Title
MOTION TO APPROVE THE DEPARTMENT RECOMMENDATIONS FOR THE FOLLOWING ITEMS LISTED ON THE CONTRACTS DATABASE REPORT:
(A) Aaron Agriculture, Inc. - Citywide Landscape Maintenance - Renewal
(B) Granite Tops Industries LLC - Cabinet Installation - Renewal
ITEMS (C) through (G) WILL EXPIRE WITH NO RENEWAL TERMS AVAILABLE, THEREFORE, NO COMMISSION ACTION IS REQUIRED AS THEY ARE PRESENTED FOR NOTIFICATION PURPOSES ONLY PURSUANT TO SECTION 35.29 (F) OF THE CITY’S PROCUREMENT CODE:
(C) ABS General Contractors, Inc.-Kitchen cabinets-Non-Renewal
(D) Budget Rent-A-Car, Inc. - Rental Vehicles - Non-Renewal
(E) Industrial Communication and Electronics, Inc. - Radio Airtime - Non-Renewal
(F) Broward County - Cost Share Support of a Water Conservation Incentives Program - Non-Renewal
(G) Austin Tupler Trucking, Inc. - Lime Sludge Removal and Hauling at the Water Plant - 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) Aaron Agriculture, Inc. - Citywide Landscape Maintenance - Renewal
1. On August 5th, 2020, the City entered into a Citywide Landscape Maintenance Agreement with Aaron Agriculture, Inc. for an initial one (1) year period, which expires on August 4th, 2021.
2. The City of Pembroke Pines Public Services Department utilizes Aaron Agriculture, Inc. to provide and/or install trees, plants and other landscaping materials on as needed basis.
3. Section 3.2 of the Original Agreement authorizes the renewal of the Original Agreement for one (1) additional one (1) year renewal period upon mutual consent of the parties.
4. The Public Services Department has been satisfied with the performance and execution of the Original Agreement and recommends the City Commission to approve the First Amendment to extend the term for an additional one (1) year period commencing on August 5th, 2021 and ending on August 4th, 2022, as allowed by the Agreement.
FINANCIAL IMPACT DETAIL:
a) Renewal Cost: The contract is to be used on as needed basis in the estimated yearly amount of $500,000.00
b) Amount budgeted for this item in Account No: Funds are currently budgeted for this project in account # 001-539-6004-663115-0000-000-0000- (Landscaping) and # 001-539-6004-546161-0000-000-0000- (R&M Landscaping). In addition, other departments may also utilize these services under City Object # 546150 and # 663115.
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 $0.00 $0.00 $0.00 $0.00 $0.00
Expenditures $500,000.00 $0.00 $0.00 $0.00 $0.00
Net Cost $500,000.00 $0.00 $0.00 $0.00 $0.00
e) Detail of additional staff requirements: "Not Applicable"
(B) Granite Tops Industries LLC - Cabinet Installation - Renewal
1. On June 16, 2020, the City entered into a Contractual Services Agreement with Granite Tops Industries LLC., for an initial one (1) year period, which expires on June 15th, 2021.
2. Granite Tops Industries LLC. supplies and installs counter tops for the City’s housing division.
3. Section 3.2 of the Original Agreement authorizes the renewal of the Original Agreement for one (1) additional one (1) year renewal period upon mutual consent of the parties.
4. The Community Services Department has been satisfied with the performance and execution of the Original Agreement and recommends the City Commission to approve the First Amendment to extend the term for an additional one (1) year period commencing on June 16th, 2021 and expiring on June 15th, 2022, as allowed by the Agreement.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Renewal Cost: 132,457.07
b) Amount budgeted for this item in Account No: R & M- land- building & improvement - 001-554-8002-546150-0000-000-0000,001-554-8002-546150-0000-000-0000-00603-
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 Year 3 Year 4 Year 5
Revenues $0.00 $0.00 $0.00 $0.00 $0.00
Expenditures $38,633.07 $93,824.00 $0.00 $0.00 $0.00
Net Cost $38,633.07 $93,824.00 $0.00 $0.00 $0.00
e) Detail of additional staff requirements: Not Applicable
(C) ABS General Contractors, Inc.-Kitchen cabinets-Non-Renewal
1. On May 6th, 2020, the City entered into a Contractual Services Agreement with ABS General Contractors, Inc. for an initial one (1) year period, commencing on May 6th, 2020 and expiring on May 5th, 2021.
2. ABS General Contractors, Inc. supplies and installs wood cabinets to Pines Point and Pines Place.
3. Section 3.2 of the Original Agreement allows for one (1) additional one (1) year renewal term upon mutual consent, evidenced by a written Amendment.
4. The Community Services Department does not wish to renew this Agreement and will be going back out to bid for these services.
(D) Budget Rent-A-Car, Inc. - Rental Vehicles - Non-Renewal
1. On May 27th, 2009, the City entered into an Agreement with Budget Rent-A-Car for an initial two (2) year period, commencing on May 27th, 2009 and expiring on May 26th, 2011.
2. The City of Pembroke Pines contracts with Budget Rent-A-Car, Inc. to provide rental vehicles to the Police Department for special operations.
3. Section 2 of the Original Agreement allows for additional two (2) year renewal terms upon mutual consent of both parties.
4. Between August 9th, 2011 and August 7th, 2019 the Agreement was renewed four times and the number and cost of the vehicles was increased to six (6) vehicles at $65,664.00 annually.
5. Budget Rent-A-Car, Inc. has not agreed to renew the Agreement for a fifth term, and has directed the City to use the State of Florida Agreement. The Police Department will be presenting a new agreement for the rental of these vehicles.
(E) Industrial Communication and Electronics, Inc. - Radio Airtime - Non-Renewal
1. On November 6th, 2019, the City entered into entered into an Agreement with Industrial Communications, Inc. for an initial two and a half (2 ½) year period, commencing on March 1st, 2017 and expiring on September 30th, 2019.
2. Industrial Communications, Inc. provides mobile and portable radios and airtime to the Public Services Department.
3. On August 19th, 2020, the parties executed the First Amendment to the Agreement to increase the airtime to cover 15 additional radios for the Utilities Division and 300 additional radios in the future for the Schools.
4. On February 11th, 2021, the parties executed the Second Amendment to the Agreement to account for the additional monthly FCC Regulatory Fee.
5. The Agreement is on its final term and does not now allow for any renewals. The Public Services Department has begun a new procurement process for these services.
(F) Broward County - Cost Share Support of a Water Conservation Incentives Program - Non-Renewal
1. On December 13th, 2016, following City Commission approval on August 3rd, 2016, the City entered into an Agreement with Broward County for an initial five (5) year period, commencing on October 1st, 2016 and expiring on September 30th, 2021.
2. Through this agreement, Broward County provides cost share support of a water conservation incentives program.
3. Section 4.2 of the Original Agreement allows for the Agreement to be extended for period(s) not to exceed six (6) months in the aggregate, only in the event that expiration of the Agreement would result in a gap in the provision of services necessary for the ongoing operations of the County, and at the sole discretion of the Purchasing Director.
4. At this time Broward County is finalizing a new agreement for these services and does not anticipate the need for an extension of the existing agreement.
5. The Agreement is in its final term and the Utilities Department is working with Broward County to present a new agreement for these services.
(G) Austin Tupler Trucking, Inc. - Lime Sludge Removal and Hauling at the Water Plant - Non-Renewal
1. On September 18th, 2019, the City entered into an Agreement with Austin Tupler Trucking, Inc. for an initial two (2) year period, commencing on September 18th, 2019 and expiring on September 17th, 2021.
2. Austin Tupler Trucking, Inc. provides waste lime sludge transfer and removal services for the Utility Division Water Plant located at 7960 Johnson Street, Pembroke Pines, FL 33024.
3. Section 3.2 of the Original Agreement allows for two (2), additional, two (2) year renewal terms upon mutual consent, evidenced by a written Amendment; however, the dump site will no longer be accepting material after mid-September 2021 and the vendor will not be renewing the Agreement.
4. This Agreement will not be renewed and the Utilities Department will be issuing a new bid for the services.