Title
MOTION TO APPROVE THE DEPARTMENT RECOMMENDATIONS FOR THE FOLLOWING ITEMS LISTED ON THE CONTRACTS DATABASE REPORT:
(A) Emilio’s BBQ Catering Services Corp. - Gift Shop/food services at the Senior Center - Renewal
(B) Hazen and Sawyer, P.C. - WWTP Process Engineering Services - 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) Airgas USA, LLC. - Liquid Carbon Dioxide-Renewal - Non-Renewal
(D) Concrete Works & Paving, Inc. - Concrete & Asphalt Restoration Services - 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) Emilio’s BBQ Catering Services Corp. - Gift Shop/food services at the Senior Center - Renewal
1. On February 23, 2016, the City entered into a Lease and Operation Management Agreement with Emilio’s BBQ Catering Services Corp. for the provision of food and gift shop services at the City’s Southwest Focal Point Senior Center for an initial period which expired on December 31, 2019.
2. Section 2.1 of the Original Agreement authorizes the renewal of the Original Agreement for additional one (1) year terms upon mutual consent, evidenced by written Amendments to the Original Agreement extending the term thereof.
3. To date the Original Agreement has been renewed five (5) times extending the term to December 31, 2024.
4. The monthly base rent is being increased from $1,123.53 plus taxes to $1,173.53 plus taxes, pursuant to Consumer Price Index (CPI) April 2024 rate increases, as allowed by the Agreement.
5. The Community Services Department recommends that the City Commission approve this Seventh Amendment to increase the monthly base rent and to extend the term for an additional one (1) year period, which shall commence on January 1, 2025, and naturally expire on December 31, 2025.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Renewal Revenue: $14,082.36 ($1,173.53 * 12 months January 2025-December 2025)
b) Amount budgeted for this item in Account No: Revenue Account 001-000-8001-362046-0000-000-0000 Rental Community Services. Monthly Rent $1,173.53 plus tax.
c) Source of funding for difference, if not fully budgeted: Not Applicable
d) 2 year projection of the operational cost of the project:
FY 2025 FY 2026
Revenues $10,561.77 $3,520.59
Expenditures $0.00 $0.00
Net Revenue $10,561.77 $3,520.59
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) Hazen and Sawyer, P.C. - WWTP Process Engineering Services - Renewal
1. On February 2, 2021, the City entered into an Agreement with Hazen and Sawyer, P.C. for the provision of Process Engineering Services for the Wastewater Treatment Plant collection and distribution facilities, for construction and process improvement projects, with a focus on additions and alterations to existing facility system, for an initial three (3) year period, which expired on February 1, 2024.
2. Section 3.2 of the Original Agreement authorizes the renewal in writing by the Parties for two (2) additional, one (1) year renewal terms, upon mutual consent, evidenced by a written Amendment.
3. On January 23, 2024, the Parties executed the First Amendment to the Original Agreement, to amend the compensation language and to renew the term for an additional one (1) year period, which expires on January 31, 2025.
4. The Utilities Department recommends that the City Commission approve this Second Amendment to renew the term for an additional, one (1) year term, which shall commence on February 1, 2025, and naturally expire on January 31, 2026, as allowed by the Agreement.
FINANCIAL IMPACT DETAIL:
a) Renewal Cost: Not applicable. Staff will submit every work authorization under this contract term, greater than or equal to $25,000.00, to the City Commission for consideration.
b) Amount budgeted for this item in Account No: Account Coding will be determined at the time of, and dependent on, each project.
c) Source of funding for difference, if not fully budgeted: Not Applicable.
d) 1-year projection of the operational cost of the project: Not Applicable.
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) 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 an additional one (1) year period.
4. 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 will expire on February 28, 2025.
5. The Original CO-OP Agreement does not allow for further renewals, and the Utilities Department is working on a new procurement process to secure this purchase.
(D) Concrete Works & Paving, Inc. - Concrete & Asphalt Restoration Services - Non-Renewal
1. On November 13, 2022, the City entered into an Agreement with Concrete Works & Paving, Inc. for the provision of concrete and asphalt restoration services on an as needed basis, for an initial period, which expired on March 19, 2023.
2. The Original Agreement allowed the renewal of the term for two (2) additional one (1) year terms.
3. On August 21, 2023, the City entered into the First Amendment to renew the term for an additional one (1) year period, which expired on March 20, 2024.
4. On April 18, 2024, the City entered into the Second Amendment to renew the term for an additional one (1) year period, which expires on March 20, 2025.
5. The Original Agreement, as amended, does not allow for further renewals and the Utilities Department will be utilizing the Agreement between the City and DeAngelo Contracting Services, LLC.