Placement: Consent Agenda
Action Requested: Motion / Vote
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Ratify the Additional Expenditures for FY2025-26 and Approve Increased Spending under Contract #20230063 for Text Archiving Services from SMARSH, Inc.
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Submitted By: Nathaniel Rubel, Procurement Assistant Director, Procurement Management Division (PMD).
Strategic Plan Link: The City's Goal of a high-performing city government organization.
Summary Brief (Agreements/Contracts only)
1. Prepared by: Nathaniel Rubel, Procurement Assistant Director, PMD.
2. Parties: City of Port St. Lucie and SMARSH, Inc.
3. Purpose: To provide text message archiving services to multiple departments within the City.
4. New/Renewal/Modified: Modified.
5. Duration: The initial term was for 12 months with the ability to renew annually upon execution of a Renewal Order Form. The request in this agenda item is for Council to ratify additional expenditures from FY2026-26 and approve increased spending for FY2026-27 and future fiscal years.
6. Benefits to Port St. Lucie: To ensure compliance with public records laws requiring text messages to be archived.
7. Cost to Port St. Lucie (Annual and Potential): Approve an increase in the annual expenditures to approximately $95,000.00 subject to budget appropriations. Future expenditures will be included in the approved budget for each fiscal year.
Presentation Information: N/A.
Staff Recommendation: Move that the Council, per City Code of Ordinances, Sections 35.09(b) and (c), ratify the additional expenditures for FY2025-26 and approve the increase in annual expenditures under Contract #20230063.
Alternate Recommendations:
1. Move that the Council amend the recommendation and ratify the additional expenditures for FY2025-26 and approve the increase in annual expenditures under Contract #20230063.
2. Move that the Council not ratify the additional expenditures for FY2025-26 nor approve the increase in annual expenditures under Contract #20230063 and provide staff with direction.
Background: The Contract was approved by City Council on November 11, 2023, with an estimated annual expenditure of $70,000.00. Since the initial approval, the Police Department has added lines and the Utility Systems Department and Building Department have added their devices to the Contract.
Upon starting the process of reviewing the most recent Renewal Order Forms for the renewal of the Contract for FY2026-27, it was noticed that the increase in the number of devices added to the Contract last year had caused the amount spent under the Contract in FY2025-26 to exceed the percentage increase allowed per City Code of Ordinances, Section 35.09(b). The number of devices covered under the Contract is anticipated to remain at similar levels for FY2026-27 and beyond.
Issues/Analysis: Council approval is needed for this request because the added devices and increase in the unit prices have increased the expenditures beyond what is allowed under City Code of Ordinances, Sections 35.09(b) (stating that the City Manager can approve price increases up to 25% of the original contract price or $99,999.99, whichever is less), and 35.09(c) (stating that any change in price exceeding the City Manager’s authority in Section 35.09(b) requires authorization by City Council). Without additional funding, the City will be unable to properly archive text messages as required by public records laws.
Financial Information: There are several City departments that utilize this service. Therefore, various GL codes will be used.
Special Consideration: N/A.
Location of Project: N/A.
Attachments:
1. Smarsh 2026 Renewal Order Form - IT.
2. Smarsh 2026 Renewal Order Form - Police Department.
3. Smarsh 2026 Renewal Order Form - Utilities.
4. Smarsh 2026 Renewal Order Form - Building Department.
NOTE: All of the listed items in the “Attachment” section above are in the custody of the City Clerk. Any item(s) not provided in City Council packets are available upon request from the City Clerk.
Internal Reference Number: 26292-08.
Legal Sufficiency Review:
Reviewed by Alyssa Lunin, Senior Deputy City Attorney. Approved as to Legal form and sufficiency by Richard Berrios, City Attorney.