Title
MOTION TO APPROVE THE DEPARTMENT RECOMMENDATIONS FOR THE FOLLOWING ITEMS LISTED ON THE CONTRACTS DATABASE REPORT:
(A) Budget Rent-A-Car, Inc. - Rental Vehicles
(B) ESO Solutions, Inc. - Records Management System
(C) Allied Universal Corp. - Purchase of Sodium Hypochlorite
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) Budget Rent-A-Car, Inc. - Rental Vehicles
1. The City of Pembroke Pines contracts with Budget Rent-A-Car, Inc. to provide rental vehicles for undercover and surveillance operations.
2. On May 27, 2009, the City entered into the Original Agreement with Budget Rent-A-Car for an initial two (2) year period, commencing May 27, 2009 and expiring May 26, 2011.
3. Section 2 of the Original Agreement allows for additional two (2) year renewal terms upon mutual consent of both parties.
4. On August 9, 2011, the parties executed the First Amendment to the Original Agreement, for the first two (2) year renewal term, commencing on May 27, 2011 expiring on May, 26, 2013.
5. On May 2, 2012, the City Commission approved the Police Department’s request to increase the number of vehicles from four to five, increasing the total annual cost from $43,680.00 to $54,600.00.
6. On April 18, 2013 the City executed the Second Amendment to the Original Agreement, as amended, for the second two (2) year term, commencing on May 27, 2013 and expiring on May 26, 2015.
7. On May 5th, 2015 the parties executed the Third Amendment to the Original Agreement, as amended, for the third two (2) year term, commencing on May 27, 2015 and expiring on May 26, 2017.
8. On October 31st, 2017 the parties executed the Fourth Amendment to the Original Agreement, as amended, to adopt an amendment to Article 3 Scope of Work, adopt an amendment to Article 7 Contract Sum to increase the rate of the Group II vehicles from $910.00 to $912.00 per vehicle, per month, which is a 0.22% increase, to repeal and replace Article 13 Public Works to comply with Florida’s Public Records Law, and for the fourth two (2) year term, commencing on May 27, 2017 and terminating on May 26th, 2019.
9. Currently the Police Department would like to increase the number of rental vehicles from five (5) to six (6) increasing the renewal cost from $54,720.00 to $65,664.00 annually.
10. The Police Department recommends the renewal of the Original Agreement, as amended, for an additional two (2) year renewal term commencing on May 27, 2019, nunc pro tunc, and terminating on May 26th, 2021, as allowed by the agreement.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Renewal Cost: $65,664.00
b) Amount budgeted for this item in Account No: 1-521-3001- -44200: Rents - Machinery & Equipment
c) Source of funding for difference, if not fully budgeted: "Not Applicable."
d) 5 year projection of the operational cost of the project
|
|
Current FY |
Year 2 |
Year 3 |
Year 4 |
Year 5 |
|
Revenues |
$0.00 |
$0.00 |
$0.00 |
N/A |
N/A |
|
Expenditures |
$21,888.00 |
$65,664.00 |
$43,776.00 |
N/A |
N/A |
|
Net Cost |
$21,888.00 |
$65,664.00 |
$43,776.00 |
N/A |
N/A |
e) Detail of additional staff requirements: "Not Applicable"
(B) ESO Solutions, Inc. - Records Management System
1. The City of Pembroke Pines currently contracts with ESO Solutions, Inc., formerly known as Conduent Government Systems, LLC to provide a records management system for the Fire Department.
2. On August 22, 2017, the City entered into a Purchasing Agreement with Conduent Government Systems, LLC d/b/a Firehouse Software for an initial one (1) year period, commencing August 22, 2017 and expiring August 21, 2018.
3. Section 3.2 of the Original Agreement allows for five (5) additional one (1) year renewal terms, upon mutual consent, as evidenced by a written Amendment.
4. On September 4, 2018, the parties executed the First Amendment to the Original Agreement to acknowledge the acquisition of Conduent Government Systems, LLC by ESO Solutions, Inc. effective September 29, 2017, and for the renewal of the agreement for the first one (1) year renewal period, commencing August 22, 2018 and expiring August 21, 2019.
5. The Fire Department recommends that the City approve the Second Amendment to reflect updated pricing and for the second one (1) year renewal term commencing August 22, 2019 and expiring August 21, 2020, as allowed by the agreement.
FINANCIAL IMPACT DETAIL:
a) Renewal Cost: $30,375.00
b) Amount budgeted for this item in Account No: 1-529-4003-46801 I.T. Maintenance Contracts
c) Source of funding for difference, if not fully budgeted: "Not Applicable."
d) 5 year projection of the operational cost of the project
|
|
Current FY |
Year 2 |
Year 3 |
Year 4 |
Year 5 |
|
Revenues |
$0.00 |
$0.00 |
$0.00 |
$0.00 |
$0.00 |
|
Expenditures |
$18,316.00 |
$30,375.00 |
$31,286.25 |
$32,224.84 |
$33,191.59 |
|
Net Cost |
$18,316.00 |
$30,375.00 |
$31,286.25 |
$32,224.84 |
$33,191.59 |
e) Detail of additional staff requirements "Not Applicable"
(C) Allied Universal Corp. - Purchase of Sodium Hypochlorite
1. The Utility Division utilizes Sodium Hypochlorite from Allied Universal Corporation for the treatment of water and wastewater.
2. On November 29, 2017 the City Commission approved the purchase of Sodium Hypochlorite on an as needed basis from Allied Universal Corporation, utilizing the Southeast Florida Governmental Cooperative Purchasing Group (Co-Op) Bid # 12006-372 which commenced on October 3, 2017 and terminates on October 2, 2019.
3. Section I of the Original Agreement allows for two (2) additional one (1) year renewal terms upon mutual consent of the parties.
4. The Utilities Department estimates a yearly cost of $77,688.00 based on 156,000 gallons x $0.498 per gallon for tanker loads.
5. The City’s Utilities Department recommends that the City approve the renewal of the agreement for an additional one (1) year commencing October 3, 2019 and ending October 2, 2020, as allowed by the agreement.
FINANCIAL IMPACT DETAIL:
a) Renewal Cost: $77,688
b) Amount budgeted for this item in Account No: $77,688 in account #471-535-6022-52430 (Operating Chemicals) & in account #471-535-6031-52430 (Operating Chemicals)
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 |
Year 2 |
Year 3 |
Year 4 |
Year 5 |
|
Revenues |
$0 |
|
|
|
|
|
Expenditures |
$77,688 |
|
|
|
|
|
Net Cost |
$77,688 |
TBD |
TBD |
TBD |
TBD |
e) Detail of additional staff requirements: Not Applicable
Item has been reviewed by the Commission Auditor and approved for the Agenda.