Sole_Source_Notice.pdf

City of Apopka

CITY COUNCIL STAFF REPORT

Type of Form: Consent Meeting Date: February 2, 2022 Department: Finance

SUBJECT:

Purchase of Commodities/Services

REQUEST:

Approve the issuance of evaluated and sole source memos for fiscal year (FY) 2022

SUMMARY:

The departments purchase large amounts of various commodities in its daily operations including equipment, tooling, and services throughout the year. This purchasing may be accomplished via sole source memo when only one vendor is able to provide or meet the City’s requirements, or via evaluated source memo when a vendor is in the best interest of the City. In accordance with Section 107.3, of the City’s Purchasing Policy:

107.3.9.8.3. SOLE SOURCE.

Sole Source procurements are proprietary and used when only one vendor is able to provide commodities, contractual services, or construction services of adequate quality or quantity that meet City’s requirements, or when compatibility with existing systems requires procurement from a single source. Note: A memo of explanation must be sent to the appropriate approval authority along with the requisition documentation being attached to the purchase order. The City Administrator must give approval for the Sole Source designation. The Sole Source designation will expire each fiscal year after approval and may be renewed upon submission of a new request with documentation. Sole Source designations above $50,000.00 must be noticed per Section 287.057(3)(c), Florida Statutes.

107.3.9.8.4. EVALUATED SOURCE

Only after conducting a comprehensive review of all available competitive sources and all other applicable competitive considerations, may products or services be purchased from a vendor without obtaining competitive prices (when it has been determined that it is in the best interest of the City to use that vendor).

Documentation must be attached clearly defining why it is in the best interest of the City not to obtain quotes with each purchase and/or why this vendor is to be used when other vendors may supply their products at a lesser price. Proven quality differences and proximity of supplier are some examples of the reasons why a vendor may be declared an Evaluated Source. The City Administrator must give approval for the Evaluated Source designation. The Evaluated Source designation will expire each fiscal year after approval and may be renewed upon submission of a new request with documentation.

Contingent to any purchase order being issued, the listed pricing sources are reviewed by the appropriate departments and legal review where applicable. City Council staff report approvals, source memos and contractual information are kept on record with each purchase order issued. In accordance with Section

107.3.9.8.3 & 107.3.9.8.4. of the City’s Purchasing Policy, staff requests blanket purchase order approval of the attached vendors for the purchase of the referenced commodities. The amounts shown will remain within the approved budget as designated.

Department Vendor Description Amount Pricing Source

Public Services Xylem Water Solutions Pump and Lift Station Parts/Repairs $170,000 Sole Source

Fire Department Ward Diesel Filter Systems

No Smoke Diesel Exhaust Filtration System

$250,000 Sole Source

FUNDING SOURCE:

Approved FY22 budget

RECOMMENDED MOTION:

Approve the issuance of blanket purchase orders to the referenced vendors, not to exceed the amounts listed.

ATTACHMENTS:

• Not Applicable gisgo Highlight