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. 26-45
Date Posted: November 25, 2025
Written Response Due Date: December 2, 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: Software Subscription Renewal Virtual Queuing
• AMOUNT (This is an acquisition with an estimated value of): $6758
• VENDOR: QTRAC 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, 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. 26-45
Page 1
Request
Request Type *
Sole/Single Source/Standardization
Preparer
Cami Magnapera
Pre-Director Approver(s) (?)
1
Katrina Romano
Department *
DEVELOPMENT SERVICES
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)
BUILDING
Type code *
Q
Purchase
Payment Method *
Purchase Type *
Purchase SubType *
Visa Purchase Purchase Order
Single Purchase (current FY)
None Change Order
Blanket Purchase (current FY)
Amendment
Description *
Annual Usage & support fees
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 (?) *
While we acknowledge that alternative queue-management solutions do exist on the market, remaining with Q-Trac is the option
that best supports the City’s goals for cost efficiency, operational consistency, and system standardization across departments.
Standardization Across the City
Q-Trac has been fully integrated into our existing workflows, staff procedures, and customer-service processes. Maintaining this
system allows us to preserve a standardized approach to queue management, ensuring that staff training, reporting, and customer
experience remain uniform across all facilities. Transitioning to a different solution would introduce new interfaces, new processes,
and increased variability that could negatively affect service quality and disrupt cross-departmental alignment.
Cost Savings and Financial Impact
Although other vendors offer comparable services, switching platforms would require additional expenditures for new hardware,
software licensing, configuration, staff retraining, and potential downtime during implementation. These transition-related costs
outweigh any marginal differences in pricing between vendors. By remaining with Q-Trac, we avoid unnecessary financial impact
and preserve the long-term cost savings associated with an already-established system.
Operational Efficiency and Continuity
Q-Trac is currently functioning efficiently and consistently within our operations. Migrating to a new vendor would interrupt this
stability, placing strain on staff and potentially causing delays in customer service while new systems are learned and adopted.
Keeping Q-Trac in place ensures uninterrupted operations, continuity of service, and the ongoing reliability our staff and community
expect.
For these reasons; preservation of standardization, avoidance of unnecessary transition costs, and protection of operational
efficiency. I recommend the continuation of Q-Trac services rather than initiating a change in vendors. Maintaining this system is the
most responsible, cost-effective, and service-focused option for the City.
Steps taken to verify these goods and/or services are not available elsewhere (?) *
While we acknowledge that alternative queue-management solutions do exist on the market, remaining with Q-Trac is the option
that best supports the City’s goals for cost efficiency, operational consistency, and system standardization across departments.
Other vendors that were contacted (?) *
none. please see comments above.
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 *
Switching vendors would affect cost savings, and interrupt efficiency and consistency for the City of North Port.
Supporting backup *
Click the Preview icon or right click link and select open in new tab or window to avoid downloading.
City of North Port - 2025 Renewal.pdf
253.11KB
FW_ QTRAC.pdf
411.14KB
DemandStar
For Purchasing Division
Date Posted
Sole/Single Source Number
Purchase Details
Effective Date
Expiration Date
Line Items
Item #
Description *
1
Annual usage & support Fees
Accounts
Unit of
Measure
$$
Quantity *
Unit Price *
Subtotal
6,758.00
$1.00
Shipping (?) *
$0.00
Total Charges
$6,758.00
$6,758.00
(?)
Dept *
1 BD
Account # (?) *
135-2700-524.46-01
Total Payments
$6,758.00
Comments to Budget (?)
Additional funds available in 52-50
Project #
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.
2025 QTRAC INC BD BLNKT Q 6752 (PO 51256).pdf
Cami Magnapera Qtrac 1.pdf
Vendor Details
Vendor Information (?)
Except for Emergency purchases, vendor MUST already be setup as a vendor in NaviLine.
Vendor Name *
QTRAC INC
Vendor Name CST
Contact
Ken Langford
Remittance Address
27810 AVENUE HOPKINS, VALENCIA, CA 91355
Phone
661-219-3112
Vendor Documentation Current (?) *
Yes No
Vendor Email
kenl@qtrac.com
Risk Documentation Current (?) *
Yes No Waiver Attached
YTD Expenses (?)
Department Inclusive (?) *
$6,758.00
Highest Approver (?) *
FD and CM will be skipped on the back end, as needed.
Purchasing Approver
City Inclusive (?) *
$6,758.00
Amount *
$6,758.00
1.25MB
213.28KB
Vendor Number *
8276
Action History (UTC-05:00)
Submit
by Cami Magnapera 10-31-2024 03:01:40 PM (Start Form)
Send back for edits
by Katrina Romano 10-31-2024 03:19:36 PM (Pre-Director approval)
The task was assigned to Katrina Romano 10/31/2024 3:01:44 PM
Resubmit
by Cami Magnapera 10-31-2024 03:42:22 PM (Requester resubmit)
The task was assigned to Kyla Straughan, Katrina Romano, Amy Windisch, Maria Di Pompo, Michele Ross,
Karen Nix, Cami Magnapera, Vinnie Mascarenhas, Leslie Vanatti. The due date is: November 14, 2024 3:01 PM
10/31/2024 3:19:38 PM
Cami Magnapera assigned the task to Cami Magnapera 10/31/2024 3:20:33 PM
Submit
by Katrina Romano 11-01-2024 09:27:42 AM (Pre-Director approval)
The task was assigned to Katrina Romano 10/31/2024 3:42:24 PM
Approve
by Alaina Ray 11-04-2024 08:28:09 AM (Director Approval)
The task was assigned to Alaina Ray, Lori Barnes 11/1/2024 9:27:43 AM
Alaina Ray assigned the task to Alaina Ray 11/4/2024 8:28:04 AM
Approve
by Nicole Brown 11-04-2024 08:35:56 AM (Budget Approval)
The task was assigned to Heidi Hallas, Nicole Brown, Lisa Herrmann 11/4/2024 8:28:10 AM
Nicole Brown assigned the task to Nicole Brown 11/4/2024 8:35:01 AM
Reviewed
Approve
by Bernice Moen 11-04-2024 10:22:33 AM (Purchasing Specialist)
EVER-BLKT-TERM
The task was assigned to Bernice Moen, Geoff Thomas 11/4/2024 8:35:57 AM
Bernice Moen assigned the task to Bernice Moen 11/4/2024 10:17:39 AM
by Alla Skipper 11-04-2024 10:36:26 AM (Purchasing Approval)
The task was assigned to Alla Skipper, Ginny Duyn, Keith Raney 11/4/2024 10:22:34 AM
Alla Skipper assigned the task to Alla Skipper 11/4/2024 10:36:16 AM
This page summarizes the opportunity, including an overview and a preview of the attached documents.
