Title
MOTION TO APPROVE THE DEPARTMENT RECOMMENDATIONS FOR THE FOLLOWING ITEMS LISTED ON THE CONTRACTS DATABASE REPORT:
(A) In Rem Solutions, Inc. - Professional Grant Writing Services - Renewal
ITEMS (B) THROUGH (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:
(B) Granite Tops Industries LLC - Counter Tops Installation/Housing Division - Non-Renewal
(C) South Florida Institute on Aging, Inc. (“SoFIA”) - RSVP Tech & Community Services Program - Termination
(D) South Florida Institute on Aging, Inc. - Volunteering Services at the Southwest Focal Point Senior Center - Termination
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) In Rem Solutions, Inc. - Professional Grant Writing Services - Renewal
1. On April 17, 2018, the City entered into a Professional Consulting Services Agreement with In Rem Solutions, Inc. for the provision of professional grant writing services for an initial one (1) year period, which expired on September 30, 2018.
2. Section 3.2 of the Original Agreement authorizes the renewal of the Original Agreement for additional one (1) year terms upon mutual consent, evidenced by written Amendments extending the term thereof.
3. On June 21, 2018, the City entered into the First Amendment to renew the term for an additional one (1) year period, which expired on September 30, 2019.
4. On September 6, 2018, the City entered into the Second Amendment to revise the annual compensation amount adding an annual amount not to exceed $115,000.00.
5. On October 2, 2019, the City entered into the Third Amendment to renew the term for an additional one (1) year period, which expired on September 30, 2020.
6. On August 5, 2020, the City entered into the Fourth Amendment to decrease the hourly rate from $150.00 to $140.00 and the annual compensation amount from $115,000.00 to $107,324.00, and to renew the term for an additional one (1) year period, which expired on September 30, 2021.
7. On August 4, 2021, the City entered into the Fifth Amendment to increase the hourly rate to $150.00, to decrease the annual compensation amount to $75,000.00, and to renew the term for an additional one (1) year period, which expired on September 30, 2022.
8. On June 15, 2022, August 16, 2023, and on August 27, 2024, the City entered into the Sixth, Seventh, and Eighth Amendments, respectively, each to renew the term for an additional one (1) year period, thus extending the term of the Agreement to September 30, 2025.
9. The Administration recommends that the City Commission approve this Ninth Amendment to increase the hourly compensation from $150 to $170 while maintaining the annual amount not-to-exceed at $75,000, and to renew the term for an additional one (1) year period commencing on October 1, 2025, and naturally expiring on September 30, 2026, as allowed by the Agreement.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Renewal Cost: Estimated annual amount $75,000. ($170.00 per hour, on an as-needed basis. Annual cost is based on approved projects.)
b) Amount budgeted for this item in Account No: 001-519-0800-531500-0000-000-000-0000 (Professional Services Other)
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
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? Yes. Grant writing requires knowledge and expertise. Based on the estimated annual cost, the City benefits by outsourcing this service as In-Rem has a team of specialists researching, reviewing, coordinating and applying for multiple grants. See attached analysis.
b) If Yes, what is the total cost or total savings of utilizing Out-Sourcing vs. In-House Labor for this service? Estimated savings of $133,270.
(B) Granite Tops Industries LLC - Counter Tops Installation/Housing Division - Non-Renewal
1. On November 30, 2022, the City entered into an Agreement with Granite Tops Industries LLC, for an initial one (1) year period, which expired on November 29, 2023.
2. The City of Pembroke Pines Community Services Department contracts Granite Tops Industries LLC, to provide the supplies and installation of quartz counter tops for the City’s housing division apartments on an as needed basis.
3. Section 3.2 of the Original Agreement authorized the renewal of the Agreement for two (2) additional, one (1) year terms, upon mutual consent of the parties, evidenced by a written Amendment.
4. To date, the City Commission has approved the renewal of the Original Agreement two times, each of them for a one (1) year period, extending the term to November 29, 2025.
5. This item is presented to the City Commission for notification purposes, since the Original Agreement, as amended, will expire on November 29, 2025, with no further renewal options available.
(C) South Florida Institute on Aging, Inc. (“SoFIA”) - RSVP Tech & Community Services Program - Termination
1. In June of 2024, the City approved and entered into a Memorandum of Understanding with the SoFIA RSVP Tech & Community Services Program, Inc. by and through the South Florida Institute On Aging, Inc. ("SoFIA"), for an initial, one (1) year period, which commenced on December 11, 2023, and expired on December 10, 2024.
2. The South Florida Institute on Aging (SoFIA) trained and certified a network of volunteers to provide organizational program support and/or conduct computer classes for enrolled participants. SoFIA provided technology course materials for all participants, developed publicity and marketing and was responsible for enrollment and data collection, i.e. pre- and post-student surveys. The program ensured implementation of the technology services and computer classes provided in the community to persons ages 60 and over. SoFIA would program about 10 classes each year with an average of 16 participants per class, and they held weekly tech help sessions for all members of the Carl Shechter Southwest Focal Point Community Center.
3. On August 21st, 2024, the parties had signed a new Memorandum of Understanding for the program to continue for an additional one (1) year term to expire on December 10th, 2025.
4. However, due to significant federal funding challenges, the South Florida Institute on Aging, Inc. is ceasing all of its services as of August 29, 2025, and as a result, terminating the Agreement effective on that date.
(D) South Florida Institute on Aging, Inc. - Volunteering Services at the Southwest Focal Point Senior Center - Termination
1. On May 21, 2012, the City entered into an Agreement with South Florida Institute on Aging, Inc. for an initial one (1) year period, which expired on May 21, 2013.
2. South Florida Institute on Aging, Inc. provided the City’s Southwest Focal Point Senior Center with volunteer services.
3. Section (1)(B) of the Original Agreement authorized the renewal of the Original Agreement for additional one (1) year terms upon mutual consent, evidenced by written Amendments extending the term thereof.
4. Between April 9, 2013, and December 11, 2023, the Parties executed thirteen (13) amendments to the Agreement extending the term to May 20, 2026.
5. However, due to significant federal funding challenges, the South Florida Institute on Aging, Inc. is ceasing all of its services as of August 29, 2025, and as a result, terminating the Agreement effective on that date.