Title
MOTION TO APPROVE THE DEPARTMENT RECOMMENDATIONS FOR THE FOLLOWING ITEMS LISTED ON THE CONTRACTS DATABASE REPORT:
(A) Industrial Communications and Electronics, Inc. - Two-Way Radio Equipment and Services - Renewal
(B) The Transportation Authority - Bus Transportation Services Charter Schools/Community Services - Renewal
ITEMS (C), AND (E) WILL EXPIRE WITH NO RENEWAL TERMS AVAILABLE, AND ITEM (D) HAS BEEN TERMINATED; 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:
(C) Mullings Engineering Services - Landscaping Division, Inc. - Sod and Sod Installation (City-wide) IFB PSPW-20-07 - Non-Renewal
(D) Reaxium, Inc. - Charter School Bus and Student Tracker - Termination
(E) Safeguard Services, Inc. - Janitorial Services for the Police Department - 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) 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. utilizing pricing established from the Lee County Contract # ITN N197372LN (for an annual amount not to exceed $60,000 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, and 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 December 19, 2022, the School District of Lee County and Industrial Communications and Electronics, Inc. renewed the term of their agreement for the first, additional, one (1) year period, and on February 21, 2023, the City and Contractor entered into the First Amendment to the Original Agreement to renew the term of their agreement for an additional one (1) year period which expired on April 6, 2024.
5. On March 8, 2024, the School District of Lee County and Industrial Communications and Electronics, Inc. renewed their agreement for the second, additional, one (1) year period, and on April 8, 2024, the City and Contractor entered into the Second Amendment to the Original Agreement to renew the term of their agreement for an additional one (1) year period which will naturally expire on April 6, 2025.
6. On November 21, 2024, the City and Contractor entered into the Third Amendment to formalize an update in the unit pricing of the Original Agreement, with no increase to the annual amount not-to-exceed of $60,000, since the line items paid for by the City were not generally affected by the increase. (The pricing associated with the agreement between the School District of Lee County and the Contractor was revised effective on July 24, 2023. However, the pricing change did not affect the Regulatory fees and Annual Airtime charges typically purchased by the City using this contract despite the 5% increase on various line items).
7. On January 2, 2025, the School District of Lee County and Industrial Communications and Electronics, Inc. further updated the pricing and renewed the term of their agreement for the third, and final, one (1) year period. Again, the Regulatory fees and Annual Airtime charges typically purchased by the City using this contract are not generally affected by the increase.
8. The Public Services Department recommends that the City Commission approve the Fourth Amendment to the Original Agreement, as amended, to update the pricing and to renew the term of the Agreement for the one (1) year period commencing on April 7, 2025, and expiring on April 6, 2026, as allowed by the Agreement.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Renewal 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 Contract)
#2 128-544-8001-546800-0000-000-0000- (Maintenance Contract)
#3 471-536-6010-546800-0000-000-0000- (Maintenance Contract)
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 FY 2026
Revenues $0.00 $0.00
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
(B) The Transportation Authority - Bus Transportation Services Charter Schools/Community Services - Renewal
1. On June 18, 2024, the City Commission awarded RFP # AD-32-02 "Operation and Management of Transportation Services" to the Transportation Authority, LLC.
2. The agreement was awarded for an initial one-year period for services relating to the Charter School Bus Transportation and a six-month period for the services relating to the Community Shuttle Bus Services and Senior Transportation Programs in order to allow the City’s Administration time to meet with Commissioner Rodriguez, provide a detailed explanation of the overall program and address any questions or concerns. After several meetings between the Administration and Commissioner Rodriguez, her questions and concerns were successfully addressed.
3. As a result, of the on-going meetings, the City Manager extended the Community Shuttle Bus and Senior Transportation Programs through June 30, 2025, aligning them with the Charter School Bus Transportation services. This extension was formalized on December 12, 2024, through the execution of the First Amendment, in accordance with Section 35.29(C) of the City’s Code of Ordinances.
4. Section 3.2 of the Original Agreement authorizes the renewal of the Agreement for two (2), additional, five (5) year renewal terms upon mutual consent, evidenced by a written Amendment.
5. The Community Services Department and Charter Schools recommend that the City Commission approve the Second Amendment to enter into the first, five (5) year renewal term, commencing on July 1st, 2025, and expiring on June 30th, 2030, as allowed by the Agreement.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Renewal Cost: See attached feasibility review/cost analysis for estimated annual cost of $4,250,728, however, actual costs may fluctuate up or down based on operational needs.
b) Amount budgeted for this item in Account No: Funds are budgeted in the following various accounts.
|
Charter Schools |
Account Coding |
|
East Elementary |
170-569-5051-534990-7800-310-0000-00550 |
|
West Elementary |
170-569-5051-534990-7800-310-0000-00551 |
|
Central Elementary |
170-569-5051-534990-7800-310-0000-00552 |
|
West Middle |
171-569-5052-534990-7800-310-0000-00553 |
|
Central Middle |
171-569-5052-534990-7800-310-0000-00554 |
|
Academic Village |
172-569-5053-534990-7800-310-0000- |
|
FSU Elementary |
173-569-5061-534990-7800-310-0000- |
|
|
|
|
City Depts. |
Account Coding |
|
Community Services |
128-544-8001-534990-0000-000-0000- |
|
Community Bus Program |
128-544-8004-534990-0000-000-0000- |
|
Community Bus Program- Blue Route |
128-544-8004-534990-0000-000-0000-00042 |
|
Older Americans Act - SW Multi Center |
199-569-8005-534990-0000-000-0000-00024 |
c) Source of funding for difference, if not fully budgeted: Differences of funds are transferred from the General Fund, and Road & Bridge Fund as needed.
d) 5-year projection of the operational cost of the project: See attached feasibility review/cost analysis. Personnel Costs in future years would increase to account for wage increases and increases in cost of benefits.
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? Yes.
b) If yes, what is the total cost or total savings of utilizing Out-Sourcing vs. In-House Labor for this service? Savings of approximately $3.28 million compared to In-House labor. See attached feasibility review/cost analysis.
(C) Mullings Engineering Services - Landscaping Division, Inc. - Sod and Sod Installation (City-wide) IFB PSPW-20-07 - Non-Renewal
1. On March 17, 2021, the City entered into an Agreement with Mullings Engineering Services - Landscaping Division, Inc., for the provision of Sod and Sod Installation /Removal Services for an initial one (1) year period, which expired on March 2, 2022.
2. Section 3.2 of the Original Agreement authorizes the renewal of the Original Agreement for three (3) additional one (1) year terms, upon mutual consent, evidenced by a written Amendment extending the term thereof.
3. On November 4, 2021, the parties executed the First Amendment to the Original Agreement, to decrease the annual compensation amount from $250,000.00 to $200,000.00 and to renew the term for an initial one (1) year period, which expired on March 2, 2023.
4. To date, the term of the Original Agreement has been extended to March 2, 2025.
5. The Original Agreement does not allow for further renewals, and the Public Services Department has initiated a new procurement process for these services.
(D) Reaxium, Inc. - Charter School Bus and Student Tracker - Termination
1. On August 13th, 2020, the City entered into an agreement with Reaxium, Inc. for an initial three (3) year term, commencing on August 5th, 2020, and expiring on August 4th, 2023.
2. Reaxium, Inc. provides the City’s Charter Schools with a transportation and student rider management system with routing and tracking software, pursuant to Request for Proposals (“RFP”) ED-18-02.
3. Section 3.2 of the Original Agreement authorizes the renewal thereof for two (2) additional three (3) year renewal terms, upon mutual consent, evidenced by written amendments.
4. Due to COVID-19 restrictions during the pandemic, students were not utilizing school bus transportation and implementation of the system was therefore delayed. As of April 2023, all system hardware was in place and both the transportation management component of the system with GPS telematics and the rider management component were expected to go live before the end of the new school year and on April 24TH, 2023, the parties entered into the First Amendment for the first, three (3) year renewal term which will expire on August 4th, 2026.
5. ReaXium worked diligently to implement their ReaXium School Bus solution for Student Ridership and Bus Tracking as well as the ReaXium Parents App. Despite multiple attempts, including their most recent pilot with three school buses, they have been unable to achieve the necessary results for full implementation and has terminated the agreement effective April 12th, 2025.
(E) Safeguard Services, Inc. - Janitorial Services for the Police Department - Non-Renewal
1. On June 2, 2021, the City entered into an agreement with Safeguard Services, Inc. for an initial two (2) year period, which expired on June 30, 2023.
2. The City contracts Safeguard Services, Inc. to provide janitorial services at various buildings for the Police Department.
3. Section 5.1 of the Original Agreement authorizes changes to the scope of work of the Original Agreement, evidenced by a written amendment, and on December 29, 2021, the Parties executed the First Amendment, to increase the scope of work to include services at the shoot house portion of the Police Training Facility, and to increase the compensation accordingly from $110,000.00 to $112,268.00.
4. Section 3.2 of the Original Agreement authorizes renewal of the Original Agreement for an additional two (2) year term upon mutual consent, evidenced by a written amendment.
5. On May 24, 2023, the Parties executed the Second Amendment, extending the term for 29 days up to June 30, 2023, to allow time for the parties to agree on applicable changes in the compensation.
6. On June 26, 2023, the Parties executed the Third Amendment, to reduce the annual compensation from $112,268.00 to $104,911.80 and to renew the term for an additional two (2) year period, which will expire on June 30th, 2025.
7. The Original Agreement does not allow for further renewals, and the Police Department is working on a new procurement process to secure these services.