Title
MOTION TO APPROVE THE DEPARTMENT RECOMMENDATIONS FOR THE FOLLOWING ITEMS LISTED ON THE CONTRACTS DATABASE REPORT:
(A) Cintas Corporation NO. 2 - Uniform Rental and Cleaning Service - Fire Department
(B) Gold Nugget Uniform d/b/a Argo Uniform - Purchase of Police Uniforms
(C) Allied Universal Corporation - Sodium Hydroxide 25% (Caustic Soda)
(D) Ceiling to Floor Cleaning, Inc. - Janitorial Services - Studio 18
(E) Civic Plus, Inc. - City Website, Schools Subsite, Intranet, Recreation & Audio-Eye Services
(F) Ericks Consultants, Inc. - Legislative Consulting Services
(G) Lawrence J. Smith, P.A. - Legislative Consulting Services
(H) Smith, Bryan and Myers, Inc. - Legislative Consulting Services
ITEMS (I) and (J) WILL EXPIRE WITH NO RENEWAL TERMS AVAILABLE, THEREFORE, NO COMMISSION ACTION IS REQUIRED AS THEY ARE PRESENTED FOR NOTIFICATION PURPOSES ONLY PURSUANT TO SECTION 35.29 (F) OF THE CITY’S PROCUREMENT CODE:
(I) Maccabi Landscape Corp. - Citywide Trees Plants & Other Landscaping
(J) Tropical Touch Gardens Center, Inc. - Provide and/or Install Trees, Plants & Other Landscaping Materials
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) Cintas Corporation NO. 2 - Uniform Rental and Cleaning Service - Fire Department
1. On May 25, 2017, the City entered into an Agreement with Cintas Corporation No. 2 for an initial two and a half (2 ½) year period, commencing March 1, 2017 and expiring September 30, 2019.
2. Cintas Corporation No. 2 provides uniforms and cleaning service to Fire Department personnel using a combination of proprietary formulated detergents and commercial extractors removing contaminants and bio-hazardous products from the uniforms.
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 Fire Department recommends that the City Commission approve this First Amendment for the first two (2) year renewal term commencing October 1, 2019 and ending September 30, 2021, as allowed by the agreement.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Annual Renewal Cost: $28,268.24
b) Amount budgeted for this item in Account No: $31,200.00
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 $.00 $.00 NA NA NA
Expenditures $28,268.24 $29,116.29 NA NA NA
Net Cost $28,268.24 $29,116.29 NA NA NA
e) Detail of additional staff requirements: Not Applicable
(B) Gold Nugget Uniform d/b/a Argo Uniform - Purchase of Police Uniforms
1. On November 30, 2015 the City entered into an agreement with Gold Nugget Uniform for an initial two (2) year period commencing on November 1, 2015 and ending on October 31, 2017.
2. The City’s Police Department utilizes Gold Nugget for the provision of uniforms and accessories for all uniformed employees of the Pembroke Pines Police Department.
3. On November 1, 2017, the Parties executed the First Amendment to the Original Agreement for the first two (2) year renewal period commencing on November 1, 2017 and ending on October 31, 2019.
4. The Police Department recommends that the City Commission approve this Second Amendment for the two (2) year renewal term, commencing on November 1, 2019 and expiring on October 31, 2021, as allowed by the Agreement.
FINANCIAL IMPACT DETAIL:
a) Annual Renewal Cost: $89,000.00
b) Amount budgeted for this item in Account No: There is $80,000 budgeted in account # 1-521-3001-52600 - Clothing/Uniforms and $9,000 budgeted in account # 1-529-3001-9007-52600 - Code Compliance - Clothing/Uniforms.
c) Source of funding for difference, if not fully budgeted: Not Applicable.
d) 5 year projection of the operational cost of the project: The agreement shall be renewed for an additional two year period.
Current FY Year 2 Year 3 Year 4 Year 5
Revenues $.00 $.00 $0.00 NA NA
Expenditures $81,583.33 $89,000.00 $7,416.67 NA NA
Net Cost $81,583.33 $89,000.00 $7,416.67 NA NA
e) Detail of additional staff requirements: Not Applicable
(C) Allied Universal Corporation - Sodium Hydroxide 25% (Caustic Soda)
1. On February 21, 2018, the City Commission approved to enter into an Original Agreement with Allied Universal Corporation and on March 26, 2018 the Parties executed the Agreement for an initial two year period, commencing February 22, 2018 and expiring February 21, 2020.
2. The City of Pembroke Pines Utilities Department utilizes Allied Universal Corporation to provide all materials, labor, supplies, equipment and transportation to furnish and deliver Sodium Hydroxide 25% (Caustic Soda) for Waste Water Treatment Plant odor control.
3. Section 2.2 of the Original Agreement allows for two additional two-year renewal terms upon mutual consent, evidenced by a written Amendment.
4. The Utilities Department recommends that the City Commission approve this First Amendment for the first two (2) year renewal term commencing February 22, 2020 and ending February 22, 2022, as allowed by the agreement.
FINANCIAL IMPACT DETAIL:
a) Annual Renewal Cost: $78,462.72
b) Amount budgeted for this item in Account No: Funds are currently budgeted for this project in account #471-535-6022-52430 (Operating Chemicals)
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 $.00 $.00 $0.00 NA NA
Expenditures $45,769.92 $78,462.72 $32,692.80 NA NA
Net Cost $45,769.92 $78,462.72 $32,692.80 NA NA
e) Detail of additional staff requirements: Not Applicable
(D) Ceiling to Floor Cleaning, Inc. - Janitorial Services - Studio 18
1. On January 30, 2018, the City entered into a Contractual Services Agreement with Ceiling to Floor Cleaning, Inc. for an initial two (2) year period, commencing February 5, 2018 and expiring February 4, 2020.
2. The City of Pembroke Pines Recreation & Cultural Arts Department utilizes Ceiling to Floor Cleaning, Inc. to provide Janitorial Services for Studio 18.
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 Recreation & Cultural Arts Department recommends that the City Commission approve this First Amendment for the two (2) year renewal term commencing February 5, 2020 and ending February 5, 2022, as allowed by the agreement.
FINANCIAL IMPACT DETAIL:
a) Annual Renewal Cost: $28,614
b) Amount budgeted for this item in Account No: Funds are currently budgeted for this project in account #1-572-7001-34990 (Contractual Services)
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 $.00 $.00 $0.00 NA NA
Expenditures $19,075.52 $28,613.28 $9,537.76 NA NA
Net Cost $19,075.52 $28,613.28 $9,537.76 NA NA
e) Detail of additional staff requirements: Not Applicable
(E) Civic Plus, Inc. - City Website, Schools Subsite, Intranet, Recreation & Audio-Eye Services
1. On February 27, 2019, the City entered into a Service Agreement with Civic Plus, Inc. commencing on February 27, 2019.
2. The City of Pembroke Pines Technology Services Department utilizes Civic Plus, Inc. to provide the City Website, the School Subsites, Intranet, Recreation Software, and Audio Eye services, and the Recreation and Cultural Arts Department utilizes Civic Plus, Inc. to provide registration software.
3. Section 1 of the Original Agreement allows for the agreement to remain in effect unless terminated by either party.
4. Upon implementation of the AudioEye module, the City requested to have all subscriptions renew simultaneously on January 31, 2020.
5. Both, the Technology Services and the Recreation and Cultural Arts Departments recommend that the City Commission approve the first one (1) year renewal term commencing January 31, 2020 and ending January 30, 2021, as allowed by the agreement.
FINANCIAL IMPACT DETAIL:
a) Annual Renewal Cost: $84,607.60
b) Amount budgeted for this item in Account No: $65,857.60: 1-513-2002-34995 IT Contractual services & $18,750.00: 1-572-7001-52652 - Recreation and Cultural Arts Annual Services Fees
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 $.00 $.00 NA NA NA
Expenditures $56,405.07 $28,202.53 NA NA NA
Net Cost $56,405.07 $28,202.53 NA NA NA
e) Detail of additional staff requirements: Not Applicable
(F) Ericks Consultants, Inc. - Legislative Consulting Services
1. On January 24, 2013, the City Commission approved to enter into a Legislative Consulting Agreement with Ericks Consultants, Inc. for an initial one (1) year period, commencing February 1, 2013 and expiring January 31, 2014.
2. The City of Pembroke Pines Administration Department utilizes Ericks Consultants, Inc. to provide services during legislative sessions, including meetings as well as State and Local administrative and agency hearings, meetings or rule making proceedings, and to assist the City with the State and Local Government regulatory agencies.
3. Section 6.01 of the Original Agreement allows for additional one (1) year renewal terms subject to satisfactory performance by Consultant, upon determination by City that renewal is in the best interest of City and approved by City Commission.
4. To date, the Original Agreement, has had six amendments, including six (6) one (1) year renewals which extended the term of the agreement to January 31, 2020.
5. The Administration recommends that the City Commission approve this Seventh Amendment for the one (1) year renewal term commencing February 1, 2020 and ending January 31, 2021, as allowed by the agreement.
FINANCIAL IMPACT DETAIL:
a) Annual Renewal Cost: $84,000
b) Amount budgeted for this item in Account No: 1-519-800-31500 (Professional Services-Other)
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 $.00 $.00 NA NA NA
Expenditures $56,000.00 $28,000.00 NA NA NA
Net Cost $56,000.00 $28,000.00 NA NA NA
e) Detail of additional staff requirements: Not Applicable.
(G) Lawrence J. Smith, P.A. - Legislative Consulting Services
1. On January 25, 2013, the City Commission approved to enter into a Legislative Consulting Agreement with Lawrence J. Smith, P.A. for an initial one (1) year period, commencing February 1, 2013 and expiring January 31, 2014.
2. The City of Pembroke Pines Administration Department utilizes Lawrence J. Smith, P.A. to provide services during legislative sessions, including meetings as well as State and Local administrative and agency hearings, meetings or rule making proceedings, and to assist the City with the State and Local Government regulatory agencies.
3. Section 6.01 of the Original Agreement allows for additional one (1) year renewal terms subject to satisfactory performance by Consultant, upon determination by City that renewal is in the best interest of City and approved by City Commission.
4. To date, the Original Agreement, has had six amendments, including six (6) one (1) year renewals which extended the term of the agreement to January 31, 2020.
5. The Administration recommends that the City Commission approve this Seventh Amendment for the one (1) year renewal term commencing February 1, 2020 and ending January 31, 2021, as allowed by the agreement.
FINANCIAL IMPACT DETAIL:
a) Annual Renewal Cost: $84,000
b) Amount budgeted for this item in Account No: 1-519-800-31500 (Professional Services-Other)
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 $.00 $.00 NA NA NA
Expenditures $56,000.00 $28,000.00 NA NA NA
Net Cost $56,000.00 $28,000.00 NA NA NA
e) Detail of additional staff requirements: Not Applicable.
(H) Smith, Bryan and Myers, Inc. - Legislative Consulting Services
1. On February 2, 2017, the City Commission approved to enter into a Legislative Consulting Agreement with Smith, Bryan and Myers, Inc. for an initial one (1) year period, commencing February 1, 2013 and expiring January 31, 2014.
2. The City of Pembroke Pines Administration Department utilizes Smith, Bryan and Myers, Inc. to provide services during legislative sessions, including meetings as well as State and Local administrative and agency hearings, meetings or rule making proceedings, and to assist the City with the State and Local Government regulatory agencies.
3. Section 6.01 of the Original Agreement allows for additional one (1) year renewal terms subject to satisfactory performance by Consultant, upon determination by City that renewal is in the best interest of City and approved by City Commission.
4. To date, the Original Agreement, has had two amendments, including two (2) one (1) year renewals which extended the term of the agreement to January 31, 2020.
5. The Administration recommends that the City Commission approve this Seventh Amendment for the one (1) year renewal term commencing February 1, 2020 and ending January 31, 2021, as allowed by the agreement.
FINANCIAL IMPACT DETAIL:
a) Annual Renewal Cost: $36,000
b) Amount budgeted for this item in Account No: 1-519-800-31500 (Professional Services-Other)
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 $.00 $.00 NA NA NA
Expenditures $24,000.00 $12,000.00 NA NA NA
Net Cost $24,000.00 $12,000.00 NA NA NA
e) Detail of additional staff requirements: Not Applicable.
(I) Maccabi Landscape Corp. - Citywide Trees Plants & Other Landscaping
1. On April 9, 2018, the City entered into a Contractual Services Agreement for an initial one (1) year period commencing on April 9, 2018 and expiring on April 8, 2019.
2. The City of Pembroke Pines Public Service Departments contracts Maccabi Landscape Corp to provide and/or install trees, plants and other landscaping materials throughout the City of Pembroke Pines on as needed basis in accordance to landscape plan and specifications for projects as they arise.
3. Section 3.2 of the Original Agreement allowed for one (1) additional one (1) year renewal term upon mutual consent, evidenced by a written Amendment.
4. On February 20, 2019 the Parties executed the First Amendment to include additional trees, and plants and to renew the agreement for the period commencing on April 9, 2019 and expiring on April 8, 2020.
5. The agreement does not allow for any further renewals.
6. The Public Services Department has begun the procurement process to contract for these services.
FINANCIAL IMPACT DETAIL:
a) Annual Renewal Cost: Not Applicable.
b) Amount budgeted for this item in Account No: Not Applicable.
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 NA NA NA NA NA
Expenditures NA NA NA NA NA
Net Cost NA NA NA NA NA
e) Detail of additional staff requirements: Not Applicable.
(J) Tropical Touch Gardens Center, Inc. - Provide and/or Install Trees, Plants & Other Landscaping Materials
1. On April 3, 2018, the City entered into a Contractual Services Agreement for an initial one (1) year period commencing on April 3, 2018 and expiring on April 2, 2019.
2. The City of Pembroke Pines Public Service Departments contracts Tropical Touch Gardens Center, Inc. to provide and/or install trees, plants and other landscaping materials throughout the City of Pembroke Pines on as needed basis in accordance to landscape plans and specifications for projects as they arise.
3. Section 3.1 of the Original Agreement allowed for one (1) additional one (1) year renewal term upon mutual consent, evidenced by a written Amendment.
4. On March 13, 2019 the Parties entered into the First Amendment to include additional trees, and plants and to renew the agreement for the period commencing on April 3, 2019 and expiring on April 2, 2020.
5. The agreement does not allow for any further renewals.
6. The Public Services Department has begun the procurement process to contract for these services.
FINANCIAL IMPACT DETAIL:
a) Annual Renewal Cost: Not Applicable.
b) Amount budgeted for this item in Account No: Not Applicable.
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 NA NA NA NA NA
Expenditures NA NA NA NA NA
Net Cost NA NA NA NA NA
e) Detail of additional staff requirements: Not Applicable.