Title
MOTION TO APPROVE THE DEPARTMENT RECOMMENDATIONS FOR THE FOLLOWING ITEMS LISTED ON THE CONTRACTS DATABASE REPORT:
(A) Blue Marlin Investments, Inc. d/b/a Cayco - IFB # PSPW-23-11 Citywide Trees, Plants, and Other Landscaping Materials - Renewal
(B) Children’s Services Council of Broward County - Maximizing Out-of-School Time (MOST) - Renewal
(C) Fifth Asset, Inc. d/b/a DebtBook - Accounting Statements for City and Charter Schools - Renewal
(D) Maccabi Landscape Corporation. - PSPW-23-11 Citywide Trees, Plants, and Other Landscaping Materials - Renewal
(E) North America Fire Equipment Co., Inc. d/b/a NAFECO - Fire Department Uniforms - Renewal
(F) Tropical Touch Gardens Center, Inc. -- PSPW-23-11 Citywide Trees, Plants, and Other Landscaping Materials - 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) 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 of the Original Agreement 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 thereof for a one (1) year period, which expires on September 27, 2025.
4. The Public Services Department recommends that the City Commission approve this Second Amendment, to renew the term for an additional one (1) year period, which shall commence on September 28, 2025, and naturally expire on September 27, 2026, as allowed by the Agreement.
Financial Impact
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 2025-2026
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
(B) Children’s Services Council of Broward County - Maximizing Out-of-School Time (MOST) - Renewal
1. Following approval by the City Commission on April 4th, 2023, the City entered into an Agreement with the Children’s Services Council (CSC) of Broward County for an initial four (4) month period, commencing on May 1st, 2023, and expiring August 31st, 2023.
2. The Children’s Services Council of Broward County offers the Maximizing Out-of-School Time (MOST) Special Needs Summer Programming Grant to provide a structured program for children to improve and maintain skills through positive experiences encountered during the regular school day, as well as for them to improve language and reading skill development, physical functioning, social and adaptive behavioral functioning, and daily living skills. The target population is children, adolescents, and young adults aged six through twenty-two with special needs who have a physical, developmental, sensory, or learning disability.
3. Section 1 of the Agreement authorizes the renewal thereof for three (3), additional, three (3) month summer sessions, at the sole option of the CSC.
4. On February 5th, 2024, at the CSC’s Council Meeting, the Council approved the City of Pembroke Pines as a MOST Special Needs provider and renewal of the Agreement for the four (4) months from May 1st, 2024, to August 31st, 2024.
5. On April 17, 2024, the City Commission approved the first renewal of the Agreement for the four (4) month summer session which commenced on May 1st, 2024, and ended on August 31st, 2024.
6. On February 18th, 2025, at the CSC’s Council Meeting, the Council approved the City of Pembroke Pines as a MOST Special Needs provider and renewal of the Agreement for the four (4) months from May 1st, 2025, to August 31st, 2025.
7. The Recreation and Cultural Arts Department recommends that the City Commission approve this Renewal Agreement for the 2025 summer session commencing on May 1st, 2025, and expiring August 31st, 2025, as allowed by the Agreement.
FINANCIAL IMPACT DETAIL:
a) Renewal Cost: The revenue from this grant is $161,797.00. All expenses are covered by the grant revenues. The match requirement is non-monetary in-kind services to be provided through staffing, space, and utilities.
b) Amount budgeted for this item in Account No: None. If approved a budget will be generated increasing revenues and expenditures to accommodate the grant and the program.
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: Summer staff will be required to operate the camp. All positions are funded through the MOST Grant.
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) Fifth Asset, Inc. d/b/a DebtBook - Accounting Statements for City and Charter Schools - Renewal
1. On September 21, 2022, the City entered into an Agreement with Fifth Asset, Inc. d/b/a DebtBook, to provide the Finance Department with Accounting Statements for the City and Charter Schools for an initial one (1) year period, which expired on August 31, 2023, and at a cost of $8,775.00.
2. The Original Agreement allows the renewal of the Agreement, upon mutual consent of the Parties, evidenced by written Amendments extending the term thereof.
3. On August 21, 2023, the City entered into a Renewal Order form, which renewed the term for an additional one (1) year period, which expired on August 31, 2024, at a cost of $15,000.00.
4. On June 6, 2024, the City entered into an Order Form Amendment, which renewed the term for an additional one (1) year period, which expires on August 31, 2025, at a cost of $16,500.00.
5. The City’s Finance Department recommends that the City Commission approve this Renewal Amendment and Order Form to renew the term for an additional three (3) year period, which shall commence on September 1, 2025, and expire on August 31, 2028, at a cost of $51,600 for the three (3) year period, as allowed by the Agreement.
FINANCIAL IMPACT DETAIL:
a) Renewal Cost: Total renewal costs will be $51,600 for the 3-year period, FY2026 to FY2028
b) Amount budgeted for this item in Account No: 001-513-2001-552652-0000-000-0000-
c) Source of funding for difference, if not fully budgeted: N/A
d) 3-year projection of the operational cost of the project:
FY2025-2026 FY2026-2027 FY2027-2028
Revenues $0.00 $0.00 $0.00
Expenditures $17,000.00 $17,200.00 $17,400.00
Net Cost $17,000.00 $17,200.00 $17,400.00
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) 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 of the Original Agreement 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 thereof for a one (1) year period, which expires on September 27, 2025.
4. The Public Services Department recommends that the City Commission approve this Second Amendment, to renew the term for an additional one (1) year period, which shall commence on September 28, 2025, and naturally expire on September 27, 2026, 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 2025-2026
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) North America Fire Equipment Co., Inc. d/b/a NAFECO - Fire Department Uniforms - Renewal
1. On April 18, 2024, the City entered into an Agreement with North America Fire Equipment Co., Inc. d/b/a NAFECO for the provision of uniforms for the City’s Fire Department, for an initial period which expires on July 31, 2025.
2. Section 5.1 of the Original Agreement allows the renewal of the Agreement for an additional two (2) year period, upon mutual consent of the Parties, evidenced by written Amendments extending the term thereof.
3. The Agreement between North America Fire Equipment Co., Inc. d/b/a NAFECO and Lake County, FL has been renewed for its final renewal term which will expire on July 31, 2027.
4. The City’s Fire Department recommends that the City Commission approve this First Amendment, to renew the term for an additional two (2) year period, which shall commence on August 1, 2025, and expire on July 31, 2027, as allowed by the Agreement.
FINANCIAL IMPACT DETAIL:
a) Renewal Cost: $190,000 ($95,000 annually)
b) Amount budgeted for this item in Account No: Funds are available in the following account # 001-529-4003-552600-0000-000-0000 - Clothing / Uniforms.
c) Source of funding for difference, if not fully budgeted: Not Applicable.
d) 2-year projection of the operational cost of the project The current agreement expires on July 31, 2025, and allows for a remaining option to renew for two additional 2 year periods.
FY 25-26 FY 26-27
Revenues $0.00 $0.00
Expenditures $95,000.00 $95,000.00
Net Cost $95,000.00 $95,000.00
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) 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 of the Original Agreement 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 expires on October 4, 2025.
4. The Public Services Department recommends that the City Commission approve this Second Amendment, to renew the term for an additional one (1) year period, which shall commence on October 5, 2025, and naturally expire on October 4, 2026, 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 2025-2026
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