C2F-Exercise Term Renewal Options On Contracts For Routine Operational RequiremeCOMMISSION ITEM SUMMARY
Condensed Title:
REQUEST APPROVAL TO EXERCISE TERM RENEWAL OPTIONS ON CONTRACTS FOR
ROUTINE OPERATIONAL REQUIREMENTS
Clerk's Office lative Track
1 5\October\PROCU REMENT\Contract Options On Contracts For Routine Requirements -
Summary Qct2015.docI
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ng Data (Surveys, Environmental Scan, etc.):
Item Summary/Recommendation :
As is customary, many of the City's agreements resulting from competitive solicitations include
renewal clauses that allow for the extension of contract terms for a certain number of renewal
periods beyond the original contract term, as may be stipulated in the solicitation or resulting
contract. The renewal periods allow the City to continue to acquire the necessary goods and
services from reputable contractors at prices established through competitive solicitations. ln its
due diligence process for consideration of contract renewal options, the Administration has
considered: cost considerations, including any increases to the CPI-U index by the Bureau of
Labor Statistics indicating changes in the supply market pricing conditions, contractor
performance and risk management considerations (e.9., insurance and bonds, as applicable).
Additionally, the contract renewals are applicable to the contract period only and do not alter
other terms and conditions of the contract or the scope of the procurement. Any changes to the
scope of the original contract shall be presented under a separate item individually or require a
new procurement process altogether.
The purpose of this item is to request authority to renew the competitively solicited contract(s) for
routine operational listed herein which are eligible for renewal. The justification for renewing the
listed contract(s) is included with the contract information.
RECOMMENDATION
The Administration recommends that the Mayor and City Commission approve the extension of
contracts for routine operational requirements, awarded through competitive solicitation, with
Deere Credit, lnc.
Board Recommendation:
Financial lnformation :
Source of
Funds:
Amount Account
1 See below.See below.
2
3
OBPI Total
Financial lmpact Summary: All expenditures are contingent upon approved budgeted funds
beino available.
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City of Miomi Beoch, I Z0O Convention Center Drive, Miomi Beoch, Florido 33139, www.miomibeochfl.gov
COMMISSION MEMORANDU
TO: Mayor Philip Levine and Members
FROM: Jimmy L. Morales City Manager
DATE: October 14,2015
SUBJECT: REQUEST APPROVAL EXERCISE TERM RENEWAL OPTIONS ON
CONTRACTS FOR ROUTINE OPERATIONAL REQUIREMENTS
ADMINISTRATION RECOMMENDATION
Approve the recommendation.
BACKGROUND
As is customary, many of the City's agreements resulting from competitive solicitations include renewal
clauses that allow for the extension of contract terms for a certain number of renewal periods beyond the
original contract term, as may be stipulated in the solicitation or resulting contract. The renewal periods
allow the City to continue to acquire the necessary goods and services from reputable contractors at
prices established through competitive solicitations. ln its due diligence process for consideration of
contract renewal options, the Administration has considered: cost considerations, including any increases
to the CPI-U index by the Bureau of Labor Statistics indicating changes in the supply market pricing
conditions, contractor performance and risk management considerations (e.9., insurance and bonds, as
applicable). Additionally, the contract renewals are applicable to the contract period only and do not alter
other terms and conditions of the contract or the scope of the procurement. Any changes to the scope of
the original contract shall be presented under a separate item individually or require a new procurement
process altogether.
The purpose of this item is to request authority to renew the competitively solicited contracts for routine
operational requirements listed herein as stipulated in each contract's solicitation. The justification for
renewing each is included with the contract information.
Renewal Period:
Month to Month
anceEquip_me_p!f"o-J-[he.fi /-!_qmi-B_e-a"c|-1_Gotf C_o-uqge
Brief Scope:
Lease of Golf Course Turf Maintenance Equipment (e.9. golf greens mowing,spraying spreader
: Best lnterest Justification:
: The equipment leased under this agreement is for the maintenance and upkeep of the golf course
I greens. The current lease agreement has an extension provision that allows the City to keep the
: equipment at a payment equivalent to the present monthly lease schedule until such time as the
: equipment is returned to the lessor. Pending resolution on certain leasing concerns being addressed by
: the City, including the responsibility for payment of equipment tax, a new solicitation will be released. lt is
i in the best interest of the City to extend the existing lease agreement on a month to month basis, until a
JLM / JMT/ AD
FIPURC\$ALL\Solicitations\2015U015-201-WG ITB Lease of Turf Equipment for Golf Course\Month to Month Commission Report
10.14.15.docx
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