TO: Honorable Mayor & Members of the North Port Commission
FROM: A. Jerome Fletcher II, ICMA-CM, MPA, City Manager
TITLE: Approve Utilization of State of Florida Contract No. 81141902-25-VITA-ACS For Information Technology Research Subscription Services on an As-Needed Basis in an Amount Not to Exceed $150,000 Annually Through the Term Date of November 11, 2027, an 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. 81141902-25-VITA-ACS for information technology research subscription services on an as-needed basis, in an amount not to exceed $150,000 annually through the term date of November 11, 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. 81141902-25-VITA-ACS for information technology research subscription services on an as-needed basis, in an amount not to exceed $150,000 annually through the term date of November 11, 2027, and authorize the City Manager to approve any modifications or terminations in concurrence with the State of Florida.
• Pros:
o Provides access to comprehensive information technology research and advisory resources, including industry trends, strategic guidance, and best-practice insights essential for informed decision-making.
o Offers specialized support for various functional and leadership roles, enabling departments to access expert analysis tailored to their operational and strategic needs.
o Utilizes a cooperative purchasing contract that streamlines procurement, reduces administrative workload, and ensures competitively negotiated public-sector pricing.
o Includes structured multi-license and multi-year pricing incentives that help manage costs effectively and offer flexibility for scaling services as organizational needs evolve.
o Ensures continuity of service through clearly defined service levels, acceptance criteria, and transition provisions, mitigating risk and supporting stable operational planning.
o Enhances long-term strategic planning, budgeting, and technology modernization efforts by providing extensive resources on emerging technologies, digital transformation, cybersecurity, data analytics, and enterprise architecture.
o Reduces internal workload by consolidating industry research, market analysis, vendor comparisons, and technology assessments that staff would otherwise need to perform independently.
o Supports operational efficiency and risk mitigation by offering insights that improve planning, cybersecurity posture, and modernization initiatives across the organization.
• Cons: Staff have not identified a con to approving the use of this contract.
Option 2: Deny the utilization of State of Florida Contract No. 81141902-25-VITA-ACS for information technology research subscription services on an as-needed basis, in an amount not to exceed $150,000 annually through the term date of November 11, 2027, and authorize the City Manager to approve any modifications or terminations in concurrence with the State of Florida.
• Pros: Staff have not identified a pro to denying the use of this contract.
• Cons:
o Denying the contract would limit access to comprehensive IT research, advisory services, and industry insights that support strategic planning, technology modernization, and informed decision-making.
o Leadership and specialized functional areas would lose targeted guidance that helps support operational improvements, risk mitigation, and alignment with industry standards.
o Declining the contract would require the organization to pursue separate procurement processes, which may result in longer timelines, additional administrative work, and higher costs.
o Alternative vendors may not offer comparable depth, breadth, or public-sector-aligned pricing, potentially reducing overall value and increasing budget impact.
o The organization would forfeit structured pricing benefits such as multi-year discounts, multi-license incentives, bundled offerings, and volume-based pricing.
o Without access to these resources, staff would need to conduct extensive independent research, increasing workload and decreasing efficiency.
o The lack of external advisory support could increase strategic and operational risk, particularly in fast-evolving areas such as cybersecurity, data analytics, and emerging technology.
o Denying the contract may disrupt continuity in long-term planning, service improvement initiatives, and efforts related to modernization, cybersecurity posture, and technology governance.
Background Information
Since February 2021, the City has utilized a contracted information technology research and advisory service to support strategic planning, technology modernization, and decision-making across multiple departments. Access to industry-leading research, expert guidance, market trend analysis, and benchmarking tools have strengthened long-term IT planning and contributed to numerous organizational initiatives.
Throughout this engagement, the service has assisted the City in reducing costs and avoiding unnecessary expenditures by providing objective data, comparative vendor insights, and informed recommendations. These advantages have resulted in documented savings of more than $493,300 for the City during FY 2026.
The proposed contract renewal continues this partnership through State of Florida Contract No. 81141902-25-VITA-ACS, allowing the City to maintain access to these critical resources at competitively negotiated public-sector pricing while aligning with established procurement best practices.
State of Florida Contract No. 81141902-25-VITA-ACS has been reviewed by the City Attorney’s Office and is legally correct as to form.
Strategic Plan Pillar
Good Governance
Financial Impact
Approval of this contract does not obligate the City financially. Expenditures under this contract are limited to funds appropriated through the City’s annual budget process and allocated for the services specified in the agreement. All purchases are discretionary and may occur only upon issuance of an authorized purchase and confirmation of available appropriated funds.
The Information Technology Division currently has $80,000 budgeted in fiscal year 2026-27 for these services (001-0710-516.31-05).
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 City Manager Department - Information Technology Division 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. Contract
Prepared by: Eric Ryan, Information Technology Manager
Vicki Edwards, Senior Business Administrator
Aaron Bourquin, Infrastructure and Communications Manager
Department Director: Kaitlyn Griffin, MPA, Administrative Services Officer