Title
MOTION TO APPROVE THE AGREEMENT WITH ESO SOLUTIONS INC. AND THE CITY OF PEMBROKE PINES FIRE DEPARTMENT, TO PROVIDE A RECORDS MANAGEMENT SYSTEM, WITH AN ANNUAL AMOUNT NOT TO EXCEED $39,951.47, PURSUANT TO SECTION 35.18(C)(7)(I) OF THE CITY'S CODE OF ORDINANCES.
Summary Explanation and Background
PROCUREMENT PROCESS TAKEN:
- Chapter 35 of the City’s Code of Ordinance is titled "PROCUREMENT PROCEDURES, PUBLIC FUNDS."
- Section 35.18 of the City’s Code of Ordinance states, "Competitive bidding or competitive proposals required; exceptions"
- Section 35.18(C) of the City’s Code of Ordinance states, "Only the following situations are exempt from the competitive bid and competitive proposal requirements of this section"
- Section 35.18(C)(7) of the City’s Code of Ordinance states, "The following contractual services are not subject to the competitive procurement requirement"
- Section 35.18(C)(7)(i) of the City’s Code of Ordinance states, "Software licensing and maintenance with the company from which the software was purchased, or its authorized representative"
- Section 35.21 of the City's Code of Ordinances is titled "AWARD OF CONTRACT."
- Section 35.21(A) of the City's Code of Ordinances is titled "City Commission approval."
- Section 35.21(A)(1) states, "An initial purchase of, or contract for, commodities or services, in excess of $25,000, shall require the approval of the City Commission, regardless of whether the competitive bidding or competitive proposal procedures were followed."
SUMMARY EXPLANATION AND BACKGROUND:
1. On August 2, 2017, the City Commission approved to enter into an agreement with Conduent Government Systems, LLC dba Firehouse Software to provide a Records Management System for an initial one (1) year period, expiring on August 21, 2018.
2. On August 22, 2018, the City Commission approved the first amendment, which recognized the vendor name changed to ESO Solutions, Inc., in addition to extending the term of the agreement.
3. The City of Pembroke Pines Fire Department utilizes ESO Solutions, Inc. to provide Health Records Management Software.
4. The Original Agreement has been renewed five times, extending the term to September 30, 2023, and does not allow for further renewals.
5. The Fire Department recommends City Commission to approve this new agreement with ESO Solutions Inc. and the City of Pembroke Pines Fire Department, to provide a records management system with an amount not to exceed $39,951.47, pursuant to Section 35.18(C)(7)(i) of the City's Code of Ordinances.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $39,951.47
b) Amount budgeted for this item in Account No: 001-529-4003-534995-0000-000-0000 (Other Svc - IT)
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