Title
MOTION TO APPROVE THE AMENDMENT TO THE AGREEMENT BETWEEN CIVICPLUS, INC., AND THE CITY OF PEMBROKE PINES TO ADD THE DOCACCESS FEATURE TO THE CITY’S WEBSITE FOR THE REMAINING EIGHT MONTH PERIOD OF THE CURRENT TERM THROUGH JANUARY 31, 2027, IN AN AMOUNT NOT TO EXCEED $19,852.69.
Summary Explanation and Background
PROCUREMENT PROCESS TAKEN:
- Chapter 35 of the City’s Code of Ordinances is titled “PROCUREMENT PROCEDURES, PUBLIC FUNDS.”
- Section 35.18 of the City's Code of Ordinances is titled "COMPETITIVE BIDDING OR COMPETITIVE PROPOSALS REQUIRED; EXCEPTIONS.”
- Section 35.18(C) states that "Only the following situations are exempt from the competitive bid and competitive proposal requirements of this section:"
- Section 35.18(C)(7)(i) 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 regarding "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 35.28 of the City's Code of Ordinances is titled "CHANGE ORDERS."
- Section 35.28(B) states that "Notwithstanding the provisions of division (A) above, the City Manager is not authorized to approve a change order without authorization of the City Commission where the initial purchase required the City Commission's approval and where the sum of all change orders issued under the contract exceeds 10% of the original contract amount or $25,000.
SUMMARY EXPLANATION AND BACKGROUND:
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, Inc. to provide the City Website, the City Subsite Intranet, the School Subsites and Audio Eye services. In addition, the Recreation and Cultural Arts Department utilizes Civic Plus, Inc. 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 assist 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 expire 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. Currently, the Technology Services Department is requesting approval to purchase the CivicPlus DocAccess module.
The DocAccess module is an automated accessibility solution designed to ensure the City’s online documents are accessible to all residents, including individuals with disabilities. The platform converts public-facing PDFs, such as agendas, budgets, ordinances, and meeting packets, into mobile-friendly, searchable, and screen reader-compatible formats.
This solution supports the City’s compliance with federal digital accessibility requirements, including ADA Title II and WCAG 2.1 AA standards, while reducing the staff time and costs associated with manual document remediation. Additionally, the platform enhances transparency, expands public access to information, and reinforces the City’s commitment to providing inclusive and accessible digital services to the community.
The cost for the DocAccess module is $19,852.69 for the remaining eight month period of the current term of the agreement, which represents a 12.65% increase to the current contract term.
18. The Technology Services Department recommends that the City Commission approve an amendment to the agreement between CivicPlus, Inc. and the City of Pembroke Pines to add the DocAccess feature to the City’s website for the remaining eight month period of the current term through January 31, 2027, in an amount not to exceed $19,852.69.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $19,852.69
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) 5-year projection of the operational cost of the project:
FY 2026-2027 FY 2027-2028 FY 2028-2029 FY 2029-2030 FY 2030-2031
Revenues $0.00 $0.00 $0.00 $0.00 $0.00
Expenditures $9,926.35 $9,926.34 $0.00 $0.00 $0.00
Net Cost $9,926.35 $9,926.34 $0.00 $0.00 $0.00
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.