Interoffice Memorandum
DATE: October 4, 2024
TO: Mayor Jerry L. Demings and County Commissioners
FROM: Carrie Mathes, CFCM, NIGP-CPP, CPPO, C.P.M., Manager II, Procurement Division
CONTACT: Roseann Harrington, Chief of Staff, County Mayor’s Office
PHONE: 407-836-7370
SUBJECT: Approval of Contract Y25-2400, Provision of a Vehicle to the Orange County Library System for Expanded Digital Literacy Training Programs, Federal Subrecipient Agreement
ACTION REQUESTED:
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Approval of Contract Y25-2400, Provision of a Vehicle to the Orange County Library System for Expanded Digital Literacy Training Programs, Federal Subrecipient Agreement, between Orange County and Orange County Library District, for a federal subaward in an amount not-to-exceed $50,000 for a two-year term.
Further request Board authorization of delegation of authority to the Procurement Division Manager or designee to execute such Federal Subrecipient Agreement on a form approved by the County Attorney’s Office and Risk Management Division. ([County Mayor Innovation and Emerging Technologies Office] Procurement Division
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PROCUREMENT:
This Subaward was issued from the American Rescue Plan Act of 2021 (“ARPA”) Coronavirus Local Fiscal Recovery Fund (the “Recovery Fund” or “Federal Award”) allocation received by the County on May 18, 2021.
The project’s goal is to provide funding for the Orange County Library System to procure a vehicle to expand the ability for its trainers to travel to more locations and deliver additional digital literacy and skills training to residents. By providing expanded accessibility to transportation for Library training staff, the County will continue to advance its economic development initiatives, by addressing the widespread challenges faced by the County’s disadvantaged residents regarding workforce development, accessibility to telehealth services, opportunities to upskill, acquiring digital literacy skills, remote work, and education opportunities.
The subaward period of performance is upon contract execution through December 31, 2026.
FUNDING:
Funds are available in account number 5896-019-8632-3197. This contract is funded through ARPA.
REMARKS:
In accordance with the Code of Ordinances, Part I, Chapter 17, Article III, Section 17-286 - Application and Exclusions, agreements between the Board and nonprofit organizations are excluded from competitive procurement requirements.
Orange County funding for the Orange County Library System to procure a vehicle through its dedicated procurement process will help establish a versatile tool, allowing trainers to respond quickly to community needs, delivery and administer training programs directly to communities, especially in underserved areas. By bringing educational resources and workforce training directly to where people live, we can significantly reduce barriers to access, enabling more residents to benefit from educational and digital literacy programs. The Subrecipient, Orange County Library System, is an Orange County, Florida based nonprofit that focuses on promoting learning, and fostering creativity, and collaboration to improve the lives of those in the community. Orange County Library leadership team has identified access to transportation as a major barrier for its trainers to administer programs in our communities. Providing the necessary funding to purchase and own a vehicle through their dedicated procurement process is a crucial step in enhancing digital literacy and digital enablement goals.
Under this agreement, the Subrecipient will:
1. Manage the procurement process for the vehicle.
a. Procurement of a new, reliable and fuel-efficient vehicle to administer digital literacy and expanded training programs.
b. The vehicle will provide the sufficient seating capacity for trainers, participants, storage for training materials and equipment.
2. Work with Orange County on opportunities for the Library training staff to engage in new and existing digital literacy training and curriculum for community offerings. This includes evaluating curriculum and scheduling literacy training throughout various Community Centers. The County’s existing digital literacy training offering will be administered with reporting conducted through December 15, 2026.
3. Ensure the vehicle is used primarily for the purpose of administering training programs.
4. Provide vehicle usage reports outlining the training program utilization information and locations were training programs were administered.
The Subrecipient will work closely with the County’s Innovation and Emerging Technologies Office to ensure that every quarter a comprehensive report is generated to detail the utilization of the vehicle, and the purpose of each Library trainer’s use.