Title
MOTION TO APPROVE THE FOURTH AMENDMENT TO THE GRANT ADMINISTRATION AGREEMENT BETWEEN THE CITY OF PEMBROKE PINES AND COMMUNITY REDEVELOPMENT ASSOCIATES OF FLORIDA INC. (CRAFLA INC.) TO EXTEND THE TERM OF THE AGREEMENT TO AUGUST 31, 2026
Summary Explanation and Background
PROCUREMENT PROCESS TAKEN:
- Chapter 35 of the City’s Code of Ordinance is titled “PROCUREMENT PROCEDURES, PUBLIC FUNDS.”
- Section 35.15 defines a Request for Qualifications as “A written solicitation for competitive sealed offers with the title, date and hour of the public opening designated. A request for qualifications shall include, but is not limited to, general information, functional or general specifications, a statement of work, instructions for offer and evaluation criteria. All requests for proposals shall state the relative importance the evaluation criteria. The city may engage in competitive negotiations with responsible offerors determined to be reasonably susceptible of being selected for award for the purpose of clarification to assure full understanding of and conformance to the solicitation requirements. Offerors shall be accorded fair and equal treatment with respect to any opportunity for discussion and revision of offers, and such revisions may be permitted after submissions and prior to award for the purpose of obtaining the best and final offer.”
- Section 35.18 of the City's Code of Ordinances is titled "COMPETITIVE BIDDING OR COMPETITIVE PROPOSALS REQUIRED; EXCEPTIONS."
- 35.18(A) states, "A purchase of or contracts for commodities or services that is estimated by the Chief Procurement Officer to cost more than $100,000 shall be based on sealed competitive solicitations as determined by the Chief Procurement Officer, except as specifically provided herein."
- Section 35.19 of the City's Code of Ordinances is titled "SEALED COMPETITIVE BIDDING PROCEDURE."
- Section 35.19(A) states, "All sealed competitive solicitations as defined in §35.18 shall be presented to the City Commission for their consideration prior to advertisement."
- 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 $100,000, shall require the approval of the City Commission, regardless of whether the competitive bidding or competitive proposal procedures were followed."
- Section 35.29 of the City's Code of Ordinances is titled "TERM, TERMINATION, EXTENSION AND RENEWAL OF CONTRACTS"
- Section 35.29(C) states, “The City Manager or his or her designee is authorized to extend, for operational purposes only, and for a maximum of 180 days, any contract previously approved by the City Commission and entered into by the city. Any further extensions of the contract require the approval of the City Commission.”
SUMMARY EXPLANATION AND BACKGROUND:
1. On November 18, 2020, the City Commission approved the negotiated Grant Administration agreement with Community Redevelopment Associates of Florida, Inc. (CRAFLA, Inc.) pursuant to the award of RFQ # PL-20-01 for the provision of grant management, administration and implementation for community redevelopment projects. The agreement had an effective date of December 1, 2020, and an initial three (3) year period through November 30, 2023.
2. The Original Agreement authorized the renewal thereof at the expiration of the initial term for two (2) additional one (1) year terms, pursuant to written amendments to the Original Agreement extending the term thereof.
3. On August 7, 2023, the Parties executed the First Amendment to the Original Agreement, to renew the term for an additional one (1) year period, through November 30, 2024.
4. On August 13, 2024, the Parties executed the Second Amendment to the Original Agreement, as amended, to renew the term for an additional one (1) year period, through November 30, 2025.
5. On December 8, 2025, pursuant to §35.29(C) of the City’s Code of Ordinances and the City Manager’s approval, the Parties executed the Third Amendment to the Original Agreement, as amended, to extend the term thereof for a one-hundred-and-eighty (180) calendar day period, for operational purposes, which will expire on May 30, 2026.
6. Pursuant to City Code of Ordinances §35.29(C) any further extension of the contract after the one-hundred-and-eighty (180) calendar day period previously approved by the City Manager requires the approval of the City Commission.
7. On May 6, 2026, the City Commission approved a motion to approve the findings and recommendations of the evaluation committee to award RFQ #PL-25-01 "Grant Administration for Community Redevelopment Projects" to CRAFLA, Inc.
8. The parties desire to further extend the term of the current contractual relationship for an additional term through August 31, 2026 to allow the CRAFLA Inc. CEO time to review the terms of the new contract with the City.
9. Administration requests Commission approve the fourth amendment to the Grant Administration Agreement between the City of Pembroke Pines and CRAFLA, Inc. to extend the term of the agreement until August 31, 2026.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: No cost to the City, funds paid to the awarded vendor will be provided through grant funding.
b) Amount budgeted for this item in Account No: Funds are available in the following accounts: 121-554-0600-531501-0000-000-0000-02025 CDBG, 120-554-0600-531501-0000-000-0000-02025 SHIP
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.