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THE FOLLOWING ITEMS ARE BEING PRESENTED FOR NOTIFICATION PURPOSE ONLY PURSUANT TO SECTION 35.29(F) OF THE CITY’S PROCUREMENT CODE.
(A) Calvin, Giordano & Associates, Inc. - Operation, Maintenance, Management of City Park Facilities - Non-Renewal
(B) SMG - Programming, Management, and Operations of the Charles F. Dodge City Center and Club 19 - Non-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.
(A) Calvin, Giordano & Associates, Inc. - Operation, Maintenance, Management of City Park Facilities - Non-Renewal
1. On May 12, 2016, pursuant to Request for Qualifications (“RFQ”) PSPW-13-11, the City entered into an Agreement for Operation, Maintenance, Management of City Park Facilities, for an initial five (5) year term, which expired on May 31, 2021.
2. The City contracts Calvin, Giordano & Associates, Inc. to operate, maintain, and manage the City’s Park Facilities.
3. Section 5.2 of the Original Agreement allows for one (1), additional, five (5) year renewal term, subject to mutual consent of the Parties, and the execution of a written amendment to the Agreement.
4. On October 18, 2018, the Parties executed the First Amendment to the Original Agreement to a) align the anniversary date of the Agreement with the start of the City’s fiscal year, b) increase the scope of work to include new parks, c) include additional allowances to streamline field renovations, tree trimming and irrigation pump repairs, d) increase the amount of mulch that is being placed in parks, and e) for CONTRACTOR to take on the responsibility for certain irrigation repairs.
5. On March 17, 2021, the Parties executed the Second Amendment to enter into the additional five (5) year renewal term which will expire on September 30, 2026, in accordance with the Agreement.
6. On July 15, 2021, the Parties executed the Third Amendment to supplement the terms with the required provisions for Federal awards to be applied for services for which the City seeks Federal reimbursement.
7. The Agreement as amended, does not provide for any further renewal terms. City Administration will be preparing a new solicitation to secure future services.
(B) SMG - Programming, Management, and Operations of the Charles F. Dodge City Center and Club 19 - Non-Renewal
1. On February 17, 2016, pursuant to Request for Proposals (“RFP”) AD-15-01-A, the City entered into an Agreement for Programming, Management, and Operations of the Charles F. Dodge City Center, for an initial five (5) year term, which expired on September 30th, 2021.
2. The City originally contracted SMG to program, operate and manage all aspects of the day-to-day operations of the Civic Center, except for City Hall, Commission Chambers, and the Art Gallery, and later to also provide for the management and operation of the Club 19 Restaurant at the Pembroke Lakes Golf Couse.
3. Section 5.2 of the Original Agreement allows for an additional five (5) year renewal term, subject to mutual consent of the Parties, and the execution of a written amendment to the Amendment.
4. On November 18, 2018, the Parties executed the First Amendment to the Original Agreement to amend the scope of work to incorporate management and operation of the Club 19 Restaurant at the Pembroke Lakes Golf Course and amend the compensation accordingly.
5. On June 16, 2021, the Parties executed the Second Amendment to enter into the additional five (5) year renewal term which will expire on September 30, 2026, in accordance with the Agreement.
6. The Agreement as amended, does not provide for any further renewal terms. City Administration will be preparing a new solicitation to secure future services.