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IOM <br />INDIAN RIVER COUNTY <br />OFFICE OF MANAGEMENT AND BUDGET <br />PURCHASING DIVISION <br />DATE: June 12, 2023 <br />TO: BOARD OF COUNTY COMMISSIONERS <br />THROUGH: John Titkanich, County Administrator <br />Kristin Daniels, Budget Director <br />FROM: Jennifer Hyde, Purchasing Manager <br />SUBJECT: Sole Source Designation Requests and Utilization Update <br />BACKGROUND: <br />Many of the key pieces of equipment utilized throughout the County are specialized due to <br />facility design, and/or are standardized for consistency of operations, especially in the <br />Utilities Department. Many of these items are identified as sole source, as they are only <br />available from the manufacturer, or the manufacturer's lone authorized distributor for our <br />area. <br />Most of the sole source items are presented to the Board for designation, to facilitate the <br />use of Purchase Orders soon after the need for the goods or services are required, and to <br />ensure the expenditures for each item or vendor are appropriately authorized. <br />ANALYSIS: <br />Staff have identified additional sole source items that should be added, and some items <br />previously designated as sole source that are due for update, or review and renewal by the <br />Board. Current memos from each manufacturer describing their sole source for our <br />purposes are on file in the Purchasing Division. <br />The full list of Board -designated sole source vendors is attached, and includes the current <br />requests for renewals and new designations, as well as the other active designations. There <br />are currently 104 active designations, with 16 of those requested for update and/or <br />renewal. <br />As directed by the Board, staff has been tracking the sole source expenditures for each of <br />the previously -approved sole source items and services, with those amounts provided in <br />the far right column of the sole source list. The total expenditure on sole source designated <br />expenditures since April 1, 2021 is $12,040,985. The total three-year estimated <br />expenditure on sole source items, for those designation requests that provided an <br />estimate, was $23,006,002. <br />SOURCE OF FUNDS: <br />Funds for purchases and repairs will vary depending on the department, item use and <br />location. <br />31 <br />