TO: Honorable Mayor & Members of the North Port Commission
FROM: A. Jerome Fletcher II, ICMA-CM, MPA, City Manager
TITLE: Approve the Utilization of State of Florida Contract No. 43230000-NASPO-16-ACS With SHI International, 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 Date of April 24, 2027, and Authorize the City Manager to Approve any Modifications or Terminations in Concurrence With the State of Florida.
Recommended Action
Option 1: Approve the utilization of State of Florida Contract No. 43230000-NASPO-16-ACS with SHI International, 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 date of April 24, 2027, and authorize the City Manager to approve any modifications or terminations in concurrence with the State of Florida.
City Commission Options
Option 1: Approve the utilization of State of Florida Contract No. 43230000-NASPO-16-ACS with SHI International, 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 date of April 24, 2027, and authorize the City Manager to approve any modifications or terminations in concurrence with the State of Florida.
• Pros:
o Leverages a State-Approved Contract Vehicle: Using the State of Florida National Association of State Procurement Officials (NASPO) Contract ensures compliance with all statewide procurement standards, reducing administrative burden and eliminating the need for 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: SHI International, 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 2026 allows for controlled spending, ensures transparency, and provides financial planning stability.
o Supports Standardization and Modernization Efforts: Centralizing software procurement through an authorized reseller helps the organization maintain consistency in licensing, updates, and security compliance.
• Cons: Staff have not identified a disadvantage to approving the use of this Contract.
Option 2: Deny the utilization of State of Florida Contract No. 43230000-NASPO-16-ACS with SHI International, 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 date of April 24, 2027, and authorize the City Manager to approve any modifications or terminations in concurrence with the State of Florida.
• Pros: Staff have not identified an advantage 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 statewide 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 NASPO 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 SHI International under the State 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 August 2017, the Information Technology Division has leveraged the State of Florida Contract No. 43230000-NASPO-16-ACS as a 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 Florida 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 Florida, the negotiated pricing and discounts are significantly more favorable than what the City could secure independently. Utilizing this Contract has allowed the Information Technology Division 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.
The utilization of State of Florida Contract No. 43230000-NASPO-16-ACS with SHI International, 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 date of April 24, 2027, and authorization for the City Manager to approve any modifications or terminations in concurrence with the State of Florida has been reviewed by the City Attorney and is legally correct as to form.
Strategic Plan Pillar
Good Governance
Financial Impact
Expenditures under this State of Florida Contract No. 43230000-NASPO-16-ACS with SHI International, for cloud solutions software, equipment, peripherals, and related services on an as-needed basis shall be limited to funds that have been duly appropriated through the City’s budget process and are specifically allocated for the scope of goods or services outlined in the Agreement.
Any purchases made on or after October 1, 2026, against this Cooperative Contract are contingent on future appropriated funds for each Department.
Procurement
The utilization of this Cooperative Contract 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.
The Information Technology Division of the City Manager’s Department will utilize the established internal procurement process for all purchases under these Contracts to ensure continued administrative oversight and compliance with the City procurement policies and procedures.
Attachments:
1. State of Florida Contract No. 43230000-NASPO-16-ACS
Prepared by: Eric Ryan, Information Technology Manager
Vicki Edwards, Senior Business Administrator
Aaron Bourquin, Infrastructure and Communications Manager
Department Director: Kaitlyn Griffin, MPA, Performance & Accountability Officer