Notice of Intent to Award a Single Source Procurement

Subject: Service at Bergeron Rodeo Grounds

Date: February 10, 2020 Document Number: 2020-41

Written Response Due: February 17, 2020 Time: 9:00 AM. EST E-mail Address: [email protected]

Fax Number: 954-797-1049

This is not a Request for Proposals and there is no solicitation available. The proposed contract action is for product or services for which the Town intends to negotiate and award with only one source under the authority of the Town of Davie, Purchasing Manual Section 5 and State of Florida Statute 287.057(5)(3)(c). Any responses received as a result of this Notice of Intent shall be considered solely for the purpose of determining whether to conduct a competitive procurement. Responses will not be considered as proposals, bids, or quotes.

The Town of Davie, Florida intends to negotiate single-source procurement for Comcast internet service at the Bergeron Rodeo Grounds. In addition to supplying internet service to Town Hall, the Parks and Recreation department currently has Comcast internet service at its other main locations, the Multipurpose Center and Fitness/ Aquatics Center. In order to streamline services the Town would contract the procurement with Comcast Business Solutions. Wifi has been determined to be the best solution for connectivity to the lighting system and access for employees and arena rentals. Approximate spend is $3,160.00 per year, for a three year contract.

Interested firms or individuals may identify their interest and capability to respond to the requirement by submitting in writing their name, address, point of contact, telephone number, email, and a statement regarding capability to provide the specified procurement. Interested firms will be considered only if they respond with clear and convincing documentation that they are capable of meeting or exceeding the requirements stated herein. All responses received within seven (7) calendar days after the date of publication of this synopsis will be reviewed by the Town. A determination by the Procurement Manager & sourcing Buyer not to compete this proposed action based on the responses to this notice is solely within the discretion of the Procurement Manager. Purchases over $25,000 will be forward to the Town Council for approval by resolution.

All responses must be in writing and returned to ATTN: Jenna Albers, Buyer Town of Davie 6591 Orange Drive Davie, FL 33314 by: Facsimile number 957-797-1049, e-mail [email protected]. Note the number of the Sole Source Information inquiry on documentation. Sole / Single Source Request Justification (For Noncompetitive Purchases over 52.500)

!!!!!!$: Per Florida Statutes 838.22(2) It is unlawful for a public servant or a public conuactor who has contracted wilh a Bovemmental enlity to assist in a competitive procuremenl to knowingly and intentionally obtain a benefil for any person or to cause unlawful harm to another by circumventing a competitive solicitation process required by lau,or rule through the use ofa sole-source contract for commodities or services.

To: Budget & Finance / Purchasing Division: Your approval is requested to initiate a sole/single source procurement action:

Requestor Name Jeff Pohlman & Title: Director

Requestor Dept.fl)ivision: Parks, Recreation and Cultural Arts Phone Number: 954-797-1 163 Requisition Number

Recommended SoleiSingle Source procurement action with Company llxms3 Comcast Business Solutions ContactName: DaynarasReyes-Sanchez Address: TS9lntlPkwy City, State, Zip Sunrise, FL 33325 E-mail: [email protected] Telephone: 305-968-8208

Is the recommended company the manufacturer? IYes ENo Does the manufacturer sell the item(s) through distributors? ! E no

If ves. olease have manufactu rer D rol'ide a list of all authorized distributors.

Describe theJull scope ofwork conlemplated including irctallation if required; items should include brand, model snd part number if applicable.

Sole Source Justification over $2.500 Page I of4 Sole / Single Source Request Justification (For Noncompetitive Purchases over $2,500)

September, 2019 ldentifi the date you need item delivered or work performed.

of Sole/Si e Source Check One) Sole Source Sin le Source

One-Time: applies to a single requisition and purchase order for the current fiscal year On-Going: Applies to multiple purchases to b€ made for one year from date a Soley'Single Soure approved. Estimated Annual Expenditures for one year: $ $..m

Is there a contract related to these services? Yes No If, yes has legal reviewed itffies [N o

SOLE/SIN GLE SOURCE RATIONALE Explain why the recommended company is the only company who can perform the requirement. Address the following: Are there any other companies who can do thisjob? What condition (e.9. lechnological superioriry, or performance risks, etc.) exists so that the recommended company has a significant advantage over any other company who can do thisjob?

It is important to sufficiently address the major reason for conducting a noncompetitive procurement. avoiding peripheral issues which detract from the main reason and reduce the credibility of the justification. The rational must be clear and convincing, avoiding generalities and unsupponed conclusions. Use one or more ofthe following as applicable.

Use addilional sheets ifnecessary

A specific contractor is the only source ofthe required item because (check all that apply):

The required items are proprietary to the Contractor

A specific item is needed: A to be compatible or interchangeable with existing hardware, as spare or replacement hardware, { for the repair or modification of existing hardware, or for technical evaluation or test. Vendor is the original equipment manufacturer; there are no regional distributors. T Verification from manufacturer is attached

Sole Source Justification over $2.500 Page 2 of 4 Sole / Single Source Request Justification (For Noncompetitiye Purchases over S2,5(X))

This is the only equipment that meets the specialized needs ofthe department and I performs the intended function. Detailed justification is attached. Vendor is the sole distributor that is restricted by the manufacturer to our lerritory a Verification from manufacturer is attached.

It is not possible to obtain competition (i.e., only one source is capable ofsupplying the items or meeting the requirements). In a brief erplanalion' provide supporting et'idence .fbr thc conclusiotr: other source.s considered should be identiJied and why thqv ore not able to meal the ,'equiremenl.s.

tr There is a substantial technical risk in contracting with any other contractor, thereby making that an unacceptable course of action (e.g., where only one contactor has been successful to date in implementing a diffrcult manufacturing process). In a bief explanation, prot'ide ntpporting evidence of other conlractor's v'ilh relevant capabilities ond emphasize their inability to ot ercome the substantial technical risk.

For support services effort, there is no reasonable expectation that a meaningful cost or V other improvement could be made in the incumbent contractor's performance (e.g., the

Sole Source Justification over $2,500 Page 3 of4 I Sole / Single Source Request Justification (For No[competitive Purchases over $2J00)

chances of another firm winning a competition are cleady remote). Pleose proide a brief erplanation. The Town is cunently under contract with Comcast Business Communications for the Town's main internet pipe located at Town Hall (R2016-075) and for internet . ln order to streamline processes and continue with the current services provided by Comcast, the Parks, Recreation and Cultural Arts Department wishes to continue the existing service with Comcast and extend bandwidth. lt is the recommendation of the lT Department to continue using Comcast for these services.

ACKNOWLEDGEMENT

This section must be completed:

I am aware of the Town's requirements for competitive bidding for purchases over $2,500.00 and the criteria for justification for Single Source/Sole. I have gathered the required technical information and have made a concerted effort to review comparable/equal equipment (e.g., market research). I have attached the pertinent documentation showing what market research was conducted to preclude other items from consideration.

Req Signature DaIe /sr/lnz- Director Signature -ffi;-

T be complete by Purchasing staff:

The Town has advertised the above request on the Town's website in accordance with State of Florida Statute 287.057 and no challenges or protests were received. +

Buver: Date:

Procurement Manager Signature: Date: lf approved by Town Council: Resolution Number:

*All requests for Sole/Single Source will be advertised on the Town's website for a minimum of 7 days prior to approval from the Procurement Manager.

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