SS-25-013-KY_Notice_of_Intent_to_SS_-_Haddonstone.pdf

NOTICE OF INTENT

SS-25-013-KY

Waive Solicitation and Approve Sole Source – Ornamental Limestone at Cranes Roost Park

Response Deadline: 4:30pm, Thursday, November 21, 2024

The City of Altamonte Springs intends to waive the solicitation process and declare Haddonstone (USA) LTD as a sole source for the purchase of ornamental limestone replacement parts in the amount of $105,539.72 for FY2025.

Interested Vendors (firms or individuals) that can sell the goods/provide the services to the City 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 Vendor’s response must be sent directly to the City of Altamonte Springs Procurement Division to the attention of Procurement Specialist, Krisha Yurkiewicz, at KYurkiewicz@altamonte.org and received no later than 4:30 pm, Thursday, November 21, 2024. The City 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 abilities of the responding Vendor.

This is not a request for bids or proposal and there is no solicitation available. The City will not consider any responses as a proposals, bids, or quotes. Any responses received as a result of this Notice of Intent shall be considered solely for determining whether bona fide competition exists.

If it is determined by City staff, after reviewing any information received from responding vendors, that sole/single source justification stands and that the commodities or contractual services are available only from a sole/single source, the City shall prepare a recommendation to the City Commission requesting approval waive the solicitation process and the sole/single-source purchase.

Persons are advised if they wish to appeal any decision made at the hearing/meetings, they will need to ensure that a verbatim record of the proceedings is made which includes the testimony evidence upon which the appeal is to be based, per Chapter 286.0105, Laws of Florida. The City of Altamonte Springs does not provide this verbatim record. Persons with disabilities needing assistance in participating in any of these proceedings should contact the City Clerk Department ADA Coordinator 48 hours in advance of the meeting at 407-571-8122 (Voice) or 407-571-8126 (TDD).

mailto:KYurkiewicz@altamonte.org http://www.leg.state.fl.us/Statutes/index.cfm?App_mode=Display_Statute&Search_String=&URL=0200-0299/0286/Sections/0286.0105.html

MEMORANDUM

Date: November 7, 2024 To: Roxana Siaca, Procurement Division Manager Via: Ryan Thompson, Director of Leisure Services From: Jennifer Campbell, Parks and Grounds Division Director Re: Summary of Single/Sole Source Request – Haddonstone Ornamental Limestone at

Cranes Roost Park.

This is a request to waive the solicitation process and approve Haddonstone (USA) LTD as a single/sole source vendor for the purchase of limestone baluster pieces and accessories that border the lakefront walkway at Cranes Roost Park. The Haddonstone at Cranes Roost Park is now over 15 years old. Many pieces have cracked and are starting to fail. In addition, the material is fading. This is year four of a five-year plan to replace approximately 95 sections of Haddonstone. During fiscal year 2025 we plan to replace approximately 20 sections including the decorative planters in the plaza.

Haddonstone (USA) LTD. is the original manufacturer for the architectural, ornamental cast stone railing system overlooking the water at Cranes Roost Park. The Haddonstone brand, make, and model is necessary to maintain operational continuity and to match the current décor of the railing system. The railing system was originally installed in 2006.

For the reasons stated above, the request is to waive the solicitation process and approve Haddonstone (USA) LTD as a single/sole source vendor for the purchase of the cast limestone replacement parts in the amount $105,539.72 (Quote #Q112656/Q112654).

Sole/Single Source Justification Form Revised 11/12/2020

Sole/Single Source Justification Form

REQUESTED BY

Date: ________________ Requisition No.: _________________________________

Dept./Div. Name: __________________ Contact Name: _______________________ Email: _______________________

PROPOSED VENDOR INFORMATION

Vendor Name: ______________________________________________________________________________________

Address: ___________________________________________________________________________________________

City: ____________________________________________ State: ______________________ Zip: ___________________

Contact Person: _____________________________________________________________________________________

Phone: ______________________ Email: ________________________________________________________________

SOLE VS SINGLE SOURCE PURCHASE

Sole Source—Includes goods and/or services which are propriety, or available from only one source (vendor), and for which there are no competitive alternate. On occasion, equipment parts for replacement or repair services for equipment can be obtained only from the manufacturer or area sales and service outlet of the particular manufacturer.

Single Source—Single source occurs when there is more than one viable source among others in a competitive marketplace, but the City has determined that it is in our best interest to select a particular manufacturer/service provider based on one or more significant business reasons. Some legitimate reasons to single source a purchase may involve the vendor’s special ability to provide unique spare parts, unique emergency repair service, or unique knowledge and qualifications, etc.

ORDERING FREQUENCY (Check One)

One-Time: applies to a single requisition/purchase order for the current fiscal year

On-Going: Applies to multiple requisitions/purchase orders issued during the fiscal year.

Est FY Expenditures: ____________________________

DESCRIPTION OF ITEM/SERVICE

SOLE/SINGLE SOURCE JUSTIFICATION (Check All Entries That Apply)

WARNING: Per Florida Statutes 838.22(2) – “It is unlawful for a public servant, with corrupt intent to obtain a benefit for any person or to cause unlawful harm to another, to circumvent a competitive bidding process required by law or rule by using a sole-source contract for commodities or services.

Vendor is the original equipment manufacturer; there are no regional distributors. Verification from manufacturer is attached.

Sole/Single Source Justification Form Revised 11/12/2020

Vendor is the sole distributor that is restricted by the manufacturer to our territory. Verification from manufacturer is attached.

Compatibility: The parts/supplies/equipment are not interchangeable with similar parts/supplies/equipment of another manufacturer. Verification from manufacturer is attached.

Unique Product/Service: This is the only product or service that meets the specialized needs of the department and performs the intended need. This product brand/make/model or service is necessary to maintain operational continuity or for the purpose of standardizing on a product/service. Detailed justification is attached.

GOODS/SERVICES MARKET RESEARCH

What are the specific necessary features/services that this vendor provides that are not available from to meet the required needs/objectives? ___________________________________________________________________________

Discuss how similar goods or services are unavailable other vendors? _________________________________________

Describe your efforts to identify other potential vendors. ___________________________________________________

List any other facts supporting the use of a non-competitive process. _________________________________________

If other vendors offer like/similar goods/services, describe what research (i.e., previous PO’s, catalogs, price lists, etc.)

you did to determine the price is fair and reasonable compared to competitors. _________________________________

REQUESTING DEPARTMENT RECOMMENDATION

I recommend that the competitive solicitation (quote/bid/proposal) process be waived and that the goods/services be purchased as a sole/single source.

WARNING: Per Florida Statutes 838.22(2) – “It is unlawful for a public servant, with corrupt intent to obtain a benefit for any person or to cause unlawful harm to another, to circumvent a competitive bidding process required by law or rule by using a sole-source contract for commodities or services.”

Dept. Dir. Signature (or authorized designee): __________________________________________ Date: _____________