TO: Honorable Mayor & Members of the North Port Commission
FROM: A. Jerome Fletcher II, ICMA-CM, MPA, City Manager
TITLE: Approve the Utilization of the City of Ormond Beach, Florida Agreement No. 2025-40 With Electrical and Mechanical Maintenance Inc. for Utilities Motor and Pump Repair Services on an As-Needed Basis in an Amount Not to Exceed $600,000 Annually Through the Term Ending November 4, 2028, and Authorizing the City Manager to Approve any Modifications, Renewals, or Terminations in Concurrence with City of Ormond Beach, Florida.
Recommended Action
Option 1: Approve the utilization of the City of Ormond Beach, Florida Agreement No. 2025-40 with Electrical and Mechanical Maintenance Inc. for utilities motor and pump repair services on an as-needed basis in an amount not to exceed $600,000 annually through the term ending November 4, 2028, and authorizing the City Manager to approve any modifications, renewals, or terminations in concurrence with City of Ormond Beach, Florida.
City Commission Options
Option 1: Approve the utilization of the City of Ormond Beach, Florida Agreement No. 2025-40 with Electrical and Mechanical Maintenance Inc. for utilities motor and pump repair services on an as-needed basis in an amount not to exceed $600,000 annually through the term ending November 4, 2028, and authorizing the City Manager to approve any modifications, renewals, or terminations in concurrence with City of Ormond Beach, Florida.
• Pros: Approving the use of Agreement No. 2025-40 provides the following benefits:
o Allows the City to take advantage of an Agreement that was already competitively solicited.
o The City of North Port saves time and resources while still taking advantage of competitive pricing.
o Provides continuity of disposal services without interruption.
• Cons: Agreement terms and scope were developed by another governmental entity and may not fully align with all City preferences or operational priorities. The City has less direct control over the original solicitation structure and negotiated terms.
Option 2: Deny utilization of the City of Ormond Beach Agreement No. 2025-40 with Electrical and Mechanical Maintenance Inc.
• Pros: Denial of the use of Agreement No. 2025-40 allows the City to develop its own solicitation with clearly defined scope, service levels and a pricing structure that directly reflects local priorities and operational needs.
• Cons: Denying the use of Agreement No. 2025-40 would not allow sufficient time for the City to complete its own procurement process: including solicitation, bid opening, legal review, and Commission approval, which could result in temporary disruption of operations.
Background Information
The City of North Port seeks to utilize an existing Agreement No. 2025-40 between City of Ormond Beach and Electrical and Mechanical Maintenance, Inc., for as needed utility motor and pump repair services on utility infrastructure to include water distribution, wastewater collection, and both water and wastewater plants. This arrangement, commonly referred to as a Piggyback or Cooperative Contract, allows the City to procure services under the same terms and conditions competitively established by another governmental entity.
The Agreement was originally executed by City of Ormond Beach following a competitive procurement process. The City of North Port has reviewed the Agreement and determined that its terms, pricing, and service provisions are in the best interest of the City.
The utilization of the City of Ormond Beach, Florida Agreement No. 2025-40 with Electrical and Mechanical Maintenance Inc. for utilities motor and pump repair services on an as-needed basis in an amount not to exceed $600,000 annually through the term ending November 4, 2028, and authorizing the City Manager to approve any modifications, renewals, or terminations in concurrence with City of Ormond Beach, Florida has been reviewed by the City Attorney and is legally correct as to form.
Strategic Plan Pillar
Infrastructure & Facilities Integrity
Financial Impact
Expenditures under Agreement No. 2025-40 shall be limited to funds that have been duly appropriated through the City’s budget process and are specifically allocated for the scope of services outlined in the Agreement.
Any purchase made on or after October 1, 2026, against Agreement No. 2025-40 is contingent on future appropriated funds.
Procurement
The utilization of this Cooperative Agreement is consistent with Chapter 2, Administration, Article VIII, Procurement, Section 2-403(a)(4)(a) of the Code of the City of North Port, Florida, which permits the use of competitively awarded Contracts from other governmental entities.
The Utilities Department will utilize the established internal procurement process for all purchases under Agreement No. 2025-40 to ensure continued administrative oversight and compliance with the City procurement policies and procedures.
Attachments:
1. Agreement No. 2025-40
2. Agenda Award
3. Submittal by Electrical and Maintenance Mechanical, Inc.
4. Electrical Mechanical and Maintenance Pricing List
5. RFP No. 2025-40
Prepared by: Michelle Tipp, Senior Business Manager
Department Director: Michael Vuolo, Acting Utilities Director