Project Information

Bid Title

City Intends to Sole/Single Source SS26-51 for PADtrax RFID Software and Add-Ons

Issuing Agency

City of North Port

Location

Florida

Published Date

Dec 19, 2025

Closing Date

Dec 27, 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

City Intends to Sole/Single Source SS26-51 for PADtrax RFID Software and Add-Ons City of North Port, Florida sent this bulletin at 12/19/2025 01:21 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 PROCUREMENTSole/Single Source No:  SS NO. 25-51

Date Posted: December 19, 2025

Written Response Due Date: December 27, 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: PADtrax RFID Software and Add-Ons
• AMOUNT (This is an acquisition with an estimated value of): $70,239.00
• VENDOR: C&A Associates 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 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 Bernice Moen, Contract Administrator I, at 941.429.7114.  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.

• SS26-51 NOI C&A Associates Inc Complete Packet.pdf

Update your subscriptions, modify your password or email address, or stop subscriptions at any time on your Subscriber Preferences Page . You will need to use your email address to log in. If you have questions or problems with the subscription service, please visit subscriberhelp.govdelivery.com .

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Attachment Preview

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. 26-51

Date Posted: December 19, 2025

Written Response Due Date: December 27, 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: PADtrax RFID Software and Add-Ons

• AMOUNT (This is an acquisition with an estimated value of): $70,239.00

• VENDOR: C&A Associates 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 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 Bernice Moen, Contract Administrator I, at 941.429.7114. 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. 26-51

Page 1

Sole-Source Provider for

FOR MORE INFORMATION CONTACT:

Matthew Moss

C&A Associates, Inc.

1814 S. Range Road, Suite A

Denham Springs, LA 70726

225.791.7797

mattmoss@caassociates.com

The PADtrax RFID Evidence and Accountability system from C&A Associates is the only

system available that has successfully employed RFID technology to fully track and monitor

items of evidence through the entire evidence management process in a Law Enforcement

environment. With PADtrax agencies account for and track tagged evidence items from intake

through movement into and out of an area secured with RFID detection devices. This document

details reasons why this system is unique and outlines the reasons why the PADtrax system is a

sole-source product with patents issued by the U.S. Patent Office (US 9,836,936 B1). PADtrax is

the first structure specifically designed for the use of RFID Technology throughout the entire

process of tracking evidence and evidence chain-of-custody assurance, and as such is the only

product that is available for this use (i.e. it is a Sole Source product for tracking evidence in a

Law Enforcement environment).

A common application for RFID integrators is to make a provision in software that allows

an RFID "Smart Label" to be attached to an item so that it can be located with a handheld

reader. While this does accomplish the task of making item location easier, it does not assist

with any other process of item handling.

Some integrators do attempt to go beyond this by implementing "Chokepoint" or

"Pinchpoint" technology into tracking. However, these attempts are often very coarse in their

approach. This is because they log the status of a tagged item based on whether the mounted

hardware successfully reads the tag. This process may be adequate in situations of less-critical

tracking, more predictable movements (such as forklifts and conveyor belts), or situations

where items can take a long time to be read, this would not be adequate for evidence room

environments.

This is because of a few very important factors:

1. Evidence is transported in and out of evidence by humans. Human bodies introduce a

multitude of effects in RF environments

2. Humans never do the same thing twice. Sometimes items are carried on the left,

sometimes the right, etc.

3. Different quantities of items move quickly through the door each time.

4. Most critically, stationary items are often stored within the distance the RFID antenna

can read moving objects. This means RFID chokepoint systems must be able to

distinguish between moving and stationary items, which is often quite difficult to do in

environments that are not tightly controlled (such as lab and testing environments).

Most adjustments made to accomplish this are performed at a tradeoff (reliability, read

time, etc). PADtrax utilizes proprietary phase-angle analysis and other algorithms in

order to make decisions regarding tag movement, inventory, and more.

5. PADtrax analyzes a multitude of data in near-real-time to determine whether a

RFIDtagged item is on the inside or outside of the closed door of the evidence room,

because such measures are critical when tracking the movement of evidence, which is

different than tracking things as they move across a loading dock, conveyor belt, etc.

6. PADtrax is designed to minimize the amount of physical constraint on users. The

PADtrax system will accommodate the variances in the way evidence officers move

items in and out.

These steps, and other procedures in the software, have allowed C&A Associates to receive

award and issuance of a patent from the U.S. Patent Office for our use of RFID Technology

specifically towards evidence chain-of-custody. We only use PADtrax for evidence

accountability which sets us apart from other companies offering one system for all

installations.

As the inventor and owner of the PADtrax product line, C&A is the sole-source provider for

the PADtrax Evidence Accountability System.

Date: __:ĂŶƵĂƌLJϮϱϮϬϮϱ_____________

Matthew L. Moss

President C&A Associates

mattmoss@caassociates.com

800.679.7764

1814 S. Range Ave. Suite A

Denham Springs, LA 70726

(225) 791-7797

North Port Police Department

Scott Smith

ssmith@northportpdfl.gov

Ship To: 4980 City Hall Boulevard, North Port, FL 34286

Quote# 4117

Date: 10/07/2025

Expiration Date: 02/28/2025

Salesperson

Jim Snyder

Product Code

PADTrax interface to RMS

Solution

RF-ZONE-017

RF-SENTHER HH

RF-PRINT-ZD621R

RF-BL-2400

RF-SIG-460HSBR

RF-EVTAG-4X2

RF-RIBBON RESIN-3X4

S&H

Installation & Training

Description

Job

North Port Police Department lead

Qty

PADtrax RFID Software

PADTrax interface to RMS

Solution

RFID Read-Zone

RFID Handheld

RFID Printer

RFID Block Reader

RFID Signature Pad

RFID-EVIDENCE 4X2 TAG 520/ROLL

RFID Printer RESIN Ribbons Law

Enforcement

Shipping & Handling

Installation & Training

1

1

7

2

2

2

1

41600

40

1

1

Unit price

$9,500.00

$0.00

Amount

$9,500.00

$0.00

$3,350.00

$3,250.00

$2,400.00

$565.00

$325.00

$0.39

$16.50

$23,450.00

$6,500.00

$4,800.00

$1,130.00

$325.00

$16,224.00

$660.00

$650.00

$7,000.00

$650.00

$7,000.00

Grand Total: $70,239.00

▪ Purchaser Agrees to Pay Grand Total to the Seller. Applicable Tax Not Included

▪ 4.0% Surcharge Fee If Paying by Credit Card

▪ Balance Due Upon Completion of Installation

▪ All Servers and PC's to be Provided by Purchaser Based on C&A Specs

▪ Purchaser Responsible for Providing Network Connection from Server to All Read -Zones

▪ Annual Maintenance/Support Invoiced After 90-Day Warranty Period

Annual Maintenance $9,500.00

To accept this quotation, sign here and return: ___________________________________________

Printed: _______________________________________ Date:____/_____/_______

Request

Request Type *

Sole/Single Source/Standardization

Preparer

Chelsey Rodgers

Procurement Request

City of North Port

Capital? (?)

No Yes

PRR-EX (?)

Yes

Pre-Director Approver(s) (?)

1

Carol Cooper-Colicchio

Department *

POLICE

Commission Meeting? *

Yes No

Commission Override (?)

Yes No

Name

Division(s)

FY *

2026

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 *

This is a Property and Evidence Management Solution. It will track evidence from intake to being signed out by officers/detectives,

to release to court or the owner. It tracks the motion of the items by RFID and can audit items reducing man hours.

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 (?) *

It is in the best interest of the City to procure the PADtrax RFID Evidence and Accountability System from C&A Associates as a sole-

source purchase because it is the only system specifically designed and patented to fully track law enforcement evidence using RFID

throughout the entire chain-of-custody process. PADtrax uniquely distinguishes between moving and stationary evidence in active

evidence room environments through proprietary, patented technology (U.S. Patent No. 9,836,936 B1), which competing RFID

solutions cannot reliably achieve. As the inventor, patent holder, and exclusive provider of PADtrax, C&A Associates is the sole

source capable of providing this system.

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

Reviewed specifications and other companies, however PADtrax’s patented RFID implementation aims specifically at automated

chain-of-custody movement tracking in active evidence environments.

Other vendors that were contacted (?) *

Revolution™ Police Evidence Management, Cykeo RFID File Cabinet, Collective Data, Franwell Vigilant RFID System, UPUS Smart

Evidence Locker and eTWIST.

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):

Commodity Codes

• NAICS 511210Software Publishers
• NAICS 541511Custom Computer Programming Services
• NAICS 541512Computer Systems Design Services
• NAICS 541519Other Computer Related Services

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