Title
MOTION TO APPROVE THE DEPARTMENT RECOMMENDATIONS FOR THE FOLLOWING ITEM LISTED ON THE CONTRACT DATABASE REPORT:
(A) CALVIN, GIORDANO & ASSOCIATES, INC. (CGA) - BUILDING DEPARTMENT SERVICES
(B) ADVANCED DATA SOLUTIONS, INC. - BACK SCANNING AND MEDIA CONVERSION PROJECT
(C) FLORIDA POWER & LIGHT (FPL) - EHEAP PAYMENT AGREEMENT
(D) SMARTCOP, INC. (D/B/A CONSOLIDATED TECHNOLOGY SOLUTIONS AND CTS AMERICA) - PUBLIC SAFETY (POLICE) AUTOMATIC RECORDS MANAGEMENT AND MOBILE COMPUTING SYSTEM
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 September 2018 Contract Database Report.
(A) Calvin, Giordano & Associates, Inc. (CGA) - Building Department Services
1. On June 17, 2009, the City Commission approved to enter into a Professional Building Department Services Agreement with Calvin, Giordano & Associates, Inc. for a five (5) year period commencing July 1, 2009, and expiring June 30, 2014.
2. The City of Pembroke Pines Public Services Department utilizes Calvin, Giordano & Associates, Inc. (CGA) to provide Professional Building Department Services.
3. Pursuant to Section 3.2 - Renewal, of the Original Agreement, this agreement shall be renewed at the expiration of the initial term and annually thereafter unless notice of intent not to renew.
4. To date, the agreement has had six (6) amendments, including five (5) renewals extending the term of the agreement to June 30, 2019.
5. The Public Services Department has recommended to renew the agreement for an additional one (1) year term, commencing July 1, 2019, and expiring June 30, 2020.
(B) Advanced Data Solutions, Inc. - Back Scanning & Media Conversion Project
1. On December 14, 2016, the City Commission approved to enter into a Back Scanning & Media Conversion Project Agreement for a two (2) year period commencing January 1, 2017, and expiring December 31, 2018.
2. This Agreement provides services for document scanning and media conversion for the Office of the City Clerk Records Custodian.
3. Pursuant to Section 3.2 of the Original Agreement, this agreement may be renewed for two (2) additional two (2) year terms upon mutual consent, evidenced by a written Amendment.
4. The City Clerk Department has recommended to renew the agreement for an additional two (2) year term, commencing January 1, 2019 and ending December 31, 2020.
(C) Florida Power & Light (FPL) - EHEAP Payment Agreement
1. On August 3, 2016, the City Commission approved to enter into an agreement with Florida Power & Light Company for the period of October 1, 2016 to September 30, 2018.
2. The Payment Agreement with Florida Power & Light Company is a requirement under the Emergency Home Energy Assistance Program Agreement (EHEAP). Funds for the (EHEAP) Program are received from the Department of Elder Affairs (DOEA) through the Areawide Council on Aging of Broward County, Inc.
3. Pursuant to Section 1 of the agreement, the agreement will be reviewed/renewed no later than September 30, 2018. (Must be at least every two years).
4. The Community Services Department recommends that the City renew this agreement for an additional two (2) year term commencing October 1, 2018, and expiring September 30, 2020.
(D) SmartCop, Inc. (d/b/a Consolidated Technology Solutions and CTS America) - Public Safety (Police) Automatic Records Management and Mobile Computing System
1. On April 17, 2013, the City Commission approved to enter into an agreement with SmartCop, Inc. (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. Pursuant to Section 3.2 of the Original Agreement, the agreement may be renewed for five (5) additional one (1) year terms in accordance with Section 2.0 of Exhibit C - Software Warranty, Maintenance and Support Agreement stating, “Licensee can extend Licensor’s maintenance and support services on an annual basis after the initial twelve month period, for a period of up to five years, by paying an agreed upon annual fee.
4. The City has continuously paid invoices from SmartCop, Inc. up until January 1, 2018, which allows for the term of the agreement to extend until July 1, 2019.
5. The Police Department would like to amend the Original Agreement to include two (2) additional SmartMCT Client Licenses and the Purchase/Implementation of 250 ESRI Mobile Licenses.
6. The Police Department is replacing their mapping solution from MapPoint to SmartCop with the Purchase/Implementation of 250 ESRI Mobile Licenses at an additional cost of $62,500. Every January thereafter, an annual maintenance fee of $12,500 will occur.
7. The two (2) additional Mobile Licenses cost an additional $2,160 due on acceptance. Every year thereafter, an annual maintenance fee of $360 will occur.
8. The Police Department recommends that the City amend the Original Agreement to include the Purchase/Implementation of 250 ESRI Mobile Licenses and 2 additional SmartMCT Client Licenses.
Financial Impact
FINANCIAL IMPACT DETAIL:
Please see the attached Contract Database Report for the amount of revenues and/or expenditures for each specific agreement.