Sole_Source_Stormwater_assessment_Services.pdf
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- Solicitation number
- 2020-SS-03
- Issued by
- Volusia County, Florida
About this file
This is a Notice of Intent to Sole Source Acquisition submitted by the City of Holly Hill, Florida Finance Department seeking services for stormwater assessment roll maintenance and analysis. The City is requesting services to maintain its Non-Advalorem tax rolls for stormwater assessment fees. Ernie Peterson has been identified as the sole source provider based on his unique qualifications, including previous employment with the Volusia County Property Appraiser's office and his expert knowledge of the computer systems utilized by that office. Additionally, Peterson has developed proprietary analysis and tracking tools specifically designed for the proper maintenance of the City's Non-Advalorem tax rolls for stormwater assessment fees. No specific contract term, renewal options, or response deadlines are detailed in the document.
The annual cost of the proposed agreement is $12,000, contingent upon appropriation of budget funding. Per the City of Holly Hill Purchasing Manual, sole source requisitions exceeding $10,000 in value must be electronically advertised for a minimum of five business days. The Finance Department must determine that the proposed price is fair and reasonable through negotiations on price, delivery, and terms. The staff recommendation is for approval to enter into contract with Ernie Peterson for the requested services. The document was dated September 18, 2020, and updated on September 16, 2020.
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Text version
CITY OF HOLLY HILL, FLORIDA
Updated: 9/16/2020 1:30 PM Page 1
DATE: September 18, 2020 SUBJECT: Notice of intend to sole source acquisition of services for Storm water assessment roll maintenance and analysis
NUMBER: 2020-SS-03
DISCUSSION:
The City of Holly Hill Finance Department is seeking services to maintain the City’s Non- Advalorem tax rolls for Storm water assessment fees. Ernie Peterson is uniquely qualified to provide these services. He was previously employed by the Volusia County Property Appraiser and has expert knowledge of the computer systems used by the Appraiser’s office. He has also developed proprietary analysis and tracking tools to properly maintain the City’s Non- Advalorem tax rolls for Storm water assessment fees.
Current City of Holly Hill Purchasing Manual:
SECTION F - SOLE SOURCE AND STANDARDIZATION
PROCUREMENT POLICY 2.25 EXEMPTION FROM BIDDING PROCEDURE
Sole source or Standardization procurement is exempt from bidding procedures. The user department must submit the request to the Finance Department in writing for his/her approval, the attempts made, or the data collected to substantiate declaring a product or service “sole source”.
SOLE SOURCE
The following criteria must be met in order to satisfy the sole source or proprietary source requirements:
It is the only item that will produce the desired results (or fulfill the specific need? … or
The item is available from only one source of supply … or
The item is available from more than one vendor but due to extreme circumstances, only one vendor is suited to provide the goods or service.
Sole source and proprietary source purchases are exempt from competitive requirements.
However, all sole source requisitions exceeding $10,000 in value will be electronically advertised for a period of at least five (5) business days. The steps to follow for sole source and proprietary source purchases are as follows:
The User Department/Department and the Finance Department shall attempt to locate a competition. Staff will also check for piggyback contracts. If no other sources are found, the User Department/Department shall submit to the Finance Department a completed sole source/proprietary source form, indicating the requisition number.
Updated: 9/16/2020 1:30 PM Page 2
A sole source or proprietary source from shall be used to justify and document the requirement.
The form shall state why only one source can produce the desired results (or fulfill the specific need).
The Finance department will electronically post on the City website a description of all requisitions meeting the requirements for competitive pricing per Florida State Statue for a period of at least seven (5) business days after the receipt of a completed sole source from the Department.
The Finance Director shall review and approve or disapprove, in writing; sole source/proprietary source designation.
The user Department/Department shall be notified of the disapproved request and the purchase shall be made in accordance with the standard procedures.
When the Finance Director approves a sole or proprietary source, staff shall conduct negotiations on price, delivery, and terms. The price must be determined fair and reasonable.
The Finance Department shall keep a log of sole/proprietary source purchases, which includes the vendor name, the amount, item description, justification, and the purchase order number.
For those instance that services are needed involving multiple years (i.e. maintenance of equipment, warranty, etc.) the request must be combined to capture the project, as a whole, the proper approval must be obtained.
FISCAL ANALYSIS:
The annual cost of the proposed agreement is $12,000. The annual cost is contingent upon appropriation of budget funding.
STAFF RECOMMENDATION:
Approval to enter into contract with Ernie Peterson for services to maintain the City’s Non- Advalorem tax rolls for Storm water assessment fees.
File details come from the government source that posted it. Updated .