Notice of Intent to Award a Sole Source Procurement
Single/ Sole Source Number: NTSS-GR-24-04
Title: Purchase from manufacture for service, repair, and maintenance of Trane A/C
units
Date: 11/16/2023
Written Response Due: 11/23/2023
Time: 2:00 PM
E-mail Address: grosenberg@davie-fl.gov
Fax Number:
954-797-1059
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 from
manufacture for service, repair, and maintenance of Trane A/C units. The Town would
contract this procurement with Trane.
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: Gary Rosenberg, Buyer, Town of
Davie 8800 SW 36th Street, Davie FL 33328 by: Facsimile number 957-797-1059, e-mail
grosenberg@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: TRANE
Contact Name: Brian Irvine
Address: 2884 CORPORATE WAY
City, State, ZIP: MIRAMAR, FL, 33025
E-Mail: brian.irvine@trane.com
Phone #: (954) 610-8257 | 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: ASAP
(Continued on the next page)
Revised 6/11/21
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: $ 65,000.00
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).
Please provide a brief explanation on the next page.
Revised 6/11/21
Descriptions/Explanations
Competition
With 10 Trane A/C units and 4 Mitsubishi Electric A/C units installed in the Utilities building,
this company can provide us with heating, ventilating, and air conditioning solutions for the
Utilities building. Also, they offer us services, parts support, and advanced technical support
for our equipment.
Trane manufactures A/C systems, providing genuine parts, accessories, and services for Trane
and Mitsubishi units without delay; as manufacturers, they are the only authorized service
Branches in the United States.
Technical Risk
Using non-authorized A/C contractors for maintenance with a lack of experience in these
equipment and installing non-original parts brings A/C failures, leading to severe
consequences such as equipment damage and loss of operation and comfort.
Improper maintenance, incorrect installation, and poor quality of parts can lead to various
problems, and the principal is total damage to the air cooling units; this is why we must
procure to send it to the manufacturer (Trane).
Support Services
Trane Technologies and Mitsubishi Electric joined to distribute their products and be the
exclusive service provider, including sales, solutions, and parts for Mitsubishi and Trane
equipment in the United States, located near the Town of Davie, in Miramar, FL.
Revised 6/11/21
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:
Date: 10/04/23
Department Director Signature:
Date: 11/07/23
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:
Date:
Procurement Manager Signature:
Date:
If approved by Town Council: Resolution Number:
Revised 6/11/21