Title
MOTION TO APPROVE THE DEPARTMENT RECOMMENDATIONS FOR THE FOLLOWING ITEMS LISTED ON THE CONTRACTS DATABASE REPORT:
(A) Keylite Power & Lighting Corp - Maintenance for Fire Station Alerting Systems -Renewal
(B) Brink’s Incorporated - Armored Car Services - Assignment, Assumption and Consent Agreement
ITEMS (C), (D), AND (E) WILL EXPIRE WITH NO RENEWAL TERMS AVAILABLE, THEREFORE, NO COMMISSION ACTION IS REQUIRED AS THESE ARE PRESENTED FOR NOTIFICATION PURPOSES ONLY PURSUANT TO SECTION 35.29 (F) OF THE CITY’S PROCUREMENT CODE:
(C) Renaissance Charter School, Inc. - SRO Agreement
(D) Somerset Academy, Inc. - SRO Agreement
(E) REV RTC D/B/A Hall-Mark RTC - Purchase of Fire Engine / Pumper Truck
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) Keylite Power & Lighting Corp - Maintenance for Fire Station Alerting Systems
1. On May 1, 2018, the City entered into a Service Agreement with Keylite Power & Lighting Corp. for an initial one (1) year period, commencing May 1, 2018 and expiring April 30, 2019.
2. Keylite Power and Lighting Corp. is the sole source supplier and service company for the G2 Fire Station Alerting system that was installed in all of the City’s Fire Stations in 2019. Keylite Power and Lighting Corp. provides the Fire Department with twenty-four hour service to the alerting systems for emergency call outs and repairs.
3. Section 10 of the Original Agreement allows for four (4) additional one (1) year renewal terms upon mutual consent, evidenced by a written Amendment.
4. On May 1, 2019 the Parties executed the First Amendment to the Original Agreement for the one (1) year period, commencing May 1, 2019 and expiring April 30, 2020.
5. The Fire Department request for the agreement to be extended to September 30, 2021 to align it with the City’s Fiscal Year-End.
6. The Fire Department recommends that the City Commission approve this Second Amendment to renew the Agreement for an additional one (1) year and five (5) month term commencing April 30, 2020 and ending September 30, 2021, as allowed by the agreement.
Financial Impact Detail:
a) Annual Renewal Cost: $40,933.44
b) Amount budgeted for this item in Account No: $45,600 was budgeted in account #1-529-4003-46800
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 $17,055.60 $40,933.44 NA NA NA
Net Cost $17,055.60 $40,933.44 NA NA NA
e) Detail of additional staff requirements: Not Applicable
(B) Brink’s Incorporated - City-wide Armored Car Services
1. In July 2019, Dunbar was acquired by Brink’s Incorporated and an agreement was prepared by which Dunbar Armored Car Services, Inc. assigns and transfers the Agreement to Brink’s Incorporated and Brink’s Incorporated assumes all obligations, duties and liabilities of Dunbar Armored Car Services, Inc., under the Agreement.
2. Brink’s Incorporated provides armoured car services to all the City's departments.
3. Section 4.2 of the Original Agreement allows for additional two (2) year terms upon mutual consent, evidenced by a written Amendment.
4. The Agreement has had five (5) amendments with four (4) renewals extending the term to March, 30, 2020.
5. The City is currently in the process of finalizing the upcoming renewal, which will be brought back to the Commission for approval.
6. The Charter Schools, City Clerk, Community Services, Police, Recreation and Cultural Arts, and Utilities Departments recommend that the City Commission approve the Assignment and Assumption Agreement.
Financial Impact Detail:
a) Annual Renewal Cost: There is no cost associated with the Assignment, Assumption and Consent Agreement from Dunbar to Brinks. However, the annual cost of this contract is $40,946.93 per year through March 30, 2020.
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
(C) Renaissance Charter School, Inc. - SRO Agreement
1. On July 1, 2019, the City entered into a School Resource Officer Agreement with Renaissance Charter School, Inc. for a one (1) year period, commencing July 1, 2019 and expiring June 30, 2020.
2. The Agreement calls for the City to assign a Police Officer as a School Resource Officer at the Renaissance Charter School at 10501 Pines Blvd., Pembroke Pines, FL 33026.
3. The Agreement does not allow for renewals and the Police Department has begun the process to prepare a new agreement.
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
(D) Somerset Academy, Inc. - SRO Agreement
1. On July 1, 2019, the City entered into a School Resource Officer Agreement with Somerset Academy, Inc. for a one (1) year period, commencing July 1, 2019 and expiring June 30, 2020.
2. The Agreement calls for the City to assign a Police Officer as a School Resource Officer at both the Somerset Academy Pines Boulevard Campus and the Johnson Street Campus.
3. The Agreement does not allow for renewals and the Police Department has begun the process to prepare a new agreement.
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
(E) REV RTC D/B/A Hall-Mark RTC, - Purchase of Fire Engine / Pumper Truck
1. On May 23, 2017, the City entered into a Purchase Agreement with REV RTC d/b/a Hall-Mark RTC for an initial three (3) year period, commencing April 5, 2017 and expiring April 4, 2020.
2. The City of Pembroke Pines Fire Department utilizes Hall-Mark RTC to supply its Fire Department fleet.
3. The Original Agreement does not provide for renewals and the Fire Department is preparing a new procurement process.
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