Title
MOTION TO APPROVE THE DEPARTMENT RECOMMENDATIONS FOR THE FOLLOWING ITEMS LISTED ON THE CONTRACTS DATABASE REPORT:
(A) Ericks Consultants, Inc. - Legislative Consulting Services - Renewal
(B) Lawrence J. Smith, P.A. - Legislative Consulting Services - Renewal
(C) SmartCop - Public Safety Automatic Records Management - Renewal
(D) Smith, Bryan & Myers, Inc. - Legislative Consulting Services - Renewal
(E) Transdev Fleet Services, Inc. - Fire Department Fleet Maintenance - Renewal
(F) Tyler Technologies, Inc. - Enterprises Resource Planning (ERP) SaaS - Renewal
ITEM (G) WILL NOT BE RENEWED; THEREFORE, NO COMMISSION ACTION IS REQUIRED AS IT IS PRESENTED FOR NOTIFICATION PURPOSES ONLY PURSUANT TO SECTION 35.29 (F) OF THE CITY’S PROCUREMENT CODE:
(G) Kitchen Gallery & Design, Inc. - Kitchen & Bathroom Cabinet Fabrication &
Installation for the Housing Division - 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) Ericks Consultants, Inc. - Legislative Consulting Services - Renewal
1. On January 24, 2013, the City entered into an Agreement with Ericks Consultants, Inc. for the provision of consulting services during legislative sessions, including meetings as well as State and Local administrative and agency hearings, meeting or rule making proceedings, and to assist the City with the State and Local Government regulatory agencies, for an initial one (1) year period, which expired on January 31, 2014.
2. Section 6.01 of the Original Agreement authorizes the renewal of the Original Agreement for additional one (1) year renewal terms upon mutual consent, evidenced by written Amendments extending the term thereof.
3. The term of the Original Agreement, as amended, has been renewed up to and including January 31, 2025.
4. City Staff recommends the City Commission to approve this Twelfth Amendment to renew the term for an additional one (1) year period, which shall commence on February 1, 2025, and naturally expire on January 31, 2026, as allowed by the Agreement.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $84,000.00
b) Amount budgeted for this item in Account No: 001-519-0800-531500-0000-000-0000- (Professional Services-Other)
c) Source of funding for difference, if not fully budgeted: Not Applicable
d) 2-year projection of the operational cost of the project:
|
|
FY2024-2025 |
FY2025-2026 |
|
Revenues |
$ - |
$ - |
|
Expenditures |
$ 56,000.00 |
$ 28,000.00 |
|
Net Cost |
$ 56,000.00 |
$ 28,000.00 |
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) Lawrence J. Smith, P.A. - Legislative Consulting Services - Renewal
1. On January 25, 2013, the City entered into an Agreement with Lawrence J. Smith, P.A. for the provision of services during Federal legislative sessions, including meetings as well as Federal and Local administrative and agency hearings, meetings or rule making proceedings, and to assist the CITY with the Federal/Local Government regulatory agencies, for an initial one (1) year period, which expired on January 31, 2014.
2. Section 6.01 of the Original Agreement, as amended, authorizes the renewal of the Original Agreement for additional one (1) year renewal terms upon mutual consent, evidenced by written Amendments extending the term thereof.
3. On December 20, 2022, the City approved the Tenth Amendment to the Original Agreement, as amended, to modify the Scope of Services to remove the requirement of Lawrence J. Smith, P.A. to lobby at the State level on behalf of the City. As a result of this modification, the total compensation amount stated in the original agreement, as amended, was reduced to $50,000 from $84,000.
4. To date the term of the Original Agreement, as amended, has been extended to January 31, 2025.
5. City Staff recommends that the City Commission approve this Twelfth Amendment to renew the term for an additional one (1) year period, which shall commence on February 1, 2025, and naturally expire on January 31, 2026, as allowed by the Agreement.
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $50,000.00
b) Amount budgeted for this item in Account No: 001-519-0800-531500-0000-000-0000- (Professional Services-Other)
c) Source of funding for difference, if not fully budgeted: Not Applicable
d) 2-year projection of the operational cost of the project:
|
|
FY2024-2025 |
FY2025-2026 |
|
Revenues |
$ - |
$ - |
|
Expenditures |
$ 33,333.33 |
$ 16,666.67 |
|
Net Cost |
$ 33,333.33 |
$ 16,666.67 |
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) SmartCop - Public Safety Automatic Records Management - Renewal
1. On June 24, 2013, pursuant to RFP # IT-12-02, the City entered into an agreement with SmartCop, Inc. (formerly d/b/a Consolidated Technology Solutions and CTS America) for an initial one (1) year period following the installation and acceptance of the equipment and software products.
2. This agreement provides the Police Department with an Automatic Records Management System and a Mobile Computing System.
3. Section 3.1 of the Original Agreement, provides that the maintenance services would begin following installation and acceptance of the equipment. Installation was completed and the initial maintenance services began on January 29, 2015, establishing a maintenance subscription term from February to January of each year.
4. Section 3.2 of the Original Agreement provides for extension of the maintenance and support services on an annual basis by payment of the annual fee. The City continuously paid invoices from the contractor, extending the term of the Agreement annually.
5. On September 12, 2018, the Parties entered into the First Amendment to the Original Agreement, to include two (2) additional SmartMCT Client licenses and the purchase/implementation of 250 ESRI Mobile Licenses.
6. On May 15, 2019, the Parties entered into the Second Amendment to the Original Agreement, as amended, to include the services for a SmartCOP/FileOnQ Two-way integration (Offense Property).
7. On February 16, 2022, November 3, 2022, and December 11, 2023, the Parties entered into the Third, Fourth, and Fifth Amendments respectively, thereby extending the maintenance and support services each time for one (1) year, to January 31, 2025.
8. The Police Department recommends that the City Commission approve the Sixth Amendment to extend the maintenance and support term for a one (1) year period commencing on February 1, 2025, and expiring on January 31, 2026, as allowed by the Agreement.
FINANCIAL IMPACT DETAIL:
a) Renewal Cost: $111,033.08
b) Amount budgeted for this item in Account No: 001-521-3001-534995-0000-000-0000: Other Svc - IT
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 |
|
Revenues |
$ - |
|
Expenditures |
$111,033.08 |
|
Net Cost |
$111,033.08 |
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) Smith, Bryan & Myers, Inc. - Legislative Consulting Services - Renewal
1. On February 2, 2017, the City entered into an Agreement with Smith, Bryan & Myers, Inc. for an initial one (1) year period which expired on January 31, 2018.
2. Smith, Bryan and Myers, Inc. provides the City with services during legislative sessions, including meetings as well as State and Local administrative and agency hearings, meetings or rule making proceedings, and to assist the City with the State and Local Government regulatory agencies.
3. Section 6.01 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 extending the term thereof.
4. To date the term of the Original Agreement has been extended to January 31, 2025.
5. City Staff recommends that the City Commission approve this Eighth Amendment to renew the term for an additional one (1) year period, which shall commence on February 1, 2025, and naturally expire on January 31, 2026, as allowed by the Agreement.
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $36,000.00
b) Amount budgeted for this item in Account No: 001-519-0800-531500-0000-000-0000- (Professional Services-Other)
c) Source of funding for difference, if not fully budgeted: Not Applicable
d) 2-year projection of the operational cost of the project:
|
|
FY2024-2025 |
FY2025-2026 |
|
Revenues |
$ - |
$ - |
|
Expenditures |
$ 24,000.00 |
$ 12,000.00 |
|
Net Cost |
$ 24,000.00 |
$ 12,000.00 |
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
(E) Transdev Fleet Services, Inc. - Fire Department Fleet Maintenance - Renewal
1. On March 19th, 2018, the City entered into a Contractual Services Agreement with First Vehicle Services, Inc. for an initial five (5) year period, which expired on March 31st, 2023.
2. First Vehicle Services, Inc. provides the City’s Fire Department fleet of vehicles specialized repair, maintenance, and parts.
3. On November 20th, 2018, the Parties entered into the First Amendment to increase the annual compensation amount not to exceed from $518,980 to $540,000 to allow for completion of a backlog of repairs.
4. On November 5th, 2019, the Parties entered into the Second Amendment to amend the scope of services to include Comeback/Re-Do Services and to increase the hourly wages per Consumer Price Index (CPI) and to increase the total annual compensation amount not to exceed from $540,000 to $550,000.
5. On August 23rd, 2021, the Parties entered into the Third Amendment to increase the hourly wages per Consumer Price Index (CPI) and to increase the total annual compensation amount not to exceed accordingly, from $550,000 to $565,000.
6. Section 3.2 of the Original Agreement authorizes the renewal of the Original Agreement for three (3), additional, two (2) year renewal terms upon mutual consent, evidenced by written Amendments.
7. On January 31st, 2023, the Parties entered into the Fourth Amendment to renew the term of the agreement for the first, two (2) year renewal period which will expire on March 31st, 2025.
8. On October 21st, 2024, the Parties entered into the Fifth Amendment to assign the Agreement to Transdev Fleet Services, following the acquisition of First Vehicle Services, Inc. by Transdev North America on April 12, 2024.
9. The Fire Department recommends that the City Commission approve the Sixth Amendment to the Contractual Services Agreement with Transdev Fleet Services, Inc. to increase the compensation by 2% for both the Annual Operation and Management Fee and the Contractor’s employee hourly wages and burden rate, and to renew the term of the Agreement for the second, two (2) year renewal, also extending it to align with the City’s fiscal year for a period commencing on April 1, 2025 and expiring on September 30, 2027, as allowed by the Agreement.
FINANCIAL IMPACT DETAIL:
a) Annual Renewal Cost: $646,000 (2-year renewal term with additional 6-months to align term with City’s fiscal year)
b) Amount budgeted for this item in Account No: 001-529-4003-546300-0000-000-0000 - R&M Vehicles
c) Source of funding for difference, if not fully budgeted: Not Applicable.
d) 2.5-year projection of the operational cost of the project:
|
|
Current FY |
FY 2026 |
FY 2027 |
|
|
4/1 - 9/30 |
|
|
|
Revenues |
$ - |
$ - |
$ - |
|
Expenditures |
$323,000.00 |
$646,000.00 |
$646,000.00 |
|
Net Cost |
$323,000.00 |
$646,000.00 |
$646,000.00 |
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.
(F) Tyler Technologies, Inc. - Enterprises Resource Planning (ERP) SaaS - Renewal
1. On April 24, 2019, the City entered into an Agreement with Tyler Technologies, Inc. for the provision of the Enterprises Resource Planning (ERP) Software, for an initial three (3) year period, which expired on April 30, 2022.
2. On October 7, 2019, the Parties executed Change Order 001 to reallocate conversion hours to lead hours (Consulting).
3. On April 28, 2020, the Parties executed Change Order 002 to remove the Bid Management Module.
4. On June 1, 2020, the Parties executed Change Order 003 to remove conversion services and to add 7 Tyler ready forms.
5. On February 7, 2021, the Parties executed Change Order 004 to increase the annual SaaS fee in the amount of $40,000.00 and to update Go-Live Dates.
6. On June 9, 2021, the Parties executed Change Order 005 to convert travel expenses and increase implementation services in the amount of $347,900.00.
7. On December 7, 2021, the Parties executed Change Order 006 to convert travel expenses to implementation services in the amount of $182,000.00.
8. On February 10, 2022, the Parties executed Change Order 007 to remove the ExecuTime services and reduce the annual amount by $33,217.00.
9. On March 16, 2022, the Parties executed Change Order 008 to increase the annual amount to $115,323.33 for additional implementation services and agreed to the automatic renewal of the contract term for an additional one (1) year period which will expire on April 30, 2023.
10. On December 14, 2022, the City Commission approved automatic renewal of the Agreement term at the then-current SaaS fees expiring on April 30, 2024.
11. On December 6, 2023, the City Commission ratified Change Orders 009 through 013 to increase the compensation under the agreement by $454,900 for additional services and to also increase the annual SaaS licensing fees by $4,881.
12. On January 17, 2024, the City Commission approved the automatic renewal of the Agreement term, which expires on April 30, 2025.
13. The Technology Services Department recommends that the City Commission approve for the automatic renewal of the term of this Agreement for and additional one (1) year period which shall commence on May 1, 2025, and naturally expire on April 30, 2026.
FINANCIAL IMPACT DETAIL:
a) Renewal Cost: $1,435,103.00
b) Amount budgeted for this item in Account No: $1,435,103.00 - 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 Not Applicable
|
|
FY 2024-2025 |
|
Revenues |
$ - |
|
Expenditures |
$1,435,103.00 |
|
Net Cost |
$1,435,103.00 |
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
(G) Kitchen Gallery & Design, Inc. - Kitchen & Bathroom Cabinet Fabrication &
Installation for the Housing Division - Non-Renewal
1. On May 11, 2022, the City entered into an Agreement with a pool of vendors for an initial, three (3) year period, which will expire on May 10, 2025.
2. The City of Pembroke Pines Community Services Department contracted with the following vendors for the supply and installation of wood cabinets in the kitchens and bathrooms at the City of Pembroke Pines Housing Division’s apartments:
- Cabinet Stop Shop
- HRT Construction Group (Contract was not finalized due to insurance issues)
- Kitchen Gallery & Design
3. Section 3.2 of the Agreement authorizes renewal of the term for one (1), three (3) year period upon mutual consent, evidenced by a written Amendment extending the term thereof.
4. Since awarding the original agreement, the pool of vendors has dropped to a single company bidding and providing the services.
5. On December 4, 2012, the non-renewal notice for Cabinet Stop Shop was presented to City Commission under agenda item #24-1133.
6. The Community Services Department has therefore opted not to renew the Agreement and has commenced a new procurement process to secure these services.