Placement: Consent Agenda
Action Requested: Motion / Vote
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Approve Increased Spending for OMNIA Partners Cooperative Contract #2400078 for Maintenance, Repair, and Operations (MRO) Supplies, Parts, Equipment, Materials and Related Services under City Contract #20250075.
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Submitted By: Oksana Savchenko, Procurement Analyst, 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: Oksana Savchenko, PMD.
2. Parties: City of Port St. Lucie & W.W. Grainger, Inc.
3. Purpose: To purchase miscellaneous maintenance, repair, and operational supplies that support the functions and needs of multiple City departments.
4. New/Renewal/Modified: Modified.
5. Duration: The initial term began on January 1, 2025, through December 31, 2027, with the option to renew for two (2) one-year periods ending December 31, 2029.
6. Benefits to Port St. Lucie: To procure a range of products while saving money, staff time and allowing for consistent inventories.
7. Cost to Port St. Lucie (Annual and Potential): Approve an increase in annual expenditures, estimated in the range of $350,000 to $450,000, 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 Ordinances, Section 35.09(b) and (c), approve the increase in annual expenditures under Contract #20250075.
Alternate Recommendations:
1. Move that the Council amend the recommendation and approve the increase in annual expenditures under Contract #20250075.
1. Move that the Council not approve the increase in annual expenditures under Contract #20250075 and provide staff with direction.
Background: The Contract was approved by City Council on April 14, 2025, with an estimated annual expenditure of $80,000. The requested budget increase is necessary because the City’s actual usage of this Contract has been significantly higher than originally projected. After reviewing the prior year activity, staff determined that the initial estimate did not reflect historical spending patterns with this vendor. In addition to Utility Warehouse operations, several other USD divisions and City departments routinely utilize this Contract, resulting in higher cumulative purchasing activity than anticipated. This adjustment aligns the Contract budget with the City’s true operational needs and ensures continued availability of essential MRO supplies.
Per City Code Ordinances, Section 35.09(b):
“For any existing contracts previously approved by City Council, the City Manager, or his or her designee(s), shall have the discretion, power, and authority to approve increases (1) up to 25% of the original contract price or (2) $99,999.99, whichever is less, for non-construction contracts, and (1) up to 25% of the original contract price or (2) $199,999.99, whichever is less, for construction contracts. The aggregate total of any increases of a contract must stay within the thresholds of this subsection.”
The proposed increase exceeds the City Manager’s thresholds outlined in Section 35.09(b), and therefore requires Council approval per Section 35.09(c): “Any charges in excess of the aforementioned amounts may be made only when authorized by the City Council.”
Issues/Analysis: Staff respectfully requests that Council approve an increase to the estimated annual expenditure to support the needs of various City departments that routinely utilize this Contract, with all spending subject to budget appropriations.
Financial Information: Funds will be appropriated in each department’s budget.
Special Consideration: N/A.
Location of Project: City facilities.
Attachments:
1. Agenda Summary from 04/14/2025 Council Meeting.
2. Contract #20250075 with W.W. Grainger, Inc.
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: 26091-05.
Legal Sufficiency Review:
Reviewed by Alyssa Lunin, Senior Deputy City Attorney. Approved as to Legal form and sufficiency by Richard Berrios, City Attorney.