Title
MOTION TO APPROVE THE DEPARTMENT RECOMMENDATIONS FOR THE FOLLOWING ITEMS LISTED ON THE CONTRACTS DATABASE REPORT:
(A) The Transportation Authority - Bus Transportation Services Charter Schools/Community Services - Renewal
(B) South Florida Institute on Aging, Inc. - Volunteering Services at the Southwest Focal Point Senior Center - Renewal
(C) Calvin, Giordano & Associates, Inc. - Environmental and Support Services - Renewal
(D) Miramar-Pembroke Pines Regional Chamber of Commerce, Inc. - Trustee Partnership Agreement - Renewal
(E) SmartCop - Public Safety Automatic Records Management - Renewal
(F) Anderson Aquatics LLC - Competitive Swim Team & Instructional Programming - Renewal
ITEM (G) WILL EXPIRE WITH NO RENEWAL TERMS AVAILABLE, 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) Ceiling to Floor Cleaning, Inc.-Janitorial Services Studio 18- 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) The Transportation Authority - Bus Transportation Services Charter Schools/Community Services - Renewal
1. On July 1st, 2018, the City entered into a Contractual Services Agreement for Operation and Management of Transportation Services with The Transportation Authority, LLC for an initial five (5) year period, which expired on June 30th, 2023.
2. The City contracts The Transportation Authority, LLC to operate and manage the transportation for the City’s Charter Schools, for the City’s Community Services, and for the City’s Senior Transportation Service.
3. Section 3.2 of the Original Agreement authorizes the renewal of the Original Agreement for two (2), additional, five (5) year renewal terms upon mutual consent, evidenced by a written Amendment.
4. Administration previously requested for the renewal of this agreement for the first allowable five year renewal period, however on November 16th, 2022, the City Commission directed the City Administration to work on putting these services out for bid.
5. While working on creating the new solicitation, on June 14th, 2023, the Parties entered into the First Amendment to extend the term of the agreement for operational purposes, for 180-day period, which will expire on December 28th, 2023, as allowed by City Code of Ordinance §35.29(C).
6. There is a separate agenda item, on this Commission's meeting as File ID# 23-0891(B), requesting Commission to approve the advertisement of the drafted solicitation.
7. The Community Services Department and Charter Schools recommend that the City Commission approve this Second Amendment to further extend the term for six (6) months, commencing on December 29th, 2023, and expiring on June 30th, 2024, as allowed by the Agreement, to allow for completion of the bid process.
Reviewed by Commission Auditor.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Renewal Cost: Estimated Annual cost of $3,813,677, however actual costs may fluctuate up or down based on operational needs.
b) Amount budgeted for this item in Account No: Funds are currently budgeted in various accounts.
c) Source of funding for difference, if not fully budgeted: Difference of funds will be transferred from the General Fund, and Road & Bridge Fund as needed.
d) 5-year projection of the operational cost of the project: See attached cost analysis on Page 4 of Exhibit 1.
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 $3.1 million compared to In-House labor. See attached cost analysis on Page 4 of Exhibit 1.
(B) South Florida Institute on Aging, Inc. - Volunteering Services at the Southwest Focal Point Senior Center - Renewal
1. On May 21, 2012, the City entered into an Agreement with South Florida Institute on Aging, Inc. for an initial one (1) year period, which expired on May 21, 2013.
2. South Florida Institute on Aging, Inc. provides the City’s Southwest Focal Point Senior Center with volunteering services.
3. Section (1)(B) 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.
4. Between May 21, 2012, and November 22, 2022, the Parties have executed eleven (11) amendments to the Agreement and have extended the term of the Original Agreement, as amended, to May 20, 2024.
5. The Community Services Department recommends that the City Commission approve this Twelfth Amendment to renew the term for an additional one (1) year period, which shall commence on May 21, 2024, and naturally expire on May 20, 2025, as allowed by the agreement.
Reviewed by Commission Auditor.
FINANCIAL IMPACT DETAIL:
a) Renewal Cost: None
b) Amount budgeted for this item in Account No: Not Applicable
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
(C) Calvin, Giordano & Associates, Inc. - Environmental and Support Services - Renewal
1. On February 5th, 2020, the City entered into an Agreement with Calvin, Giordano & Associates, Inc. for an initial two (2) year period, which expired on February 4th, 2022.
2. Calvin, Giordano & Associates, Inc. provides professional, environmental and support services to the City Engineer with regard to FEMA National Flood Insurance Program's (NFIP) Community Rating System (CRS) and ensuring the City is following its Floodplain Management Ordinance.
3. Section 3.2 of the Original Agreement authorizes the extension of the term for two (2), additional, two (2) year renewal terms upon the mutual written agreement of the parties.
4. On November 3rd, 2021, the parties entered into the First Amendment to renew the term of the agreement for the first, two (2) year period which will expire on February 4th, 2024.
5. The Engineering Department recommends that the City Commission approve this Second Amendment to update the Professional Fee Schedule to reflect the increased hourly rates while maintaining the same annual amount not to exceed of $50,000.00, and to enter into the final, two (2) year renewal term commencing on February 5th, 2024, and naturally expiring on February 4th, 2026, as allowed by the Agreement.
Reviewed by Commission Auditor.
FINANCIAL IMPACT DETAIL:
a) Renewal Cost: $100,000.00 (50,000.00 Per Contract Year)
b) Amount budgeted for this item in Account No: $50,000.00, 001-519-6006-531100-0000-000-0000 Professional Svc - Engineering
c) Source of funding for difference, if not fully budgeted: Not Applicable
d) 2-year projection of the operational cost of the project:
Year 1 Year 2
Revenues $.00 $.00
Expenditures $50,000.00 $50,000.00
Net Cost $50,000.00 $50,000.00
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
(D) Miramar-Pembroke Pines Regional Chamber of Commerce, Inc. - Trustee Partnership Agreement - Renewal
1. On December 6, 2016, the City entered into a Trustee Partnership Agreement with The Miramar-Pembroke Pines Regional Chamber of Commerce, Inc. for an initial one (1) year period, which expired on November 30, 2017.
2. The Partnership Agreement allows for a relationship between the City and the Chamber to increase the level of member benefits offered by the Chamber, and facilitate the growth of the Chamber for the benefit of the residents and businesses in the regional community.
3. Section 3.1 of the Original Agreement, as amended authorizes the renewal of the Original Agreement on an annual basis upon mutual consent, evidenced by written Amendments extending the term thereof.
4. The term of the Original Agreement, as amended, has been renewed six (6) times extending the term up to November 30, 2023. The City's financial obligation as part of the agreement was $8,000; however, the City also participated and sponsored other events in partnership with the Chamber including the Pinnacle Awards, Legislative Breakfast and Sip of Wine, Taste of Heaven.
5. The Planning and Economic Development Department is proposing to amend the agreement to include the additional events as part of the agreement. This proposed change together with other smaller amendments in the services would increase the total annual cost of the agreement by $9,000.00 for a total annual cost of $17,000.00.
6. The Planning & Economic Development Department recommends that the City Commission approve this Seventh Amendment to increase the annual membership fee to $17,000.00, and to renew the term for an additional one (1) year period, which shall commence on December 1, 2023, and naturally expire on November 30, 2024, as allowed by the agreement.
Reviewed by Commission Auditor.
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $17,000.00
b) Amount budgeted for this item in Account No: 001-519-0800-554100-0000-000-0000-00000 (Memberships Dues Subscription)
c) Source of funding for difference, if not fully budgeted: Not Applicable
d) 2-year projection of the operational cost of the project:
FY2023-2024 FY2024-2025
Revenues $.00 $.00
Expenditures $14,166.67 $2,833.33
Net Cost $14,166.67 $2,833.33
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) SmartCop - Public Safety Automatic Records Management - Renewal
1. On June 24th, 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. The initial maintenance services began on January 29th, 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 12th, 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 15th, 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 16th, 2022, and on November 3rd, 2022, the Parties entered into the Third and Fourth Amendments, respectively, thereby extending the maintenance and the support services to January 31st, 2024.
8. The Police Department recommends that the City Commission approve the Fifth Amendment to extend the maintenance and support term for a one (1) year period commencing on February 1st, 2024, and expiring on January 31st, 2025, as allowed by the Agreement.
Reviewed by Commission Auditor.
FINANCIAL IMPACT DETAIL:
a) Renewal Cost: $107,799.11
b) Amount budgeted for this item in Account No: $115,121.00 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) 1-year projection of the operational cost of the project:
Current FY
Revenues $.00
Expenditures $107,799.11
Net Cost $107,799.11
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) Anderson Aquatics LLC - Competitive Swim Team & Instructional Programming - Renewal
1. On April 9, 2018, the City entered into an Agreement with Anderson Aquatics LLC for an initial period which expired on December 31, 2019.
2. Anderson Aquatics LLC provides a complete and full-service USA Swimming program or any other nationally recognized aquatic program, as approved by the City’s Director of Recreation and Cultural Arts.
3. Section 1.1 of the Original Agreement allows for two (2) additional four (4) year renewal terms upon mutual consent, evidenced by a written Amendment.
4. On November 13, 2019, the City executed the First Amendment to the Original Agreement to revise certain provisions required by statutory amendments, and to extend the term for a four (4) year period, which shall naturally expire on December 31, 2023.
5. The Recreation and Cultural Arts Department recommends that the City Commission approve this Second Amendment to the Original Agreement, as amended, for the second four (4) year renewal term which shall commence on January 1, 2024, and shall naturally expire on December 31, 2027, as allowed by the agreement.
Reviewed by Commission Auditor.
FINANCIAL IMPACT DETAIL:
a) Revenue: $62,000
b) Amount budgeted for this item in Account No:
001-000-7001-347573-0000-000-0000-Community Swim Team Fees
001-000-7001-347565-0000-000-0000-Athletic Fees - Non-resident
001-000-7001-347564-0000-000-0000-Swimming Fees
001-000-7001-347225-0000-000-0000-Youth Athletic Program
c) Source of funding for difference, if not fully budgeted: Not Applicable.
d) 5 year projection of the operational cost of the project
Current FY Year 2 Year 3 Year 4
Revenues $62,000.00 $64,000.00 $64,000.00 $64,000.00
Expenditures $.00 $.00 $.00 $.00
Net Cost $.00 $.00 $.00 $.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) Ceiling to Floor Cleaning, Inc. - Janitorial Services Studio 18 - Non-Renewal
1. On January 30, 2018, the City entered into a Contractual Services Agreement with Ceiling to Floor Cleaning, Inc. for an initial two (2) year period, which naturally expired on February 4, 2020.
2. The City of Pembroke Pines Recreation & Cultural Arts Department utilizes Ceiling to Floor Cleaning, Inc. to provide Janitorial Services for Studio 18.
3. Section 3.2 of the Original Agreement authorizes the renewal of the Original Agreement for two (2) additional two (2) year renewal terms upon mutual consent, evidenced by a written Amendment.
4. On January 15, 2020, the City executed the First Amendment to the Original Agreement to revise and amend the terms and conditions of the Original Agreement and to extend the term for an additional two (2) year period, which naturally expired on February 5, 2022.
5. On June 2, 2020, the City executed the Second Amendment to the Original Agreement, as amended, to reduce the Scope of Services due to the Coronavirus pandemic.
6. On November 3, 2021, the City executed the Third Amendment to the Original Agreement, as amended, to extend the term for an additional two (2) year period, which shall naturally expire on February 5, 2024.
7. On December 14, 2021, the City executed the Fourth Amendment to the Original Agreement, as amended, to resume the Services as provided for in Exhibit “A” of the Original Agreement, as amended.
8. There are no further renewal terms remaining. The Recreation & Cultural Arts Department will begin a new Procurement process for these services.