Title
MOTION TO APPROVE THE DEPARTMENT RECOMMENDATIONS FOR THE FOLLOWING ITEMS LISTED ON THE CONTRACTS DATABASE REPORT:
(A) Dr. Joanne Nemiroff, LLC. - School Psychology Services for the City’s Charter Schools - Renewal
(B) EdTech Holdings, LLC. through its wholly owned subsidiary Schoolmint, Inc. - Schoolmint Lottery and Student Enrollment Solution for the City’s Charter Schools - Renewal
(C) LeadsOnline Parent, LLC. d/b/a LeadsOnline, LLC. - LeadsOnline PowerPlus Real Time Crime (RTC) Investigation System & CellHawk Subscription - Renewal
(D) Magnet Forensics - Graykey Software License for the City’s Police Department - Renewal
(E) ROK Technologies, LLC - ERI ARC GIS Managed Cloud Services - Renewal
ITEMS (F) THROUGH (I) 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:
(F) Ferguson Enterprises, LLC. - Utilities Fittings and Accessories - Non-Renewal
(G) Hawkins Water Treatment Group, Inc. - Purchase of Ammonia Sulfate 40% - Non-Renewal
(H) Marlin Engineering, Inc. - Traffic Engineering/Professional Services - Non-Renewal
(I) Morton Salt, Inc. - Purchase of Sodium Chloride (Solar Salt) CO-OP - 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 Psychology Services for the City’s Charter Schools - Renewal
1. On March 8, 2023, the City entered into an Agreement with Dr. Joanne Nemiroff, LLC. for the provision of school psychology services for the City’s Charter Schools, for an initial one (1) year period, which expired on June 30, 2024.
2. Section 3.1 of the Original Agreement allows for the renewal of the Agreement for two (2) additional, one (1) year terms, upon mutual consent of the Parties, evidenced by written Amendments, extending the term thereof.
3. On May 6, 2024, the City entered into the First Amendment to the Original Agreement to increase the hourly rate from $60.00 to $65.00, to also increase the annual compensation amount from $24,000.00 to $26,000.00, and to renew the term for an additional one (1) year period, which expires on June 30, 2025.
4. The City’s Charter Schools recommends that the City Commission approve this Second Amendment to renew the term for an additional one (1) year period, which shall commence on July 1, 2025, and expire on June 30, 2026, as allowed by the Agreement.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Renewal Cost: $26,000.00
b) Amount budgeted for this item in Account No: $26,000.00 in account No: 173-569-5061-531310-6130-310-0000
c) Source of funding for difference, if not fully budgeted: Not Applicable
d) 1-year projection of the operational cost of the project:
SCH FY 25-26
Revenues $0.00
Expenditures $26,000.00
Net Cost $26,000.00
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) EdTech Holdings, LLC. through its wholly owned subsidiary Schoolmint, Inc. - Schoolmint Lottery and Student Enrollment Solution for the City’s Charter Schools - Renewal
1. On June 15, 2022, the City Commission approved to enter into an Agreement with EdTech Holdings, LLC. through its wholly owned subsidiary Schoolmint, Inc. for the provision of the Schoolmint Lottery and Student Enrollment Solution for the City’s Charter Schools, for an initial three (3) year period, which expires on June 30, 2025.
2. The Original Agreement allows for the renewal of the Agreement for additional periods upon mutual consent of the Parties, evidenced by written Amendments extending the term thereof.
3. On July 27, 2023, the City executed the First Amendment to the Original Agreement to reduce the compensation amount for Year 2 from $31,989.43 to $25,591.55.
4. The Technology Services Department recommends that the City Commission approve this Second Amendment to renew the term for an additional three (3) year period, which shall commence on July 1, 2025, and expire on June 30, 2028, and to increase the compensation amount to $111,183.45 for the three (3) year term, as allowed by the Agreement.
FINANCIAL IMPACT DETAIL:
a) Renewal Cost: $111,183.45
b) Amount budgeted for this item in Account No: Budget will be coming from the following Charter School “Other Svs-IT accounts”:
East Elementary, 170-569-5051-534995-7300-359-0000-00550
West Elementary, 170-569-5051-534995-7300-359-0000-00551
Central Elementary, 170-569-5051-534995-7300-359-0000-00552
West Middle, 171-569-5052-534995-7300-359-0000-00553
Central Middle, 171-569-5052-534995-7300-359-0000-00554
Academic Village, 172-569-5053-534995-7300-359-0000-
FSU Elementary, 173-569-5061-534995-7300-359-0000-
c) Source of funding for difference, if not fully budgeted: Not Applicable
d) 1-year projection of the operational cost of the project:
FY2025-2026 FY2026-2027 FY2027-2028
Revenues $0.00 $0.00 $0.00
Expenditures $35,268.35 $37,031.76 $38,883.35
Net Cost $35,268.35 $37,031.76 $38,883.35
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) LeadsOnline Parent, LLC. d/b/a LeadsOnline, LLC. - LeadsOnline PowerPlus Real Time Crime (RTC) Investigation System & CellHawk Subscription - Renewal
1. On May 15, 2019, the City entered into an Agreement with LeadsOnline Parent, LLC. dba LeadsOnline, LLC, for an initial, one (1) year period, at a cost of $12,779.00, and which expired on May 14, 2020.
2. LeadsOnline provides the City’s Police Department with the LeadsOnline RTC Investigation System, which has the capability of taking automated feed of cases from the Police Departments report writing system and automatically search relevant case information against LeadsOnline’s nationwide data. The RTC feature sorts the data with the highest level of solvability and automatically notifies the investigators when leads are discovered. Furthermore, LeadsOnline provides the PD with the CellHawk Subscription, which is a web-based application that allows detectives to map, connect, and analyze call detail records and digital location evidence. CellHawk extracts critical information from location and communications records, creates simple and accurate visuals of the data, protects and maintains the integrity of the evidence, and removes labor intensive aspects of analyzing digital evidence. In addition, CellHawk increased the City’s capacity for storage within the Leads System.
3. The Original Agreement allows for the option to renew for additional, one (1) year periods evidenced by the vendor’s submission of a valid invoice for the subsequent renewal year and the City’s payment of such invoice.
4. On April 15, 2020, the Parties authorized the renewal of the Original Agreement for an additional one (1) year period, at a cost of $13,162.00, and which expired on May 14, 2021.
5. On February 24, 2021, the Parties authorized the renewal of an additional one (1) period, at a cost of $13,557.00, and which expired on May 14, 2022.
6. On February 15, 2022, the Parties executed the First Amendment to the Original Agreement to renew for an additional one (1) year period, at a cost of $14,506.00, and which expired on May 14, 2023.
7. On May 4, 2023, the Parties executed the Second Amendment to the Original Agreement to include the CellHawk CDR Mapping and Analysis System Service for an additional $5,411, and to renew the term for an additional one (1) year period which expired on May 14, 2024.
8. On April 23, 2024, the Parties executed the Third Amendment to the Original Agreement to increase the total annual amount from $21,849 to $22,734, and to renew the term for an additional one (1) year period, which expires on May 14, 2025.
9. On August 27, 2024, the Parties executed the Fourth Amendment to the Original Agreement, as amended, to upgrade the LeadsOnline PowerPlus service to the LeadsOnline Real Time Crime (RTC) Investigation System. The upgrade to the RTC Investigation System increased the cost of the contract value by $9,998, for a total annual amount not to exceed $32,732 for the period through May 14, 2025.
10. The City’s Police Department recommends that the City Commission approve this Fifth Amendment to increase the annual compensation amount to $33,714.00, and to renew the term for an additional one (1) year period, which shall commence on May 15, 2025, and expire on May 14, 2026, as allowed by the Agreement.
FINANCIAL IMPACT DETAIL:
a) Renewal Cost: $33,714.00
b) Amount budgeted for this item in Account No: $33,714, 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: $33,714.00.
Current FY
Revenues $0.00
Expenditures $33,714.00
Net Cost $33,714.00
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) Magnet Forensics - Graykey Software License for the City’s Police Department - Renewal
1. On March 24, 2021, the City entered into an End User License Agreement (“EULA”) with Grayshift, LLC. for an initial one (1) year period, which expired on 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 the 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 8, 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, which expired on May 31, 2023.
5. On May 31, 2023, following approval by the City Commission on March 15, 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 expired on June 14, 2024.
6. Effective October 2023, Grayshift, LLC. merged with, and changed its name to Magnet Forensics, LLC.
7. On May 6, 2024, pursuant to Quote #Q-318353-3, the Parties renewed the term of the agreement at cost of $33,105.00 for an additional one (1) year period, which expires on June 14, 2025.
8. The Police Department recommends that the City Commission approve renewal of the license pursuant to Quote #Q-355566-1 at a cost of $34,760.00, for an additional one (1) year period, which shall commence on June 15, 2025, and expire on June 14, 2026, as allowed by the Agreement.
FINANCIAL IMPACT DETAIL:
a) Renewal Cost: $34,760.00
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
(E) ROK Technologies, LLC - ERI ARC GIS Managed Cloud Services for the Technology Services Department - Renewal
1. On April 25, 2022, the City entered into an Agreement with ROK Technologies, LLC. for an initial three (3) year period, which will expire on April 30th, 2025.
2. ROK Technologies, LLC has performed services related to the creation and configuration of Amazon Web Services (AWS) deployment and Geographic Information Systems (GIS) implementation and continues to provide related services to support City of Pembroke Pines ESRI software.
3. Section 11 of the Service Level Agreement allows for the parties to mutually agree to extend the term of the agreement as set forth in a written amendment signed by the parties thereto.
4. Effective November 1st, 2025, Esri is requiring that the Web Server (which hosts the ArcGIS Web adaptors) have at least 8gb of random-access memory (RAM) (instead of the current 4gb of RAM). The increased cost for the additional RAM is $37/month plus a 3% increase due to increased costs in AWS infrastructure.
5. The Technology Services Department recommends that the City Commission approve the Renewal Agreement for an increased annual cost of $60,924.00 and for a term commencing on May 1, 2025, and expiring on April 30, 2028, as allowed by the Agreement.
FINANCIAL IMPACT DETAIL:
a) Renewal Cost: $182,772
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) 3-year projection of the operational cost of the project:
Current FY FY 2025-26 FY 2026-27
Revenues $0.00 $0.00 $0.00
Expenditures $60,924.00 $60,924.00 $60,924.00
Net Cost $60,924.00 $60,924.00 $60,924.00
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
(F) Ferguson Enterprises, LLC. - Utilities Fittings and Accessories - Non-Renewal
1. On December 20, 2022, the City entered into an Agreement with Ferguson Enterprises, LLC., utilizing the terms and pricing offered in Seminole County IFB-603727/LNF for the provision of utilities fitting and accessories, on an as needed basis which expired on July 15, 2023.
2. Section 4.1 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 a written Amendment.
3. On April 4, 2023, Seminole County renewed its Agreement with Ferguson Enterprises, LLC., for an additional one (1) year term; and, on July 6, 2023, the City Commission authorized the First Amendment to the Original Agreement, increasing the total compensation from $200,000 to $350,000, and extending the term for an additional one (1) year period, which expired on July 15, 2024.
4. On April 18, 2024, Seminole County renewed its Agreement with Ferguson Enterprises, LLC., for another one (1) year period; and, on June 25, 2024, the Parties executed the Second Amendment to the Original Agreement, to increase the total compensation to $400,000 and to renew the term for an additional, and final, one (1) year period, which will expire on July 15, 2025.
5. This Agreement is presented to the City Commission for notification purposes, since the term of the Original Agreement, as amended, will expire on July 15, 2025, with no further renewal options available.
(G) Hawkins Water Treatment Group, Inc. - Purchase of Ammonia Sulfate 40% - Non-Renewal
1. On June 25, 2024, the City entered into an Agreement with Hawkins, Inc., utilizing the terms and pricing outlined in City of Palm Coast Solicitation ITB-UT-22-45. This agreement is for the provision of Ammonia Sulfate 40%, and will expire on August 10, 2025.
2. On August 11, 2022, the City of Palm Coast, Florida, entered into an agreement with Hawkins, Inc., pursuant to Solicitation ITB-UT-22-45, entitled "Chemicals for Water Treatment Plants", for the provision of various chemicals to be used at its Water Treatment Plants. The initial term of the agreement was one (1) year, with two (2) additional, one (1) year renewal periods.
3. In 2024, the City of Palm Coast extended its agreement for an additional, and final, one (1) year renewal period, which will expire on August 10, 2025.
4. This Agreement is presented to the City Commission for notification purposes, since the term of the Original Agreement will expire on August 10, 2025, with no further renewal options available.
(H) Marlin Engineering, Inc. - Traffic Engineering/Professional Services - Non-Renewal
1. On August 5, 2020, the City entered into an Agreement with Marlin Engineering, Inc. for an initial three (3) year period, which expired on August 4, 2023.
2. Marlin Engineering, Inc. serves in the capacity of Traffic Engineers to provide engineering reviews of traffic issues associated with new and modified projects for the Development Review Committee (DRC) and to perform traffic engineering reviews of projects submitted for permitting and miscellaneous traffic analysis and traffic engineering study services along with engineering reviews of miscellaneous projects submitted for permitting for compliance with City Standards, Codes and Engineering Standards, as requested by the Planning and Economic Development and Engineering Departments on an as needed basis.
3. Section 3.2 of the Original Agreement authorizes the renewal in writing by the parties for two (2) additional, one (1) year terms.
4. On June 13, 2023, the parties executed the First Amendment to the Original Agreement, to renew the term for a one (1) year period, which expired on August 4, 2024.
5. On June 10, 2024, the parties executed the Second Amendment to the Original Agreement, to renew the term for a final one (1) year period, which will expire on August 4, 2025.
6. This Agreement is presented to the City Commission for notification purposes, as the term of the Original Agreement, as amended, does not allow for further renewals.
(I) Morton Salt, Inc. - Purchase of Sodium Chloride (Solar Salt) CO-OP - Non-Renewal
1. On June 16, 2021, the City Commission approved to purchase Sodium Chloride Solar Salt (bulk) from Morton Salt, Inc. utilizing the CO-OP Agreement #2021-024 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 the purchase Sodium Chloride from Morton Salt, Inc. up to May 30, 2025.
4. This CO-OP Agreement is presented to the City Commission for notification purposes, since the term will expire with no further renewal terms available.