City of North Port
FINANCE DEPARTMENT/PURCHASING DIVISION
4970 CITY HALL BLVD
NORTH PORT, FLORIDA 34286
Office: 941.429.7170
Fax: 941.429.7173
Email: purchasing@northportfl.gov
NOTICE OF INTENT TO AWARD A SOLE/SINGLE SOURCE PROCUREMENT
Sole/Single Source No: SS NO. 26-41
Date Posted: November 18, 2025
Written Response Due Date: November 25, 2025
This is not a formal solicitation and there are no submissions required. The proposed contract action is for product or services
for which the City intends to negotiate and award with only one contractor/vendor under the authority of and in accordance
with Florida State Statute 287.057(5)(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.
• DESCRIPTION OF SERVICE/PRODUCT: Fire and Medical Report Management System
• AMOUNT (This is an acquisition with an estimated value of): $19603.33
• VENDOR: IMAGETREND LLC
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, e-mail, and a statement regarding capability to provide the
specified procurement per the attached specifications. 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 City. A
determination by the Procurement Manager not to compete this proposed action based on the responses to this notice is
solely within the discretion and approval of the Procurement Manager and City Manager.
All sole/single source purchases exceeding the formal threshold indicated in the policies and procedures manual will require
Commission Approval.
All responses must be in writing and returned to ATTENTION: PURCHASING, City of North Port, 4970 City Hall Boulevard,
Suite 337, North Port, Florida, 34286 or by: Fax 941-429-7173, or by e-mail purchasing@northportfl.gov. Note the number
of the Sole Source Information inquiry on documentation.
Information regarding this Intent may be viewed and downloaded from DemandStar’s website at www.demandstar.com.
Links to DemandStar are also available from the City website at www.northportfl.gov .This Notice of Intent is poste
d on the City FTP site at https://northportfl.gov/fileshare . If you have any questions, concerns, or problems accessing this
request using the link, please contact Michael White, Contract Administrator I, at 941.429.7174. Request for additional
information or clarification regarding the specifications must be sent via facsimile to 941.429.7173 or via email to
purchasing@northportfl.gov. No verbal requests will be honored.
SS NO. 26-41
Page 1
Request
Request Type *
Sole/Single Source/Standardization
Preparer
Kristina Smith
Pre-Director Approver(s) (?)
1
Deanna Marshall
Department *
FIRE
Commission Meeting? *
Yes No
Procurement Request
City of North Port
Capital? (?)
No Yes
PRR-EX (?)
Yes
FY *
2026
Commission Override (?)
Yes No
Name
Division(s)
Type code *
Purchase
Payment Method *
Purchase Type *
Purchase SubType *
Visa Purchase Purchase Order
Single Purchase (current FY)
None Change Order
Blanket Purchase (current FY)
Amendment
Description *
Fire and Medical report management system and data archiving
Section 2-407 of the City of North Port Procurement Code provides guidelines for determining if good(s) or service(s) is/are a sole/single source. All
Sole/Single source requests will be posted on DemandStar & the City’s Purchasing site for seven (7) business days.
Exemption Explanation (?) *
ImageTrend is the sole provider of this records management system.
Steps taken to verify these goods and/or services are not available elsewhere (?) *
Fire Rescue researched and tested alternatives, ImageTrend was identified as the best
system for the department needs
Other vendors that were contacted (?) *
N/A
Grant? *
Yes No
Technology Related? (?) *
Yes Renewal No
Technology type *
Software
Exemption
Reason *
Attach documentation from the manufacturer certifying the vendor selected is the only distributor/dealer/contractor for the products or services in question and/or holds the
production, unique capability, copyrights, trademark, and/or patent to the item, and check the following applicable statement(s):
Patent, copyright or unique design restrictions. (Sole Source)
Proprietary rights in technical data and/or product formulations (e.g. cleaning compounds, lubricating oils, paint, etc.), which can only be determined through
extensive laboratory analysis and examination. (Sole Source)
Only producer, such as utility supplier or construction material supplier, that will meet the specialized needs of the department or perform the intended function.
(Sole Source)
Direct replacement parts, equipment or supplies that must be compatible with original equipment already installed but available only from the original equipment
manufacturer. Most manufacturers have more than one dealer or distributor for their products. When this is the case, competition between dealers and/or
distributors may be possible, eliminating the “sole or single source” restriction. (Single Source)
When tests and/or demonstrations of equipment, supplies, part, etc. under actual operating conditions reveal superior quality, performance, design or other
characteristics in a brand product(s), which is available from only one source. Testing must be performed as often as practical. (Single Source)
Purchases for a brand product are to be made from one selected supplier, even though there are other suppliers that provide similar products. Options, such as
pricing, availability, servicing, have been vetted and a supplier has been chosen that best meets the City’s needs. (Single Source)
Maintenance, repair services or warranty which require specialized test equipment, procedures, and technical expertise available only from the original
equipment manufacturer or authorized/licensed dealer/field service representative. (Single Source)
The part(s)/equipment are required to permit standardization and operating efficiencies within the organization and the parts and equipment are only available
thorough a sole or single source. If competition is available, the parts and equipment must be competed. For brand-specific items, quotes should still be
obtained. (Standardization)
Other: None or some of the above apply. Provide detailed justification below.
Explanation *
ImageTrend is the sole provider of this records management system
Supporting backup *
Click the Preview icon or right click link and select open in new tab or window to avoid downloading.
Original Purchase (?) *
01/01/2018
Standardization cannot be on the
first purchase.
North Port Sole Source Letter 2025.pdf
125KB
DemandStar
For Purchasing Division
Date Posted
Sole/Single Source Number
Purchase Details
Effective Date
Expiration Date
Line Items
Item #
Description *
1
Elite™ Rescue
Support
2
Elite™ Rescue
Hosting
3
Elite Rescue Field Site
License Support
4
Visual Informatics™
EMS Cube Support
5
Visual Informatics™
Fire Cube Support
6
Elite Rescue CAD
Integration
Unit of
Measure
$$
Quantity *
4,193.34
$$
6,290.02
$$
1,863.71
$$
1,967.80
$$
983.90
$$
4,304.56
Unit Price *
$1.00
$1.00
$1.00
$1.00
$1.00
$1.00
Subtotal
$4,193.34
$6,290.02
$1,863.71
$1,967.80
$983.90
$4,304.56
Shipping (?) *
$0.00
Total Charges
$19,603.33
Accounts (?)
Dept *
1
Account # (?) *
001-2222-526.49-14
Project #
Amount *
$10,293.61
2
Comments to Budget (?)
110-2222-522.49-14
Total Payments
$19,603.33
$9,309.72
Backup Attachments
Click the Preview icon or right click link and select Open link in new tab or window to avoid downloading.
Additional Backup
Related NavLine Req, price sheet, quote, drawings, specifications, risk waiver, etc.
Image Trend Sales Invoice PS-INV119903.pdf Updated.pdf
Vendor Details
Vendor Information (?)
Except for Emergency purchases, vendor MUST already be setup as a vendor in NaviLine.
Vendor Name *
IMAGETREND LLC
Vendor Name CST
Contact
Remittance Address
20855 KENSINGTON BLVD, LAKEVILLE, MN 55044
Phone
952-469-1589
Vendor Documentation Current (?) *
Yes No
Vendor Email
contracts@imagetrend.com
Risk Documentation Current (?) *
Yes No Waiver Attached
YTD Expenses (?)
Department Inclusive (?) *
$0.00
Highest Approver (?) *
FD and CM will be skipped on the back end, as needed.
City Inclusive (?) *
Vendor Number *
8182
66.38KB
November 13, 2025
Kris Smith
Business Services Coordinator
North Port Fire Rescue
4970 City Hall Blvd
North Port, FL 34286
Dear Kris Smith,
Thank you for your recent sole source inquiry. ImageTrend Elite™ is solely developed, produced,
distributed and supported by ImageTrend, LLC. This product is copyrighted and trademarked. Only
available from ImageTrend is our seamless integration with any of over 50 CAD vendors that we have
worked with in the past. These CAD integrations allow for data to be directly imported into the Elite EMS
run form, reducing data collection needs and human error. Your CAD integration to Elite is only able to be
configured and maintained by ImageTrend employees.
This solution from ImageTrend, LLC. is based upon the unique modules and basic architectural features of
the data management systems that have been designed by ImageTrend for many applications. The
experience and input from our current users have collaboratively helped us to develop a commercial-off-
the-shelf (COTS) solution and best practices exclusively for the EMS market.
ImageTrend is the only company to offer a fully integrated EMS/Fire solution compatible with NEMSIS
v3/NFIRS that incorporates both mobile-device compatibility from the ground up, as well as the option to
self-host the Elite EMS system database in their own hosted environment. The Elite solution is scalable
within one system to handle millions of incidents with thousands of users annually. Elite’s unique security
concept and enterprise design allow for multiple tiered, secure usage and views by individual services,
regional groups and state entities all within one system.
The Elite solution offers drag and drop form template configuration available to manage system-wide,
regionally or specific to agency’s workflow, in addition, easy to create validation rules to meet state or
agency documentation standards. The solution includes a proprietary Report Writer for usage and
generation of standard and ad hoc reports by any level of system user within their reporting permission
rights.
As the sole source vendor of this software, we distribute on a use license basis and maintain beneficiary
escrow accounts. All data obtained and maintained within the application is proprietary to and owned by
the licensed user. ImageTrend does not distribute the source code to any other vendors or resellers and
therefore development, modification or implementation of Elite and its modules and extensions can only
be performed by ImageTrend, LLC.
1305 Corporate Center Drive, Suite 500, Eagan, MN 55121
Phone: (952) 469-1589 | Toll Free: (888) 469-7789 | Fax: (952) 985-5671
www.ImageTrend.com
Business Private
This page summarizes the opportunity, including an overview and a preview of the attached documents.
