Placement: Consent Agenda
Action Requested: Motion / Vote
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Approve to Purchase Text Archiving Services from SMARSH, Inc.
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Submitted By: Michelle Fentress, Procurement Agent II, Procurement Management Department (PMD).
Strategic Plan Link: The City’s Mission to be financially responsible.
Summary Brief (Agreements/Contracts only)
1. Prepared by: Michelle Fentress, Procurement Agent II, PMD.
2. Parties: City of Port St. Lucie and SMARSH, Inc.
3. Purpose: To provide text archiving services to multiple departments within the City.
4. New/Renewal/Modified: New.
5. Duration: Initial term will begin upon execution and continue for 12 months. The City may renew annually upon execution of a Renewal Order Form.
6. Benefits to Port St. Lucie: To comply with the City’s policy of mandating all text messages to be archived.
7. Cost to Port St. Lucie (Annual and Potential): The estimated expenditures for FY 2023/2024 is $70,000. Future expenditures will be as appropriated in each years’ budget.
Presentation Information: N/A.
Staff Recommendation: Move that the Council approve archiving services offered by SMARSH, Inc. per Chapter 35.08(e), offers lower than state contract prices.
Alternate Recommendations:
1. Move that the Council amend the recommendation and approve Contract #20230063.
2. Move that the Council not approve Contract #20230063 and provide staff with direction.
Background: The City has been paying for text archiving services, or “Smarsh” services, through AT&T. AT&T is no longer offering this service as of July 31, 2023. In order to comply with the City’s policy of mandating text archiving, we will need to procure these services elsewhere.
Staff has obtained pricing from SMARSH, as well as from resellers. Staff was provided two quotes under State contracts that have both already been approved by Council, but with Presidio Networked Solutions, LLC listed as the vendor. Multiple attempts were made to TD Synnex for another quote, however, they did not respond.
Staff determined that the quote directly from SMARSH is <$5,000 less expensive than the quotes received under the State of Florida contracts.
Issues/Analysis: N/A.
Financial Information: There are several Departments that will be using this vendor. Therefore, there will be various GL codes used.
Special Consideration: N/A.
Location of Project: N/A.
Attachments:
1. Quote for IT w/ Agreement (with City Attorney’s Office changes).
2. Quote for PD w/ Agreement (with City Attorney’s Office changes).
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: #23179-02 and #23208-06.
Legal Sufficiency Review:
Reviewed by Alyssa Lunin, Deputy City Attorney. Approved as to Legal form and sufficiency by Richard Berrios, Interim City Attorney.