Title
MOTION TO APPROVE THE DEPARTMENT RECOMMENDATIONS FOR THE FOLLOWING ITEMS LISTED ON THE CONTRACTS DATABASE REPORT:
(A) Carmody Software, Inc. - Consulting and Management Agreement - Renewal
ITEMS (B) AND (C) WILL NOT BE RENEWED, 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) Cabinet Stop Shop, LLC - Kitchen & Bathroom Cabinet Fabrication &
Installation for the Housing Division - Non-Renewal
(C) Safeguard Services, Inc. - Business Lease Agreement - 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) Carmody Software, Inc. - Consulting and Management Agreement - Renewal
1. On April 7, 2021, the City’s Utilities Department entered into a Software Consulting and Management Agreement with Carmody Software, Inc. for an initial one (1) year period, which expired on April 6, 2022, to operate and maintain the online Fat, Oils, and grease registration and inventory program.
2. Section 1 of the Original Agreement authorizes the renewal of the Agreement for additional one (1) year terms, upon mutual consent, evidenced by a written Amendment extending the term thereof.
3. Initially, the Original Agreement did not require City Commission approval, as the contract value was below the $25,000 threshold. To date, the Original Agreement has been renewed three times, extending the term to April 6, 2025, with no changes on the contract value. For the upcoming renewal period, the contract will be extended for a three-year term, resulting in a total amount that exceeds $25,000, requiring City Commission approval.
4. The Utilities Department recommends that the City Commission approve this Fourth Amendment to renew the term for an additional three (3) year period, which shall commence on April 7, 2025, and naturally expire on April 6, 2028.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Renewal Cost: $54,000.00
b) Amount budgeted for this item in Account No: $54,000.00 in Account No 471-535-6021-531500-0000-000-0000 (Professional Svc - Other)
c) Source of funding for difference, if not fully budgeted: Not Applicable.
d) 3-year projection of the operational cost of the project:
FY 24-25 FY 25-26 FY 26-27 FY 27-28
Revenues $0.00 $0.00 $0.00 $0.00
Expenditures $7,500.00 $18,000.00 $18,000.00 $10,500.00
Net Cost $7,500.00 $18,000.00 $18,000.00 $10,500.00
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.
(B) Cabinet Stop Shop, LLC - Kitchen & Bathroom Cabinet Fabrication &
Installation for the Housing Division - Non-Renewal
1. On May 11, 2022, the City entered into an Agreement with a pool of vendors for an initial, three (3) year period, which will expire on May 10, 2025.
2. The City of Pembroke Pines Police Department contracted with the following vendors for the supply and installation of wood cabinets in the kitchens and bathrooms at the City of Pembroke Pines Housing Division’s apartments:
- Cabinet Stop Shop
- HRT Construction Group
- Kitchen Gallery & Design
3. Section 3.2 of the Agreement authorizes renewal of the term for one (1), three (3) year period upon mutual consent, evidenced by a written Amendment extending the term thereof.
4. Since awarding the original agreement, the pool of vendors has dropped to a single company bidding and providing the services.
5. The Community Services Department has therefore opted not to renew the Agreement and has commenced a new procurement process to secure these services.
(C) Safeguard Services, Inc. - Business Lease Agreement - Non-Renewal
1. On September 4th, 2018, the City entered into a Business Lease Agreement with Safeguard Services, Inc. for an initial, one (1) year period which expired on May 31st, 2019.
2. Safeguard Services, Inc. initially leased Suite B (approximately five thousand, nine hundred eighty-five (5,985) square feet) within the premises located at 13975 Pembroke Road, Pembroke Pines, FL 33027.
3. Section 1 of the Original Agreement authorizes renewal of the term for additional one (1) year periods upon mutual consent, evidenced by written Amendments extending the term thereof .
4. The lease term was renewed annually up to May of 2023.
5. On August 9, 2023, the parties executed the Amended and Restated Fifth Amendment to restate the monthly rent amounts, based on a rate of $18.00 per square foot per year, plus sales tax, effective July 1, 2022, and to renew the term for an additional one (1) year period, which expired on May 31, 2024.
6. On February 15, 2024, the City executed the Sixth Amendment to renew the term for an additional one (1) year period, which will expire on May 31, 2025.
7. The lessee has provided notice that they do not wish to renew the term of the lease beyond May 31, 2025, and as such the term will not be renewed.