NTS-2025-021-AH_Purchase_of_Flexaseal_Mechanical_Seals_from_Arroyo_Process_Equipment_Inc._FINAL.pdf

Notice of Intent to Award a Sole Source Procurement

Subject: Purchase of Flexaseal Mechanical Seals from Arroyo Process

Equipment Inc

Document Number: NTS-2025-021-AH

Date: March 13, 2025

Written Response Due: March 20, 2025

Time: 2:00 PM EST

E-mail Address: bids@citynmb.com

This is not a Request for Proposals and there is no solicitation available. The proposed contract action is for product or services for which the City intends to negotiate and award with only one source under the authority of the City of North Miami Beach City Code Section 3-4.8. Any responses received as a result of this Notice of Intent shall be considered solely for the purpose of determining whether to conduct a competitive procurement. Responses will not be considered as proposals, bids, or quotes.

The City of North Miami Beach, Florida intends to negotiate a Sole Source procurement:

Request Department/Office: NMB Water

Product and/or services to be purchased: Purchase of Flexaseal Mechanical Seals from Arroyo Process Equipment Inc

Anticipated Cost: $9,186.00

Sole Source Justification: The Norwood Water Treatment Facility requires five custom mechanical seals to ensure the continued operation for High Service Pumps. Arroyo Process Equipment Inc uses Flexaseal sealing products to provides specialized seals making them essential for maintaining water pressure and flow, minimizing downtime, and preventing service disruptions.

Active to be Taken: Interested firms or individuals may identify their interest and capability to respond to the requirement by submitting in writing their name, address, point of contact, telephone number, email, and a statement regarding capability to provide the specified procurement per the attached specifications. Interested firms will be considered only if they respond with clear and convincing documentation that they are capable of meeting or exceeding the requirements stated herein. All responses received within seven (7) calendar days after the date of publication of this synopsis will be reviewed by the City. A determination by the Chief Procurement Officer & sourcing Buyer II not to compete this proposed action based on the responses to this notice is solely within the discretion of the Chief Procurement Officer.

All responses must be in writing and returned to ATTN: City of North Miami Beach, 17011 NE 19th Ave., Suite 315, North Miami Beach, FL 33162 by: e-mail to bids@citynmb.com. Note the number of the Sole Source Information inquiry on documentation.

mailto:bids@citynmb.com

17011 N.E.19th Ave., Suite 315 North Miami Beach, FL 33162 • P: 305-948-2946 • F: 305-957-3522 • bids@citynmb.com

PROCUREMENT MANAGEMENT DIVISION

TO:

VIA:

FROM:

DATE:

Mario A. Diaz City Manager

Chief Procurement Officer

__________________________ (Name)

__________________________ (Department)

RE: _____________________________________________________________________________

Annual Expenditure not to Exceed: $ ____________________ Vendor # ___________________

Section 3-4.5 Exemptions for Bidding, Purchase of the following materials and services shall be exempt from the bidding process and subject to the spending limitations provided in subsection 3-3.14, unless otherwise provided by State law: a. Sole source purchases. Sole-source supplies and services, such as unique, patented, or franchised supplies or services, are exempt if the Purchasing Agent determines, after conducting a good faith review of available sources, that the particular supply or service is available from only one (1) source.

Sole Source Justification: 3-4.8 Sole Source Purchasing. Department heads may recommend purchase of a part, commodity, or service from a sole source supplier after a reasonable search has been made to find other suppliers. The recommendation shall include a written justification documenting the potential vendors contacted, and the results. The Purchasing Agent shall either confirm the lack of additional suppliers or inform the Department of potential suppliers.

Approved Date

________ _________ Chief Procurement Officer (Up to $25,000)

Mario A. Diaz, City Manager (Up to $50,000) ________ _________

Purchases exceeding $50,000.00 will be placed on the next Commission Agenda pending Procurement review.

SOLE SOURCE REQUEST FORM

for HN

PROCUREMENT EXPLANATION MEMO

PROCUREMENT MANAGEMENT DIVISION

TO:

VIA:

Mario A. Diaz, City Manager

Chief Procurement Officer

FROM:

Name

Title/Department

DATE:

RE:

Fiscal Amount not to Exceed: $ Vendor #_________

Purpose (How does it align with City NMB Strategic Plan?):

Background:

Recommendation:

Fiscal Impact / Account Number(s):

Contact Person(s):

17011 N.E.19th Ave., Suite 315 North Miami Beach, FL 33162 • P: 305-948-2946 • bids@citynmb.com for HN mailto:bids@citynmb.com

PREPARED BY:_____________________________ TERMS:

QUOTE #

QUOTE NUMBER

CUSTOMER PHONE NUMBER

PHONE NUMBER

DATE

CUSTOMER ID #

ARROYO PROCESS EQUIPMENT

1105 North Lane Avenue, Jacksonville, FL 32254 Main: (904)-783-6000 FAX: (904)-781-0522

1550 Centennial Blvd, Bartow, FL 33830 Main: (863)-533-9700 FAX: (863)-533-4907

SALESMAN

CUSTOMER PO NUMBER

CONTACT FAX NUMBER / EMAIL ADDRESS SHIP VIA

WEIGHT F.O.B. DELIVERY TIME

BILL TO SHIP TO

LIQUID: SPECIFIC GRAVITY: HORSEPOWER:

FLOW:

PRESSURE:

VISCOSITY:

TEMPERATURE:

NPSHa:

IMPELLER DIAMETER:

SPEED:

VOLTAGE:

ENCLOSURE:

QTY PART ID DESCRIPTION PRICE EA. TOTAL

MANUFACTURER: MODEL #: SERIAL #:

TOTAL:

QUOTE VALID FOR: