Title
MOTION TO APPROVE THE DEPARTMENT RECOMMENDATIONS FOR THE FOLLOWING ITEMS LISTED ON THE CONTRACTS DATABASE REPORT:
(A) CobbleStone Systems Corporation. - Contract Management Software - Renewal
ITEMS (B) THROUGH (F) WILL EXPIRE WITH NO RENEWAL TERMS AVAILABLE, THEREFORE, NO COMMISSION ACTION IS REQUIRED AS THEY ARE PRESENTED FOR NOTIFICATION PURPOSES ONLY PURSUANT TO SECTION 35.29 (F) OF THE CITY’S PROCUREMENT CODE:
(B) Airgas USA, LLC. - Liquid Carbon Dioxide-Renewal - Non-Renewal
(C) Clean Freek’s Janitorial Services, LLC - Janitorial Services for the Fire Department - Non-Renewal
(D) Industrial Communications and Electronics, Inc. - Two-Way Radio Equipment and Services - Non-Renewal
(E) Miller Legg & Associates, Inc. - Land Surveying Services - Non-Renewal
(F) Ferguson Enterprises, LLC. - Neptune Commodities and System Maintenance - 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.
3. The Agreements shown below are listed on the Contracts Database Reports for renewal.
(A) CobbleStone Systems Corporation. - Contracts Management Software - Renewal
1. On November 13, 2019, the City Commission approved the Hosted Software License Agreement between the City of Pembroke Pines and Cobblestone Systems Corporation, for the provision of a contract management software, allowing for document management, contract routing workflow, task-tracking, online approval process, E-signature, and auditing features, for an initial one (1) year period, which expired on November 25, 2020.
2. Section 2 of the Original Agreement allows for automatic renewals thereof at the expiration of the initial term, for successive one (1) year periods.
3. To date, the City Commission has approved the continuation of the Agreement five (5) times, each of them for a one (1) year period, extending the term through November 25, 2025.
4. The Technology Services Department desires to add the Public Access Gateway Module License, reduce the rate escalation cap to 5% from 8% and delete the onsite backup manager license.
5. The Technology Services Department recommends that the City Commission approve this First Amendment to modify the services, increase the compensation amount from $26,299.26 to $31,679.22, and to renew the term for an additional one (1) year period, commencing on November 26, 2025, and expiring on November 25, 2026, as allowed by the Agreement.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Renewal Cost: $31,679.22
b) Amount budgeted for this item in Account No: 001-513-2002-552652-0000-000-0000 (Non-Capital Software and License)
c) Source of funding for difference, if not fully budgeted: Not Applicable
d) 1-year projection of the operational cost of the project:
FY2026-2027
Revenues $0
Expenditures $31,679.22
Net Cost $31,679.22
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) Airgas USA, LLC. - Liquid Carbon Dioxide-Renewal - Non-Renewal
1. On April 4, 2023, the City Commission approved the Agreement with Airgas USA, LLC. for the provision of carbon dioxide, liquid, bulk delivery, on an as-needed basis utilizing the pricing established by the Southeast Florida Governmental Cooperative Purchasing Group (CO-OP) ITB# T-11-23, for an initial one (1) year period, which expired on March 14, 2024.
2. The CO-OP Agreement #T-11-23 allowed the renewal of the agreement for two (2) additional one (1) year periods, subject to vendor acceptance, satisfactory performance, and determination that renewal will be in the best interest of the City.
3. On March 6, 2024, the City Commission approved a rate increase from $0.225/lb. or $450/tn. to $0.256/lb. or $530/tn. and the continued purchase of carbon dioxide, liquid, bulk delivery, on an as-needed basis for an additional one (1) year period, which expired on February 28, 2025.
4. On March 5, 2025, the City Commission approved the rate increase from $0.256/lb. or $530/tn. to $0.285/lb. or $570/tn., and the continued purchase of carbon dioxide, liquid, bulk delivery, on an as-needed basis, for an additional and final one (1) year period, which will expire on February 28, 2026.
5. The Utilities Department is presenting this Item to the City Commission for notification purposes, as the current term of the CO-OP Agreement #T-11-23 expires on February 28, 2026, with no renewal terms available.
(C) Clean Freek’s Janitorial Services, LLC - Janitorial Services for the Fire Department - Non-Renewal
1. On September 29th, 2021, the City entered into a Janitorial Services Agreement with Clean Freek’s Janitorial Services, LLC for an initial two (2) year period, commencing on October 1, 2021, and expiring on September 30, 2023.
2. Clean Freek’s Janitorial Services, LLC provides janitorial services for four (4) locations of the City’s Fire Department in accordance with Invitation for Bids # FI-21-02.
3. On October 27, 2021, the parties executed the First Amendment to amend the initial dates of service from April 1, 2022, to March 30, 2024.
4. Section 3.2 of the Original Agreement allowed for the renewal of the Agreement for one (1) additional, two (2) year term, upon mutual consent of the Parties, evidenced by a written Amendment.
5. On March 28, 2024, the Parties executed the Second Amendment for the single, two (2) year renewal term which will expire on March 30, 2026.
6. The Fire Department is presenting this item to the City Commission for notification purposes. The current term of the agreement expires on March 30, 2026, with no further renewal terms available.
(D) Industrial Communications and Electronics, Inc. - Two-Way Radio Equipment and Services - Non-Renewal
1. On June 16, 2021, the City entered into an agreement with Industrial Communications and Electronics, Inc., utilizing pricing established from the Lee County Contract # ITN N197372LN for an initial period, which expired on April 6, 2023.
2. Industrial Communications and Electronics, Inc. provides the City with two-way radio equipment and services including repeaters, installation, maintenance, purchase, and repair, on an as needed basis.
3. Section 4 of the Original Agreement between the City and Industrial Communications & Electronics, Inc., authorizes the renewal thereof under the same terms and conditions as set forth in ITN #197372LN, and Section 5 of the agreement between the School District of Lee County and Industrial Communications & Electronics, Inc. allows the term to be renewed for three (3), additional, one (1) year periods.
4. On December 19, 2022, the School District of Lee County and Industrial Communications and Electronics, Inc. renewed the term of their agreement for the first, additional, one (1) year period, and on February 21, 2023, the City and Contractor entered into the First Amendment to the Original Agreement, to renew the term of their agreement for an additional one (1) year period, which expired on April 6, 2024.
5. On March 8, 2024, the School District of Lee County and Industrial Communications and Electronics, Inc. renewed their agreement for the second, one (1) year period, and on April 8, 2024, the City and Contractor entered into the Second Amendment to the Original Agreement, to renew the term of their agreement for an additional one (1) year period, which expired on April 6, 2025.
6. On November 21, 2024, the City and Contractor entered into the Third Amendment to formalize an update in the unit pricing of the Original Agreement, with no increase to the annual amount not-to-exceed of $60,000, since the line items paid for by the City were not generally affected by the increase.
7. On January 2, 2025, the School District of Lee County and Industrial Communications and Electronics, Inc. further updated the pricing and renewed the term of their agreement for the third and final, one (1) year period. Subsequently, on March 18, 2025, the City and Contractor entered into the Fourth Amendment to the Original Agreement, to formalize the update in the unit pricing, and to renew the term of their agreement for the final, one (1) year period, which will expire on April 6, 2026.
8. The Public Services Department is presenting this item to the City Commission for notification purposes, as the current term of the agreement between the School District of Lee County and Industrial Communications and Electronics, Inc., and subsequently, between the City and Contractor will expire on April 6, 2026, with no further renewals available.
(E) Miller Legg & Associates, Inc. - Land Surveying Services - Non-Renewal
1. On August 5, 2020, the City entered into an Agreement with Miller Legg & Associates, Inc., for the provision of land surveying services, for an initial three (3) year period, which expired on August 4, 2023.
2. Section 3.2 of the Original Agreement allows for two (2) additional one (1) year renewal terms, upon mutual consent, evidenced by written amendments.
3. On June 26, 2023, the parties executed the First Amendment to the Original Agreement, to increase the annual compensation from $40,000.00 to $80,000.00, and to renew the term for an additional one (1) year period, which expired on August 4, 2024.
4. On March 18, 2024, the parties executed the Second Amendment to the Original Agreement, to renew the term for an additional one (1) year period, which expired on August 4, 2025.
5. On August 19, 2025, the parties executed the Third Amendment to the Original Agreement, to extend the term for a one hundred and eighty (180) calendar day period, which will expire on February 1, 2026.
6. The Engineering Department is presenting this item to the City Commission for notification purposes, as the current term of the Agreement expires on February 1, 2026, with no renewal options available.
(F) Ferguson Enterprises, LLC. - Neptune Commodities and System Maintenance - Non-Renewal
1. On April 7, 2021, the City entered into an Agreement with Sunstate Meter and Supply, Inc., for the provision of Neptune water meters, accessories and related system software and system maintenance services for an initial three (3) year period, which expired on April 6, 2024.
2. On January 12, 2022, the City entered into an Assignment, Assumption, and Consent Agreement, in which Sunstate Meter and Supply, Inc. assigned, and transferred all obligations, duties and liabilities to Ferguson Enterprises, LLC.
3. Section 3.2 of the Original Agreement authorizes the renewal thereof for two (2) additional one (1) year terms, upon mutual consent, evidenced by written amendments.
4. On March 18, 2024, the Parties executed the First Amendment to the Original Agreement, to increase the total annual amount to $1,314,709.40 and to renew the term for an additional one (1) year period, which expired on April 6, 2025.
5. On February 25, 2025, the Parties executed the Second Amendment to the Original Agreement, to decrease the total annual amount to $700,000.00, and to renew the term for an additional, and final, one (1) year period, which expires on April 6, 2026.
6. The Utilities Department is presenting this item to the City Commission for notification purposes, as the current term of the agreement expires on April 6, 2026, with no renewal options available.