Title
MOTION TO APPROVE THE DEPARTMENT RECOMMENDATIONS FOR THE FOLLOWING ITEMS LISTED ON THE CONTRACTS DATABASE REPORT:
(A) Eso Solutions, Inc. - Record Management Software - Renewal
(B) Calvin, Giordano & Associates, Inc. - Professional Services Building Department - Renewal
(C) Polydyne, Inc.-Purchase of Polymer - Renewal
(D) GLSC & Company, PLLC - Independent Auditing Services - Renewal
ITEM (E) IS RENEWING FOR AN AMOUNT LESS THAN $25,000, THEREFORE, NO COMMISSION ACTION IS REQUIRED AS THIS IS PRESENTED FOR NOTIFICATION PURPOSES ONLY PURSUANT TO SECTION 35.29 (F) OF THE CITY’S PROCUREMENT CODE:
(E) SchoolMint, Inc. f/k/a Firefly Digital, Inc. - Lottery & Student Application Management Solution - 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 Report for renewal.
(A) Eso Solutions, Inc. - Record Management Software - Renewal
1. On August 22, 2017, the City entered into a Record Management Software Agreement with Eso Solutions, Inc for an initial one (1) year period, commencing August 22, 2017 and expiring August 21, 2018.
2. The City of Pembroke Pines Fire Department utilizes Eso Solutions, Inc. to provide Health Records Management Software.
3. Section 3.2 of the Original Agreement allows for five (5) additional one (1) year renewal terms upon mutual consent, evidenced by a written Amendment.
4. The Original Agreement, has been renewed twice through the First Amendment on September 4, 2018 nunc pro tunc August 22, 2018, and the Second Amendment on August 7, 2019.
5. The Fire Department recommends that the City Commission approve this Third Amendment for the third one (1) year renewal term commencing on August 22, 2020 and ending on August 21, 2021, as allowed by the agreement.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Renewal Cost: $30,375.00
b) Amount budgeted for this item in Account No: 1-529-4003-46801 I.T. Maintenance Contracts
c) Source of funding for difference, if not fully budgeted: "Not Applicable."
d) 1 year projection of the operational cost of the project
Current FY Year 2
Revenues $.00 $.00
Expenditures $5,062.50 $25,312.50
Net Cost $5,062.50 $25,312.50
e) Detail of additional staff requirements: "Not Applicable"
(B) Calvin, Giordano & Associates, Inc. - Professional Services Building Department - Renewal
1. On July 1, 2009, the City entered into a Professional Services Agreement with Calvin Giordano & Associates, Inc. for an initial five (5) year period, commencing July 1, 2009 and expiring June 30, 2014.
2. The City of Pembroke Pines Public Services Department utilizes Calvin Giordano & Associates, Inc. to provide professional building department services.
3. Section 3.2 of the Original Agreement allows for additional one (1) year renewal terms upon mutual consent, evidenced by a written Amendment.
4. The Original Agreement has had seven amendments, including six renewals extending the term of the Original Agreement to June 30, 2020.
5. The Public Services Department recommends that the City Commission approve this Eighth Amendment for the one (1) year renewal term commencing July 1, 2020 and ending June 30, 2021, as allowed by the agreement.
FINANCIAL IMPACT DETAIL:
a) Renewal Cost: None, this is a revenue based contract. CGA pays the City an annual Rent that is adjusted for a CPI, which is currently $177,765.61; and an annual Administrative Fee adjusted for CPI, which is currently $181,393.79. The City bills CGA for these charges on a monthly basis. In addition, the City shall receive 10% of the annual gross revenues collected in excess of $4,000,000, this is billed annually.
See attached Building Revenue Recap for amounts collected to date.
b) Amount budgeted for this item in Account No: Amounts are budgeted in the following Revenue Accounts: Rental City Facilities 1-362030-6001; Administrative Fee 1-341310-800. The 10% of the gross revenues collected in excess of $4,000,000 is also coded as Rent.
c) Source of funding for difference, if not fully budgeted: Not Applicable
d) 5 year projection of the operational cost of the project -
See attached Building Revenue Recap
e) Detail of additional staff requirements: Not Applicable
(C) Polydyne, Inc. - Purchase of Polymer - Renewal
1. On November 13, 2019, the City entered into a Continuing Purchase Agreement with Polydyne, Inc. for an initial period, commencing November 13, 2019 and expiring September 30, 2020.
2. The City of Pembroke Pines Utilities Department utilizes Polydyne, Inc.to provide CLARIFLOC A-3333P polymer for the Water Treatment Plant.
3. Section 4.2 of the Original Agreement allows for additional one (1) 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 one (1) year renewal term commencing October 1, 2020 and ending September 30, 2021, as allowed by the agreement.
FINANCIAL IMPACT DETAIL:
a) Renewal Cost: $27,946.00
b) Amount budgeted for this item in Account No: $27,946.00 in Account No. 471-533-6031-52430 (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 Not Applicable
e) Detail of additional staff requirements: Not Applicable
(D) GLSC & Company, PLLC - Independent Auditing Services - Renewal
1. On July 8, 2015, the City entered into an Auditor Engagement Agreement with GLSC & Company, PLLC for an initial five (5) year period, commencing June 17, 2015 and expiring June 30, 2020.
2. The City of Pembroke Pines Finance Department utilizes GLSC & Company, PLLC to provide audits of the City and Charter School financial statements.
3. Section 7.2.1 of the Original Agreement allows for two (2) additional two (2) year renewal terms upon mutual consent, evidenced by a written Amendment.
4. On April 11, 2019 the Parties executed the First Amendment to the Original Agreement to increase the compensation as a result of the additional procedures required by the new Governmental Accounting Standards.
5. The Finance Department recommends that the City Commission approve this Second Amendment for the first, two (2) year renewal term commencing July 1, 2020 and ending June 30, 2022, as allowed by the agreement.
FINANCIAL IMPACT DETAIL:
a) Annual Renewal Cost: $135,195.00 broken-down as follows:
City Audit: $104,664.00
Charter Schools Audit: $30,531.00
b) Amount budgeted for this item in Account No: This fee is will be budgeted annually as part of the FY2020-21 Proposed Budget in object code 32100 - Accounting and Audit Fees, in the following accounts:
|
Allocated to Fund |
Amount |
|
170-569-5051-550-32100-7900-312 |
$4,361.00 |
|
170-569-5051-551-32100-7900-312 |
$4,362.00 |
|
170-569-5051-552-32100-7900-312 |
$4,362.00 |
|
171-569-5052-553-32100-7900-312 |
$4,361.00 |
|
171-569-5052-554-32100-7900-312 |
$4,361.00 |
|
172-569-5053-32100-7900-312 |
$4,362.00 |
|
173-569-5061-32100-7900-312 |
$4,362.00 |
|
1-513-2001-32100 |
$56,961.00 |
|
1-569-5005-32100 |
$1,006.00 |
|
1-575-7006-32100 |
$1,912.00 |
|
471-536-6010-32100 |
$44,785.00 |
|
|
$135,195.00 |
c) Source of funding for difference, if not fully budgeted: Not Applicable.
d) 2 year projection of the operational cost of the project
Current FY2021 FY2022
Revenues $.00 $.00 $.00
Expenditures $135,860.00 $135,195.00 $135,195.00 (Subject to CPI Adjustment)
Net Cost $135,860.00 $135,195.00 $135,195.00 (Subject to CPI Adjustment)
e) Detail of additional staff requirements: Not Applicable
(E) SchoolMint, Inc. f/k/a Firefly Digital, Inc. - Lottery & Student Application Management Solution - Renewal
1. On April 21, 2014, the City entered into a Lottery & Student Application Management Solution Agreement with Firefly Digital, Inc. for an initial three (3) year period, commencing April 21, 2014 and expiring April 20, 2017.
2. The City of Pembroke Pines Charter Schools utilizes Firefly Digital, Inc. to provide an online application system that allows families to register their students to be entered into the school’s lottery system.
3. Section III of the Original Agreement allows for one (1) or more additional one (1) year renewal terms upon mutual consent, evidenced by a written Amendment.
4. The Charter Schools present this fourth renewal for the one (1) year renewal term commencing April 21, 2020 and ending April 20, 2021, as allowed by the agreement. Whereas the Original Agreement also included purchase of the equipment and required Commission Approval, this renewal for service and preventive maintenance is presented for information only.
FINANCIAL IMPACT DETAIL:
a) Renewal Cost: $7,500.00
b) Amount budgeted for this item in Account No: $7,500.00 is budgeted within the Charter School I.T. Maintenance Contracts accounts and is allocated by school population.
I.T. Maintenance contracts
School Site Account Coding Amount
East elementary 170-569-5051-550-46801-7300-359 $870.00
West elementary 170-569-5051-551-46801-7300-359 $746.00
Central elementary 170-569-5051-552-46801-7300-359 $746.00
West Middle 171-569-5052-553-46801-7300-359 $814.00
Central Middle 171-569-5052-554-46801-7300-359 $845.00
Academic Village 172-569-5053-46801-7300-359 $2,610.00
FSU elementary 173-569-5061-46801-7300-359 $869.00
TOTAL $7,500.00
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
Revenues $.00 $.00
Expenditures $7,500.00 $7,500.00
Net Cost $7,500.00 $7,500.00
e) Detail of additional staff requirements: Not applicable