Title
MOTION TO APPROVE THE DEPARTMENT RECOMMENDATIONS FOR THE FOLLOWING ITEMS LISTED ON THE CONTRACTS DATABASE REPORT:
(A) Vitas Healthcare Corporation of Florida - Palliative and Hospice Care - Renewal - Community Services Department.
ITEMS (B) AND (C) ARE NOT RENEWING; THEREFORE, NO COMMISSION ACTION IS REQUIRED AS THESE ITEMS ARE PRESENTED FOR NOTIFICATION PURPOSES ONLY PURSUANT TO SECTION 35.29 (F) OF THE CITY’S PROCUREMENT CODE:
(B) Advanced Data Solutions, Inc. - Back Scanning and Media Conversion Project - Non-Renewal - City Clerks Department
(C) Burnett Lime Company, Inc. - Temporary Lime Feed System - Non-Renewal - Utilities Department
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) Vitas Healthcare Corporation of Florida - Palliative and Hospice Care - Renewal
1. On June 6th, 2011, the City entered into a Palliative and Hospice Care Agreement with Vitas Healthcare Corporation for an initial one (1) year period, commencing June 6th, 2011 and expiring June 6th, 2012.
2. The City of Pembroke Pines Community services Department utilizes Vitas Healthcare Corporation to provide Palliative and Hospice Care services.
3. Section 1. B of the Original Agreement, as amended, allows for additional one (1) year renewal terms upon mutual consent, evidenced by a written Amendment.
4. The term of the Original Agreement, as amended, has been renewed eight times.
5. On June 30th, 2020 nunc pro tunc June 5th, 2020, the City executed the ninth Amendment of the Original Agreement, as amended, to extend the term through and including November 5th, 2020.
6. The Community Services Department recommends that the City Commission approve this Tenth Amendment for the ninth one (1) year renewal term commencing November 6th, 2020 and ending November 5th, 2021, as allowed by the agreement.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Renewal Cost: There is no cost to the City, these are volunteer services.
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 $.00 $.00 $.00 $.00 $.00
Expenditures $.00 $.00 $.00 $.00 $.00
Net Cost $.00 $.00 $.00 $.00 $.00
e) Detail of additional staff requirements: Not Applicable
NO COMMISSION ACTION OR FINANCIAL IMPACT DETAIL IS REQUIRED FOR THE FOLLOWING ITEMS AS THESE ITEMS ARE PRESENTED FOR NOTIFICATION PURPOSES ONLY PURSUANT TO SECTION 35.29 (F) OF THE CITY’S PROCUREMENT CODE:
(B) Advanced Data Solutions, Inc. - Back Scanning & Media Conversion Project - Non-Renewal
1. On January 9, 2017, the City entered into a Back Scanning & Media Conversion Project Agreement with Advanced Data Solutions, Inc. for a two (2) year period commencing on January 1, 2017, and expiring on December 31, 2018.
2. The City of Pembroke Pines Office of the City Clerk Records Custodian contracts Advanced Data Solutions, Inc. to provide document scanning and media conversion services.
3. Pursuant to Section 3.2, the Original Agreement allows for two (2) additional two (2) year terms upon mutual consent, evidenced by a written Amendment.
4. On October 2, 2018 the City entered into the First Amendment to renew the services for the first two (2) year renewal term commencing on January 1, 2019, and expiring on December 31, 2020.
5. The Office of the City Clerk Records Custodian will not be renewing this Agreement and has begun the process to put the services out for bid.
(C) Burnett Lime Company, Inc. - Temporary Lime Feed System - Non-Renewal
1. On February 12, 2019, the City Commission approved to enter into a Lease Agreement with Burnett Lime Company, Inc. for an initial one (1) year period, commencing on February 12, 2019 and expiring on February 11, 2020.
2. The City of Pembroke Pines Utilities Division utilizes Burnett Lime Company, Inc. to lease a temporary lime feed system and for the purchase of Cal-Flo lime slurry.
3. Section 1b of the Original Agreement allows for one (1) additional one (1) year renewal term upon mutual consent, evidenced by a written Amendment.
4. On December 4, 2019, the Parties entered into the First Amendment for the one (1) year renewal term commencing on February 12, 2020 and expiring on February 11, 2021.
5. The Agreement is in its final term and does not allow for renewals. The Utilities Division has a separate item on today’s agenda requesting the approval of a new Lease and Purchase Agreement with Burnett Lime Company, Inc.