Title
MOTION TO APPROVE THE DEPARTMENT RECOMMENDATIONS FOR THE FOLLOWING ITEMS LISTED ON THE CONTRACTS DATABASE REPORT:
(A) Avis-Budget Group, Inc. – Rental of Vehicles for Police Department – Renewal
(B) Broward County - Community Shuttle Service - Renewal
(C) ESO Solutions, Inc. - Record Management Software - Renewal
(D) Granicus, LLC - Legistar Software Maintenance – Renewal
(E) NCS Pearson, Inc. (Certiport) - Certification Assessment & Training - Renewal
(F) Vertiv Corporation - City Data Center Hot Containment Aisle Power & Cooling Maintenance - 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) Avis-Budget Group, Inc. – Rental of Vehicles for Police Department – Renewal
1. On June 16, 2021, the City Commission approved the Police Department’s utilization of the pricing established under the State of Florida Agreement with Avis-Budget Group, Inc., Contract No. 78111808-20-1, for the rental of up to six (6) vehicles on an as-needed basis, for a term expiring September 30, 2025.
2. Section 1 of the Original Agreement between the State of Florida and Avis-Budget Group, Inc. #78111808-20-1, allows the renewal of the Agreement for up to five (5) years of renewals.
3. The Police Department recommends for the City Commission to approve the continued rental of up to six (6) vehicles on an as-needed basis, utilizing the State of Florida Contract No. 78111808-20-1, for an additional one (1) year period, which shall commence on October 1, 2025, and expire on September 30, 2026, in the amount of $57,600.00, as allowed by the Agreement, and contingent upon renewal of the same by the State of Florida.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Continuation Cost: $57,600.00
b) Amount budgeted for this item in Account No: $57,600.00 in Account #001-521-3001-544200-0000-000-0000: Rental - Machinery & Equipment
c) Source of funding for difference, if not fully budgeted: Not Applicable
d) 1-year projection of the operational cost of the project:
FY 2025-26
Revenues $0.00
Expenditures $57,600.00
Net Cost $57,500.00
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) Broward County - Community Shuttle Service - Renewal
1. On October 2, 2019, the City Commission approved for the City to enter into an Agreement with Broward County for an initial two (2) year period, commencing on October 1, 2019, and expiring on September 30, 2022.
2. Broward County Transit Division supplements the mass transit county system and provides funding and community bus transportation to the residents of Pembroke Pines. The service includes the blue, gold, and green routes.
3. Section 5.1 of the Original Agreement authorized renewal of the Original Agreement for two (2) additional one (1) year periods upon written approval of the Contract Administrator at least ninety (90) days prior to the expiration of the current term.
4. On August 3, 2022, the City Commission approved the first, one (1) year renewal term which expired on September 30, 2023.
5. On June 7, 2023, the City Commission approved the second, one (1) year renewal term which expired on September 30, 2024.
6. On September 18, 2024, the City Commission approved the Third Amendment to extend the term for a one (1) year period which will expire on September 30, 2025.
7. On May 21, 2025, City Staff presented to the City Commission a non-renewal notification of the Agreement since there were no further renewal terms available.
8. Shortly after that, Broward County notified the City of their intent to renew the existing agreement instead of entering into a new Agreement.
9. The Community Services Department recommends that the City Commission approve this Fourth Amendment to the Agreement which will extend the term for an additional, two (2) year renewal term commencing on October 1, 2025, and expiring on September 30, 2027.
FINANCIAL IMPACT DETAIL:
a) Renewal Revenue: $679,049.63 Year 1
b) Amount budgeted for this item in Account No:
$605,936.95 128-000-8004-337410-0000-000-0000 (BCT Grant Gold & Green Routes)
$73,112.68 128-000-8004-337410-0000-000-0000-00042 (BCT Grant Blue Route)
$679,049.63 Total
c) Source of funding for difference to fund Community Shuttle Service, if not fully budgeted:
Road & Bridge Fund
$449,031.05 128-000-8004-381100-0000-000-0000 (Gold & Green Routes)
$ 46,919.32 128-000-8004-381100-0000-000-0000-00042 (Blue Route)
$495,950.37 Total
d) 2-year projection of the operational cost of the project:
Year 1 Year 2 Year 3 Year 4 Year 5
Revenues $679,049.63 $679,049.63 $0.00 $0.00 $0.00
Expenditures $1,175,000.00 $1,210,250.00 $0.00 $0.00 $0.00
Net Cost $495,950.37 $531,200.37 $0.00 $0.00 $0.00
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
(C) ESO Solutions, Inc. - Record Management Software - Renewal
1. On September 25, 2023, the City entered into a Subscription Agreement with ESO Solutions, Inc., for an initial one (1) year period, which expired on September 30, 2024.
2. The City of Pembroke Pines contracts ESO Solutions, Inc. to provide Health Records Management Software to the City’s Fire Department.
3. Section 6.1 of the Original Agreement authorizes renewal of the contract term for successive, one (1) year periods.
4. On September 10, 2024, the parties executed the First Amendment to the Original Agreement to extend the term for an additional, one (1) year period, which will expire on September 30, 2025.
5. The Fire Department recommends that the City Commission approve this Second Amendment, to renew the term for five (5) successive one (1) year periods, commencing on October 1, 2025, and expiring on September 30, 2030, as allowed by the Agreement.
FINANCIAL IMPACT DETAIL:
a) Renewal Cost: $215,707.63
b) Amount budgeted for this item in Account No: 001-529-4003-534995-0000-000-0000- (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 The renewal cost is a 5% increase year over year for the next 5 years.
FY 2025-2026 FY 2026-2027 FY 2027-2028 FY 2028-2029 FY 2029-2030
Revenues $0.00 $0.00 $0.00 $0.00 $0.00
Expenditures $39,037.65 $40,989.53 $43,039.00 $45,190.95 $47,450.50
Net Cost $39,037.65 $40,989.53 $43,039.00 $45,190.95 $47,450.50
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) Granicus, LLC - Legistar Software Maintenance - Renewal
1. On October 11th, 2016, the City entered into a Service Agreement with Granicus, Inc. for an initial three (3) year period, which expired on October 10th, 2019, to provide Legistar Software Maintenance and Closed Captioning Services.
2. Section 8.1 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.
3. To date the Original Agreement has been amended three (3) times during the initial term to include additional services, and it has been renewed for six (6) additional, one (1) year periods, extending the term through September 30th, 2025.
4. On May 10th, 2023, the City executed the Eighth Amendment to approve assignment of the agreement to Granicus, LLC, following the acquisition and merger of Granicus, Inc. by Granicus, LLC.
5. On August 2, 2023, the City executed the Ninth Amendment to remove the VoteCast Tablet component of the services and to extend the term for an additional, one (1) year period which expired on September 30, 2024.
6. On June 24, 2024, the City executed the Tenth Amendment to implement the encoder upgrade, and to extend the term for an additional, one (1) year period which will expire on September 30, 2025.
7. The City Clerk Department recommends that the City Commission approve this Eleventh Amendment to extend the subscription term for an additional one (1) year period, which shall commence on October 1st, 2025, and shall naturally expire on September 30th, 2026, as allowed by the Agreement.
FINANCIAL IMPACT DETAIL:
a) Renewal Cost: $82,338.51
b) Amount budgeted for this item in Account No: 001-519-1001-552652-0000-000-0000 - Non-Capital Software & Licenses
c) Source of funding for difference, if not fully budgeted: Not Applicable.
d) 1year projection of the operational cost of the project: Not Applicable.
Current FY
Revenues $0.00
Expenditures $82,338.51
Net Cost $82,338.51
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) 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 expired on October 2, 2023.
5. On September 20, 2023, the City executed the Second Amendment to the Original Agreement to extend the term thereof for an additional one (1) year term which will expire on October 2, 2024.
6. On September 25, 2024, the City executed the Third Amendment to the Original Agreement to extend the term thereof for an additional one (1) year term which will expire on October 2, 2025.
7. The City’s Charter Schools recommend that the City Commission approve this Fourth Amendment for the increased compensation amount of $108,157.80, and for a one (1) year renewal term which shall commence on October 3, 2025, and shall naturally expire on October 2, 2026, as allowed by the Agreement.
FINANCIAL IMPACT DETAIL:
Renewal Cost: $108,157.80
Amount budgeted for this item in Account No: $87,546.80 of funding is available within the following Noncapital software & licenses accounts:
School Site Account Coding Amount
Central Elementary 170-569-5051-552652-5102-369-0000-00552 3,838.00
West Middle 171-569-5052-552652-5102-369-0000-00553 20,791.00
Central Middle 171-569-5052-552652-5102-369-0000-00554 26,240.00
AV High 172-569-5053-552652-5103-369-0000- 36,677.80
Total 87,546.80
c) Source of funding for difference, if not fully budgeted: The $19,000 in quoted professional development services for the Academic Village Charter School is contingent upon the Workforce Development CAP Grant approval from the state. Upon state approval of the CAP grant application, a budget adjustment will be processed to increase the AVCS adopted charter school budget in CAP grant revenues, and professional development expenditures by $19,000.
CAP Grant 172-000-5053-334695-3316-000-0000- 19,000.00
Professional Development 172-569-5053-531310-6400-310-0000- 19,000.00
Also, a BA will be processed upon approval to cover the budget shortfall for Central Elementary:
To: NonCapital Software
Central Elementary 170-569-5051-552652-5102-369-0000-00552 1,611.00
From: Textbooks
Central Elementary 170-569-5051-552013-5102-520-0000-00552 1,611.00
d) 1-year projection of the operational cost of the project:
SFY 2025-26
Revenues $19,000.00
Expenditures $108,157.80
Net Cost $89,157.80
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) Vertiv Corporation - City Data Center Hot Containment Aisle Power & Cooling Maintenance - Renewal
1. On January 8, 2019, the City entered into an Agreement with Vertiv Corporation for an initial one (1) year period, which naturally expired on October 14, 2019.
2. Vertiv Corporation provides maintenance services for the City Data Center Hot Containments Aisle Power & Cooling.
3. The Original Agreement allows for the continuation of the Agreement for as long as Vertiv is providing services to the City or until the Agreement is terminated.
4. To date, the City Commission has approved the renewal of the Original Agreement six (6) times, each of them for a one (1) year period, extending the term through January 17, 2026.
5. The Technology Services Department recommends that the City Commission approve this Seventh Renewal for an additional one (1) year period, which shall commence on January 18, 2026, and expire on January 17, 2027, as allowed by the Agreement.
FINANCIAL IMPACT DETAIL:
a) Renewal Cost: $30,034.50
b) Amount budgeted for this item in Account No: 001-513-2002-546801-0000-000-0000- | IT Maintenance Contracts
c) Source of funding for difference, if not fully budgeted: Not Applicable
d) 1-year projection of the operational cost of the project:
FY
Revenues $0.00
Expenditures $30,034.50
Net Cost $30,034.50
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