Title
MOTION TO APPROVE THE DEPARTMENT RECOMMENDATIONS FOR THE FOLLOWING ITEMS LISTED ON THE CONTRACTS DATABASE REPORT:
(A) Baptist Health South Florida, Inc. - Programming to Improve the Health and Wellness of Members of COPP/Senior Center - Renewal
(B) Fox-Mar Photography, Inc. - Photography Services - Charter Schools - Renewal
ITEMS (C), (D) AND (E) 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) Broward County - Community Shuttle Service - Non-Renewal
(D) Elan Lawn and Landscape, Inc. - City-wide Landscape Maintenance - Non-Renewal
(E) Hawkins Water Treatment Group, Inc. - Purchase of Hydrofluosilicic Acid - CO-OP - 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) Baptist Health South Florida, Inc. - Programming to Improve the Health and Wellness of Members of COPP/Senior Center - Renewal
1. On September 3, 2020, the City entered into an Agreement with Baptist Health South Florida, Inc. for an initial one (1) year period, which expired on August 31, 2021.
2. The City of Pembroke Pines Community Services Department collaborates with Baptist Health South Florida, Inc. for Professional Health and Wellness Events.
3. Section 3.1 of the Original Agreement authorizes the term to be extended for additional one (1) year periods upon execution of a written Amendment.
4. On May 19, 2021, the Parties executed the First Amendment to increase the In-Person Class rates from $45.00 to $50.00 and to renew the term for an additional one (1) year period which expired on August 31, 2022.
5. On June 27, 2022, the Parties executed the Second Amendment to increase the In-Person Class rates to $55.00 and to renew the term for an additional one (1) year period which expired on August 31, 2023.
6. On May 9th, 2023, the Parties executed the Third Amendment to increase the In-Person Class rates to $60.00 and to renew the term for an additional one (1) year period which expired on August 31, 2024.
7. On June 17th, 2024, the Parties executed the Fourth Amendment to increase the In-Person Class rates to $65.00 and to renew the term for an additional one (1) year period which will expire on August 31, 2025.
8. The Community Services Department recommends that the City Commission approve this Fifth Amendment to renew the term for an additional one (1) year period which shall commence on September 1, 2025, and naturally expire on August 31, 2026, as allowed by the Agreement.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Renewal Cost: No Cost to City.
b) Amount budgeted for this item in Account No:
Revenue Acct 001-000-8001-347556-0000-000-0000 Recreation Classes $6,760
Expense Acct 001-569-8001-534990-0000-000-0000 $6,760
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 FY 2025-26
Revenues $650.00 $6,110.00
Expenditures $650.00 $6,110.00
Net Cost $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
(B) Fox-Mar Photography, Inc. - Photography Services - Charter Schools - Renewal
1. On September 18, 2019, the City entered into an Agreement with Fox-Mar photography, Inc., for an initial three (3) year period, which expired on July 31, 2022.
2. Fox-Mar Photography, Inc. provides photography services to the City’s Charter Schools.
3. Section 3.2 of the Original Agreement authorizes the renewal of the Original Agreement for three (3) additional three (3) year terms, evidenced by written Amendments.
4. On April 14, 2022, the parties executed the First Amendment to the Original Agreement, to renew the term for an additional three (3) year period, which expires on July 31, 2025.
5. The City’s Charter Schools are satisfied with the performance and execution of the Original Agreement, as amended, and recommend that the City Commission approve this Second Amendment for a three (3) year renewal term, which shall commence August 1, 2025, and shall naturally expire on July 31, 2028, as allowed by the Agreement.
FINANCIAL IMPACT DETAIL:
a) Renewal Cost: Not applicable.
b) Amount budgeted for this item in Account No: All proceeds from the sales commissions will be deposited in the following Charter School deposit accounts:
|
School Site |
Deposit Account |
Deposit Acct. Description |
|
East Elementary |
170-000-0000-220530-2220-000-0000-00550 |
Field Trips |
|
East Elementary |
170-000-0000-220525-2220-000-0000-00550 |
Sunshine |
|
East Elementary |
170-000-0000-220590-2220-000-0000-00550 |
Misc Charter School |
|
East Elementary |
170-000-0000-220618-2220-000-0000-00550 |
Fifth Grade |
|
West Elementary |
170-000-0000-220590-2220-000-0000-00551 |
Misc Charter School |
|
West Middle |
171-000-0000-220590-2220-000-0000-00553 |
Misc Charter School |
|
Central Elementary |
170-000-0000-220590-2220-000-0000-00552 |
Misc Charter School |
|
Central Middle |
171-000-0000-220590-2220-000-0000-00554 |
Misc Charter School |
|
Academic Village |
172-000-0000-220545-2220-000-0000 |
Yearbook |
|
FSU Elementary |
173-000-0000-220590-2220-000-0000 |
Misc Charter School |
c) Source of funding for difference, if not fully budgeted: Not applicable.
d) 3-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) Broward County - Community Shuttle Service - Non-Renewal
1. On October 2, 2019, the City Commission approved for the City to enter into an Agreement with Broward County for an initial two (2) year period, commencing on October 1, 2019, and expiring on September 30, 2022.
2. Broward County Transit Division supplements the mass transit county system and provides funding and community bus transportation to the residents of Pembroke Pines. The service includes the blue, gold, and green routes.
3. Section 5.1 of the Original Agreement authorized renewal of the Original Agreement for two (2) additional one (1) year periods upon written approval of the Contract Administrator at least ninety (90) days prior to the expiration of the current term.
4. On August 3, 2022, the City Commission approved the first, one (1) year renewal term which expired on September 30, 2023.
5. On June 7, 2023, the City Commission approved the second, one (1) year renewal term which will expire on September 30, 2024.
6. On September 27, 2024, the City and Broward County executed the Third Amendment to the Agreement for a one (1) year extension period which will expire on September 30, 2025.
7. The Agreement does not provide for any further renewal terms and Broward County is preparing a new agreement for continuation of the services.
(D) Elan Lawn and Landscape, Inc. - City-wide Landscape Maintenance - Non-Renewal
1. On November 19, 2020, the City entered into an agreement with Elan Lawn and Landscape, Inc., for a five (5) year period, which expires on December 27, 2025.
2. The City contracts with Elan Lawn and Landscape, Inc. to provide landscaping maintenance services on City-owned properties and Right of Ways (ROW).
3. Section 3.2 of the Original Agreement does not allow for further renewal terms of the Agreement.
4. The Original Agreement is presented to the City Commission for notification purposes as the term of the agreement will expire on December 27, 2025, and does not allow for further renewals.
(E) Hawkins Water Treatment Group, Inc. - Purchase of Hydrofluosilicic Acid - CO-OP - Non-renewal
1. On September 18, 2019, the City Commission approved the purchase of Hydrofluosilicic Acid on as needed basis from Hawkins Water Treatment Group, Inc. utilizing the Southeast Florida Governmental Cooperative Purchasing Group (CO-OP) Bid #19-C-020-F for an initial period which expired on August 18, 2021.
2. Hawkins Water Treatment Group, Inc. provides Hydrofluosilicic Acid to the City's Water Treatment Plant and the City's Wastewater Treatment Plant.
3. The term of the CO-OP Agreement allows for two (2) additional (2) year renewal terms.
4. On August 18, 2021, the City Commission approved to continue utilizing the CO-OP Agreement for the purchase of Hydrofluosilicic Acid on as needed basis for an additional 2-year term which expired on August 18, 2023.
5. On August 18, 2023, the City Commission approved to continue utilizing the CO-OP Agreement for the purchase of Hydrofluosilicic Acid on as needed basis for an additional 2-year term which will expire on August 18, 2025.
6. This CO-OP Agreement is presented to the City Commission for notification purposes, since the term will expire with no further renewal terms available.