41509.pdf

FLORIDA TAX EXEMPT

NO.: 858012621681C-8

FACSIMILE: 407-688-5021

VENDOR NO.:

TO: SHIP TO:

APPROVED BY: APPROVED BY:

PURCHASING AGENT CITY MANAGER

DELIVER BY TERMS

DATE:

F.O.B. DESTINATION

UNLESS OTHERWISE INDICATED

BID OR QUOTATION

NO.

PO NUMBER:

REQUISITION NO.

ACCOUNT NO.: PROJECT NO.:

NO DEVIATION FROM THIS PURCHASE ORDER WILL BE ALLOWED UNLESS AUTHORIZED BY THE PURCHASING MANAGER - CITY OF SANFORD

ITEM NO. DESCRIPTION QUANTITY UNIT OF

ISSUE

UNIT

COST

EXTENDED

COST

All packages and Invoices applicable to this P.O. must bear this P.O. Number. The Vendor shall comply with all specified and reference herein before and after.

Any attempts to insert language to change these terms and conditions are hereby rejected and will be resolved in favor of the City of Sanford. Standard terms and conditions hereby incorporated into this purchase order may be found at http://www.sanfordfl.gov/index.aspex?page=879

PURCHASE ORDER

SUBMIT INVOICES TO:

07/10/25 041509

11895

RING POWER CORP

500 WORLD COMMERCE PARKWY

ST. AUGUSTINE, FL 32092

09/30/26 NET/30 73101

001-7979-594.02-00

1 PARTS & SERVICE ON CAT EQUIPMENT 49999.00 NA 1.00 49999.00

CAT parts or services on CAT equipment

SS 24/25-114

VENDOR ITEM NO.- 11895

SUB-TOTAL 49999.00

TOTAL 49999.00

INVOICE_MM@SANFORDFL.GOV

CITY OF SANFORD

800 WEST FULTON

SANFORD, FL 32164

PURCHASE ORDER TERMS AND CONDITIONS

1. By accepting this Purchase Order (PO) the Vendor accepts all of the Terms and Conditions included herein. The Buyer is the City of Sanford, Florida, hereinafter referred to as the "City". The term "City" is used in a broad sense to include its employees, directors, officers, agents, volunteers, etc.

2. All information referenced is hereby incorporated into the PO. These Terms and Conditions may be varied only by written amendment signed by the parties. All modifications in performance, including but not limited to, extensions of time, renewal, or substitution are void absent dually signed amendment by the parties. Time is of the essence of the lawful performance of the duties and obligations contained in the Purchase Order. The Vendor agrees that Vendor shall diligently and expeditiously pursue Vendor's obligations.

3. Cancellation rights reserved by the City. The City may cancel this PO in whole or in part at any time for default by written notice to the Vendor. The City shall have no liability to the Vendor beyond payment of any balance owing for Material purchased hereunder and delivered to and accepted by the City prior to the Vendor's receipt of the notice of termination.

4. Terms of shipping are F.O.B. the City's delivery location unless otherwise noted within the terms of this PO. Regardless of the indicated F.O.B. point, the City does not accept title until the delivery is acknowledged by an authorized City representative.

5. Prices stated on this PO are firm, all inclusive and consistent with applicable negotiations, bid(s) and/or quotations. The City is exempt from the Florida Sales and Use Tax and will furnish the Vendor with proof of tax exemption upon request. Extra charges for any purpose will not be allowed unless explicitly indicated on the PO. This order is hereby cancelled, if pricing is omitted.

6. The Vendor warrants that any material or equipment supplied hereunder is new, unused condition and free from defects in title, workmanship, defects in design and in full compliance with the specifications defined by the City in the order. The goods or services furnished under this PO are covered by commercial warranties for such goods or services and that the rights and remedies provided therein are in addition to and do not limit those available to the City. A copy of these warranties and all applicable manufacturers warranties shall be furnished at the time of delivery.

7. The City reserves the right to conduct any inspection or investigation to verify compliance of the goods and/or services with the requirements of this purchase order and to reject any delivery not in compliance If any deficiency is not visible at the time of delivery the City reserves the right to take and/or require appropriate corrective action upon the discovery of any deficiency, non-compliance, or defect.

8. All tools or property furnished to the Vendor by the City shall remain the property of the City, be subject to removal upon the City's demand, be used only on behalf of the City, be maintained in good order, and be clearly identified as property of the City. The Vendor assumes any and all liability of whatsoever type or nature for loss or damage to such property.

9. The Vendor agrees to comply with all Federal, State of Florida, Seminole County, City laws, ordinances, regulations, authority and codes and authority having jurisdiction over the purchase.

10. To the fullest extent permitted by law, the Vendor shall indemnify, hold harmless and defend the City, its agents, servants, officers, officials and employees,or any of them, from and against any and all claims, damages, losses, and expenses including, but not limited to, attorney's fees and other legal costs such as those for paralegal, investigative, and legal support services, and the actual costs incurred for expert witness testimony, arising out of or resulting from the performance or provision of services required under this Agreement, provided that same is caused in whole or in part by the error, omission, act, failure to act, breach of contract obligation, malfeasance, officers, officials,employees, or agents.

Additionally, the Vendor accepts responsibilityfor all damages resulting in any way related to the procurement and delivery of goods or services contemplated in this purchase order. Nothing herein shall be deemed to affect the rights, privileges, and immunities of the City as set forth in Section 768.28, Florida Statutes.

11. The Vendor shall not assign this PO, any rights under this PO or any monies due or to become due hereunder nor delegate or subcontract any obligations or work hereunder without the prior written consent of the City.

12. The Vendor shall not disclose the existence of this PO without prior written consent of the City except as may be required to perform this PO.

13. All Material purchased hereunder must be packaged to ensure its security and delivery in accordance with the City's shipping and packaging specification and good commercial practice. Each package shall be labeled indicating the addressee of each package or shipment and the applicable PO number. All shipmentsshall comply with HAZMAT requirements including, but not limited to, (DOT) regulations published in 49CFR 1399, OSHA regulations 29 CFR 4999.

14. The Vendor shall perform the obligations of this PO as an independent contractor and under no circumstances shall it be considered as agent or employee of the City.

15. The Vendor ensures that its personnel shall comply with reasonable conduct guidelines and City policies and procedures.

16. After each delivery, the Vendor shall provide to the bill to address an original, proper invoice (single copy) which includes: a) Vendor's name(dba), telephone number, mailing address; b) City's P.O. Number; c) Date of invoice; d) Shipping date; e) Delivery date; f) Payment terms; g) Description of goods/services; h) quantity; i) Unit price; j) Extended price; k) Total. The City has the right to reconcile invoice with the PO and adjust payment accordingly to comply with the PO. Payment will be made only to the Vendor identified on the PO and for received and accepted goods/services. The City shall have right at any time to set-off any amounts due to the Vendor against any amounts owed to the City by the Vendor and shall in the case of Vendor default retain the right to further adjust payments as consistent with the best interests of the City.

17. Payment of invoices will be in compliance with Chapter 218, Part VII of Florida Statutes, City Ordinance No. 3029, Purchasing Policy of the City and the stipulations, terms and conditions of this PO. Any cash discount period will date from receipt of invoice, receipt of actual delivery or date of invoice, which ever is later.

18. If this PO involves the Vendor's performance on the City's premises or at any place where the City conducts operations, the Vendor shall request information from the Purchasing Manager regarding insurance coverage requirements. In circumstances where insurance is required, Vendor shall provide proofs of insurance required by the City, or City reserves the right to cancel this Purchase Order, immediately suspend performance by the Vendor atVendor's expense and prohibit access to City premises until such proofs of insurance is verified. Noncompliance with this item shall place the Vendor in default and subject to disbarment from the City's Vendor List.

19. The failure of the city to enforce any provision of this PO, exercise any right or privilege granted to the City hereunder shall not constitute or be construed as a waiver of any such provision or right and the same shall continue in force.

20. The Vendor shall notify the Purchasing Manager of any inherent hazard and applicable precautions, protective measures and provide any additional relevant information, including MSDS, related to the Material being purchased herein.

21. The City shall have the right at no additional charge to use all or portions of material found in the Vendor's applicable literature relevant to the purchase. The Vendor agrees to advise the City of any updated information relative to the foregoing literature and documentation with timely written notice.

22. A person or affiliate who has been removed from the City's Vendor List may not submit a bid or transact business with the City in excess of Category Two for a period of thirty-six (36) months from the date of being removed from the City's Vendor List.

23. In compliance with 8 U.S.C. Section 1324a(e) [Section 274A(e) of the Immigration and Nationality Act (INA)], the City will not intentionally make an award or upon discovery of a violation will unilaterally cancel this PO with any contractor who knowingly employs unauthorized alien workers.

24. This PO shall be governed by and interpreted in accordance with the laws of the State of Florida.

In any action or proceeding required to enforce or interpret the terms of this Agreement, venue shall be of the Eighteenth Judicial Circuit in and for Seminole County, Florida

Finance/Purchasing Division, Tel 407.688.5028 or 5030 (300 N Park Ave Sanford, FL 32771 Ste. 236)

Prospective contractors are requested to provide information regarding their ability to supply the commodities or contractual services described. If it is determined in writing by the City, after reviewing any information received from prospective contractors, that the commodities or contractual services are available only from a single source, the City shall publicly post a Notice of Intent to Award for its intended decision to enter a single-source purchase contract in the manner specified in the City’s Purchasing Policy and Section 120.57(3) Florida Statutes, as applicable.

PUR-F-237 Rev. 02/2017

City of Sanford | Finance Department | Purchasing Division 300 N. Park Avenue, Sanford, Florida 32771

Phone: 407-688-5030 or extension 5028 | Fax: 407-688-5021 PUBLIC NOTICE OF INTENT TO ENTER INTO A

SINGLE SOURCE PURCHASE

Date: 2/11/2025 Department: Fleet Tracking Number: SS 24/25-114 Requested Amount: $49,999.00 Project Title: Parts & Repairs Contract Term: 1 Year Notice Posting Date: 2/11/2025 Notice Expiration Date: 3/4/2025

RECOMMENDED | INTENDED CONTRACTOR INFORMATION

Name: Ring Power Corporation Contact: Jay Lusk Address: 500 World Commerce Parkway Phone #: 904-494-1138 Fax #: N/A Email: Jay.lusk@ringpower.com

SINGLE SOURCE PURCHASE DESCRIPTION

This information is designed to inform the supplier community and the public that the City of Sanford, a municipal corporation existing under the laws of the State of Florida, intends to enter into a non-competitive Agreement to purchase a product and or service.

This description of commodities or contractual services intended for purchase from a single source is posted in accordance with sections 120.57(3) and 287.057(3), Florida Statutes and will remain posted for a period of at least seven (7) business days. Pursuant to Florida Statutes, notice is hereby given that the following product/service may be a single source.

Commodity Code of Requested Product/Service:

760 028, 060 001, 060 038

Manufacturer, Model, and Description, as appropriate:

Parts and Repair Services for CAT Equipment. Unit 2924 (PW2924, Serial #CAT0CB27L6480 I 033), Unit 2803 (UT2803, Serial #A Tl 8E0092 I), Unit 2705 (PW2705, Serial#CAT00420VH8T0 1387), Unit 2555 (LS2555, Serial #CAT0903CAMW8004 I 5), Unit 2389 (PW2389, Serial #F JX08502), Unit 2377(PW2377, Serial #ATI 8E00299), Unit 2164 (PW2 I 64, Serial #PNJ003 I 9), Unit 1908 (PW 1908, Serial #MASO 1899).

Quantity:

$49,999.00 Requestor:

Robert Ferguson Performance and/or Design Requirements: (e.g.. intended use, function or application, compatibility, requirements; reference to policy, rule, statute or other act of the Legislature, etc., as appropriate) Ring Power is the sole authorized dealer of CAT Equipment in Central FL. Ring Power sells OEM CAT Parts and provides Service by factory-trained and certified technicians.

Justification for single source acquisition: (what is necessary and unique about the product, service or source; steps taken to confirm unavailability of competition, as appropriate) Fleet requires purchases from Ring Power (CAT dealer). These purchases are on-demand, when needed, and consist of OEM Parts sales, and repair services done at the dealer.

If you believe you are a qualified supplier capable of providing the same type of product/service, please submit a statement of qualifications, product information and or capabilities as applicable to the below listed Purchasing Division contact person.

PROCUREMENT DIVISION CONTACT INFORMATION

Procurement Contact Person: Marisol Ordoñez, Purchasing Manager Address: 300 N. Park Avenue, 2nd Floor, Suite 243 Sanford, Florida 32771 Phone #: 407-688-5028 Extension: Fax #: 407-688-5021 Email: Marisol.ordonez@sanford.fl.gov mailto:Marisol.ordonez@sanford.fl.gov

City of Sanford I Finance Department I Procurement Division 300 N. Park Avenue, Sa nford, Florida 32771

PROCEDURE es""o' Pho ne: 407.688.5028, or 5030 I Fax: 407.688.5021 ·,��fQ,m

11.175

SINGLE/SOLE SOURCE JUSTIFICATION FORM

Date: 2/4/2025 Tracking Number:

Department: Public Works & Utilities/Fleet Requestor: Brett Ferguson

Project Title: Contract Term:

Requested Amount: $49,999.00 Revised Contract Total:

RECOMMENDED SUPPLIER CONT ACT INFORMATION

Name: Ring Power Corp I Contact: I Jay Lusk

Address: 500 World Commerce Parkway

Phone#: 904-494-1138 I Fax#: I N/A I Email: I Jay.lusk@ringpower.com

REQUESTED PRODUCTS I SERVICES INFORMATION

Please provide a description of the goods/services being requested and its function.

Products Name I Manufacturer Model Number I or Service: I Parts and Repair Services for CAT Equipment

Description I Function:

I Fleet requires purchases from Ring Power (CAT dealer). These purchases are on-demand, when needed, and consist of OEM Parts sales, and repair services done at the dealer.

JUSTIFICATION

Please select all applicable of the following statements and provide additional information as required explaining why this purchase should be precluded from the competitive solicitation process.

Basis Single Source This is a unique or proprietary procurement. Please explain in detail the reasons below that the requested product or service is the only one able to meet the current need, and why no other source or product can do so (compatibility or standardization with other equipment; uniqueness of brand to meet needs). Include other brands that were evaluated and the reasons they did not meet your needs.

► Note that brand name goods or services may be available from several sources (resellers or distributors).

IMPORT ANT NOTICE

Box I. � Competition is precluded because of the existence of patent rights, copyrights, confidential process, exclusive distribution rights, control of raw material, or other such conditions. Provide the patent number, copyright, or a description of the conditions.

Supporting Information: Ring Power is the sole authorized dealer of OEM CAT parts that can be sold in Central FL.

Box 2. � Item to be purchased is the only item compatible with existing piece of equipment owned by the City and is only available from this vendor. Attach documentation from manufacturer supporting no other supplier or distributor can provide item.

Description, Make, Model and Serial Number of Existing Equipment: Ring Power is the sole provider of OEM parts for the following CAT machines that COS currently owns and operates: Unit 93 (PW 1816, Serial #CXK00725), Unit 7432 (UT7432, Serial #BFP 15883)

Unit 2924 (PW2924, Serial #CAT0CB27L6480 I 033), Unit 2803 (UT2803, Serial #A Tl 8E0092 I), Unit 2705 (PW2705, Serial #CAT00420VH8T0 1387), Unit 2555 (LS2555, Serial #CAT0903CAMW8004 I 5), Unit 2389 (PW2389, Serial #F JX08502), Unit 2377 (PW2377, Serial #ATI 8E00299), Unit 2164 (PW2 I 64, Serial #PNJ003 I 9), Unit 1908 (PW 1908, Serial #MASO 1899).

Box 3. � Technical services in connection with the assembly, installation or servicing of equipment of a highly technical or specialized nature. Provide explanation of services reguired and why another supplier cannot be used.

Ring Power is the sole dealer that has the technical tools available to repair complex heavy-duty machinery, specifically when it comes

To the programming of electronic modules.

Box 4. D Upgrade to existing software. Available only from the producer of this software who sells on a direct basis only. Attach documentation showing this is the only supplier that sells the software or can perform the um�rade.

Name, Version and End Users (Department, Division, Office) of Existing Software:

Box 5. � Repair/Maintenance service requires expertise in operations on unit. Necessary parts unavailable from any source except original equipment manufacturer or their designated servicing dealer. Provide explanation of expertise or attach documentation from manufacturer supporting that this is the only designated dealer.

Supporting Information: Ring Power is the sole authorized dealer of CAT Equipment in Central FL. Ring Power sells OEM CAT

Procedure No. 11-175

Parts & Repairs

SS 24/25-114

1 Year

PROCEDURE eSANFORD Phone: 407.688.5028, or 5030 I Fax: 407.688.5021

IIJrt.ll,Cf DtNJl'IWlrcl 11.175

SINGLE/SOLE SOURCE JUSTIFICATION FORM

Parts and provides Service by factory-trained and certified technicians.

Box 6. D Use of this supplier is required by contract I agreement or granting or other governing agency. Attach a copy of the award page or requirement page referencing this requirement.

List Contract Number, Granter, Agency:

Box 7. D Used or demonstration equipment available at a lower-than-new cost. Provide pricing for equipment if purchased as new.

Attach or provide information showing no other used or demonstration equipment is available or why this is not be an option.

Supporting Information:

Box 8. D Standardization of a component on the basis of compatibility or maintenance reliability. Please explain. Provide documentation on when standardization occurred and solicitation process. Provide comparable documented reliability.

Box 9. D Item or service is so unique there is no reasonable comparison. Explain the rationale and the process used to determine this {provide copies of website review, due diligence conducted, analysis, email{s) and/or documentation from supplier, etcetera).

Box I 0. D Urgent need (safety hazard, necessity of keeping vital equipment operative, preventing further economic loss or interruption of a vital service). Please explain the urgent circumstances and why a competitive solicitation cannot be used.

Box 11. D Other. Please explain and attach supporting documentation.

DEPARTMENT/DIVISION/OFFICE CERTIFICATION

The undersigned; on behalf of the requesting Department/Division/Office, hereby certify that the information contained herein is true, correct and agree to be bound by the commitments contained herein. Familiarity with particular brands or types of equipment, materials or service providers has not been a deciding influence on this request. The recommendation for single/sole source procurement is based upon an objective review of the product/service required with no known conflict of interest in the best interest of the City. It is understood the final determination of single/sole source determination designation shall be made by the Procurement Division.

Department/Division/Office Manager: Brett Ferguson

D Notice of Intent for Single Source Purchase Notice Posting:

Procedure No. 11-175 2

Phone: 407.688.5028. or 5030 I Fax: 407.688.5021

SINGLE/SOLE SOURCE JUSTIFICATION FORM

PROCEDURE

11.175

--------------------- -------------------------------1-

Upon review of the documentation provided; this request is hereby:

□ Approved - Meets designation requirements D Not Approved - Does not meet designation requirements

D Supporting documentation has been saved in the procurement file.

All single/sole source requests approval forms (Procurement Action Form or Agenda Request Form) must include the following language:

"This request is for approval of single/sole source procurement. All appropriate forms, procedures, and processes have been completed in accordance with the Florida Statutes and the Procurement Division has validated this request."

Print Name Signature Date

Approval (as applicable)

Purchasing Manager I City Manager

Mayor

IMPORT ANT NOTICE

Before declaring a commodity or service as a single-source purchase, please read the following:

Pursuant to section 838.22, Florida Statutes, as amended, it is a felony of the second degree for a public servant to circumvent a competitive bidding process required by law or rule by using a single-source contract for commodities or services and is punishable as provided in sections 775.082, 775.083, or 775.084, Florida Statutes.

Procedure No. 11-175 3

MARISOL ORDONEZ 07/15/25

07/15/25Craig Radzak

041509 Final Audit Report 2025-07-15

Created: 2025-07-10

By: Frank Mascola (frank.mascola@sanfordfl.gov)

Status: Signed

Transaction ID: CBJCHBCAABAA-h80iyu0sm3ByZwyhLlFl8v5i4ZN0VC3

"041509" History Document created by Frank Mascola (frank.mascola@sanfordfl.gov)

2025-07-10 - 9:27:48 PM GMT

Document emailed to MARISOL ORDONEZ (marisol.ordonez@sanfordfl.gov) for signature

2025-07-10 - 9:27:56 PM GMT

Email viewed by MARISOL ORDONEZ (marisol.ordonez@sanfordfl.gov)

2025-07-15 - 7:34:45 PM GMT

Document e-signed by MARISOL ORDONEZ (marisol.ordonez@sanfordfl.gov) Signature Date: 2025-07-15 - 7:35:06 PM GMT - Time Source: server

Document emailed to Craig Radzak (craig.radzak@sanfordfl.gov) for signature

2025-07-15 - 7:35:09 PM GMT

Email viewed by Craig Radzak (craig.radzak@sanfordfl.gov)

2025-07-15 - 7:46:04 PM GMT

Document e-signed by Craig Radzak (craig.radzak@sanfordfl.gov) Signature Date: 2025-07-15 - 7:46:20 PM GMT - Time Source: server

Agreement completed.

2025-07-15 - 7:46:20 PM GMT