SS-25-019-KY_Commission_Memo_Final.pdf
PDF 164 KB Posted
- Attached to
- WAIVE SOLICITATION AND APPROVE SOLE SOURCE - SESCO LIGHTING - STREETLIGHT REPAIR AND MAINTENANCE
- Solicitation number
- SS-25-019-KY
- Issued by
- Seminole County, Florida
About this file
This document is a commission memo from the City of Altamonte Springs, Florida, addressing a single source vendor procurement for streetlight repair and replacement materials. The Public Works Department is seeking to waive the formal solicitation process and declare SESCO Lighting, Inc. as the sole vendor for purchasing streetlight maintenance materials for Fiscal Year 2025. The procurement seeks to increase the vendor's approved budget from $50,000 to $100,000 to build an inventory of repair parts, with the goal of improving responsiveness to streetlight outages. The city posted a Notice of Intent to Single Source on January 15, 2025, allowing potential vendors until January 21, 2025, to propose alternative equivalent solutions, during which no responses were received.
The fiscal information indicates sufficient funds are available in the budget for this procurement. The recommended action is to waive the formal solicitation process and approve SESCO Lighting, Inc. as the single source vendor for streetlight repair and replacement materials, with a not-to-exceed amount of $100,000 for FY 2025. The rationale for the single source selection is based on the critical nature of maintaining a stock of repair parts, which typically have a 4-6 week delivery timeline, thus necessitating a strategic inventory approach to ensure timely streetlight repairs. The document is initiated by the Procurement Division and will be reviewed by the City Commission on February 4, 2025.
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Other files
| File | Type | Posted |
|---|---|---|
| SS-25-019-KY_Commission_Memo_Approved.pdf | ||
| SS-25-019-KY_Notice_of_Intent.pdf | ||
| vfile | — |
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Text version
SUBJECT: Waive Solicitation and Approve SESCO Lighting, Inc. as a Single Source Vendor for Streetlight Repair and Replacement Materials for FY 2025, SS-25-019-KY
SUMMARY EXPLANATION & BACKGROUND:
The Public Works Department submitted a request to waive the formal solicitation process and declare SESCO Lighting, Inc. as a single source vendor for the purchase of materials for the repair and maintenance of streetlights. The City Manager previously approved a single source to SESCO Lighting, Inc. in an amount not-to-exceed $50,000. The Public Works Department has requested an increase to $100,000 for FY 2025 to build up an inventory of repair parts in order to be more responsive to outages. These parts typically take 4 to 6 weeks for delivery once ordered, so maintaining a stock of repair and replacement items is essential for completing repairs in a timely manner.
On January 15, 2025, the Procurement Division posted a Notice of Intent to Single Source announcing our solicitation waiver and single source intent on our solicitation website. Parties had until Tuesday, January 21, 2025, to notify the City if they could provide an alternative equivalent. No responses were received.
Since the anticipated expenses for FY 2025 for this single source purchase will exceed the formal solicitation threshold of $50,000, our procedure requires Commission approval to waive the formal solicitation process and approve the single source purchase.
FISCAL INFORMATION: Sufficient funds are available in the budget.
RECOMMENDED ACTION: Waive the formal solicitation process and declare SESCO Lighting, Inc. as a single source vendor for the purchase of streetlight repair and replacement materials in an amount not-to-exceed $100,000 for FY 2025.
Initiated by: FN/Procurement cc: B. Doig / PW
Meeting Date: February 4, 2025
From: ________________________________ Tara Culver, Chief Financial Officer
Approved: _____________________________
Franklin W. Martz, II, City Manager
Commission Action: _____________________
City Manager: __________________________
Franklin W. Martz, II, City Manager
File details come from the government source that posted it. Updated .