Title
MOTION TO APPROVE THE DEPARTMENT RECOMMENDATIONS FOR THE FOLLOWING ITEMS LISTED ON THE CONTRACTS DATABASE REPORT:
(A) Gloval, Inc. - Armored Car Services (City-wide) - Renewal
(B) InfoSend, Inc. - Printing and Mailing Services for Utility Billing - Renewal
(C) Morton Salt, Inc. - Purchase of Sodium Chloride (Solar Salt) CO-OP - 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) Gloval, Inc. - Armored Car Services (City-wide) - Renewal
1. On May 21st, 2023, pursuant to Request for Proposals (“RFP”) # FN-22-02, the City entered into an Armored Car Services Agreement with Gloval, Inc. for an initial three (3) year period, which will expire on May 20th, 2026.
2. Gloval, Inc. provides armored car services to all of City of Pembroke Pines and City of Pembroke Pines Charter School (Schools) locations.
3. Section 3.2 of each Original Agreement allows the renewal of the Agreement for two (2), additional, two (2) year terms, upon mutual consent of the Parties, evidenced by a written Amendment.
4. The Finance Department recommends that the City Commission approve this First Amendment for the first, two (2) year renewal term of the Agreement, commencing on May 21, 2026, and expiring on May 20, 2028, as allowed by each Agreement.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Renewal Cost: Estimated amount of $156,480 for the two (2) year renewal period based on current pick-ups. Annual amount may vary, up or down, based on actual usage at the contracted pick-up rates.
b) Amount budgeted for this item in Account No: Funds are available in various accounts with object code 534990 - Other Svc.
c) Source of funding for difference, if not fully budgeted: Not Applicable.
d) 2-year projection of the operational cost of the project: The renewal term is for two (2) years, at a rate of $50 per scheduled weekly pickup, $60 per on-call pickups on weekdays, and $75 per on-call pickups on weekends. The estimated annual amount of $78,240 is based on the current estimated number of pick-ups. As a result, the annual amount may vary, up or down, based on actual usage at the contracted pick-up rates.
Year 4 Year 5
Revenues $0.00 $0.00
Expenditures $78,240.00 $78,240.00
Net Cost $78,240.00 $78,240.00
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) InfoSend, Inc. - Printing and Mailing Services for Utility Billing - Renewal
1. On February 27, 2024, the City entered into a Piggyback Agreement with InfoSend, Inc. for the provision of printing and mailing services for utility billing for an initial term, expiring on June 26, 2026. This Agreement was executed pursuant to, and piggybacks off of, an existing agreement between Collier County and InfoSend, Inc.
2. Section 5.1 of each Original Agreement allows the renewal of the Agreement for two (2) additional, one (1) year terms, upon mutual consent of the Parties, evidenced by a written Amendment, and subject to the renewal of the Collier County Agreement.
3. The Collier County Agreement has been renewed for an additional 1-year period, which expires on June 27, 2027.
4. The Utilities Department recommends that the City Commission approve this First Amendment to renew the term of the Original Agreement for an additional one (1) year period, commencing on June 27, 2026, and expiring on June 26, 2027, with an annual compensation amount not to exceed $370,000.00, as allowed by each Agreement.
FINANCIAL IMPACT DETAIL:
a) Renewal Cost: Estimated annual amount of $370,000. The renewal term would be from 6/27/26-6/27/27
b) Amount budgeted for this item in Account No:
Funds are available in Account No. 471-536-6010-534990-0000-000-0000- (Other Svc) and in Account No. 471-536-6010-542000-0000-000-0000- (Postage)
c) Source of funding for difference, if not fully budgeted: Not Applicable. A Budget Adjustment will be requested if funds are depleted.
d) 2-year projection of the operational cost of the project
FY-2025-26 FY-2026-27
Revenues $0.00 $0.00
Expenditures $92,500.00 $277,500.00
Net Cost $92,500.00 $277,500.00
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? Yes
b) If Yes, what is the total cost or total savings of utilizing Out-Sourcing vs. In-House Labor for this service? The expected variance is estimated to be a cost
savings of $221,508 or 32%. (See attached analysis)
(C) Morton Salt, Inc. - Purchase of Sodium Chloride (Solar Salt) CO-OP - Renewal
1. On June 18, 2025, the City Commission approved to purchase Sodium Chloride (Solar Salt) from Morton Salt, Inc., utilizing the CO-OP Agreement ITB #2025-013, for an initial one (1) year period, which expires on May 30, 2026.
2. The Original CO-OP Agreement authorizes the renewal of the Original Agreement for four (4) additional one (1) year terms.
3. The City of Boca Raton, as the Lead Agency, has renewed the Agreement for an additional one (1) year period, which will expire on May 30, 2027.
4. The Utilities Department recommends that the City Commission approve the rate increase from $182.85/ton to $192.85/ton, and the continued purchase of Sodium Chloride for an additional one (1) year period, which shall naturally expire on May 30, 2027.
FINANCIAL IMPACT DETAIL:
a) Renewal Cost: $154,280 (800 Tons * $192.85/ton)
b) Amount budgeted for this item in Account No: 471-533-6031-552430-0000-000-0000- (Operating chemicals)
c) Source of funding for difference, if not fully budgeted: Not Applicable
d) 1-year projection of the operational cost of the project
FY-2025-26 FY-2026-27
Revenues $0.00 $0.00
Expenditures $51,427.00 $102,853.00
Net Cost $51,427.00 $102,853.00
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