Preventative Maintenance Services for 3D TRASAR System for HVAC

Sarasota County is pursuing a sole source procurement for preventative maintenance services for 3D TRASAR systems within its HVAC equipment, specifically targeting condenser water and closed loop water systems. The solicitation, identified as project 2025-ISS-547, seeks to renew a contract with NALCO Company LLC for a three-year period from September 19, 2023, through September 30, 2025. The procurement covers maintenance of a proprietary technology protected under US Patent 6,369,894, which utilizes specific equipment, chemistry, and application methods unique to NALCO. Electronic responses must be submitted through the ProcureNow portal by September 23, 2025, at 5:00 pm, with questions due by September 22, 2025. The county emphasizes that only vendors authorized by NALCO to sell these products/services will be considered, though it remains open to canceling the sole source procurement if other vendors can demonstrate the ability to provide substantially similar products or services.

The procurement is exclusively restricted to vendors specifically authorized by NALCO Company LLC to sell and service the 3D TRASAR system, effectively limiting competition. No specific set-aside designations for disadvantaged enterprises are mentioned in the documentation. The current incumbent vendor is NALCO Company LLC, which has been providing these services since late 1998. The existing infrastructure involves HVAC systems in county-owned buildings that have been utilizing this specific technology, making system replacement cost-prohibitive. The estimated expenditure for the fiscal/contract year is $67,958.35, with a not-to-exceed amount of $150,000. The county is seeking an extension of the sole source contract through September 29, 2028, with a potential increased estimated expenditure of $150,000, indicating a stable and ongoing need for these specialized maintenance services.