Project Information

Bid Title

NOTICE OF INTENT TO AWARD A SOLE/SINGLE SOURCE PROCUREMENT: IMAGETREND LLC

Issuing Agency

City of North Port

Location

Florida

Published Date

Nov 18, 2025

Closing Date

Nov 25, 2025

Government Level

State & Local

Status

Closed

Original Source

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Bid Inquiries

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Bid Documents

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Project Description

NOTICE OF INTENT TO AWARD A SOLE/SINGLE SOURCE PROCUREMENT: IMAGETREND LLC City of North Port, Florida sent this bulletin at 11/18/2025 03:41 PM EST

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. 26-41 Date Posted: November 18, 2025 Written Response Due Date: November 25, 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: Fire and Medical Report Management System AMOUNT (This is an acquisition with an estimated value of): $19603.33 VENDOR: IMAGETREND LLC 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 posted 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. SS26-41 Notice of Intent- IMAGETREND LLC ADA COMPLETE PACKET.PDF

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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. 26-41

Date Posted: November 18, 2025

Written Response Due Date: November 25, 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: Fire and Medical Report Management System

• AMOUNT (This is an acquisition with an estimated value of): $19603.33

• VENDOR: IMAGETREND LLC

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. 26-41

Page 1

Request

Request Type *

Sole/Single Source/Standardization

Preparer

Kristina Smith

Pre-Director Approver(s) (?)

1

Deanna Marshall

Department *

FIRE

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)

Type code *

Purchase

Payment Method *

Purchase Type *

Purchase SubType *

Visa Purchase Purchase Order

Single Purchase (current FY)

None Change Order

Blanket Purchase (current FY)

Amendment

Description *

Fire and Medical report management system and data archiving

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 (?) *

ImageTrend is the sole provider of this records management system.

Steps taken to verify these goods and/or services are not available elsewhere (?) *

Fire Rescue researched and tested alternatives, ImageTrend was identified as the best

system for the department needs

Other vendors that were contacted (?) *

N/A

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 *

ImageTrend is the sole provider of this records management system

Supporting backup *

Click the Preview icon or right click link and select open in new tab or window to avoid downloading.

Original Purchase (?) *

01/01/2018

Standardization cannot be on the

first purchase.

North Port Sole Source Letter 2025.pdf

125KB

DemandStar

For Purchasing Division

Date Posted

Sole/Single Source Number

Purchase Details

Effective Date

Expiration Date

Line Items

Item #

Description *

1

Elite™ Rescue

Support

2

Elite™ Rescue

Hosting

3

Elite Rescue Field Site

License Support

4

Visual Informatics™

EMS Cube Support

5

Visual Informatics™

Fire Cube Support

6

Elite Rescue CAD

Integration

Unit of

Measure

$$

Quantity *

4,193.34

$$

6,290.02

$$

1,863.71

$$

1,967.80

$$

983.90

$$

4,304.56

Unit Price *

$1.00

$1.00

$1.00

$1.00

$1.00

$1.00

Subtotal

$4,193.34

$6,290.02

$1,863.71

$1,967.80

$983.90

$4,304.56

Shipping (?) *

$0.00

Total Charges

$19,603.33

Accounts (?)

Dept *

1

Account # (?) *

001-2222-526.49-14

Project #

Amount *

$10,293.61

2

Comments to Budget (?)

110-2222-522.49-14

Total Payments

$19,603.33

$9,309.72

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.

Image Trend Sales Invoice PS-INV119903.pdf Updated.pdf

Vendor Details

Vendor Information (?)

Except for Emergency purchases, vendor MUST already be setup as a vendor in NaviLine.

Vendor Name *

IMAGETREND LLC

Vendor Name CST

Contact

Remittance Address

20855 KENSINGTON BLVD, LAKEVILLE, MN 55044

Phone

952-469-1589

Vendor Documentation Current (?) *

Yes No

Vendor Email

contracts@imagetrend.com

Risk Documentation Current (?) *

Yes No Waiver Attached

YTD Expenses (?)

Department Inclusive (?) *

$0.00

Highest Approver (?) *

FD and CM will be skipped on the back end, as needed.

City Inclusive (?) *

Vendor Number *

8182

66.38KB

November 13, 2025

Kris Smith

Business Services Coordinator

North Port Fire Rescue

4970 City Hall Blvd

North Port, FL 34286

Dear Kris Smith,

Thank you for your recent sole source inquiry. ImageTrend Elite™ is solely developed, produced,

distributed and supported by ImageTrend, LLC. This product is copyrighted and trademarked. Only

available from ImageTrend is our seamless integration with any of over 50 CAD vendors that we have

worked with in the past. These CAD integrations allow for data to be directly imported into the Elite EMS

run form, reducing data collection needs and human error. Your CAD integration to Elite is only able to be

configured and maintained by ImageTrend employees.

This solution from ImageTrend, LLC. is based upon the unique modules and basic architectural features of

the data management systems that have been designed by ImageTrend for many applications. The

experience and input from our current users have collaboratively helped us to develop a commercial-off-

the-shelf (COTS) solution and best practices exclusively for the EMS market.

ImageTrend is the only company to offer a fully integrated EMS/Fire solution compatible with NEMSIS

v3/NFIRS that incorporates both mobile-device compatibility from the ground up, as well as the option to

self-host the Elite EMS system database in their own hosted environment. The Elite solution is scalable

within one system to handle millions of incidents with thousands of users annually. Elite’s unique security

concept and enterprise design allow for multiple tiered, secure usage and views by individual services,

regional groups and state entities all within one system.

The Elite solution offers drag and drop form template configuration available to manage system-wide,

regionally or specific to agency’s workflow, in addition, easy to create validation rules to meet state or

agency documentation standards. The solution includes a proprietary Report Writer for usage and

generation of standard and ad hoc reports by any level of system user within their reporting permission

rights.

As the sole source vendor of this software, we distribute on a use license basis and maintain beneficiary

escrow accounts. All data obtained and maintained within the application is proprietary to and owned by

the licensed user. ImageTrend does not distribute the source code to any other vendors or resellers and

therefore development, modification or implementation of Elite and its modules and extensions can only

be performed by ImageTrend, LLC.

1305 Corporate Center Drive, Suite 500, Eagan, MN 55121

Phone: (952) 469-1589 | Toll Free: (888) 469-7789 | Fax: (952) 985-5671

www.ImageTrend.com

Business Private

Commodity Codes

• NAICS 541330Engineering Services
• NAICS 541511Custom Computer Programming Services
• NAICS 541512Computer Systems Design Services
• NAICS 541519Other Computer Related Services

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