Vendor_Letter.pdf

This is a sole source procurement letter from Western Shelter Systems LLC confirming their exclusive manufacturing status for the GateKeeper line of products and turnkey packages designated for military, public safety, and emergency response markets. The City of Orlando, acting on behalf of the Orlando Fire Department, initiated a sole source procurement (S26-0274) on February 13, 2026, for Western Shelter Systems Electrical Distribution Kits and related accessories. The specific deliverables include two Electrical Distribution Kits (WSEDK50), four Cord Assemblies (WS-50A504-PS), one Portable Power Distribution Panel (WSPPDP400), one Portable Power Distribution Stand (WSPPDST), and one set of Cam-Lock Pigtails (PA-ELCBCLPT4050). The Notice of Intent to Award Sole Source provided a seven-calendar-day response window, with the deadline set for February 20, 2026, at 5:00 p.m. Eastern Time. During this period, alternative suppliers were invited to submit product information, statements of qualifications, and evidence of capability to provide equivalent products to the Purchasing Agent (tracie.brown@orlando.gov) via email only. No site visits, bidder's meetings, or conferences were referenced in the documentation.

Western Shelter Systems LLC (Tax ID# 33-3090204) is identified as the incumbent and sole source vendor for this equipment. The total quoted price for all equipment and freight is $21,761.73, with payment terms of Net 30 days and a one-year warranty against defects and workmanship from the date of manufacture. The equipment will be supplied EXW (Ex Works) from Western Shelter Systems' Eugene, Oregon facility with an estimated shipping timeline of 6-8 weeks from purchase order acceptance. The quotation is valid through May 16, 2026, and all orders are non-cancellable and non-refundable once accepted. All products are manufactured using certified materials and components compliant with standards established by NFPA, FDA, NIOSH, and UL. No set-aside designations for disadvantaged enterprises were included in this procurement, and the sole source nature of the posting inherently limits the award to Western Shelter Systems unless alternative suppliers successfully challenge the designation during the seven-day posting period.