TO: Honorable Mayor & Members of the North Port Commission
FROM: A. Jerome Fletcher II, ICMA-CM, MPA, City Manager
TITLE: Approve Utilization of the City of Zephyrhills, Florida Contract No. 41-25-15 with National Metering Service, Inc. for the Provision of Potable Water Metering Parts, Repairs and Services on an As-Needed Basis in an Amount Not to Exceed $300,000 Annually Through the Term Ending July 13, 2028, and Authorize the City Manager to Approve any Modifications, Renewals, or Terminations in Concurrence With the City of Zephyrhills, Florida.
Recommended Action
Option 1: Approve utilization of the City of Zephyrhills, Florida Contract No. 41-25-15 with National Metering Service, Inc. for the provision of potable water metering parts, repairs and services on an as-needed basis in an amount not to exceed $300,000 annually through the term ending July 13, 2028, and authorize the City Manager to approve any modifications, renewals, or terminations in concurrence with the City of Zephyrhills, Florida.
City Commission Options
Option: 1: Approve utilization of the City of Zephyrhills, Florida Contract No. 41-25-15 with National Metering Service, Inc. for the provision of potable water metering parts, repairs and services on an as-needed basis in an amount not to exceed $300,000 annually through the term ending July 13, 2028, and authorize the City Manager to approve any modifications, renewals, or terminations in concurrence with the City of Zephyrhills, Florida.
• Pros:
o Approving the use of the Contract allows the City to take advantage of a Contract 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 repair and maintenance services without interruption.
• Cons: Contract 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 Zephyrhills, Florida Contract No. 41-25-15 with National Metering Service, Inc. for the provision of potable water metering parts, repairs and services on an as-needed basis in an amount not to exceed $300,000 annually through the term ending July 13, 2028, and authorize the City Manager to approve any modifications, renewals, or terminations in concurrence with the City of Zephyrhills, Florida.
• Pros: Denying the use of the Contract 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 the Contract 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 Utilities Department seeks to utilize the City of Zephyrhills, Florida Contract No. 41-25-15 with National Metering Service, Inc., for the provision of potable water metering parts, repairs and services to further the Department’s conversion of the automated metering infrastructure (AMI) project. National Metering will assist the Department in converting existing meters to AMI meters at a quicker pace than what the department is able to obtain due to staffing and existing workload levels.
The Contract was originally carried out by the City of Zephyrhills, Florida, following a competitive procurement process. The City of North Port has reviewed the Contract and determined that its terms, pricing, and service provisions are in the best interest of the City. 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 initial Contract term will be three (3) years from the original Contract signing. Each Contract from this solicitation has three (2) renewals for a period of three (3) years per renewal.
The utilization of the City of Zephyrhills, Florida, Contract No. 41-25-15 with National Metering Service, Inc. for the provision of potable water metering parts, repairs and services on an as-needed basis in an amount not to exceed $300,000 annually through the term ending July 13, 2028, and authorize the City Manager to approve any modifications, renewals, or terminations in concurrence with the City of Zephyrhills, Florida, has been reviewed by the City Attorney and is legally correct as to form.
Strategic Plan Pillar
Infrastructure & Facilities Integrity
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.
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, 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 this Contract to ensure continued administrative oversight and compliance with the City procurement policies and procedures.
Attachments:
1. Contract
2. Submittal by National Metering Services, Inc.
3. Request for Proposals and Addenda
Prepared by: Michelle Tipp, Utilities Senior Business Manager
Cassandra Price, Business Services Coordinator
Department Director: Michael Vuolo, Acting Utilities Director