ISS_26-13_Notice_of_Intent_to_Sole_Source.pdf

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CITY OF BARTOW

NOTICE OF INTENT TO SOLE SOURCE

SOLE SOURCE (SS)# 26-13

December 5, 2025

Notice is hereby given that the City of Bartow intents to waiver the solicitation process and approve a sole/single source with Fonroche Lighting America (FLA) for the purchase of their SmartLight

Fully Integrated Solar Lighting System and A-USA Parks Sports Complex package for an 8-year period with the reasons stated within this document. The approximate purchase cost for the project can vary and may exceed $120,093.00.

All related documents may be obtained by visiting the City of Bartow’s website at https://www.cityofbartow.net/313/Review-Current-Bids. Interested parties should regularly check the

City of Bartow’s website for instructions accessing OpenGov and registering. Register your account early to begin receiving email notifications. Registration is 100% free for vendors! After registering, Subscribe to the name e-Procurement Portal. If further assistance is needed in regards to accessing the documents, you may contact the Purchasing Department at 863-534-0141 or via email at purchasing@cityofbartow.net.

Interested vendors that can provide the goods or services mentioned can respond with an alternate solution that overcomes the sole/single source reasons stated on the sole/single source documentation, along with sufficient detailed convincing documentation, regarding their ability to supply equivalent commodities or services. The City of Bartow reserves the right to require the responding Vendor to submit additional information as it may deem necessary and may consider any evidence available to it of the financial, technical, and other qualifications and anilities of the responding vendor/firm.

Questions seeking additional details regarding the procurement, specifications, terms, conditions, requirements, etc. must be received in writing prior to the response deadline and must be sent to

Roxanna Vazquez, Procurement Analyst via email at rvazquez@cityofbartow.net.

This is NOT a request for bids/proposals and there is no solicitation available. The City will not consider any responses as a proposal, bid, or quote. Any response received as a result of this Notice of

Intent shall be considered solely for determining whether bona fide competition exists and will be posted for a minimum of 5 days.

If it is determined by City staff, after receiving & reviewing any information submitted from responding vendors, that sole/single source justification stands and that the commodities or contractual services are available only form a sole/single source, the City shall prepare a recommendation to the

City Manager and/or City Commission requesting approval to waive the solicitation process and process with the sole/single source purchase.

https://www.cityofbartow.net/313/Review-Current-Bids https://procurement.opengov.com/signup https://procurement.opengov.com/signup https://procurement.opengov.com/portal/bartowfl mailto:purchasing@cityofbartow.net mailto:rvazquez@cityofbartow.net

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JUSTIFICATION:

Fonroche Lighting American (FLA) solar lighting systems appears to be the only existing source which meets the specific needs of the City of Bartow, due to their unique, patented technology, unmatched integration of performance components, and inability to be substituted with any other commercially available product without compromising safety, reliability, long-term cost, and operational performance determined by an analysis of the market placed based on the following:

SCOPE/DESCRIPTION:

A. Smartlight Technology (Patented & Exclusive)

Based on the documentation provided, FLA manufactures a proprietary, fully integrated solar lighting system that includes:

- Engineered energy storage in a sealed, maintenance-free battery system

- Adaptive lighting algorithms that intelligently manage power output

- Integrated solar engine and luminaire architecture designed and manufactured as a single system

- Predictive performance management that adjusts brightness based on climate and usage conditions

This technology is not replicated by competing vendors and is covered by patents referenced in

FLA’s Sole Source Letter. It cannot be duplicated or pieced together using off-the-shelf components from alternative providers.

B. Compliance with project-specific engineering requirements

Both engineering plans uploaded (A-USA Park Sport Complex plan set and G8209 Bartow project package) reference:

- Specific pole heights

- Light distribution footprints

- Photometric modeling

- Hardware compatibility unique to Fonroche’s Smartlight configuration

No other manufacturer can supply lighting that meets these engineered specifications without redesigning the project, delaying the schedule, or increasing cost.

C. Extreme weather and environmental requirements:

The system requires:

- Engineered performance for Florida’s high wind load

- High-capacity battery autonomy for nights with low solar generation

- Certified material durability for heat, humidity, and corrosion

While the expired wind-calculation document is not accessible, FLA’s sole source letter and warranty materials affirm that their structural and electrical systems are engineered to Florida standards, including storm and hurricane conditions.

D. Warranty and Long-Term value not matched by other vendors

The 8-year warranty provided by FLA confirms:

- Entire system coverage (solar engine, battery, electronics, luminaire)

- Parts and labor provisions

- Performance guarantees specific to Smartlight technology

- Competing solar lighting manufacturers typically offer fragmented warranties (e.g., separate warranties for pole, battery, panel, and fixture). FLA’s full system coverage is unique and critical for municipal infrastructure budgeting and reduction of long-term maintenance risks.

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E. Financial advantages exclusively to Fonroche

Eligible for Solar Investment Tax Credit (ITC)

The uploaded Investment Tax Credit document indicates the system qualifies for federal ITC incentives. FLA has structured their product to meet IRS requirements, a benefit not universally available through other solar light vendors because the tax credit is tied to the exact system configuration and manufacturing, substituting parts or changing vendors risks losing incentive eligibility.

F. Market Availability Limitations

According to the FLA sole source letter:

- FLA products cannot be purchased through distributors

- FLA is the only authorized manufacturer and supplier of the Smartlight system

- No third-party vendors, resellers, or equivalent exist. Thus, competitive quotes cannot be obtained for the specific system.

G. Operational benefits to the City

Adopting this product ensures:

- Standardization of solar lighting across the Park Sport Complex

- Lower long-term operational costs due to the maintenance-free battery system

- Compliance with engineering documents already completed

- Increased safety and reliability for nighttime sports and community events

- Reduced installation timelines because of the all-in-one system design

SPECIFICATIONS:

The required solar lighting system is to include a fully integrated solar engine and luminaire, a sealed maintenance-free battery system, adaptive lighting algorithms, and predictive performance management designed to optimize energy use based on environmental and operational conditions. The system is to be fully compatible with the project’s approved engineering documents, including specific pole heights, photometric layouts, and hardware configurations. To meet the City’s environmental and structural requirements, the system should be engineered for high wind load standards applicable to the region, provide sufficient battery autonomy for multiple nights of limited solar generation, and be constructed of materials certified for durability in high heat, humidity, and corrosive conditions.

Additionally, the product is to include a comprehensive long-term system warranty covering all major components and providing performance guarantees critical to municipal infrastructure planning. The system is to be a complete, integrated solution, ensuring consistency, reliability, and eligibility for applicable federal incentives tied to system configuration.

RESPONSE DEADLINE:

All responses must be sent directly to the City of Purchasing Department via email or in person by no later than December 12, 2025, by 2:00 P.M. attention:

Roxanna Vazquez, Procurement Analyst

City of Bartow Purchasing

450 N. Wilson Ave.

Bartow, FL 33830

Office Hours: 7:00 a.m. – 5:00 p.m. (Monday – Friday)

Email: rvazquez@cityofbartow.net mailto:rvazquez@cityofbartow.net