Title
MOTION TO APPROVE THE DEPARTMENT RECOMMENDATIONS FOR THE FOLLOWING ITEMS LISTED ON THE CONTRACTS DATABASE REPORT:
(A) Concrete Works & Paving, Inc.-Concrete & Asphalt Restoration Services - Renewal
(B) Industrial Communications and Electronics, Inc. - Two-Way Radio Equipment and Services - Renewal
(C) Polydyne Inc. - Purchase of Polymer C1685 - 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) Concrete Works & Paving, Inc.-Concrete & Asphalt Restoration Services-Renewal
1. On November 13, 2022, the City entered into an Agreement with Concrete Works & Paving, Inc. for an initial four (4) month period, which naturally expired on March 19, 2023.
2. Concrete Works & Paving, Inc. provides concrete and asphalt restoration services city-wide on an as-needed basis. Their services are mainly utilized by the Utilities Department.
3. Section A of the Scope of Services of the contract between Broward County and Concrete Works & Paving, Inc. pursuant to solicitation No. PNC2123416B1, authorizes two (2) additional one (1) year renewal periods subject to vendor acceptance.
4. On March 10, 2023, Broward County and CONTRACTOR renewed the term of their contract pursuant to Solicitation No. PNC2123416B1 for an additional one (1) year term which expired March 20, 2024.
5. The Utilities Department recommends that the City Commission approve this Second Amendment to continue to piggyback on the Broward County contract for the second one (1) year renewal term commencing March 21, 2024 and expiring March 20, 2025, pursuant to the Broward County renewal and as allowed by the Agreement.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $150,000.00
b) Amount budgeted for this item in Account No: $54,401 is available on Purchase Order # 20240539. $43,828.83 is available in Account No. 471-533-6032-546150-0000-000-0000- (R&M Land & Bldg).
c) Source of funding for difference, if not fully budgeted: If needed, a Budget Adjustment will be processed to move monies from Account no. 471-533-6032-664400-0000-000-0000- (Other Equipment).
d) 2 year projection of the operational cost of the project: Not Applicable.
Current FY Year 2
Revenues $.00 $.00
Expenditures $75,000.00 $75,000.00
Net Cost $75,000.00 $75,000.00
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) Industrial Communications and Electronics, Inc. - Two-Way Radio Equipment and Services - Renewal
1. On June 16, 2021, the City entered into an Agreement with Industrial Communications and Electronics, Inc. for an initial period, which expired on April 6, 2023.
2. Industrial Communications and Electronics, Inc. provides the City with two way radio equipment and services including repeaters, installation, maintenance, purchase, and repair, on an as needed basis.
3. Section 4 of the Original Agreement between the City and Industrial Communications & Electronics, Inc, authorizes the renewal of the Original Agreement under the same terms and conditions as set forth in ITN #197372LN. Section 5 of the Agreement between the School District of Lee County and Industrial Communications & Electronics, Inc. allows for the term to be renewed for three (3) additional one (1) year periods.
4. On February 21, 2023, the City entered into the First Amendment to the Original Agreement to renew the term for an additional one (1) year period, which expires on April 6, 2024.
5. Industrial Communications & Electronics, Inc. and the School District of Lee County has renewed their agreement for an additional twelve (12) month period, which shall naturally expire on April 6, 2025.
6. The Public Services Department recommends that the City Commission approve this Second Amendment to renew the term for an additional one (1) year period, which shall commence on April 7, 2024, and naturally expire on April 6, 2025, as allowed by the agreement.
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $60,000
b) Amount budgeted for this item in Account No: Funds are available in the following account numbers:
#1 001-519-6001-546800-0000-000-0000- (Maintenance Contracts)
#2 128-544-8001-546800-0000-000-0000- (Maintenance Contracts)
#3 471-536-6010-546800-0000-000-0000- (Maintenance Contracts)
c) Source of funding for difference, if not fully budgeted: Not Applicable
d) 2 year projection of the operational cost of the project: Not Applicable
Current FY Year 2
Revenues $.00 $.00
Expenditures $30,000.00 $30,000.00
Net Cost $30,000.00 $30,000.00
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
(C) Polydyne Inc.-Purchase of Polymer C1685-Renewal
1. On May 19, 2021, the City entered into an Agreement with Polydyne Inc. for an initial one (1) year period, which naturally expired on May 18, 2022.
2. Polydyne Inc. provides the City’s Utilities Department with Polymer C1685 on an as needed basis.
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 May 18, 2022, the City executed the First Amendment to the Original Agreement to increase the annual compensation from $135,240.00 to $148,120.00 and to extend the term for a one (1) year period which expired on May 18, 2023.
5. On March 20, 2023, the City executed the Second Amendment to the Original Agreement, as amended, to increase the annual compensation from $148,120.00 to $152,720.00 and to extend the term for a one (1) year period which will expire on May 18, 2024.
6. The Utilities Department recommends that the City Commission approve this Third Amendment to reduce the annual compensation from $152,720.00 to $133,630.00 and to extend the term for a one (1) year renewal term which shall commence on May 19, 2024 and will naturally expire on May 18, 2025, as allowed by the agreement.
FINANCIAL IMPACT DETAIL:
a) Renewal Cost: $133,630.00 (80,500 Lbs. at $1.66/lb.)
b) Amount budgeted for this item in Account No: 471-535-6022-552430-0000-000-0000- (Operating Chemicals)
c) Source of funding for difference, if not fully budgeted: Not Applicable.
d) 2-year projection of the operational cost of the project
Current FY Year 2
Revenues $.00 $.00
Expenditures $57,270.00 $76,360.00
Net Cost $57,270.00 $76,360.00
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.