Title
MOTION TO APPROVE THE DEPARTMENT RECOMMENDATIONS FOR THE FOLLOWING ITEMS LISTED ON THE CONTRACTS DATABASE REPORT:
(A) Daikin Applied Americas, Inc. - A/C Maintenance at the PP Health Park- Renewal
(B) Focus School Software, LLC - School Information System (SIS) - Renewal
(C) Syn-Tech Systems, Inc. - FUELMASTER and FMLive - 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) Daikin Applied Americas, Inc. - A/C Maintenance at the PP Health Park- Renewal
1. On December 27, 2016, the City entered into an Agreement with Daikin Applied Americas, Inc. for the provision of A/C Equipment Maintenance at the Pembroke Pines Health Park, for an initial one (1) year period, which expired on December 31, 2017.
2. Section entitled “Duration” of the Original Agreement authorizes the renewal of the agreement for additional one (1) year terms, upon agreement of the parties at least 30 days prior to the expiration.
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 seven times, extending the term to December 31, 2024. The contract value has been adjusted annually for changes in labor, subcontractor and material costs, in accordance with the Original Agreement.
4. For the one (1) year renewal period which shall commence on January 1, 2025, the compensation amount per the vendor's proposal has been increased from $24,930.74 to $26,177.28, reflecting a 5% increase.
5. The Community Services Department recommends that the City Commission approve this Eighth Amendment to increase the annual compensation amount to $26,177.28 and to renew the term for an additional one (1) year period, which shall commence on January 1, 2025, and naturally expire on December 31, 2025, as allowed by the Agreement.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Renewal Cost: $26,177.28
b) Amount budgeted for this item in Account No: $26,177.28
001-519-6008-546800-0000-000-0000 (Maintenance Contract)
c) Source of funding for difference, if not fully budgeted: Not Applicable
d) 5-year projection of the operational cost of the project: Not Applicable
FY 24-25 FY 25-26
Revenues $0.00 $0.00
Expenditures $19,632.96 $6,544.32
Net Cost $19,632.96 $6,544.32
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) Focus School Software, LLC - School Information System (SIS) - Renewal
1. On August 13, 2020, the City entered into a Master License Agreement with Focus School Software, Inc. for an initial five (5) year period, commencing on February 1, 2020, and expiring on January 30, 2025.
2. Focus School Software provides a School Information System (SIS) to integrate and share data to support the school’s core functions across various platforms (Student Information Management, Learning Management, School-Lottery and Enrollment). In addition, Focus School Software SIS is provided to FSU Elementary Charter by its sponsor, Florida State University.
3. Following execution of the agreement, the initial five (5) year license term was adjusted to commence on September 1, 2020, and expire on August 31, 2025.
4. The initial Product Schedule authorizes annual renewal of the Agreement until terminated by either party.
5. The Technology Services Department recommends that the City Commission approve renewal of the agreement for a one (1) year period commencing on September 1, 2025, and expiring on August 31, 2026, as allowed by the Agreement.
FINANCIAL IMPACT DETAIL:
a) Renewal Cost: $46,673.00.
b) Amount budgeted for this item in Account No: The following amounts will be budgeted for in the Charter School's Proposed 2025-26 Budget:
|
School Site |
Account Coding |
Amount |
|
East Elementary |
170-569-5051-552652-7300-369-0000-00550 |
$ 6,023.68 |
|
West Elementary |
170-569-5051-552652-7300-369-0000-00551 |
$ 6,217.45 |
|
Central Elementary |
170-569-5051-552652-7300-369-0000-00552 |
$ 5,122.24 |
|
West Middle |
171-569-5052-552652-7300-369-0000-00553 |
$ 5,602.44 |
|
Central Middle |
171-569-5052-552652-7300-369-0000-00554 |
$ 5,804.64 |
|
Academic Village |
172-569-5053-552652-7300-369-0000- |
$ 17,902.55 |
|
Total |
|
$ 46,673.00 |
c) Source of funding for difference, if not fully budgeted: Not Applicable.
d) 1-year projection of the operational cost of the project
FY 2025-26
Revenues $0.00
Expenditures $46,673.00
Net Cost $46,673.00
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.
(C) Syn-Tech Systems, Inc. - FUELMASTER and FMLive - Renewal
1. On November 27, 2023, the City entered into an extended maintenance and end user license agreement with Syn-Tech Systems, Inc. for a period which commenced on January 1, 2024, and will expire on December 31, 2024.
2. Since 2013 Syn-Tech Systems, Inc. has provided extended maintenance for the FUELMASTER Fuel Management System, for parts, and telephone support labor for all FUELMASTER components (hardware and software) and now also provides the FMLive cloud-hosted software for connection to and management of the upgraded FUELMASTER units 24/7 at the sixteen (16) FUELMASTER systems throughout the City, that are used for fueling City vehicles and equipment.
3. The Agreement provides for renewal of the services through a new agreement or an amendment to the current agreement.
4. The Procurement Department and Fleet Division recommend that the City Commission approve this new agreement for a one (1) year renewal term commencing on January 1, 2025, and expiring on December 31, 2025.
FINANCIAL IMPACT DETAIL:
a) Renewal Cost: $35,888.16
b) Amount budgeted for this item in Account No: 001-519-6005-546190-0000-000-0000 (R&M Fuel Sites)
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 $35,888.16
Net Cost $35,888.16
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.