Title
MOTION TO APPROVE THE DEPARTMENT RECOMMENDATIONS FOR THE FOLLOWING ITEMS LISTED ON THE CONTRACTS DATABASE REPORT:
(A) The Miramar - Pembroke Pines Regional Chamber of Commerce - Trustee Partnership Agreement
(B) Emilio’s BBQ Catering Services Corp. - Lease and Gift Shop/Food Service Management at the Senior Center
(C) JOliva Enterprises LLC - Janitorial Services for Senior Center/Rental Housing Facilities
(D) Burnett Lime Company, Inc. - Temporary Lime Feed System Lease and Purchase of Lime Slurry
(E) 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 Reports for renewal.
(A) The Miramar - Pembroke Pines Regional Chamber of Commerce - Trustee Partnership Agreement
1. On December 6, 2016, the City and the Miramar Pembroke Pines Regional Chamber of Commerce entered into a Partnership Agreement for an initial one (1) year period, commencing December 1, 2016 and expiring November 30, 2017.
2. The Partnership Agreement allows a relationship between the City and the Chamber to increase the level of member benefits offered by the Chamber, and facilitate the growth of the Chamber for the benefit of the residents and businesses in the regional community.
3. Section 3.1 of the Original Agreement allows for additional one (1) year renewal terms upon mutual consent, evidenced by a written Amendment.
4. On March 8, 2018 the Parties executed the Amendment to the Original Agreement to change the renewal terms from automatic renewals to written mutual consent, to amended Section 5.16 and Section 5.17 with the addition of Florida’s Public Records Language, and to execute the first renewal term commencing on December 1, 2017, and terminating November 30, 2018.
5. On November 28, 2018, the Parties executed the Second Amendment to the Original Agreement, as amended, to include certain provisions required by statutory amendments imposed since the Parties entered into the Original Agreement and to provide for an additional one (1) year term commencing on December 1, 2018 and terminating on November 30, 2019.
6. The Administration of the City of Pembroke Pines recommends that the City Commission approve renewal of the agreement for an additional one (1) year term, commencing December 1, 2019, and expiring November 30, 2020.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Renewal Cost: $8,000.00
b) Amount budgeted for this item in Account No: 1-519-800-54100
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
(B) Emilio’s BBQ Catering Services Corp. - Lease and Gift Shop/Food Service Management at the Senior Center
1. On February 23, 2016, the City entered into a lease and operation management agreement with Emilio’s BBQ Catering Services Corp. for an initial three (3) year period, commencing February 23, 2016 and expiring December 31, 2019.
2. The City of Pembroke Pines Community Services Department provides food and gift shop services to our clientele through Emilio’s BBQ Catering Services Corp.
3. Section 2.1 of the Original Agreement allows for additional one (1) year renewal terms upon mutual consent, evidenced by a written Amendment.
4. The Community Services Department recommends that the City Commission approve this First Amendment for the one (1) year renewal term commencing January 1, 2020 and ending December 31, 2020, as allowed by the agreement.
a) Renewal Revenue: $10,935.48 (Monthly Rent: $911.29) plus tax.
b) Amount budgeted for this item in Account No: 1-362046-8001 Rental Community Services.
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 $10,935.48 $.00 $.00 $.00 $.00
Expenditures $.00 $.00 $.00 $.00 $.00
Net Revenue $10,935.48 $.00 $.00 $.00 $.00
e) Detail of additional staff requirements: "Not Applicable"
(C) JOliva Enterprises LLC - Janitorial Services for Senior Center/Rental Housing Facilities
1. On December 19, 2017, the City entered into a Contractual Services Agreement with JOliva Enterprises LLC for an initial two (2) year period, commencing January 1, 2018 and expiring December 31, 2019.
2. The City of Pembroke Pines Community Service Department utilizes JOliva Enterprises LLC to perform janitorial services at the Senior Center Rental Housing Facilities (Pines Place, Pines Point, Management Office, Carl Shechter SW Focal Point Community Center).
3. Section 3.2 of the Original Agreement allows for two (2) additional two (2) year renewal terms upon mutual consent, evidenced by a written Amendment.
4. The Community Service Department recommends that the City Commission approve this First Amendment for the first two (2) year renewal term commencing January 1, 2020 and ending December 31, 2021, as allowed by the agreement.
a) Renewal Cost: $250,254.96 Annually
b) Amount budgeted for this item in Account No:
Community Services Dept.1-569-8001-34500 Contract -Building Maintenance.
Pines Place - 1-554-8002-603-34500 Contract- Building Maintenance.
Pines Point 1-554-8002-34500 Contract- Building Maintenance.
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 $0.00 $.00 $.00 $.00 $.00
Expenditures $187,691.22 $250,254.96 $62,563.74 $.00 $.00
Net Cost $187,691.22 $250,254.96 $62,563.74 $.00 $.00
e) Detail of additional staff requirements: Not Applicable.
(D) Burnett Lime Company, Inc. - Temporary Lime Feed System Lease and Purchase of Lime Slurry
1. On February 12, 2019, the City entered into a Lease and Purchasing Agreement with Burnett Lime Company, Inc. for an initial one (1) year period, commencing February 12, 2019 and expiring February 11, 2020.
2. Under this Agreement Burnett Lime Company leases the City a temporary Lime Feed system at the Water Treatment Plant and supplies Cal~Flo Lime Slurry.
3. Section 1.b. of the Original Agreement allows for one (1) additional one (1) year renewal term upon mutual consent.
4. The following is the cost breakdown for the renewal term:
|
Description |
Initial Costs |
Renewal Costs |
|
Installation and Removal Fee |
$ 38,000.00 |
NA |
|
12 Month Lease @ $3,000/month |
$ 36,000.00 |
$ 36,000.00 |
|
Annual Maintenance |
$ 930.00 |
$ 930.00 |
|
$45 per hour repair cost, and parts |
$ 2,000.00 |
$ 2,000.00 |
|
$0.085 per liquid pound Lime Slurry |
$ 18,430.00 |
$ 56,430.00 |
|
Total |
$ 95,360.00 |
$ 95,360.00 |
5. The Utilities Department recommends that the City Commission approve this First Amendment for the one (1) year renewal term commencing February 12, 2020 and ending February 11, 2021, as allowed by the agreement.
a) Renewal Cost: $95,360
b) Amount budgeted for this item in Account No:471-533-6031-44200 (Equipment)
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
(E) 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. On December 19, 2017, the City entered into the First Amendment of the Original Agreement with Safeguard Services, Inc. to add a contingency amount of $24,500.
4. On August 7, 2019, the City entered into the Second Amendment of the Original Agreement with Safeguard Services, Inc. to waive the payment and performance bonds.
5. 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.
6. The Charter Schools and Early Development Centers recommend that the City Commission approve this Third Amendment for the first, three (3) year renewal term commencing July 1, 2020 and ending June 30, 2023, as allowed by the agreement.
a) Renewal Cost: Total Renewal Cost for the Charter Schools and Early Development Centers is $1,320,410.55 annually.
b) Amount budgeted for this item in Account No:
Funds for this expense are allocated in the Charter Schools and City’s EDC Contract building maintenance accounts (34500):
East Elementary 170-569-5051-550-34500-7900-350
West Elementary 170-569-5051-551-34500-7900-350
Central Elementary 170-569-5051-552-34500-7900-350
West Middle 171-569-5052-553-34500-7900-350
Central Middle 171-569-5052-554-34500-7900-350
Academic Village 172-569-5053-34500-7900-350
FSU Elementary 173-569-5061-34500-7900-350
East EDC 1-569-5002-203-34500
WCY EDC 1-569-5002-205-34500
West EDC 1-569-5002-208-34500
Central EDC 1-569-5002-209-34500
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):
7/1/19 - 6/30/20 7/1/20 - 6/30/21 7/1/21 - 6/30/22 7/1/22 - 6/30/23 7/1/23 - 6/30/24
Revenues N/A N/A N/A N/A N/A
Expenditures $1,098,894.30 $1,098,894.30 $1,098,894.30 TBD TBD
Net Cost $1,098,894.30 $1,098,894.30 $1,098,894.30 TBD TBD
Early Development Centers (Fiscal Year starts on October 1st and ends on September 30th):
10/1/19 - 9/30/20 10/1/20 - 9/30/21 10/1/21 - 9/30/22 10/1/22 - 9/30/23 10/1/23 - 9/30/24
Revenues N/A N/A N/A N/A N/A
Expenditures $55,379.06 $221,516.25 $221,516.25 $166,137.19 TBD
Net Cost $55,379.06 $221,516.25 $221,516.25 $166,137.19 TBD
e) Detail of additional staff requirements: Not applicable