Title
MOTION TO APPROVE THE DEPARTMENT RECOMMENDATIONS FOR THE FOLLOWING ITEMS LISTED ON THE CONTRACTS DATABASE REPORT:
(A) Calvin, Giordano & Associates, Inc. - Environmental and Support Service - Renewal
(B) Vigilant Solutions, Inc. - License Plate Reader, Camera License - Renewal
(C) Mullings Engineering Services - Landscaping Division - Sod and Sod Installation/Removal Services - Renewal
(D) Ceiling to Floor Cleaning, Inc. - Janitorial Services Studio 18 - 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) Calvin, Giordano & Associates, Inc. - Environmental and Support Service - Renewal
1. On February 5, 2020, the City entered into an Agreement with Calvin, Giordano & Associates, Inc. for an initial two (2) year period, expiring on February 4, 2022.
2. Calvin, Giordano & Associates, Inc. provides professional environmental and support services to the City Engineer.
3. Section 3.2 of the Original Agreement authorizes the renewal of the Original Agreement for two (2) additional two (2) year renewal terms upon the mutual written agreement of the Parties.
4. The Engineering Department is satisfied with the performance and execution of the Original Agreement and recommends that the City Commission approve this First Amendment for the first two (2) year renewal term, commencing on February 5, 2022 and expiring on February 4, 2024, as allowed by the Agreement.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Annual Renewal Cost: $50,000
b) Amount budgeted for this item in Account No: 001-519-6006-531100-0000-000-0000 (Professional Services - Engineering)
c) Source of funding for difference, if not fully budgeted: Not Applicable
d) 2 year (approximate) projection of the operational cost of the project:
FY 2021-22 FY 2022-23 FY 2023-24
Revenues $.00 $.00 $.00
Expenditures $33,333.33 $50,000.00 $16,666.67
Net Cost $33,333.33 $50,000.00 $16,666.67
e) Detail of additional staff requirements: Not Applicable
(B) Vigilant Solutions, Inc. - License Plate Reader, Camera License - Renewal
1. On November 16, 2015, the City entered into an Enterprise Service Agreement with Vigilant Solutions for an initial one (1) year period, commencing on January 16, 2016 and expiring on January 16, 2018.
2. The City of Pembroke Pines Police Department utilizes Vigilant Solutions to provide software licenses for their license plate reader database, systems, and associated cameras.
3. Section III.A of the Original Agreement authorizes the extension of the Original Agreement for additional one (1) year periods.
4. The Original Agreement has been extended five (5) times, with the Fifth Amendment extending the term to January 16, 2022.
5. The Police Department is not purchasing additional hardware at this time and wishes only to renew the data portion of this Agreement and align the license subscriptions with the City’s Fiscal year.
6. The Police Department is satisfied with the performance and execution of the Original Agreement and recommends that the City Commission approve this Sixth Amendment for the nine (9) month renewal term commencing on January 17, 2022 and expiring on September 30, 2022, as allowed by the Agreement.
FINANCIAL IMPACT DETAIL:
a) Renewal Cost: $37,530.48
b) Amount budgeted for this item in Account No: 001-521-3001-534990-0000-000-0000- Other Services
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
FY 2021-22
Revenues $.00
Expenditures $37,530.48
Net Cost $37,530.48
e) Detail of additional staff requirements: Not Applicable
(C) Mullings Engineering Services - Landscaping Division - Sod and Sod Installation/Removal Services - Renewal
1. On March 17th, 2021 the City entered into a Contractual Services Agreement with Mullings Engineering Services - Landscaping Division for an initial one (1) year period which expires on March 2nd, 2022.
2. Mullings Engineering Services - Landscaping Division provides the City with Sod and Sod Installation/Removal Services.
3. Section 3.2 of the Original Agreement authorizes the renewal of the Original Agreement for three (3) additional one (1) year terms upon mutual consent, evidenced by written amendments to the Original Agreement extending the term thereof.
4. The Public Services Department is satisfied with the performance and execution of the Original Agreement and recommends that the City Commission approve this First Amendment to extend the term for an additional one (1) year period which shall commence on March 3rd, 2022 and naturally expire on March 2nd, 2023.
FINANCIAL IMPACT DETAIL:
a) Renewal Cost: $200,000.00
b) Amount budgeted for this item in Account No: Funds will be available in the following account numbers as project arise on an as needed basis:
#1 001-539-6004-546150- (R&M Land Bldg. & Improvements
#2 001-539-6004-663115 (Landscaping)
#3 001-572-7001-546150 (R&M Land Bldg. & Improvements
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) Ceiling to Floor Cleaning, Inc. - Janitorial Services Studio 18 - Renewal
1. On January 30, 2018, the City entered into a Contractual Services Agreement with Ceiling to Floor Cleaning, Inc. for an initial two (2) year period, which naturally expired on February 4, 2020.
2. The City of Pembroke Pines Recreation & Cultural Arts Department utilizes Ceiling to Floor Cleaning, Inc.to provide Janitorial Services for Studio 18.
3. Section 3.2 of the Original Agreement authorizes the renewal of the Original Agreement for two (2) additional two (2) year renewal terms upon mutual consent, evidenced by a written Amendment.
4. On January 15, 2020, the City executed the First Amendment to the Original Agreement to revise and amend the terms and conditions of the Original Agreement and to renew for an additional two (2) year term, which will expire on February 5, 2022.
5. On June 2, 2020, the City executed the Second Amendment to the Original Agreement, as amended, to reduce the Scope of Services due to the Coronavirus pandemic.
6. The Recreation & Cultural Arts Department is satisfied with the performance and execution of the Original Agreement and recommends that the City Commission approve this Third Amendment for the final two (2) year renewal term which shall commence on February 6, 2022 and naturally expire on February 5, 2024.
FINANCIAL IMPACT DETAIL:
a) Annual Renewal Cost: $28,614
b) Amount budgeted for this item in Account No: Funds are currently budgeted for this project in account 001-572-7001-534990-0000-000-0000
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 Year 2 Year 3
Revenues $.00 $.00 $.00
Expenditures $19,076 $28,614 $11,922.50
Net Cost $19,076 $28,614 $11,922.50
e) Detail of additional staff requirements: Not Applicable