Justification of Sole Source from Tampa Crane and Body Acquisition, LLC

Justification of Sole Source from Tampa Crane and Body Acquisition, LLC

Project Details

• Reference ID: RFI 26-092
• Department: Public Services - Environmental Svcs.
• Department Head: Stoney Brunson (Public Sevices Director)

Important Dates

• Questions Due: 2026-06-01T16:00:00.000Z

Evaluation Criteria

• Electronic Bidding System —

  The City of Clermont utilizes OpenGov (“Software Administrator”), an e-Procurement System (“Portal”) that provides bid notification and solicitation management services to interested vendors and contractors. Through the Portal, vendors can register online to receive notifications of new solicitations, addenda, and award announcements. Registration and participation in solicitations are free of charge, and no fees will be assessed to awarded vendors.

  Vendors with internet access are encouraged to review registration options and create an account at:
  👉 https://procurement.opengov.com/portal/clermontfl

  The City of Clermont utilizes NIGP Commodity Codes within the Portal to notify registered vendors when new projects are posted that correspond to the commodity codes selected in their vendor profile. Vendors are encouraged to keep their profiles and NIGP codes up to date to ensure they receive relevant notifications.

• Request for Information (RFI) Notice —

  This Request for Information (RFI) is issued to identify vendors that may be capable of providing the goods or services described below. This RFI is for informational and planning purposes only and is not an invitation to submit a bid, quote, or proposal. The City of Clermont is not obligated to make a purchase or issue a competitive solicitation as a result of this RFI.

  This RFI will remain open for fifteen (15) business days.

  Purpose

  The purpose of this RFI is to gather information from vendors regarding available products, services, solutions, capabilities, and market conditions related to the City’s identified need. Responses will assist the City in determining the appropriate procurement method, scope of services, specifications, and potential vendor availability.

  RFI Information

  1. Product or Service Needed: TBD
  2. Requesting Department: TBD
  3. Estimated Annual Expenditure: TBD
  4. Anticipated Timeline: TBD
  5. Summary of Need: TBD

  Information Requested

  Vendors capable of providing the product or service described above are invited to submit information regarding their company’s qualifications, capabilities, experience, and available solutions.

  Responses may include, but are not limited to:

  • Company background and contact information
  • Description of relevant products or services
  • Experience providing similar goods or services
  • Availability and estimated implementation or delivery timeline
  • Relevant certifications, licenses, or authorizations
  • General approach or recommended solution
  • Any other information that may assist the City in understanding available market options

  Do not include pricing information unless specifically requested by the City.

  Action Required

  If your company is capable of providing the identified product or service, please contact the Procurement Services Director by email at fsuarez@clermontfl.org prior to the RFI due date and time to express your interest.

  All responses will be reviewed and evaluated by the Procurement Services Department and the requesting department. Information received may be used to assist the City in developing specifications, determining vendor availability, or deciding whether to proceed with a future competitive solicitation.

  Submission of a response to this RFI does not guarantee that a vendor will be selected, prequalified, or invited to participate in any future procurement process.

• Cooperative Contract Purchase Notice —

  This Request for Information (RFI) is issued to notify vendors of the City of Clermont’s intent to purchase goods or services through an existing contract established by another government entity. This RFI is not an invitation to submit a bid or quote and will remain open for seven (7) business days.

  If no qualified vendors respond to this RFI, the Procurement Services Department will proceed with utilizing the referenced contract.

  Purpose

  The purpose of this RFI is to identify any vendor capable of providing the products or services listed below in a timely manner. Responses will assist the City in determining whether comparable options are available in the market.

  Contract Information

  1. Company Name: TBD
  2. Contract Number and Title: TBD
  3. Length of Contract: TBD
  4. Product or Service Provided: TBD
  5. Estimated Annual Expenditure: TBD

  Action Required

  If your company is capable of providing any of the products or services listed above, please contact the Procurement Services Director by email at fsuarez@clermontfl.org prior to the RFI due date and time to express your interest.

  Prospective vendors should submit information describing their company’s capabilities and ability to provide the identified product or service. Do not include pricing information.

  All responses will be reviewed and evaluated by the Procurement Services Department and the requesting department. These departments will determine whether the product or service offered qualifies as an approved equal to that provided under the referenced contract.

• Justification of Single/Sole Source Acquisition —

  This Request for Information (RFI) is issued to verify whether the specifications for the commodity or service described herein are non-restrictive and can be met by more than one company. This RFI is not an invitation to submit a bid or quote and will remain open for fifteen (15) business days.

  The City of Clermont Purchasing Policy allows a purchase to be made without competition when there is only one available source for the required product or service. A single/sole source purchase is justified when (1) the product or service is the only one that can reasonably meet the City’s needs, and (2) only one company can provide that product or service.

  Single/Sole Source Information

  1. Company Name: Tampa Crane and Body Acquisition, LLC
  2. Product or Service Provided: Repairs to truck-mounted cranes and lift gates, including annual crane inspections.
  3. Estimated Annual Expenditure: $40,000.00
  4. Single/Sole Source Justification: Repair and maintenance for a specific brand of existing equipment is available only from the original equipment manufacturer or a designated services dealer.

  Action to be Taken

  No action is required if you agree that the proposed purchase or service qualifies as a valid single/sole source.

  If you disagree with the justification for a single/sole source purchase, you are invited to submit information demonstrating your company’s ability to provide the same or equivalent product or service prior to the RFI due date and time. Do not provide pricing information.

  All responses will be reviewed and evaluated by the Procurement Services Department and the requesting department.

  If a legitimate response is received demonstrating that the product or service is available from another qualified source, City staff will evaluate the information. If appropriate, the single/sole source process will be discontinued, and a competitive solicitation will be issued to ensure fair and open competition.

• Recreational and Instructional Program Proposal for the ARC —

  Information and Evaluation

  This Request for Information will remain open for as long as the City is accepting program proposals for the Clermont Arts and Recreation Center. The City may, in its sole discretion, close the Request for Information at any time and not accept any further proposals or submittals, as it may determine in its best interest.

  1. Purpose
     1. The City of Clermont is seeking independent contractors to provide various recreation or instructional programs to participants in the City’s Recreational Programs.
  2. Independent Contractor Agreement
     1. Any contractor or agreement resulting from this Request for Information shall be executed as an Independent Contractor Agreement between the City and the proposer, with the City receiving twenty percent (20%) of the proceeds.
     2. Respondents wishing to utilize an agreed upon section of Waterfront Park for the sole purpose of personal training and/or coaching, may elect to pay the City a fee of forty dollars ($40.00) for a maximum of two (2) hours per day or seventy-five dollars ($75.00) for a maximum of four (4) hours per day for the use of the park for their program in lieu of the 80/20 split. Respondents electing this option are required to provide monthly attendance rosters to the City and are responsible for the collection of all fees.
  3. Legal Requirements
     1. Respondents are advised that this Request for Information is subject to all legal requirements contained in all applicable Federal and State Statutes, City Ordinances, Procurement Standard Terms & Conditions, and the Purchasing Policies and guidelines of the City of Clermont. Where a conflict may exist between this solicitation and any statute, policy, or guidelines, the higher authority shall prevail.
  4. Letter of Interest Requirements for Recreational Programs
     1. Program proposals should offer specific or various recreational or instructional programs, provided that the programs are consistent with the general nature of recreational programs for the public.
     2. Any qualified firm or individual may submit multiple responses for multiple recreational or instructional programs; however, each submittal should be submitted separately, using a separate Response Coversheet.
     3. Program proposals are encouraged for, but not limited to, the leisure activity areas of youth and adult athletics, wellness and exercise, art instruction, dance, education, senior programs, and other related areas that are acceptable as public recreation offerings.
     4. Proposed programs must provide a valuable service to the community at a reasonable price.
     5. Respondents must not rely on the City to provide any additional financial support, other than overhead operation costs. Overhead costs include facility maintenance, utilities, and basic Recreation Division support.
     6. Activities and/or programs must utilize a Recreation Division facility or area, including the Arts and Recreation Center, within the City’s park system.
     7. The City makes no warranty, guarantee, or representation as to the success of any program operated as a result of any Independent Contractor Agreement made pursuant to this solicitation.
     8. The City will not approve any program or a part of any program if it is contrary to laws, statutes, ordinances, policies, or guidelines of the City, or is deemed by the City to not be in its best interests.
  5. Information to Include with the Response
     1. Response Coversheet (included with this RFI)
     2. Vendor Information Form (included with this RFI)
     3. Company's W-9
     4. Certificate of insurance (see provided requirements)
     5. If the business is located within the City of Clermont, provide a copy of the City’s Business Tax Receipt.
     6. Proposed services.
        1. The program proposal should clearly describe the scope of activities or programs proposed, including details of the approach and plan. A statement should be included that explains why the approach and plan would be effective and beneficial to the City of Clermont Recreation Division.
        2. The proposal must include information on the following to assist the City in making an informed decision on whether the program proposed is of any value to City residents.
           1. Qualifications of the proposer and staff personnel, including resumes and a brief description of the proposer’s experience with the program or activity.
           2. Copy of comprehensive general liability insurance with limits of $500,000 per occurrence, combined single limit for bodily injury liability and property damage liability.
           3. An outline of intended staffing, days, and hours for programs, and the proposed age groups.
           4. A budget of all the costs associated with the program or activity, and a proposed fee that will be charged to participants.
           5. Current classes: Please list if you have a current established class or if you intend to move a current class to our location. Include class size and current fees.
           6. Any additional information to assist the City in its evaluation of the proposed program or activity.
        3. References: Provide the names and contact information of three (3) references who may attest to the proposer’s ability and performance.
  6. Evaluation
     1. Programs will be evaluated by a committee for the value and benefit the proposed activity or program may bring to the overall public recreation offerings. Each respondent will be notified if their proposal is accepted and the City will provide the respondent with the City’s Independent Contractor Agreement.
     2. Acceptance of proposals does not guarantee that the offering will be automatically added to the City’s public recreation offerings. Additionally, once added, no guarantees are made that the program will be successful or that the City will automatically continue offering the activity or program.

  Delivery Instructions

  Program proposals will be accepted by the Procurement Services Department, either by mail or hand-delivered, until 2:00 p.m. on the first Tuesday of each month at the Procurement Services Department, 685 W. Montrose Street, Clermont, FL 34711. Each program proposal submitted must have the following information clearly marked on the face of the envelope: the proposer’s name, return address, and the wording: “RFI 2201-004 - Recreational and Instructional Program Proposal”.

  Included in the envelope must be one (1) original and one (1) copy of the proposal. The original shall be marked “Original”, the copy marked as “Copy”, and must be identical to the original. Any program proposal received after 11:00 a.m. on the first Tuesday of the month will be held by the Procurement Services Department and opened the following month. Normal City business hours are 8:00 a.m. to 5:00 p.m., Monday through Friday, except city-observed holidays. Program proposals submitted by email or fax will not be accepted.

Submission Requirements

• 1. Upload information regarding your company's ability to provide the product or service described. (required)
• I have read, understand, and acknowledge what must be submitted with the response to this RFI. (required)
• Type of RFI (required)
• (Sole) Company Name (required)
• (Sole) Product or Service Provided (required)
• (Sole) Annual Expenditure (required)
• (Sole) Sole/Single Source Justification (required)
• Company Name (required)
• Contract Number and Title (required)
• Length of Contract (required)
• Product or Service Provided (required)
• Estimated Annual Expenditure (required)
• (Coop) Company Name (required)
• (Coop) Contract Number and Title (required)
• (Coop) Length of Contract (required)
• (Coop) Product or Service Provided (required)
• (Coop) Estimated Annual Expenditure (required)
• (Standard) Product or Services Needed (required)
• (Standard) Requesting Department (required)
• (Standard) Estimated Annual Expense (required)
• (Standard) Anticipated Timeline (required)
• (Standard) Summary of Need (required)