Title
MOTION TO APPROVE THE DEPARTMENT RECOMMENDATIONS FOR THE FOLLOWING ITEMS LISTED ON THE CONTRACTS DATABASE REPORT:
(A) A.J. Panzarella L.L.C. - Removal of Grit and Screenings - Renewal
(B) SmartCop - Public Safety Automatic Records Management - Renewal
ITEMS (C) AND (D) 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:
(C) GRM Information Management Services of Miami, LLC & Information Consultants, Inc.- Back Scanning and Media Conversion Services - Non-Renewal
(D) Weekley Asphalt Paving, Inc. - Right-of-Way Repairs - 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) A.J. Panzarella L.L.C. - Removal of Grit and Screenings - Renewal
1. On February 2, 2023, the City entered into an Agreement with A.J. Panzarella L.L.C d/b/a Panzarella Waste & Recycling Services for an initial four (4) year period, which will expire on February 1, 2027.
2. The City contracts A.J. Panzarella L.L.C to pick up and dispose of grit and screenings from the City of Pembroke Pines Wastewater Treatment Plant located at 13955 Pembroke Road, Pembroke Pines, FL 33027.
3. Section 3.2 of the Original Agreement allows for renewal of the Agreement, for three (3), additional, two (2) year terms, upon mutual consent of the parties, evidenced by a written Amendment.
4. On November 16, 2023, the parties entered into the First Amendment to allow for additional pick-ups on an as-needed basis, while maintaining the same rate for each of the services.
5. On February 5, 2025, the parties entered into the Second Amendment to increase the hauling and container rates of the Original Agreement, as amended, in accordance with the increase in CPI for the month of December 2024 relative to twelve (12) months prior, in the amount of two and eight tenths' percent (2.8%).
6. On January 12, 2026, the parties entered into the Third Amendment to increase the Disposal Fee from ninety-three dollars ($93.00) per ton with a three (3) ton minimum, to one hundred thirteen dollars and fifty-nine cents ($113.59) per ton with a five (5) ton minimum.
7. The Utilities Department recommends that the City Commission approve this Fourth Amendment for the first, two (2) year renewal term, commencing on February 2, 2027, and expiring on February 1, 2029, as allowed by the Agreement.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Estimated Renewal Cost: $360,000 estimated cost for the 2-year contract term, subject to annual CPI increases, as allowed by the Agreement.
b) Amount budgeted for this item in Account No: $120,000 is available in Account no. 471-535-6022-534451-0000-000-0000- (Other Svc - Grit/Screenings) and $1,500 is available in Account no. 471-535-6022-544200-0000-000-0000- (Rental) in FY2027.
c) Source of funding for difference, if not fully budgeted: Not Applicable.
d) 2-year projection of the estimated operational cost of the project
FY 2027 FY 2028 FY 2029
2/2/27 - 9/30/27 10/01/27-09/30/28 10/1/28 - 2/1/29
Revenues $0.00 $0.00 $0.00
Expenditures $120,000.00 $180,000.00 $60,000.00
Net Cost $120,000.00 $180,000.00 $60,000.00
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) SmartCop - Public Safety Automatic Records Management - Renewal
1. On June 24, 2013, pursuant to RFP # IT-12-02, the City entered into an agreement with SmartCop, Inc. (formerly d/b/a Consolidated Technology Solutions and CTS America) for an initial one (1) year period following the installation and acceptance of the equipment and software products.
2. This agreement provides the Police Department with an Automatic Records Management System and a Mobile Computing System.
3. Section 3.1 of the Original Agreement, provides that the maintenance services would begin following installation and acceptance of the equipment. Installation was completed and the initial maintenance services began on January 29, 2015, establishing a maintenance subscription term from February to January of each year.
4. Section 3.2 of the Original Agreement provides for extension of the maintenance and support services on an annual basis by payment of the annual fee. The City continuously paid invoices from the contractor, extending the term of the Agreement annually.
5. On September 12, 2018, the Parties entered into the First Amendment to the Original Agreement, to include two (2) additional SmartMCT Client licenses and the purchase/implementation of 250 ESRI Mobile Licenses.
6. On May 15, 2019, the Parties entered into the Second Amendment to the Original Agreement, as amended, to include the services for a SmartCOP/FileOnQ Two-way integration (Offense Property).
7. On February 16, 2022, November 3, 2022, December 11, 2023, December 30, 2024, and October 22, 2025, the Parties entered into the Third, Fourth, Fifth, Sixth, and Seventh Amendments respectively, thereby extending the maintenance and support services each time for one (1) year, to January 31, 2027.
8. The Police Department recommends that the City Commission approve this Eighth Amendment to extend the maintenance and support term for a one (1) year period commencing on February 1, 2027, and expiring on January 31, 2028, as allowed by the Agreement.
FINANCIAL IMPACT DETAIL:
a) Renewal Cost: $120,082.28
b) Amount budgeted for this item in Account No: 001-521-3001-534995-0000-000-0000: Other Svc - IT
c) Source of funding for difference, if not fully budgeted: "Not Applicable"
d) 1-year projection of the operational cost of the project:
Current FY
Revenues $0.00
Expenditures $120,082.28
Net Cost $120,082.28
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"
(C) GRM Information Management Services of Miami, LLC & Information Consultants, Inc.- Back Scanning and Media Conversion Services - Non-Renewal
1. On March 17th, 2021, the City entered into an Agreement with each of five (5) vendors in a pool, and each for an initial two (2) year period, which expired on March 16th, 2023.
2. The pool of vendors provides Back Scanning and Media Conversion services to various departments City-wide, including the office of the City Clerk, the Police Department, and the Charter Schools.
3. Section 3.2 of each Original Agreement allowed for the renewal of the Agreement for two (2) additional two (2) year terms, upon mutual consent of the Parties, evidenced by a written Amendment.
4. On March 6, 2023, and March 8, 2023, the Parties executed the First Amendments to the Original Agreements with Information Consultants, Inc. and GRM Information Management Services of Miami, LLC, respectively (the only two (2) vendors in the pool that had been actively providing services). These First Amendments renewed the term of each Agreement for a two (2) year period, and each expired on March 16, 2025.
5. On December 17, 2024, and on February 27, 2025, the Parties executed the Second Amendment to the Original Agreement with GRM Information Management Services of Miami, LLC, and Information Consultants, Inc., respectively, each of which will expire on March 16, 2027.
6. The Original Agreements each do not provide for any further renewal terms. Accordingly, the City Clerk’s Office is presenting this item to the City Commission for notification purposes, as the Agreements will each expire with no further renewal options available.
(D) Weekley Asphalt Paving, Inc. - Right-of-Way Repairs - Non-Renewal
1. On April 6, 2026, the City entered into an Agreement with Weekley Asphalt Paving, Inc. for the provision of right-of-way repairs, including ADA-compliant sidewalks, drainage improvements, and asphalt repairs, on an as-needed basis, utilizing the terms and pricing established under Broward County Solicitation #PNC2124420B1 and the related agreement with Weekley Asphalt Paving, Inc., as amended. The Agreement is for a period expiring on December 31, 2026.
2. Section 6.1 of the Original Agreement provides that, should Broward County extend the term of its agreement with Weekley Asphalt Paving, Inc., the City may, at its sole discretion, extend the term of the Original Agreement for the same period, consistent with Broward County's agreement.
3. The Public Services Department has confirmed that all work required under the Original Agreement will be completed by December 31, 2026, and has determined that an extension of the Agreement is not necessary. Accordingly, this item is being presented to the City Commission for notification purposes only.