City outlines annual service renewals, continuing contracts and two technology purchases

City staff reviewed a batch of annual renewal options, continuing contract shortlists and two technology purchases during the Oct. 22 agenda‑study session, saying the items are largely budgeted and recommended for placement on the consent agenda for formal approval.

City Manager’s procurement overview: Staff said the group included annual one‑year renewal options for services used by Lakeland Electric (NDE testing, scaffolding/insulation services and others) and Public Works (sidewalk repair, landfill disposal and a range of maintenance services). Staff explained policy changes that require commission review for service contracts (as opposed to goods), and said many of the renewals will be rebid next year when options expire. Example amounts discussed ranged from $160,000 for nondestructive examination services to $1,900,000 for large electrical scaffolding/insulation services on the Lakeland Electric side and a high value (approximately $3,861,000) for Polk County landfill disposal on the Public Works side.

Continuing contracts and shortlists: Staff presented recommended shortlists for continuing contract authority in technical engineering, land surveying and airport engineering consulting, describing three‑year agreements with task authorizations issued as projects arise.

Two purchase orders: Staff requested consent consideration for (1) a $113,470.70 renewal with “Blue Ally” (anti‑malware subscription and vendor support) that slightly exceeds the city manager’s purchase authority, and (2) a $124,856.70 purchase order to AIP US to upgrade approximately eight traffic signal system fiber network hub sites; staff said the hub sites are 12 years old and approaching end of useful service life. Itesh Wirtz, Lakeland Traffic Operations Manager, explained that the fiber hub sites connect traffic controllers to the traffic operations center and enable active monitoring and incident‑response timing adjustments.

Staff said that where service performance is inadequate the city can decline renewals and that rebid opportunities will be publicized through the iSupplier system. The items were requested to remain on consent so the commission could act on the grouped renewals and purchase orders at the regular meeting.

Why it matters: Continuing contracts and renewal purchases underwrite routine city operations — from electric‑utility maintenance to traffic communications and cybersecurity — and several items exceed manager signature authority, triggering the commission review.

Next steps: Staff will place the continuing contracts, renewal approvals and the two purchase orders on the consent agenda for formal approval; rebids will be issued when one‑year options expire.