Singe Source Justification Form-VR Systems.docx
DOCX document 123 KB Posted
- Solicitation number
- 18347-27
- Issued by
- Duval County, Florida
About this file
This is a Justification for Single Source (JSS) form submitted by the City of Jacksonville's Supervisor of Elections to the Finance & Administration Department, Procurement Division, dated October 29, 2026. The document requests approval for a single-source purchase of 52 Lexmark MS531 ballot printers with 22-inch extension kits from VR Systems. The procurement is necessary to comply with statutory changes under Florida House Bill 991, effective January 1, 2027, which redefines "official ballot" and mandates that all voting be conducted using official ballots, thereby increasing the need for precinct-level printing capacity to accommodate longer ballot formats. VR Systems is identified as the sole vendor capable of supplying printers already integrated, certified, and tested within the city's existing election management system, ensuring full compatibility with ballot layout, rendering, device drivers, and precinct workflows.
The justification emphasizes that single-source procurement is necessary to maintain uniformity, reliability, and secure ballot production across all precincts while avoiding the operational risks and compliance delays associated with alternative equipment. Market research was conducted by Justin Gicalone of the Supervisor of Elections office, confirming that VR Systems is the only provider whose equipment meets the integration and compatibility requirements. The requesting official affirmed that no actual, potential, or perceived conflicts of interest exist with VR Systems, consistent with Chapter 112, Florida Statutes. Supporting documentation attached to the justification includes a supplier quote, a single-source memo signed by the Director, and a single-source letter from the vendor.
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Text version
Finance & Administration Department, Procurement Division Justification For Single Source (JSS)
Pursuant to the City of Jacksonville Procurement Code§ 126.206 & § 126.312, when requesting a purchase from a vendor subject to the referenced sections, please complete this form to justify your request and submit to Procurement with applicable attachments.
| 1. Requesting Agency: |
| Supervisor of Elections |
2. Nature and/or description of the requirement being requested.
Identify each item, component or service being procured. (Attach quote/proposal):
Why does the city need these particular goods or services?
The Supervisor of Elections requires the single‑source purchase of 52 Lexmark MS531 ballot printers with 22‑inch extension kits from VR Systems to comply with statutory changes under HB 991, effective January 1, 2027. The updated law redefines “official ballot” and mandates that all voting be conducted using official ballots, increasing the need for precinct‑level printing capacity, including longer ballot formats.
| 3. Provide a detailed justification as to why the requested goods/services can only be efficiently and effectively procured through the recommended Single Source vendor: |
| VR Systems is the only provider that can supply printers already integrated, certified, and tested within the existing election management system. This ensures full compatibility with ballot layout, rendering, device drivers, and precinct workflows. Procuring alternative equipment would require extensive testing, introduce operational risks, and jeopardize compliance with the statutory deadline. A single‑source award is necessary to maintain uniformity, reliability, and secure ballot production across all precincts. |
4. Date of Request
10/29/2026
5. Summary of Market Research [Provide a description of the market research performed, how it was performed, by whom, and market research results. Please spell out acronyms.]
[ Market research was done by Justin Gicalone of the SOE and VR Systems is the only vendor whose printers are already integrated, certified, and tested within the existing election management system, ensuring compatibility and reliable precinct‑level ballot production. Procuring alternatives would introduce significant operational risk and jeopardize compliance with the statutory deadline ]
6. Conflict of Interest (Must Check) √ By checking this box, I affirm that there are no actual, potential, or perceived conflicts of interest with the entity in which I am requesting a single source award. Conflict of Interest shall be interpreted consistent with Chapter 112, Florida Statutes.
7. Other Documentation (Check and attach all that apply) √ Supplier Quote √ Single Source Memo signed by Director √ Other [single source letter from Vendor ] Justification for Single Source, effective 09/2023 Page 1 image1.jpeg
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