TO: Honorable Mayor & Members of the North Port Commission
FROM: A. Jerome Fletcher II, ICMA-CM, MPA, City Manager
TITLE: Approve the Use of OMNIA Contract Number: 23-6692-03 With Insight Public Sector, for Cloud Solutions Software, Equipment, Peripherals, and Related Services on an As-Needed Basis in an Amount Not to Exceed $350,000 Annually Through the Term Ending Date of April 30, 2028, and Authorize the City Manager to Approve any Modifications or Terminations in Concurrence with the City of Mesa - OMNIA.
Recommended Action
Option 1: Approve the use of OMNIA Contract Number 23-6692-03 with Insight Public Sector for cloud solutions software, equipment, peripherals, and related services on an as-needed basis in an amount not to exceed $350,000 annually through the term ending April 30, 2028, and authorize the City Manager to approve any modifications or terminations in concurrence with the City of Mesa-OMNIA.
City Commission Options
Option 1: Approve the use of OMNIA Contract Number 23-6692-03 with Insight Public Sector for cloud solutions software, equipment, peripherals, and related services on an as-needed basis in an amount not to exceed $350,000 annually through the term ending April 30, 2028, and authorize the City Manager to approve any modifications or terminations in concurrence with the City of Mesa-OMNIA.
• Pros:
o Leverages a National-Approved Contract Vehicle: Using the OMNIA contract ensures compliance with all statewide procurement standards, reducing administrative burden and eliminating the need for a separate competitive solicitation.
o Cost Efficiency and Pre-Negotiated Pricing: The Contract provides competitively bid, pre-negotiated pricing that often results in lower costs for software licensing and value-added services compared to standalone local procurement.
o Streamlined Procurement and Faster Delivery: Because the Contract is already established, Departments can obtain required software solutions more quickly, supporting uninterrupted operations and project timelines.
o Access to a Wide Catalog of Software Solutions: Insight Public Sector, as an approved reseller, offers a broad range of software products and services, enabling flexibility to meet departmental technology needs throughout the Fiscal Year.
o Budget Predictability: The not-to-exceed amount of $350,000 for Fiscal Year 2027 allows for controlled spending, ensures transparency, and provides financial planning stability.
o Supports Standardization and Modernization Efforts: Centralizing software procurement through authorized reseller helps the organization maintain consistency in licensing, updates, and security compliance.
• Cons: Staff have not identified a con to approving the use of this Contract.
Option 2: Deny the use of OMNIA Contract Number 23-6692-03 with Insight Public Sector for cloud solutions software, equipment, peripherals, and related services on an as-needed basis in an amount not to exceed $350,000 annually through the term ending April 30, 2028, and authorize the City Manager to approve any modifications or terminations in concurrence with the City of Mesa-OMNIA.
• Pros: Staff have not identified a pros to denying the use of this Contract.
• Cons:
o Loss of Cost-Effective Pricing: Denial would prevent the City from leveraging competitively bid, pre-negotiated nationwide pricing, likely resulting in higher software licensing and support costs.
o Delays in Software Procurement: Without this approved Contract vehicle, staff would need to initiate a separate competitive procurement or multiple individual quotes, causing delays to ongoing and upcoming Information Technology projects.
o Increased Administrative Burden: Staff time and resources would be diverted to preparing solicitations, reviews, and vendor evaluations that the OMNIA contract already satisfies.
o Reduced Purchasing Flexibility: The City would lose access to the large catalog of software products and value-added services available through Insight under the OMNIA Contract, limiting responsiveness to departmental needs.
o Potential Service Interruptions: Inability to obtain necessary software in a timely manner could disrupt operations, technology upgrades, maintenance schedules, and support services.
o Missed Opportunity for Standardization and Efficiency: Denial would slow efforts to streamline licensing, centralize procurement, and maintain consistent, compliant software environments across Departments.
Background Information
Since May 2023, the Information Technology Division (IT) has leveraged the OMNIA Contract Number: 23-6692-03 as a primary procurement method for software licensing and value-added reseller services. This statewide Contract is competitively bid and awarded to multiple qualified vendors, allowing agencies across the United States to benefit from the collective buying power of statewide volume purchasing.
Because the Contract is used by state agencies, counties, municipalities, school districts, and other public entities throughout US, the negotiated pricing and discounts are significantly more favorable than what the City could secure independently. Utilizing this Contract has allowed IT to streamline procurement, maintain compliance with state procurement standards, and achieve cost savings over individual vendor agreements. Continuation of this contract ensures ongoing access to competitively priced software solutions needed to support City operations.
OMNIA Contract Number: 23-6692-03 with Insight Public Sector, For Cloud Solutions Software, Equipment, Peripherals, and Related Services has been reviewed by the City Attorney and is legally correct as to form.
Strategic Plan Pillar
Good Governance
Financial Impact
Financial resources have been adequately budgeted in the Information Technology (001-0710-516) adopted fiscal year 2027 budget to support any purchases that may go through this Cooperative Contract for the remainder of Fiscal Year 2027.
Procurement
The utilization of this Cooperative Contract is consistent with Chapter 2, Administration, Article VIII, Procurement Section 2-403 (a) (4) (a) (Exemptions) of the Code of the City of North Port, Florida, which permits the use of competitively awarded contracts from other governmental entities.
Attachments:
1. Contract
Prepared by: Eric Ryan, Information Technology Manager
Vicki Edwards, Senior Business Administrator
Aaron Bourquin, Infrastructure & Communications Manager
Department Director: Juliana B. Bellia, Deputy City Manager