Title
MOTION TO APPROVE THE DEPARTMENT RECOMMENDATIONS FOR THE FOLLOWING ITEMS LISTED ON THE CONTRACTS DATABASE REPORT:
(A) American Guard Services - Secondary Vendor for TS-22-13 Security Guard Services - Renewal
(B) Blue Marlin Investments, Inc. d/b/a Cayco - IFB # PSPW-23-11 Citywide Trees, Plants, and Other Landscaping Materials - Renewal
(C) FPI Security Services - Primary Vendor for TS-22-13 Security Guard Services - Renewal
(D) Maccabi Landscape Corporation - PSPW-23-11 Citywide Trees, Plants, and Other Landscaping Materials - Renewal
(E) School Board of Washington County - Panhandle Area Educational Consortium (PAEC) - Renewal
(F) Tropical Touch Gardens Center, Inc. - PSPW-23-11 Citywide Trees, Plants, and Other Landscaping Materials - Renewal
(G) Universal Protection Service - Tertiary Vendor for TS-22-13 Security Guard Services - Renewal
(H) Waste Connections of Florida, Inc. - Solid Waste Disposal Services - 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) American Guard Services - Secondary Vendor for TS-22-13 Security Guard Services - Renewal
1. On August 16, 2023, the City Commission approved a pool of vendors pursuant to RFP # TS-22-13 for the provision of Security Guard Services. Subsequently, effective October 1, 2023, the City entered into an Agreement with American Guard Services, Inc. as the secondary vendor for an initial three (3) year period which is scheduled to expire on September 30, 2026.
2. Section 3.2 of the Original Agreement allows the renewal of the Agreement for up to two (2) additional three (3) year terms upon the mutual consent of the Parties, as evidenced by a written amendment executed by the Parties.
3. City Staff recommends approval of the First Amendment to the Original Agreement, which will renew the term for an additional three (3) year period, commencing on October 1, 2026, and continuing through September 30, 2029, pursuant to the renewal provision set forth in Section 3.2 of the Agreement.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Renewal Cost: $2,914,148.13 for the 3-year period, which includes an owner’s contingency in the amount of $264,922.47
b) Amount budgeted for this item in Account No: 1-519-6004-534990-0000-000-0000- (Other Svs)
1-554-8002-534990-0000-000-0000-00603 (Other Svs)
001-572-7001-534990-0000-000-0000 Other Service
001-519-6001-534990-0000-000-00000-00345 Other Service
471-536-6010-534990-0000-000-0000-00510 (Other Svc)
471-533-6031-534990-0000-000-0000- (Other Svc)
c) Source of funding for difference, if not fully budgeted: Not Applicable
d) 3-year projection of the operational cost of the project: Not Applicable
FY2026-27 FY2027-28 FY2028-29
Revenues $0.00 $0.00 $0.00
Expenditures $934,643.80 $970,881.64 $1,008,622.69
Net Cost $934,643.80 $970,881.64 $1,008,622.69
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) Blue Marlin Investments, Inc. d/b/a Cayco - IFB # PSPW-23-11 Citywide Trees, Plants, and Other Landscaping Materials - Renewal
1. On September 28, 2023, the City entered into an Agreement with Blue Marlin Investments, Inc. d/b/a Cayco, for the provision of trees, plants, and other landscaping materials, on as needed basis, for various landscaping projects that arise throughout the City, for an initial one (1) year period, which expired on September 27, 2024.
2. Section 3.2 of the Original Agreement authorizes the renewal thereof for five (5) additional one (1) year terms, upon mutual consent, evidenced by a written Amendment.
3. On August 27, 2024, the parties executed the First Amendment to the Original Agreement, to renew the term for an additional one (1) year period, which expired on September 27, 2025.
4. On June 17, 2025, the parties executed the Second Amendment to the Original Agreement, as amended, to renew the term for an additional one (1) year period, which expires on September 27, 2026.
5. The Public Services Department recommends that the City Commission approve this Third Amendment, to renew the term for an additional one (1) year period, which shall commence on September 28, 2026, and shall naturally expire on September 27, 2027, as allowed by the Agreement.
FINANCIAL IMPACT DETAIL:
a) Renewal Cost: $500,000 (Annual amount not-to-exceed for the entire pool of contractors)
b) Amount budgeted for this item in Account No: Funds are budgeted in account # 001-539-6004-546161-0000-000-0000- (R&M Landscaping) and other accounts within various department budgets.
c) Source of funding for difference, if not fully budgeted: Not Applicable
d) 1-year projection of the operational cost of the project:
FY 2026-2027
Revenues $0.00
Expenditures $500,000.00
Net Cost $500,000.00
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) FPI Security Services - Primary Vendor for TS-22-13 Security Guard Services - Renewal
1. On August 16, 2023, the City Commission approved a pool of vendors pursuant to RFP # TS-22-13 for the provision of Security Guard Services. Subsequently, effective October 1, 2023, the City entered into an Agreement with FPI Security Services, Inc. as the primary vendor for an initial three (3) year period which is scheduled to expire on September 30, 2026.
2. Section 3.2 of the Original Agreement allows the renewal of the Agreement for up to two (2) additional three (3) year terms upon the mutual consent of the Parties, as evidenced by a written amendment executed by the Parties.
3. City Staff recommends approval of the First Amendment to the Original Agreement, which will renew the term for an additional three (3) year period, commencing on October 1, 2026, and continuing through September 30, 2029, pursuant to the renewal provision set forth in Section 3.2 of the Agreement.
FINANCIAL IMPACT DETAIL:
a) Renewal Cost: $2,685,474.97 for the 3-year period, which includes an owner’s contingency in the amount of $244,133.82
b) Amount budgeted for this item in Account No:
1-519-6004-534990-0000-000-0000- (Other Svs)
1-554-8002-534990-0000-000-0000-00603 (Other Svs)
001-572-7001-534990-0000-000-0000 Other Service
001-519-6001-534990-0000-000-00000-00345 Other Service
471-536-6010-534990-0000-000-0000-00510 (Other Svc)
471-533-6031-534990-0000-000-0000- (Other Svc)
c) Source of funding for difference, if not fully budgeted: Not Applicable
d) 3-year projection of the operational cost of the project:
FY2026-27 FY2027-28 FY-2028-29
Revenues $0.00 $0.00 $0.00
Expenditures $861,288.80 $894,696.31 $929,489.86
Net Cost $861,288.80 $894,696.31 $929,489.86
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) Maccabi Landscape Corporation - PSPW-23-11 Citywide Trees, Plants, and Other Landscaping Materials - Renewal
1. On September 28, 2023, the City entered into an Agreement with Maccabi Landscape Corporation, for the provision of trees, plants, and other landscaping materials, on as needed basis, for various landscaping projects that arise throughout the City, for an initial one (1) year period, which expired on September 27, 2024.
2. Section 3.2 of the Original Agreement authorizes the renewal thereof for five (5) additional one (1) year terms, upon mutual consent, evidenced by a written Amendment.
3. On August 27, 2024, the parties executed the First Amendment to the Original Agreement, to renew the term for an additional one (1) year period, which expired on September 27, 2025.
4. On June 17, 2025, the parties executed the Second Amendment to the Original Agreement, as amended, to renew the term for an additional one (1) year period, which expires on September 27, 2026.
5. The Public Services Department recommends that the City Commission approve this Third Amendment, to renew the term for an additional one (1) year period, which shall commence on September 28, 2026, and shall naturally expire on September 27, 2027, as allowed by the Agreement.
FINANCIAL IMPACT DETAIL:
a) Renewal Cost: $500,000 (Annual amount not-to-exceed for the entire pool of contractors)
b) Amount budgeted for this item in Account No: Funds are budgeted in account # 001-539-6004-546161-0000-000-0000- (R&M Landscaping) and other accounts within various department budgets.
c) Source of funding for difference, if not fully budgeted: Not Applicable
d) 1-year projection of the operational cost of the project:
FY 2026-2027
Revenues $0.00
Expenditures $500,000.00
Net Cost $500,000.00
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) School Board of Washington County - Panhandle Area Educational Consortium (PAEC) - Renewal
1. On July 8th, 2025, the City entered into an Agreement with The School Board of Washington County, Florida, Panhandle Area Education Consortium (“PAEC”) for an initial one (1) year period, commencing July 1, 2025, and expiring June 30, 2026.
2. The Pembroke Pines-Florida State University Charter Elementary School participates in the professional development plan for teachers through the Panhandle Area Educational Consortium (PAEC.) This professional development plan allows teachers to participate in trainings, record in-service points for re-certification, and fulfill requirements for added endorsements. PAEC requires approval for all plans and contracts through the governing board of each school.
3. Section VI of the Original Agreement authorizes the renewal of the Original Agreement for an additional one (1) year renewal term. Dean Damon Andrew from the Florida State University District has signed the contract to renew the professional development plan for the teachers of the Pembroke Pines-Florida State University Charter Elementary School. In addition, the dues for these services will be paid by Florida State University.
4. The Charter School FSU Campus recommends that the City Commission approve this renewal Agreement for the term commencing on July 1, 2026, and expiring on June 30, 2027, as allowed by the Agreement.
FINANCIAL IMPACT DETAIL:
a) Renewal Cost: There is no cost to the City of Pembroke Pines. The FSU District pays for these services.
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
(F) Tropical Touch Gardens Center, Inc. - PSPW-23-11 Citywide Trees, Plants, and Other Landscaping Materials - Renewal
1. On October 5, 2023, the City entered into an Agreement with Tropical Touch Gardens Center, Inc., for the provision of trees, plants, and other landscaping materials, on as needed basis, for various landscaping projects that arise throughout the City, for an initial one (1) year period, which expired on October 4, 2024.
2. Section 3.2 of the Original Agreement authorizes the renewal thereof for five (5) additional one (1) year terms, upon mutual consent, evidenced by a written Amendment.
3. On September 30, 2024, the Parties executed the First Amendment to the Original Agreement, to renew the term thereof for a one (1) year period, which expired on October 4, 2025.
4. On June 17, 2025, the parties executed the Second Amendment to the Original Agreement, as amended, to renew the term for an additional one (1) year period, which expires on September 27, 2026.
5. The Public Services Department recommends that the City Commission approve this Third Amendment, to renew the term for an additional one (1) year period, which shall commence on October 5, 2026, and shall naturally expire on October 4, 2027, as allowed by the Agreement.
FINANCIAL IMPACT DETAIL:
a) Renewal Cost: $500,000 (Annual amount not-to-exceed for the entire pool of contractors)
b) Amount budgeted for this item in Account No: Funds are budgeted in account # 001-539-6004-546161-0000-000-0000- (R&M Landscaping) and other accounts within various department budgets.
c) Source of funding for difference, if not fully budgeted: Not Applicable
d) 1-year projection of the operational cost of the project:
FY 2026-2027
Revenues $0.00
Expenditures $500,000.00
Net Cost $500,000.00
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
(G) Universal Protection Service - Tertiary Vendor for TS-22-13 Security Guard Services - Renewal
1. On August 16, 2023, the City Commission approved a pool of vendors pursuant to RFP # TS-22-13 for the provision of Security Guard Services. Subsequently, effective October 1, 2023, the City entered into an Agreement with Universal Protection Service, LLC as the tertiary vendor for an initial three (3) year period which is scheduled to expire on September 30, 2026.
2. Section 3.2 of the Original Agreement allows the renewal of the Agreement for up to two (2) additional three (3) year terms upon the mutual consent of the Parties, as evidenced by a written amendment executed by the Parties.
3. City Staff recommends approval of the First Amendment to the Original Agreement, which will renew the term for an additional three (3) year period, commencing on October 1, 2026, and continuing through September 30, 2029, pursuant to the renewal provision set forth in Section 3.2 of the Agreement.
FINANCIAL IMPACT DETAIL:
a) Renewal Cost: $3,629,035.77 for the 3-year period, which includes an owner’s contingency in the amount of $329,912.07
b) Amount budgeted for this item in Account No: 1-519-6004-534990-0000-000-0000- (Other Svs)
1-554-8002-534990-0000-000-0000-00603 (Other Svs)
001-572-7001-534990-0000-000-0000 Other Service
001-519-6001-534990-0000-000-00000-00345 Other Service
471-536-6010-534990-0000-000-0000-00510 (Other Svc)
471-533-6031-534990-0000-000-0000- (Other Svc)
c) Source of funding for difference, if not fully budgeted: Not Applicable
d) 3-year projection of the operational cost of the project: Not Applicable
FY2026-27 FY2027-28 FY2028-29
Revenues $0.00 $0.00 $0.00
Expenditures $1,163,822.00 $1,209,050.44 $1,256,163.33
Net Cost $1,163,822.00 $1,209,050.44 $1,256,163.33
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
(H) Waste Connections of Florida, Inc. - Solid Waste Disposal Services - Renewal
1. On August 30, 2023, the City entered into an Agreement with Waste Connections of Florida, Inc. for an initial three (3) year period, which will expire on September 30, 2026.
2. The City contracts Waste Connections of Florida, Inc. to provide disposal services for Solid Waste, Bulk Trash, Yard Trash, Commingled Waste and Construction and Demolition Debris generated within the municipal boundaries of the City.
3. Section 4.2 of the Original Agreement allows for additional, one (1) year renewal terms, upon mutual agreement of the parties, evidenced by a written Amendment.
4. In consideration of the City agreeing to a two (2) year renewal term, Waste Connections has agreed to forego the Consumer Price Index (CPI) adjustment otherwise applicable on October 1, 2026, maintain the disposal rate at the Deerfield Beach Recycling and Transfer Facility at $60.60 per ton, and reduce the disposal rate at the Pembroke Park Recycling and Transfer Facility from $68.10 per ton to $67.32 per ton for the period commencing October 1, 2026, and ending September 30, 2027.
5. The First Amendment also clarifies the City's ability to reinstate or establish new recycling programs and provides the City with flexibility to direct Recyclable Materials, Bulk Trash, Yard Trash, Commingled Waste, and Construction and Demolition Debris to other facilities selected by the City, while continuing to direct the remaining materials to Waste Connections.
6. City Administration recommends that the City Commission approve this First Amendment for a renewal term of two (2) years, commencing on October 1, 2026, and expiring on September 30, 2028, as allowed the Agreement.
FINANCIAL IMPACT DETAIL:
a) Renewal Cost: The cost of solid waste disposal services is paid by the residents and business owners in Pembroke Pines. The Original Agreement is for an initial three-year period with options for additional one-year renewals. The current per-ton disposal rates under the current agreement for the period of October 1, 2025, through September 30, 2026, are as follows:
|
Receiving Facility |
Per Ton Rate |
|
Deerfield Beach Recycling and Transfer Facility |
$60.60 |
|
Pembroke Park Recycling and Transfer Facility |
$68.10 |
In addition, pursuant to Section 5.2 of the original agreement, the per ton disposal rates are subject to an automatic increase each October 1 based on the annual change in the CPI (Series ID # CUSR0000SEHG), not to exceed 5% and not less than 0%. However, in consideration of the City executing a two-year renewal rather than a one-year renewal, Waste Connections has agreed to forego the CPI-based rate adjustments that would otherwise become effective on October 1, 2026, maintain the Deerfield Beach Recycling and Transfer Facility rate at $60.60 per ton, and reduce the Pembroke Park Recycling and Transfer Facility rate to $67.32 per ton for the period of October 1, 2026, through September 30, 2027. Beginning October 1, 2027, the disposal rates will again be adjusted in accordance with the CPI adjustment provisions contained in the Original Agreement.
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.