Preventative Maintenance Services for 3D TRASAR System for HVAC

Sarasota County is pursuing a sole source procurement with NACLO Company LLC for preventative maintenance services of 3D TRASAR systems installed in county HVAC equipment, specifically targeting condenser water and closed loop water systems across various county locations. The solicitation (Bid No. 2024-ISS-310) was released on September 20, 2024, with key deadlines including a question submission cutoff on September 23, 2024, and a response deadline of September 24, 2024, at 5:00 pm. Vendors must submit responses electronically through the ProcureNow portal, with a requirement to complete an Intent to Sole Source Response form. The procurement focuses on maintenance of a proprietary water treatment technology protected under US Patent 6,369,894, with NALCO Water claiming exclusive rights to the 3D TRASAR system. The county remains open to alternative vendors who can demonstrate the ability to provide substantially similar products or services, potentially leading to a competitive solicitation if such capabilities are proven. The technical requirements involve specialized modular fluorometer technology designed to control industrial water systems through unique optical measurement techniques.

The procurement appears to have no specific set-aside designations or restrictions on respondent types, though the sole source nature suggests limited competitive opportunities. The incumbent vendor is NACLO Company LLC, with the current contract being revised to extend for one year and increase the estimated expenditure from $62,924.40 to $67,958.35. The existing infrastructure involves 3D TRASAR systems that have been installed in county buildings since late 1998, utilizing specific equipment, chemistry, and application methods that are technically complex and cost-prohibitive to replace. The county argues that the current NALCO system is used nationwide and recommended by leading HVAC manufacturers, which supports the sole source justification. The procurement is within a $150,000 threshold that allows direct approval by the Procurement Official without additional Board of County Commissioners authorization. The technology integration requirements are specific to the NALCO Water proprietary system, which uses advanced optical measurement techniques for industrial water system control. The total budget range appears to be contained within the $67,958.35 estimated expenditure for the one-year contract extension.