Title
MOTION TO APPROVE THE DEPARTMENT RECOMMENDATIONS FOR THE FOLLOWING ITEMS LISTED ON THE CONTRACTS DATABASE REPORT:
(A) Baptist Health South Florida, Inc. - Programming to Improve the Health and Wellness of Members of COPP/Senior Center - Renewal
(B) Robert Warren Enterprises, Inc. d/b/a Occupational Medical Centers of America - Annual Physical Examinations - 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) Baptist Health South Florida, Inc. - Programming to Improve the Health and Wellness of Members of COPP/Senior Center - Renewal
1. On September 3, 2020, the City entered into an Agreement with Baptist Health South Florida, Inc. for an initial one (1) year period, which expired on August 31, 2021.
2. The City of Pembroke Pines Community Services Department utilizes Baptist Health South Florida, Inc. for Professional Health and Wellness Events.
3. Section 3.1 of the Original Agreement authorizes the renewal of the Original Agreement for additional one (1) year renewal terms upon mutual consent, evidenced by a written Amendment.
4. On May 19, 2021, the Parties executed the First Amendment to increase the In Person Classes rates from $45.00 to $50.00 and to renew for an additional one (1) year period which expired on August 31, 2022.
5. On June 15, 2022, the Parties executed the Second Amendment to increase the In Person Classes rates to $55.00 and to renew the term for an additional one (1) year period which expires on August 31, 2023.
6. The Community Services Department recommends that the City Commission approves this Third Amendment to increase the In Person Classes rates to $60.00 and to renew the term for an additional one (1) year period which shall commence on September 1, 2023, and naturally expire on August 31, 2024, as allowed by the Agreement.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Renewal Cost: No Cost to City.
b) Amount budgeted for this item in Account No:
Revenue Acct 001-000-8001-347556-0000-000-0000 Recreation Classes.
FY 2022-2023 $600, FY 2023-2024 $5640.
c) Source of funding for difference, if not fully budgeted:
Expense Acct 001-569-8001-534990-0000-000-0000
d) 2 year projection of the operational cost of the project
Current FY FY 2023-2024
Revenues $600.00 $5,640.00
Expenditures $600.00 $5,640.00
Net Cost $.00 $.00
e) Detail of additional staff requirements: Not Applicable
FEASIBILITY REVIEW:
A feasibility review is required for the award, renewal and/or expiration of all function sourcing contracts. This analysis is to determine the financial effectiveness of function sourcing services.
a) Was a Feasibility Review/Cost Analysis of Out-Sourcing vs. In-House Labor Conducted for this service? Not Applicable
b) If Yes, what is the total cost or total savings of utilizing Out-Sourcing vs. In-House Labor for this service? Not Applicable
(B) Robert Warren Enterprises, Inc. d/b/a Occupational Medical Centers of America - Annual Physical Examinations - Renewal
1. On October 19, 2016, the City entered into an Agreement with Occupational Medical Centers of America, for an initial two (2) year period, commencing on November 15, 2016, and expiring on November 14, 2018.
2. On February 23, 2017, the Parties executed an Assignment and Assumption Agreement in which the CITY consented to the assignment of Occupational Medical Centers of America’s interest in the Original Agreement to Robert Warren Enterprises, Inc. d/b/a Occupational Centers of America.
3. The City of Pembroke Pines Fire Department utilizes Robert Warren Enterprises, Inc. to provide annual physical examinations to firefighters.
4. Section 3.2 of the Original Agreement allowed for two (2) additional two (2) year renewal terms upon mutual consent, evidenced by a written Amendment.
5. On September 6, 2018, the Parties executed the First Amendment to enter into the first, two (2) year, renewal period, which expired on November 14, 2020.
6. On August 19, 2020, the Parties executed the Second Amendment to enter into the second two (2) year, renewal period, which expired on November 14, 2022.
7. On November 15, 2022, pursuant to the City’s Code of Ordinance § 35.29 (c), which authorizes the City Manager to extend, for operational purposes, and for a maximum of 180 days, any contract previously approved by the City Commission and entered into by the City, the Parties executed the Third Amendment to extend the agreement for 180 days which will expire on May 14, 2023.
8. The Fire Department is still in the process of reviewing the services and working on a new procurement process and will not be able to award a new vendor, if at all, by the time the current agreement expires, as such, the Fire Department is in need of an additional term extension. Pursuant to the City's Code of Ordinance §35.29 (c), any further extension of the contract after the 180 day period previously approved by the City Manager requires the approval of the City Commission.
9. The Fire Department recommends that the City Commission approve this Fourth Amendment to further extend the term of the agreement for an additional 138-day period which shall commence on May 15, 2023 and expire on September 30, 2023.
FINANCIAL IMPACT DETAIL:
a) Extension Cost: $50,000.00
b) Amount budgeted for this item in Account No: $50,000.00 in Account 1-529-4003-531400-0000-000-0000 Professional Svc - Medical
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.
FEASIBILITY REVIEW:
A feasibility review is required for the award, renewal and/or expiration of all function sourcing contracts. This analysis is to determine the financial effectiveness of function sourcing services.
a) Was a Feasibility Review/Cost Analysis of Out-Sourcing vs. In-House Labor Conducted for this service? Not Applicable.
b) If Yes, what is the total cost or total savings of utilizing Out-Sourcing vs. In-House Labor for this service? Not Applicable.