Title
MOTION TO APPROVE THE DEPARTMENT RECOMMENDATIONS FOR THE FOLLOWING ITEMS LISTED ON THE CONTRACTS DATABASE REPORT:
(A) FileOnQ - Public Safety Platform - Renewal
(B) Brink’s Incorporated - Armored Car Services - Renewal
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) FileOnQ, Inc. - Maintenance of Public Safety Platform
1. On January 10, 2018, the City Commission approved to enter into a purchase and maintenance agreement with FileOnQ, Inc. for an initial one (1) year period, commencing January 15, 2018 and expiring January 14, 2019.
2. The City of Pembroke Pines Police Department contracts FileOnQ, Inc. to provide the software and software maintenance for a public safety platform comprised of EvidenceOnQ (property-evidence management software), DigitalOnQ (digital evidence management software), and OnQ QuarterMaster (supply-equipment management software).
3. Section 3.4 of the Original Agreement allows for three (3) additional one (1) year renewal terms upon mutual consent, evidenced by a written Amendment.
4. On November 1, 2018 the Parties executed the First Amendment to the Original Agreement for the first, one (1) year renewal term and on May 15, 2019 the Parties executed the Second Amendment to the Original Agreement, as amended, to include an additional scope of services for the Data Conversion and Import of Logistics Unit Records into OnQ Quarter Master, and an additional scope of services for the Data Conversion and Import of SmartCop Evidence Records into Evidence OnQ.
5. The Police Department recommends that the City Commission approve this Third Amendment to have all the subscription periods coincide with each other and with the City’s Fiscal Year, and to renew the Agreement for the second, one (1) year term expiring September 30, 2021, as allowed by the agreement.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Renewal Cost: $26,251.16
b) Amount budgeted for this item in Account No: 1-521-3001- -46801: IT Maintenance
c) Source of funding for difference, if not fully budgeted: Not Applicable
d) 5 year projection of the operational cost of the
Current FY Year 2 Year 3 Year 4 Year 5
Revenues $0.00 $.00 $.00 $.00 $.00
Expenditures $3,045.16 $23,206.00 $.00 $.00 $.00
Net Cost $3,045.16 $23,206.00 $.00 $.00 $.00
e) Detail of additional staff requirements: Not Applicable
(B) Brink’s Incorporated - Armored Car Services
1. On May 18, 2010, the City entered into an Agreement with Dunbar Armored Car Services, Inc. for an initial two (2) year period, commencing April 1, 2010 and expiring March 31, 2012.
2. The City of Pembroke Pines Charter Schools and Early Development Centers as well as the City Clerk, Community Service and Recreation and Cultural Arts Departments utilize the company to provide armored car pick-up and delivery services.
3. Section 4.2 of the Original Agreement allows for additional two (2) year renewal terms upon mutual consent, evidenced by a written Amendment.
4. On February 28, 2011 the Parties entered into the First Amendment to provide pricing for the City’s Charter Schools at a lower rate than the other locations based on the contractor’s similar services to the School Board of Broward County.
5. The Agreement, as amended, has since been renewed for four (4) consecutive two (2) year renewal periods through the Second Amendment on February 22, 2012, the Third Amendment on March 2, 2015, the Fourth Amendment on May 31, 2016, and the Fifth Amendment on February 12, 2018 for the period, commencing April 1, 2018 and expiring March 31, 2020.
6. Following the purchase of Dunbar Armored Inc. by Brink’s Incorporated, the Parties signed an assignment and assumption agreement on July 24, 2019.
7. Pursuant to Section 5.2 of the Original Agreement the vendor is increasing pricing per February, 2019 - Consumer Price Index (“CPI”) by 1.5%.
8. The City Schools and Early Development Centers, as well as the City Clerk, Community Service and Recreation and Cultural Arts Departments recommend that the City Commission approve this Sixth Amendment for the fifth, two (2) year renewal term commencing April 1, 2020 and expiring March 31, 2022, as allowed by the agreement.
FINANCIAL IMPACT DETAIL:
a) Annual Renewal Cost: $45,548.98
b) Annual amount budgeted for this item in Account No:
1-519-800-34990 Citi Clerk $3,500.35
1-521-3001-34990 Police $1,476.71
1-572-7001-34990 Recreation (General) $14,767.09
1-575-7006-34990 Recreation (Golf) $4,375.43
471-536-6010-34990 Utilities $3,500.35
1-569-8001-34990 Community Services (Senior Center) $158.87
1-554-8002-34990 Community Services (Pines Point) $340.78
1-554-8002-603-34990 Community Services (Pines Place) $237.91
170-569-5051-550-31310-7300-310 East Elementary $2,528.16
170-569-5051-552-31310-7300-310 Central Campus $1,264.08
171-569-5052-554-31310-7300-310 $1,264.08
172-569-5053-31310-7300-310 Academic Village $2,528.16
170-569-5051-551-31310-7300-310 West Elementary / Middle $1,264.08
171-569-5052-553-31310-7300-310 $1,264.08
173-569-5061-31310-7300-310 FSU Charter Elementary $2,528.16
1-569-5002-208-34990 West Preschool $2,528.16
1-569-5002-209-34990 Central Preschool $505.63
1-569-5002-203-34990 East Preschool $505.63
1-569-5002-205-34990 Bright Beginnings PreK $1,011.26
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 $.00 $.00 $.00 $.00 $.00
Expenditures $22,774.49 $45,548.98 $22,774.49 $.00 $.00
Net Cost $22,774.49 $45,548.98 $22,774.49 $.00 $.00
e) Detail of additional staff requirements: "Not Applicable"