Notice of Intent to Award a Sole Source Procurement
Single/ Sole Source Number: NTSS-BP-24-06
Title: Mechanical Seals For Pumps and Wastewater System Equipment
Date: 12/04/2023
Written Response Due: 12/13/2023
Time: 2:00 PM
E-mail Address: bperry@davie-fl.gov
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 Code Section 2-323
(b). 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 sole-source procurement for Chesterton
branded mechanical seals to seal rotating shafts that would prevent leaks and avoid
damage to rotating equipment, such as pumps for our wastewater systems. The Town
would contract this procurement with Southeast Pump Specialist, Inc.
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) business 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
F.S. § 287.017(3), as amended, will be forwarded to the Town Council for approval by
resolution.
All responses must be in writing and returned to ATTN: Brittnee Perry Buyer, Town of
Davie 8800 SW 36th Street, Davie FL 33328 by: Facsimile number 957-797-1049, e-mail
bperry@davie-fl.gov. Note the number of the Sole Source Information inquiry on
documentation.
Town of Davie
Sole/Single Source Request Justification
Requestor Information
Requestor Name: Orlando Acosta
Requestor Department/Division: Requestor Title:
Utilities
Maintenance Supervisor
Phone #:
954 327 3776
Recommending Sole/Single Source Procurement Action With
Company Name: Southeast pump specialist inc. Contact Name: Jesus Garcia
Address: 5161 Shadowlawn Ave
City, State, ZIP: Tampa, FL 33610
E-Mail: jesusg@sepump.net
Phone #: 863-456-7867 Ext:
Is the recommended company the manufacturer? Yes ✔ No
Does the manufacturer sell the item(s) through distributors? ✔ Yes No
Identify the date you need the item delivered or work performed:
Chesterton is the brand installed for all mechanical seals found in most pumps and rotating
water and wastewater systems equipment. Mechanical seals are critical because they are used
to seal rotating shafts to prevent leaks and avoid damaging the rotating equipment, such as
pumps.
(Continued on the next page)
ASAP
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Type of Sole/Single Source
Is this a Single Source or Sole Source requisition? Sole Source
Is this Sole Source a one-time or on-going requisition? On-Going
Estimated Annual Expenditures for one year: $ 10,000.00
Is there a contract related to these services? Yes ✔ No
Has legal reviewed it? Yes ✔ No
Sole/Single Source Rationale
Use the following items to explain why the recommended company is the only company
who can perform the requirement.
The required items are proprietary to the contractor.
A specific item is needed:
To be compatible or interchangeable with existing hardware
✔
As a space or replacement hardware
✔
For the repair or modification of existing hardware
✔
For technical evaluation or test
Vendor is the original equipment manufacturer; there are no regional distributors.
Verification from manufacturer is attached
This is the only equipment that meets the specialized needs of the department and
performs the intended function. Detailed justification is attached.
This Vendor is the sole distributor that is restricted by the manufacturer to our territory.
Verification from the manufacturer is attached.
✔
It is not possible to obtain competition (i.e., only one source is capable of supplying the
items or meeting the requirements).
In a brief explanation on the next page, provide supporting evidence for the conclusion; other
✔
sources considered should be identified and why they are not able to meet the requirements.
There is substantial technical risk in contracting with any other contractor, thereby
making that an unacceptable course of action (e.g., where only one contractor has been
successful to date in implementing a difficult manufacturing process).
✔
In a brief explanation on the next page, provide supporting evidence of other contractor’s with
relevant capabilities and emphasize their inability to overcome the substantial technical risk.
For support services effort, there is a reasonable expectation that a meaningful cost or
other improvement could be made in the incumbent contractor’s performance (e.g., the
chances of another firm winning a competition are clearly remote).
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Competition
Descriptions/Explanations
Mechanical seals are correctly designed and fitted to avoid water leakage, Reclaimed water,
and other fluids. In our case, a leak of reclaimed water can affect public health and waterways
due to environmental issues. And a water leak can result in hundreds of gallons of water lost.
Chesterton mechanical seals are installed in most pumps and rotating water and wastewater
systems equipment. Replacing the existing brand with another brand requires changing all
designs in pumps, wiring, efficiency and specifications.
Technical Risk
Mechanical seals have different operating specifications and were designed to meet our
process demands; installing another type of seal or brand can lead to pump degradation,
leakages, and unpredictable operating conditions. Therefore, they were installed following the
manufacturer's design and recommendations. Replacement to another brand or type carries
additional expenses.
Support Services
N/A
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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.
Requestor Signature: Orlando Acosta Digitally signed by Orlando Acosta
Date: 2023.11.16 10:53:52 -05'00'
Date: 11/16/23
Department Director Signature: Renukah Mohammed Digitally signed by Renukah Mohammed
Date: 2023.11.27 11:49:38 -05'00'
Date:
To Be Completed 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.
*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.
Buyer Signature:
'DWH
Procurement Manager Signature:
'DWH
If approved by Town Council: Resolution Number:
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