Title
MOTION TO APPROVE THE DEPARTMENT RECOMMENDATIONS FOR THE FOLLOWING ITEMS LISTED ON THE CONTRACTS DATABASE REPORT:
(A) Anderson Aquatics LLC - Full Service USA Swimming & Aquatic Program
(B) Miami Herald Media Company- Direct Mail Advertising
(C) Safeguard Services, Inc. - Janitorial Services for Charter Schools & Early Development Centers
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 Report for renewal.
(A) Anderson Aquatics LLC - Full Service USA Swimming & Aquatic Program
1. On April 9, 2018, the City entered into an Agreement with Anderson Aquatics LLC for an initial period, commencing April 1, 2018 and expiring December 31, 2019.
2. The City of Pembroke Pines Recreation and Cultural Arts Department contracts Anderson Aquatics LLC to provide a complete and full service USA Swimming program or any other nationally recognized aquatic program approved by the parks and recreation director.
3. Section 1.1 of the Original Agreement allows for two (2) additional four (4) year renewal terms upon mutual consent, evidenced by a written Amendment.
4. The Recreation and Cultural Arts Department recommends that the City Commission approve this First Amendment to renew the term for a four (4) year period commencing on January 1, 2020 and ending on December 31, 2023, as allowed by the agreement.
FINANCIAL IMPACT DETAIL:
a) Renewal Cost: None
b) Amount budgeted for this item in Account No: 1-347573-7001, 1-347565-7001 and 1-347225-7001.
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
|
|
Current FY |
Year 2 |
Year 3 |
Year 4 |
Year 5 |
|
Revenues |
$61,000 |
$61,000 |
$61,000 |
$61,000 |
$0.00 |
|
Expenditures |
$0.00 |
$0.00 |
$0.00 |
$0.00 |
$0.00 |
|
Net Revenue |
$61,000 |
$61,000 |
$61,000 |
$61,000 |
$0.00 |
e) Detail of additional staff requirements: Not Applicable
(B) Miami Herald Media Company- Direct Mail Advertising
1. On September 10, 2015, the City entered into a direct mail advertising agreement with the Miami Herald Media Company for an initial two (2) year period, commencing October 1, 2015 and expiring September 30, 2017.
2. The City of Pembroke Pines Media Division utilizes the services of the Miami Herald Media Company to provide direct mail advertising of the City Connect newspaper.
3. The Original Agreement allows for additional two (2) year renewal terms upon mutual consent, evidenced by a written Amendment.
4. On September 14, 2017 the Parties executed the First Amendment for the first two (2) year renewal period.
5. The Media Division Department recommends that the City Commission approve this Second Amendment for the second two (2) year renewal term commencing October 1, 2019 and ending September 30, 2021, as allowed by the original agreement.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Renewal Cost: $27,376.80
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) 5 year projection of the operational cost of the project See Projection below
Current FY Year 2 Year 3 Year 4 Year 5
Revenues $.00 $.00 $.00 $.00 $.00
Expenditures $13,688.40 $13,688.40 $.00 $.00 $.00
Net Cost $13,688.40 $13,688.40 $.00 $.00 $.00
e) Detail of additional staff requirements: Not Applicable
(C) Safeguard Services, Inc. - Janitorial Services for Charter Schools & Early Development Centers
1. On July 20, 2017, the City entered into a contractual service agreement with Safeguard Services, Inc. for an initial three (3) year period, commencing July 1, 2017 and expiring June 30, 2020.
2. The City of Pembroke Pines Charter Schools and Early Development Centers contract Safeguard Services, Inc. to provide janitorial services.
3. Section 3.2 of the Original Agreement allows for two (2) additional three (3) year renewal terms upon mutual consent, evidenced by a written Amendment.
4. The Charter Schools and Early Development Centers recommend that the City Commission approve this First Amendment for the first, three (3) year renewal term commencing July 1, 2020 and ending June 30, 2023, as allowed by the agreement.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Renewal Cost: Total Renewal Cost for the Charter Schools and Early Development Centers is $1,283,300, annually.
b) Amount budgeted for this item in Account No:
For Charter Schools $1,078,488 under the 34500-350 Contract- building maintenance accounts:
East Elementary 170-569-5051-550-34500-7900-350 $136,080
West Elementary 170-569-5051-551-34500-7900-350 $109,728
Central Elementary 170-569-5051-552-34500-7900-350 $115,482
West Middle 171-569-5052-553-34500-7900-350 $109,728
Central Middle 171-569-5052-554-34500-7900-350 $115,482
Academic Village 172-569-5053-34500-7900-350 $357,012
FSU Elementary 173-569-5061-34500-7900-350 $134,976
For Early Development Centers $204,812 under the 34500 Contract- building maintenance accounts:
East EDC 1-569-5002-203-34500 $41,876
WCY EDC 1-569-5002-205-34500 $49,560
West EDC 1-569-5002-208-34500 $59,724
Central EDC 1-569-5002-209-34500 $53,652
c) Source of funding for difference, if not fully budgeted: Not applicable
d) 5 year projection of the operational cost of the project:
Charter Schools (Fiscal Year starts on July 1st and ends on June 30th):
|
|
7/1/20 - 6/30/21 |
7/1/21 - 6/30/22 |
7/1/22 - 6/30/23 |
7/1/23 - 6/30/24 |
7/1/24 - 6/30/25 |
|
Revenues |
N/A |
N/A |
N/A |
N/A |
N/A |
|
Expenditures |
$1,078,488 |
$1,078,488 |
$1,078,488 |
TBD |
TBD |
|
Net Cost |
$1,078,488 |
$1,078,488 |
$1,078,488 |
TBD |
TBD |
Early Development Centers (Fiscal Year starts on October 1st and ends on September 30th):
|
|
7/1/20-9/30/20 |
10/1/20 - 9/30/21 |
10/1/21- 9/30/22 |
10/1/22 - 6/30/23 |
7/1/23 - 9/30/24 |
|
Revenues |
N/A |
N/A |
N/A |
N/A |
N/A |
|
Expenditures |
$51,203 |
$204,812 |
$204,812 |
$153,609 |
TBD |
|
Net Cost |
$51,203 |
$204,812 |
$204,812 |
$153,609 |
TBD |
e) Detail of additional staff requirements: Not applicable