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. 43210000-23-NASPO-ACS With Dell Marketing L.P., for Computer Equipment, Peripherals, and Related Services on an As-Needed Basis in an Amount Not to Exceed $250,000 Annually Through the Term Ending 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. 43210000-23-NASPO-ACS with Dell Marketing L.P., for computer equipment, peripherals, and related services on an as-needed basis in an amount not to exceed $250,000 annually through the term ending 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. 43210000-23-NASPO-ACS with Dell Marketing L.P., for computer equipment, peripherals, and related services on an as-needed basis in an amount not to exceed $250,000 annually through the term ending 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 NASPO 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 hardware 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 hardware solutions more quickly, supporting uninterrupted operations and project timelines.
o Access to a Wide Catalog of Hardware Solutions: Dell Marketing L.P., as an approved reseller, offers a broad range of hardware products and services, enabling flexibility to meet departmental technology needs throughout the fiscal year.
o Budget Predictability: The not-to-exceed amount of $250,000 for the fiscal year allows for controlled spending, ensures transparency, and provides financial planning stability.
o Supports Standardization and Modernization Efforts: Centralizing hardware 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. 43210000-23-NASPO-ACS with Dell Marketing L.P., for computer equipment, peripherals, and related services on an as-needed basis in an amount not to exceed $250,000 annually through the term ending 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 any 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 statewide pricing, which is likely to result in higher hardware and support costs.
o Delays in Hardware Procurement: Without this approved Contract vehicle, staff would need to initiate 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 hardware products and value-added services available through Dell Marketing under the State Contract, limiting responsiveness to departmental needs.
o Potential Service Interruptions: Inability to obtain necessary hardware 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 hardware, centralize procurement, and maintain consistent, compliant hardware environments across Departments.
Background Information
Since October 2023, the Information Technology Division has leveraged the State of Florida Contract No. 43210000-23-NASPO-ACS as a procurement method for technology hardware 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 hardware solutions needed to support City operations.
The utilization of State of Florida Contract No. 43210000-23-NASPO-ACS with Dell Marketing L.P., for computer equipment, peripherals, and related services on an as-needed basis in an amount not to exceed $250,000 annually through the term ending 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 State of Florida Contract No. 43210000-23-NASPO-ACS with Dell Marketing L.P., for computer 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’s procurement policies and procedures.
Attachments:
1. Contract
Prepared by: Eric Ryan, Information Technology Manager
Vicki Edwards, Senior Business Administrator
Aaron Bourquin, Infrastructure & Communications Manager
Department Director: Kaitlyn Griffin, MPA, Performance & Accountability Officer