Title
MOTION TO APPROVE THE DEPARTMENT RECOMMENDATIONS FOR THE FOLLOWING ITEMS LISTED ON THE CONTRACTS DATABASE REPORT:
(A) Miami Herald Media Company - Printing of City Connect Newspaper
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 is listed on the Contracts Database Reports for renewal.
(A) Miami Herald Media Company - Printing of City Connect Newspaper
1. The City of Pembroke Pines contracts The Miami Herald Company d/b/a The Miami Herald to print its City Connect newspaper.
2. On August 31, 2015, the City entered into a Purchasing Agreement with The Miami Herald, a division of Miami Herald Media Company for an initial two (2) year period, expiring August 30, 2017.
3. Section 8 of the Original Agreement allows for additional two (2) year renewal terms upon mutual consent, evidenced by a written Amendment.
4. On June 13, 2018, the City executed the First Amendment to increase compensation in accordance with the increased format of the publication, and for the first two (2) year renewal term commencing August 31, 2017 and ending August 30, 2019, as allowed by the agreement.
5. On August 22, 2018, the City executed the Second Amendment to increase compensation in accordance with increased printing costs, and to extend the first renewal term to September 30, 2019 to align the term with the City’s fiscal year.
6. The supplier of printing plates will soon discontinue the plates previously used for the City Connect publication. The use of the newer replacement plates will offer a reduction in costs of $858 annually and require a decrease in the height of the publication by one (1) inch. The cost for the graphic artist to re-size the newspaper to this new format will be a one-time fee of approximately $100.00.
7. The City and The Miami Herald request City Commission approval to renew the agreement for the last two (2) year term as allowed by the agreement commencing on October 1, 2019 and terminating on September 30, 2021.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Renewal Cost: $49,752.00, for 2 year period begining October 1st, 2019
b) Amount budgeted for this item in Account No: 1-512-201-315-47140
c) Source of funding for difference, if not fully budgeted: "Not Applicable."
d) 2-year projection of the operational cost of the project
Current FY Year 2 Year 3 Year 4 Year 5
Revenues
Expenditures $24,876 $24,876
Net Cost $24,876 $24,876
e) Detail of additional staff requirements: "Not Applicable"