Title
MOTION TO APPROVE THE DEPARTMENT RECOMMENDATIONS FOR THE FOLLOWING ITEMS LISTED ON THE CONTRACTS DATABASE REPORT:
(A) SRT Supply, LLC - Purchase of Police Ballistic Helmets - Renewal
(B) Safeguard Services, Inc. - Janitorial Services - Various Public Service Buildings - Renewal
(C) Safeguard Services, Inc. - Business Lease - Renewal
ITEM (D) IS NOT RENEWING, THEREFORE, NO COMMISSION ACTION IS REQUIRED AS IT IS PRESENTED FOR NOTIFICATION PURPOSES ONLY PURSUANT TO SECTION 35.29 (F) OF THE CITY’S PROCUREMENT CODE:
(D) Intercounty Engineering, Inc. - Rehabilitate & Repair the City’s lift stations - Non 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) SRT Supply, LLC - Purchase of Police Ballistic Helmets - Renewal
1. On May 15th, 2019 the City entered into a Purchasing Agreement with SRT Supply, LLC for an initial two (2) year period, commencing on May 15th, 2019 and expiring May 14th, 2021.
2. The City of Pembroke Pines Police Department utilizes SRT Supply, LLC to provide police ballistic helmets for its police officers on an as-needed basis.
3. Section 2.2 of the Original Agreement allows for two (2) additional two (2) year renewal terms upon mutual consent, evidenced by a written Amendment.
4. The Police Department initially purchased 245 ballistic helmets resulting in an initial expense of $68,425. It is anticipated to purchase a significantly fewer helmets in the subsequent years. Currently 40 full time police officers have yet to be issued ballistic helmets. In addition, 8 more full time officers are currently in the academy and/or hiring process, resulting in a total current need of 48.
5. The Police Department recommends that the City Commission approve this First Amendment for the two (2) year renewal term commencing on May 15th, 2021 and expiring on May 14th, 2023, as allowed by the Original Agreement.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Annual Renewal Cost: $11,160.00
b) Amount budgeted for this item in Account No: $11,160.00; Funds are available in account #1-521-3001-52650 - Equipment
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 2020-21 FY 2021-22 FY 2022-23
Revenues $.00 $.00 $.00
Expenditures $4,185.00 $11,160.00 $6,975.00
Net Cost $4,185.00 $11,160.00 $6,975.00
e) Detail of additional staff requirements: Not Applicable.
(B) Safeguard Services, Inc. - Janitorial Services - Various Public Service Buildings - Renewal
1. On June 13th, 2018, the City entered into a Contractual Services Agreement with Safeguard Services, Inc. for an initial three (3) year period, commencing June 1st, 2018 and expiring May 31st, 2021.
2. Safeguard Services, Inc. provides janitorial services for various Public Services buildings.
3. Section 3.2 of the Original Agreement allows for two (2) additional three (3) year renewal terms upon mutual consent, evidenced by a written Amendment.
4. On March 14th, 2019, the Parties executed the First Amendment to the Original Agreement to update the Scope of Work, removing the Support Staff Office and adding additional services at the Waste Water Treatment Plant.
5. The Public Services Department recommends that the City Commission approve this Second Amendment for the first three (3) year renewal term commencing on June 1st, 2021 and ending on May 31st, 2024, as allowed by the Agreement.
FINANCIAL IMPACT DETAIL:
a) Annual Renewal Cost: $138,996
b) Amount budgeted for this item in Account No: Funds are available in various accounts:
Public Services Main Office - Health Park = $16,304
Account # 471-536-6010-34500 (Contract -building maintenance) $8,152
Account # 1-519-6001-34500 (Contract -building maintenance) $8,152
Trades Meeting Room - Health Park = $6,792
Account # 1-519-6001-34500 (Contract -building maintenance) $3,396
Account # 1-539-6004-34500 (Contract -building maintenance) $3,396
Control Building - Water Plant = $3,364
Account # 471-533-6031-34500 (Contract -building maintenance)
Wastewater Main Office - Wastewater Plant = $6,208
Account # 471-535-6022-34500 (Contract -building maintenance)
Wastewater Second Office (13975 Pembroke Road) = $2,992
Account # 471-533-6031-34500 (Contract -building maintenance)
Public Services Main Office - Health Park (additional person -COVID) = $10,672
Account # 471-536-6010-34500 (Contract -building maintenance) $5,336
Account # 1-519-6001-34500 (Contract -building maintenance) $5,336
c) Source of funding for difference, if not fully budgeted: "Not Applicable"
d) 3 year projection of the operational cost of the project
FY 2020-21 FY 2021-22 FY 2022-23 FY 2023-24
Revenues $.00 $.00 $.00 $.00
Expenditures $46,332.00 $138,996.00 $138,996.00 $92,664.00
Net Cost $46,332.00 $138,996.00 $138,996.00 $92,664.00
e) Detail of additional staff requirements: "Not Applicable"
(C) Safeguard Services, Inc. - Business Lease - Renewal
1. On September 4th, 2018, the City entered into a Business Lease Agreement with Safeguard Services, Inc. for an initial one (1) year period, commencing on June 1st, 2018 and expiring on May 31st, 2019.
2. The City of Pembroke Pines leases a portion of the premises located at 13975 Pembroke Road, Suite B, Pembroke Pines FL 33027 to Safeguard Services, Inc.
3. Sections 1 of the Original Agreement, as amended allows for additional one (1) year renewal terms.
4. The Original Agreement, as amended has been renewed and extended through May 31st, 2021.
5. The Public Services Department recommends that the City Commission approve this Third Amendment for the one (1) year renewal term commencing on June 1st, 2021 and expiring on May 31st, 2022, as allowed by the agreement.
FINANCIAL IMPACT DETAIL:
a) Renewal Revenue: $89,775.00
b) Amount budgeted for this item in Account No: 1-362030-6001 Rental City Facilities
c) Source of funding for difference, if not fully budgeted: Not Applicable.
d) 1 year projection of the operational cost of the project
FY 2020-21 FY 2021-22
Revenues $29,925.00 $59,850.00
Expenditures $.00 $.00
Net Revenue $29,925.00 $59,850.00
e) Detail of additional staff requirements: Not Applicable
(D) Intercounty Engineering, Inc. - Rehabilitate & Repair the City’s lift stations - Non Renewal
1. On May 15th, 2019, the City entered into a Rehabilitation and Repair Agreement for an initial two (2) year period commencing on May 15th, 2019 and expiring on May 14th, 2021.
2. The City of Pembroke Pines Utilities Department contracts Intercounty Engineering, Inc. to rehabilitate and repair the City’s lift stations, on an as needed basis.
3. Section 3.2 of the Original Agreement allowed for three (3) additional one (1) year renewal terms upon mutual consent, evidenced by a written Amendment.
4. The Utilities Department does not wish to renew the Agreement and will be issuing a bid for these services.