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) Emilio’s BBQ Catering Services Corp. - Gift Shop/food services at the Senior Center - Renewal
1. On February 23, 2016, the City entered into a Lease and Operation Management Agreement with Emilio’s BBQ Catering Services Corporation for the provision of food and gift shop services at the City’s Southwest Focal Point Senior Center for an initial period which expired on December 31, 2019.
2. Section 2.1 of the Original Agreement authorizes the renewal of the Original Agreement for additional one (1) year terms upon mutual consent, evidenced by written Amendments to the Original Agreement extending the term thereof.
3. To date the Original Agreement has been renewed four (4) times extending the term to December 31, 2023.
4. The monthly base rent is being increased from $1,035.41 plus taxes to $1,123.53 plus taxes, pursuant to Consumer Price Index (CPI) rate increases, as allowed by the Agreement.
5. The Community Services Department recommends that the City Commission approve this Sixth Amendment to increase the monthly base rent and to extend the term for an additional one (1) year period, which shall commence on January 1, 2024, and naturally expire on December 31, 2024.
FINANCIAL IMPACT DETAIL:
a) Renewal Revenue: $13,482.36 ($1,123.53 * 12 months January 2024-December 2024)
b) Amount budgeted for this item in Account No: Revenue Account 001-000-8001-362046-0000-000-0000 Rental Community Services. Monthly Rent $1,123.53 plus tax.
c) Source of funding for difference, if not fully budgeted: Not Applicable
d) 2 year projection of the operational cost of the project:
FY2023-2024 FY2024-2025
Revenues $10,111.77 $3,370.59
Expenditures $.00 $.00
Net Revenue $10,111.77 $3,370.59
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) Vigilant Solutions, Inc. - ESA - License Plate Reader - Annual Hosting and Software Subscriptions & Maintenance - Renewal
1. On November 16, 2015, the City entered into an Enterprise Service Agreement with Vigilant Solutions for an initial one (1) year period, commencing on January 16, 2016 and expiring on January 16, 2018.
2. The City of Pembroke Pines Police Department utilizes Vigilant Solutions to provide software licenses for their license plate reader database, systems, and associated cameras. The Agreement included the Intelligence-Led Policing Package up to November 2021 at which time the Police Department switched to the Basic LPR Service Package with the Investigative Data Platform (IDP).
3. Section III.A of the Original Agreement authorizes the extension of the Original Agreement for additional one (1) year Service Periods.
4. The Original Agreement has been extended seven (7) times, with the Sixth Amendment aligning the subscription terms with the City’s fiscal year to expire on September 30, 2022, and the Seventh Amendment extending the term to September 30, 2023.
5. The Police Department recommends that the City Commission approve this Eighth Amendment for the one (1) year renewal term commencing on October 1, 2023, and expiring on September 30, 2024, as allowed by the Agreement.
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $56,317.40
b) Amount budgeted for this item in Account No: $20,875.00 in 001-521-3001-546800-0000-000-0000: Maintenance Contracts; $35,442.00 in 001-521-3001-534990-0000-000-0000: Other Svc.
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 FY2023-24
Revenues $.00 $.00
Expenditures $.00 $56,317.40
Net Cost $.00 $56,317.40
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?
(D) B.P. Academy, Inc. - Facility Use Agreement - Renewal
1. On October 25, 2022, the City entered into an Agreement with B.P. Academy, Inc. for the use of certain athletic fields owned, operated, and/or maintained by the City for recreational purposes, for an initial one (1) year period, which expires on September 30, 2023.
2. Section 2.1 of the Original Agreement authorizes the renewal of the Original Agreement for additional terms upon mutual consent evidenced by written Amendments to the Agreement extending the term thereof.
3. The Recreation Department recommends that the City Commission approve this First Amendment to renew the term for an additional one (1) year period, which shall commence on October 1, 2023, and naturally expire on September 30, 2024, as allowed by the Agreement.
FINANCIAL IMPACT DETAIL:
a) Renewal Revenue: $5,120.00
b) Amount budgeted for this item in Account No: 001-000-7001-347225-0000-000-0000-Youth Athletic Program
001-000-7001-347565-0000-000-0000-Athletic Fees - Non-resident
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
(E) Pembroke Pines Optimist Club, Inc. (PPO) - Facility Use Agreement - Renewal
1. On January 31, 2017, the City entered into a Facility Use Agreement with Pembroke Pines Optimist Club, Inc. for an initial period, which expired on September 30, 2017.
2. Pembroke Pines Optimist Club, Inc. leases property from the City to use certain athletic fields and buildings for recreational purposes for the use and benefit of both residents and non-residents of the City.
3. Section 2.2 of the Original Agreement, as amended, authorizes the renewal of the Original Agreement, as amended, for additional one (1) year renewal terms upon mutual consent, evidenced by written Amendments extending the term thereof.
4. The term of the Original Agreement, as amended, has been renewed six (6) times extending the term to September 30, 2023.
5. The Recreation and Cultural Arts Department recommends that the City Commission approve this Seventh Amendment to renew the term for an additional one (1) year period, which shall commence on October 1, 2023, and naturally expire on September 30, 2024, as allowed by the agreement.
FINANCIAL IMPACT DETAIL:
a) Renewal Revenue: $20,542.00
b) Amount budgeted for this item in Account No: $20,542
001-000-7001-347225-0000-000-0000-Youth Athletic Program
001-000-7001-347565-0000-000-0000-Athletic Fees - Non-resident
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
(F) Optimist Club of Pembroke Lakes, Florida, Inc. (PLO) - Facility Use Agreement - Renewal
1. On February 6, 2016, the City entered into a Facility Use Agreement with Optimist Club of Pembroke Lakes, Inc. for an initial period, which expired on September 30, 2017.
2. Optimist Club of Pembroke Lakes, Florida, Inc. leases property from the City to use certain athletic fields and buildings for recreational purposes for the use and benefit of both residents and non-residents of the City.
3. Section 2.2 of the Original Agreement, as amended, authorizes the renewal of the Original Agreement, as amended, for additional one (1) year renewal terms upon mutual consent, evidenced by written Amendments extending the term thereof.
4. The term of the Original Agreement, as amended, has been renewed six (6) times extending the term to September 30, 2023.
5. The Recreation and Cultural Arts Department recommends that the City Commission approve this Seventh Amendment to renew the term for an additional one (1) year period, which shall commence on October 1, 2023, and naturally expire on September 30, 2024, as allowed by the agreement.
FINANCIAL IMPACT DETAIL:
a) Renewal Revenue: $23,837.00
b) Amount budgeted for this item in Account No: $23,837
001-000-7001-347225-0000-000-0000-Youth Athletic Program
001-000-7001-347565-0000-000-0000-Athletic Fees - Non-resident
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) Optimist Club of West Pembroke Pines, Inc. (WPPO) - Facility Use Agreement - Renewal
1. On February 15, 2017, the City entered into a Facility Use Agreement with Optimist Club of West Pembroke Pines, Inc. for an initial period, which expired on September 30, 2017.
2. Optimist Club of West Pembroke Pines, Inc. leases property from the City to use certain athletic fields and buildings for recreational purposes for the use and benefit of both residents and non-residents of the City.
3. Section 2.2 of the Original Agreement, as amended, authorizes the renewal of the Original Agreement, as amended, for additional one (1) year renewal terms upon mutual consent, evidenced by written Amendments extending the term thereof.
4. The term of the Original Agreement, as amended, has been renewed six (6) times extending the term to September 30, 2023.
5. The Recreation and Cultural Arts Department recommends that the City Commission approve this Seventh Amendment to renew the term for an additional one (1) year period, which shall commence on October 1, 2023, and naturally expire on September 30, 2024, as allowed by the agreement.
FINANCIAL IMPACT DETAIL:
a) Annual Renewal Cost: $34,567.00
b) Amount budgeted for this item in Account No: $34,567
001-000-7001-347225-0000-000-0000-Youth Athletic Program
001-000-7001-347565-0000-000-0000-Athletic Fees - Non-resident
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
(H) West Pines Girls Softball, Inc. (WPGS) - Facility Use Agreement - Renewal
1. On February 14, 2017, the City entered into a Facility Use Agreement with West Pines Girls Softball, Inc. for an initial period, which expired on September 30, 2017.
2. West Pines Girls Softball, Inc. leases property from the City to use certain athletic fields and buildings for recreational purposes for the use and benefit of both residents and non-residents of the City.
3. Section 2.2 of the Original Agreement, as amended, authorizes the renewal of the Original Agreement, as amended, for additional one (1) year renewal terms upon mutual consent, evidenced by written Amendments extending the term thereof.
4. The term of the Original Agreement, as amended, has been renewed six (6) times extending the term to September 30, 2023.
5. The Recreation and Cultural Arts Department recommends that the City Commission approve this Seventh Amendment to renew the term for an additional one (1) year period, which shall commence on October 1, 2023, and naturally expire on September 30, 2024, as allowed by the agreement.
FINANCIAL IMPACT DETAIL:
a) Renewal Revenue: $13,700.00
b) Amount budgeted for this item in Account No: $13,700
001-000-7001-347225-0000-000-0000-Youth Athletic Program
001-000-7001-347565-0000-000-0000-Athletic Fees - Non-resident
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
(I) CobbleStone Systems Corp. - Contracts Management Software - Renewal
1. On November 13, 2019, the City Commission approved the Hosted Software License Agreement between the City and Cobblestone Systems Corp. for an initial one (1) year period, which expired on November 25, 2020.
2. The City of Pembroke Pines Finance Department utilizes CobbleStone Systems Corp. to provide contract management software allowing for document management, contract routing work-flow, task-tracking, online approval process, E-signature, and auditing features.
3. Section 2 of the Original Agreement allows for additional one (1) year renewal terms.
4. On August 5, 2020, the City Commission approved the renewal of the Agreement for a one (1) year term which expired on November 25, 2021.
5. On August 4, 2021, the City Commission approved the renewal of the Agreement for a one (1) year term which expired on November 25, 2022.
6. On May 4, 2022, the City Commission approved the renewal of the Agreement for a one-year (1) term which expires on November 25, 2023.
7. The Finance Department recommends that the City Commission approve the continuation of the Original Agreement for a one (1) year renewal term commencing on November 26, 2023 and expiring on November 25, 2024, as allowed by the Original Agreement.
FINANCIAL IMPACT DETAIL:
a) Renewal Cost: $29,037.00
b) Amount budgeted for this item in Account No: 001-513-2001-552652-0000-000-0000 (Non-Capital Software and License)
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.
(J) Drobots Company - Drobots STEM Summer Learning Camp - Non-Renewal
1. On March 20, 2023, the City entered into the Drobots Company Agreement with Drobots Company for an initial period, which naturally expired on July 21, 2023.
2. Drobots Company provided instruction during the summer in the areas of science, technology, engineering, and math (STEM).Through this program, students applied knowledge by participating in hands-on, real-world STEM exploration.
3. The City’s FSU Charter Elementary will begin the process to enter into a new Agreement for the 2024 Summer Camp.