Title
MOTION TO APPROVE THE DEPARTMENT RECOMMENDATIONS FOR THE FOLLOWING ITEMS LISTED ON THE CONTRACTS DATABASE REPORT:
(A) Ericks Consultants, Inc. - Legislative Consulting Services - Renewal
(B) Lawrence J. Smith, P.A. - Legislative Consulting Services - Renewal
(C) Bryan, Smith & Myers, Inc. - Legislative Consulting 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) Ericks Consultants, Inc. - Legislative Consulting Services - Renewal
1. On January 24th, 2013, the City entered into a Legislative Consulting Agreement with Ericks Consultants, Inc. for an initial one (1) year period, which expired on January 31st, 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 upon mutual consent, evidenced by a written Amendment.
4. To date, the Original Agreement, has been renewed seven (7) times extending the term of the agreement up to and including January 31st, 2021.
5. The City Administration recommends that the City Commission approve this Eighth Amendment for the one (1) year renewal term commencing on February 1st, 2021 and expiring on January 31st, 2022 as allowed by the agreement.
Financial Impact
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 $.00 $.00 $.00
Expenditures $56,000.00 $28,000.00 $.00 $.00 $.00
Net Cost $56,000.00 $28,000.00 $.00 $.00 $.00
e) Detail of additional staff requirements: Not Applicable
(B) Lawrence J. Smith, P.A. - Legislative Consulting Services - Renewal
1. On January 25th, 2013, the City entered into a Legislative Consulting Agreement with Lawrence J. Smith, P.A. for an initial one (1) year period, which expired on January 31st, 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 upon mutual consent, evidenced by a written Amendment.
4. To date, the Original Agreement has been renewed seven (7) times extending the term of the agreement up to and including January 31st, 2021
5. The City Administration recommends that the City Commission approve this Eighth Amendment for the one (1) year renewal term commencing February 1st, 2021 and ending January 31st, 2022, as allowed by the agreement.
Financial Impact
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 $.00 $.00 $.00
Expenditures $56,000.00 $28,000.00 $.00 $.00 $.00
Net Cost $56,000.00 $28,000.00 $.00 $.00 $.00
e) Detail of additional staff requirements: Not Applicable
(C) Bryan, Smith & Myers, Inc. - Legislative Consulting Services - Renewal
1. On February 2nd, 2017, the City entered into a Legislative Consulting Agreement with Bryan, Smith & Myers, Inc. for an initial one (1) year period, which expired on January 31st, 2018.
2. The City of Pembroke Pines Administration Department utilizes Bryan, Smith & 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 upon mutual consent, evidenced by a written Amendment.
4. To date, the Original Agreement has had three (3) amendments, including three (3) one (1) year renewals which extended the term of the agreement to January 31st, 2021.
5. The City Administration recommends that the City Commission approve this Fourth Amendment for the one (1) year renewal term commencing February 1st, 2021 and ending January 31st, 2022, as allowed by the agreement.
Financial Impact
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 $.00 $.00 $.00
Expenditures $24,000.00 $12,000.00 $.00 $.00 $.00
Net Cost $24,000.00 $12,000.00 $.00 $.00 $.00
e) Detail of additional staff requirements: Not Applicable