Title
MOTION TO APPROVE THE DEPARTMENT RECOMMENDATIONS FOR THE FOLLOWING ITEM LISTED ON THE CONTRACTS DATABASE REPORT:
(A) Civic Plus, LLC - City Website, Schools Subsite, Intranet, Recreation & Audio-Eye Services - 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 Agreement shown below is listed on the Contracts Database Reports for renewal.
(A) Civic Plus, LLC - City Website, Schools Subsite, Intranet, Recreation & Audio-Eye Services - Renewal
1. On January 15, 2013, the City Commission approved the award of RFP #IT-12-01 “Electronic Communication Website Design and Content Management System” to Icon Enterprises, Inc. d/b/a CivicPlus. The purpose of the RFP was to provide the Technology Services Department with a Website and Content Management System including all software and related services for the setup, customization, installation, and implementation of the system which would be used on the City’s website.
2. The City of Pembroke Pines Technology Services Department utilizes Civic Plus, Inc. to provide the City Website, the City Subsite Intranet, the School Subsites and Audio Eye services. In addition, the Recreation and Cultural Arts Department utilizes Civic Plus, Inc. to provide Recreation registration software.
3. The Original Agreement allows for the agreement to remain in effect unless terminated by either party.
4. On April 15, 2015, the City Commission approved an amendment to the Original Agreement for the setup, customization, installation and implementation of an electronic communication website and content management system for the City’s Charter Schools in the amount of $35,650.00.
5. On August 3, 2016, the City Commission approved an amendment to the Original Agreement for additional services related to the City’s Website which included media center storage services, CivicMobile App, Active Directory Federation Services (ADFS), Intranet Subsite Services, and CivicSend.
6. On September 6, 2017, the City Commission approved an amendment to the agreement for additional services requested by the Recreation and Cultural Arts Department for a Recreational Management Software Program called CivicRec that assist the department with Facility Reservations, Activity Registrations, Membership Management, Point of Sale Management, League Management, Surveys, Financial Reporting, and a Mobile Public and staff experience.
7. On February 20, 2019, the City Commission approved an amendment to the agreement for additional service requested by Technology Services Department for AudioEye to address Digital Compliance requirements for citizens with disabilities using the All City Presented Websites.
8. The City Commission approved the annual continuation of the agreement, on January 15, 2020, August 5, 2020, and on August 4, 2021.
9. On June 15, 2022, the City Commission approved an amendment to the agreement for additional services requested by the Technology Services Department which included CivicPlus Chatbot. CivicPlus Chatbot is an AI-powered customer service tool built specifically for the City’s websites and is designed to help the City provide helpful and personalized customer service interactions to residents.
10. On September 7, 2022, the City Commission approved the continuation of the Agreement for an additional one (1) year period, which commenced on February 1, 2023, and expired on January 31, 2024, in the amount of $115,710.70.
11. On August 16, 2022, the City amended the agreement to include an additional subscription within Civic Rec, for Document Manager for an additional two-year cost of $7,663.81.
12. On August 2, 2023, the City Commission approved the continuation of the Agreement for an additional one-year period, which commenced on February 1, 2024, and expire on January 31, 2025, in the estimated amount of $123,535.90.
13. On May 15, 2024, the City Commission approved an amendment to the Original Agreement, as amended, which increased the estimated amount from $123,535.90 to $142,347.22 for the period commencing on February 1, 2024, and expiring on January 31, 2025.
14. On September 4, 2024, the City Commission approved the continuation of the Agreement for an additional one (1) year period, which commenced on February 1, 2025, and expires on January 31, 2026.
15. The Technology Services Department recommends that the City Commission approve the continuation of the Agreement for an additional one (1) year period which includes a website refresh, which shall commence on February 1, 2026, and expire on January 31, 2027, in an amount not to exceed $156,937.81.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Renewal Cost: $156,937.81
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) 5-year projection of the operational cost of the project:
FY 2026-2027 FY 2027-2028 FY 2028-2029 FY 2029-2030 FY 2030-2031
Revenues $0.00 $0.00 $0.00 $0.00 $0.00
Expenditures $156,937.81 $164,784.70 $173,023.94 $181,675.14 $190,758.90
Net Cost $156,937.81 $164,784.70 $173,023.94 $181,675.14 $190,758.90
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