Title
MOTION TO APPROVE THE DEPARTMENT RECOMMENDATIONS FOR THE FOLLOWING ITEMS LISTED ON THE CONTRACTS DATABASE REPORT:
(A) CivicPlus, LLC - Citywide Services - Renewal
(B) Emilio’s BBQ Catering Services Corp. - Gift Shop/food services at the Senior Center - Renewal
(C) Planet T Uniforms, Inc. - School Uniforms Franchise - Renewal
(D) State of Florida, Emergency Management Division (The) - Statewide Mutual Aid Agreement - 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) CivicPlus, LLC - Citywide Services - Renewal
1. On January 15, 2013, the City Commission approved the award of RFP #IT-12-01 “Electronic Communication Website Design and Content Management System” to Icon Enterprises, Inc. d/b/a CivicPlus. The purpose of the RFP was to provide the Technology Services Department with a Website and Content Management System including all software and related services for the setup, customization, installation, and implementation of the system which would be used on the City’s website.
2. The City of Pembroke Pines Technology Services Department utilizes Civic Plus, LLC. to provide the City Website, DocAccess, the City Subsite Intranet, the School Subsites and Audio Eye services. In addition, the Recreation and Cultural Arts Department utilizes Civic Plus, LLC. to provide Recreation registration software.
3. The Original Agreement allows for the agreement to remain in effect unless terminated by either party.
4. On April 15, 2015, the City Commission approved an amendment to the Original Agreement for the setup, customization, installation and implementation of an electronic communication website and content management system for the City’s Charter Schools in the amount of $35,650.
5. On August 3, 2016, the City Commission approved an amendment to the Original Agreement for additional services related to the City’s Website which included media center storage services, CivicMobile App, Active Directory Federation Services (ADFS), Intranet Subsite Services, and CivicSend.
6. On September 6, 2017, the City Commission approved an amendment to the agreement for additional services requested by the Recreation and Cultural Arts Department for a Recreational Management Software Program called CivicRec that assists the department with Facility Reservations, Activity Registrations, Membership Management, Point of Sale Management, League Management, Surveys, Financial Reporting, and a Mobile Public and staff experience.
7. On February 20, 2019, the City Commission approved an amendment to the agreement for additional service requested by Technology Services Department for AudioEye to address Digital Compliance requirements for citizens with disabilities using the All City Presented Websites.
8. The City Commission approved the annual continuation of the agreement, on January 15, 2020, August 5, 2020, and on August 4, 2021.
9. On June 15, 2022, the City Commission approved an amendment to the agreement for additional services requested by the Technology Services Department which included CivicPlus Chatbot. CivicPlus Chatbot is an AI-powered customer service tool built specifically for the City’s websites and is designed to help the City provide helpful and personalized customer service interactions to residents.
10. On September 7, 2022, the City Commission approved the continuation of the Agreement for an additional one (1) year period, which commenced on February 1, 2023, and expired on January 31, 2024, in the amount of $115,710.70.
11. On August 16, 2022, the City amended the agreement to include an additional subscription within Civic Rec, for Document Manager for an additional two-year cost of $7,663.81.
12. On August 2, 2023, the City Commission approved the continuation of the Agreement for an additional one-year period, which commenced on February 1, 2024, and expired on January 31, 2025, in the estimated amount of $123,535.90.
13. On May 15, 2024, the City Commission approved an amendment to the Original Agreement, as amended, which increased the estimated amount from $123,535.90 to $142,347.22 for the period commencing on February 1, 2024, and expiring on January 31, 2025.
14. On March 5, 2024, the City executed Renewal Statement of Work No. Q-51625-1 and accepted the terms and conditions set forth in the Master Services Agreement (“MSA”) referenced therein. Accordingly, by executing the Renewal Statement of Work and accepting the terms and conditions of the referenced MSA, the MSA superseded the original Master Services Agreement executed on January 15, 2013.
15. On September 4, 2024, the City Commission approved the continuation of the Agreement for an additional one (1) year period, which commenced on February 1, 2025, and expires on January 31, 2026.
16. On September 3, 2025, the City Commission approved a one-year continuation of the agreement and an amendment requested by the Technology Services Department to add additional services, including a website refresh, which commenced February 1, 2026, and naturally expires January 31, 2027, in an amount not to exceed $156,937.81.
17. On June 3, 2026, the City Commission approved SOW #Q-118052-1 for the addition of the DocAccess feature to the City’s website for a period ending on January 31, 2027, in an amount not to exceed $19,852.69.
18. On September 1, 2026, the City executed SOW #Q-126422-1 for the addition of Navigation and Custom Banners to the City’s website for a period ending on January 31, 2027, in an amount not to exceed $6,800.50.
19. The Technology Services Department recommends that the City Commission approve the continuation of the Agreement for an additional one (1) year period, commencing on February 1, 2027, and expiring on January 31, 2028, in an amount not to exceed $210,359.57.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Renewal Cost: $210,359.57
b) Amount budgeted for this item in Account No: 001-513-2002-546801-0000-000-0000 (IT Maintenance Contracts)
c) Source of funding for difference, if not fully budgeted: Not Applicable
d) 1-year projection of the operational cost of the project:
FY 2027
Revenues $0.00
Expenditures $210,359.57
Net Cost $210,359.57
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) Emilio’s BBQ Catering Services Corp. - Gift Shop/food services at the Senior Center - Renewal
1. On February 23, 2016, the City entered into a Lease and Operation Management Agreement with Emilio’s BBQ Catering Services Corp. for the provision of food and gift shop services at the City’s Southwest Focal Point Senior Center for an initial period which expired on December 31, 2019.
2. Section 2.1 of the Original Agreement authorizes the renewal of the Agreement for additional one (1) year terms, subject to further approval by the City Commission.
3. To date the Original Agreement has been renewed seven (7) times extending the term to December 31, 2026.
4. The monthly base rent is being increased from $1,199.23 to $1,244.68, pursuant to the Consumer Price Index (CPI) April 2026 rate increases, as allowed by the Agreement.
5. The Community Services Department recommends that the City Commission approve this Ninth Amendment to increase the monthly base rent, and to extend the term for an additional one (1) year period, which shall commence on January 1, 2027, and naturally expire on December 31, 2027.
FINANCIAL IMPACT DETAIL:
a) Renewal Revenue: Monthly rent is $1,244.68, totaling $14,936.16 ($1,244.68 x 12 months January 2027-December 2027)
b) Amount budgeted for this item in Account No: Revenue Account 001-000-8001-362046-0000-000-0000 (Rental Community Services)
c) Source of funding for difference, if not fully budgeted: Not Applicable.
d) 1-year projection of the operational revenue of the project:
FY 2027 FY 2028
Revenues $11,202.12 $3,734.04
Expenditures $0.00 $0.00
Net Revenue $11,202.12 $3,734.04
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) Planet T Uniforms, Inc. - School Uniforms Franchise - Renewal
1. On December 6, 2023, the City Commission adopted Ordinance No. 2023-15, and approved the award of RFP # ED-23-05, entitled “Charter Schools Uniforms” to Planet T Uniforms, Inc., and the related School Uniform Agreement with the City. The School Uniform Agreement establishes a franchise granting Planet T Uniforms, Inc. the right to serve as the sole provider of uniforms for the City’s Charter Schools for an initial three (3) year period, which expires on December 20, 2026.
2. Planet T Uniforms, Inc. is responsible for all Charter Schools’ uniforms/apparel and is the exclusive provider of all uniform items displaying a City of Pembroke Pines or a City of Pembroke Pines Charter School Logo.
3. Section 3.2 of the Original Agreement authorized the renewal of the Agreement for an additional three (3) year term upon mutual consent of the parties, evidenced by a written Amendment.
4. The City of Pembroke Pines Charter Schools Department recommends that the City Commission approve the First Amendment, which increases the estimated revenue based on the updated pricing list provided by Planet T Uniforms, Inc., and renews the Original Agreement for an additional, and final, three (3) year term, commencing on December 21, 2026, and expiring on December 20, 2029, as allowed by the Agreement.
FINANCIAL IMPACT DETAIL:
a) Renewal Cost: None. The Charter Schools will receive revenue in the form of franchise fees and surcharges.
b) Amount budgeted for this item in Account No: For FY 2026-2027, $250,000 in estimated revenues are budgeted for within the Charter School Contributions Revenue accounts under revenue object code 366015.
c) Source of funding for difference, if not fully budgeted: Not applicable.
d) 3-year projection of the operational revenue of the project:
FY 2026-27 FY 2027-28 FY 2028-29
Revenues $250,000.00 $250,000.00 $250,000.00
Expenditures $0.00 $0.00 $0.00
Net Revenue $250,000.00 $250,000.00 $250,000.00
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) State of Florida, Emergency Management Division (The) - Statewide Mutual Aid Agreement (SMAA) - Renewal
1. On February 28, 2024, the City entered into a Statewide Mutual Aid Agreement with the State of Florida, Division of Emergency Management, for an initial period of one (1) year which expired on February 27, 2025.
2. Resolution No. 3855 approving and adopting the Statewide Mutual Aid Agreement was approved by the City Commission on February 21, 2024.
3. The State Emergency Management Act, which has been codified as Chapter 252 (the “Statutes”), Fla. Stat., provides the Florida Division of Emergency Management (the “Department”) with the authority to coordinate and direct emergency management assistance between local governments, including rendering mutual aid among the political subdivisions of the State to carry out emergency management functions and responsibilities. The Statutes also authorize the State to coordinate the provision of any equipment, services, or facilities owned or organized by the State of its political subdivisions for use in the affected area upon the request of the duly constituted authority of the area. There is no need for a declaration of emergency to be issued for the agreement to be activated. When an entity requests aid, the requesting entity agrees to reimburse the assisting party per the terms of the reimbursement in the SMAA.
4. Article XI, Section D of the Statewide Mutual Aid Agreement, provides for annual, automatic, renewal of the term each year after its execution.
5. On September 18, 2024, the City Commission approved automatic renewal of the agreement, extending the term to February 27, 2026.
6. On October 15, 2025, the City Commission approved automatic renewal of the agreement, extending the term to February 27, 2027.
7. The City Administration recommends that the City Commission approve the automatic renewal of the agreement term for the one (1) year period commencing on February 28, 2027, and expiring on February 27, 2028, as allowed by the Agreement.
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) 2-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