Subject:
Title
Authorization to Utilize Sole/Single Source Distributors and Piggyback Contracts for Goods and Services Utilized by County Departments/Offices
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Fiscal Impact:
Funding for this requested action is limited to the Board’s Adopted Operating and Capital Budget within each Department/Office.
Dept/Office:
Central Services/Purchasing Services
Requested Action:
Recommendation
It is requested that the Board of County Commissioners:
1. Authorize the County departments/offices and Central Services to utilize sole/single source distributors when they are found, through advertisement, to be the only authorized source for the goods and services required by the County; and
2. Authorize the County departments/offices and Central Services to utilize piggyback contracts for goods and services utilized by the County when it is found to be the most economical means to acquire such goods and services; and
3. Authorize the County Manager or designee to execute contracts that result from approved sole/single source distributors and piggyback contracts, subject to review and approval by the County Attorney’s Office, Risk Management, and Purchasing Services.
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Summary Explanation and Background:
Prior to the beginning of each fiscal year, Purchasing Services, departments, and offices work together to develop a Vendor of Record (VOR) for the Board’s consideration and approval.
The VOR provides departments and offices with identified vendors of sole/single sources, including original equipment manufacturers (OEM) and sole authorization distributors listed within these categories. For goods and services listed as Sole/Single Source on VOR, these items have gone through an approval process with justification from the department or office, explanation from the vendor as to why the good or service is the only source and is advertised on the County’s vendor platform (VendorLink) to see if another vendor can supply the goods or services. If another vendor notifies the County through this advertisement that they may also provide the same good or service, the sole/single source process ceases, and a competitive procurement is prepared. All goods and services on the attached list have gone through this process and have been found to be either sole or single source because it is the original equipment manufacturer or authorized distributor.
The VOR also contains vendors in the Brevard County Public Entity Purchasing Cooperative (Purchasing Cooperative). The Purchasing Cooperative entities within the Brevard County geographic area have entered into an Interlocal Agreement to create a Cooperative Purchasing group. The Purchasing Cooperative program contributes to cost savings by taking advantage of volume buying of goods and services being procured. Also, it facilitates sharing information and expertise about goods and services. Additionally, the VOR provides for Intergovernmental Cooperative Purchasing Programs, which offer local governments access to nationally solicited contracts that may provide a significant reduction in price and are guaranteed to deliver features.
Purchasing Services reviewed each department and office request for market justification for each vendor listed on the VOR. This approach minimizes costs and assures efficient use of available procurement of the products and services allocated to individual departments and offices based on the County’s Adopted FY 2025-26 Annual Operating and Capital Budget.
Clerk to the Board Instructions: