Project Information

Bid Title

Software Subscription Renewal Virtual Queuing

Issuing Agency

City of North Port

Location

Florida

Published Date

Nov 25, 2025

Closing Date

Dec 2, 2025

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

NOTICE OF INTENT TO AWARD A SOLE/SINGLE SOURCE PROCUREMENT: QTRAC INC City of North Port, Florida sent this bulletin at 11/25/2025 05:00 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. 26-45 Date Posted: November 25, 2025 Written Response Due Date: December 2, 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: Software Subscription Renewal Virtual Queuing AMOUNT (This is an acquisition with an estimated value of): $6758 VENDOR: QTRAC 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 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. SS26-45 Notice of Intent- QTRAC INC 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. 26-45

Date Posted: November 25, 2025

Written Response Due Date: December 2, 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: Software Subscription Renewal Virtual Queuing

• AMOUNT (This is an acquisition with an estimated value of): $6758

• VENDOR: QTRAC 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 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. 26-45

Page 1

Request

Request Type *

Sole/Single Source/Standardization

Preparer

Cami Magnapera

Pre-Director Approver(s) (?)

1

Katrina Romano

Department *

DEVELOPMENT SERVICES

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)

BUILDING

Type code *

Q

Purchase

Payment Method *

Purchase Type *

Purchase SubType *

Visa Purchase Purchase Order

Single Purchase (current FY)

None Change Order

Blanket Purchase (current FY)

Amendment

Description *

Annual Usage & support fees

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 (?) *

While we acknowledge that alternative queue-management solutions do exist on the market, remaining with Q-Trac is the option

that best supports the City’s goals for cost efficiency, operational consistency, and system standardization across departments.

Standardization Across the City

Q-Trac has been fully integrated into our existing workflows, staff procedures, and customer-service processes. Maintaining this

system allows us to preserve a standardized approach to queue management, ensuring that staff training, reporting, and customer

experience remain uniform across all facilities. Transitioning to a different solution would introduce new interfaces, new processes,

and increased variability that could negatively affect service quality and disrupt cross-departmental alignment.

Cost Savings and Financial Impact

Although other vendors offer comparable services, switching platforms would require additional expenditures for new hardware,

software licensing, configuration, staff retraining, and potential downtime during implementation. These transition-related costs

outweigh any marginal differences in pricing between vendors. By remaining with Q-Trac, we avoid unnecessary financial impact

and preserve the long-term cost savings associated with an already-established system.

Operational Efficiency and Continuity

Q-Trac is currently functioning efficiently and consistently within our operations. Migrating to a new vendor would interrupt this

stability, placing strain on staff and potentially causing delays in customer service while new systems are learned and adopted.

Keeping Q-Trac in place ensures uninterrupted operations, continuity of service, and the ongoing reliability our staff and community

expect.

For these reasons; preservation of standardization, avoidance of unnecessary transition costs, and protection of operational

efficiency. I recommend the continuation of Q-Trac services rather than initiating a change in vendors. Maintaining this system is the

most responsible, cost-effective, and service-focused option for the City.

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

While we acknowledge that alternative queue-management solutions do exist on the market, remaining with Q-Trac is the option

that best supports the City’s goals for cost efficiency, operational consistency, and system standardization across departments.

Other vendors that were contacted (?) *

none. please see comments above.

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 *

Switching vendors would affect cost savings, and interrupt efficiency and consistency for the City of North Port.

Supporting backup *

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

City of North Port - 2025 Renewal.pdf

253.11KB

FW_ QTRAC.pdf

411.14KB

DemandStar

For Purchasing Division

Date Posted

Sole/Single Source Number

Purchase Details

Effective Date

Expiration Date

Line Items

Item #

Description *

1

Annual usage & support Fees

Accounts

Unit of

Measure

$$

Quantity *

Unit Price *

Subtotal

6,758.00

$1.00

Shipping (?) *

$0.00

Total Charges

$6,758.00

$6,758.00

(?)

Dept *

1 BD

Account # (?) *

135-2700-524.46-01

Total Payments

$6,758.00

Comments to Budget (?)

Additional funds available in 52-50

Project #

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.

2025 QTRAC INC BD BLNKT Q 6752 (PO 51256).pdf

Cami Magnapera Qtrac 1.pdf

Vendor Details

Vendor Information (?)

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

Vendor Name *

QTRAC INC

Vendor Name CST

Contact

Ken Langford

Remittance Address

27810 AVENUE HOPKINS, VALENCIA, CA 91355

Phone

661-219-3112

Vendor Documentation Current (?) *

Yes No

Vendor Email

kenl@qtrac.com

Risk Documentation Current (?) *

Yes No Waiver Attached

YTD Expenses (?)

Department Inclusive (?) *

$6,758.00

Highest Approver (?) *

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

Purchasing Approver

City Inclusive (?) *

$6,758.00

Amount *

$6,758.00

1.25MB

213.28KB

Vendor Number *

8276

Action History (UTC-05:00)

Submit

by Cami Magnapera 10-31-2024 03:01:40 PM (Start Form)

Send back for edits

by Katrina Romano 10-31-2024 03:19:36 PM (Pre-Director approval)

The task was assigned to Katrina Romano 10/31/2024 3:01:44 PM

Resubmit

by Cami Magnapera 10-31-2024 03:42:22 PM (Requester resubmit)

The task was assigned to Kyla Straughan, Katrina Romano, Amy Windisch, Maria Di Pompo, Michele Ross,

Karen Nix, Cami Magnapera, Vinnie Mascarenhas, Leslie Vanatti. The due date is: November 14, 2024 3:01 PM

10/31/2024 3:19:38 PM

Cami Magnapera assigned the task to Cami Magnapera 10/31/2024 3:20:33 PM

Submit

by Katrina Romano 11-01-2024 09:27:42 AM (Pre-Director approval)

The task was assigned to Katrina Romano 10/31/2024 3:42:24 PM

Approve

by Alaina Ray 11-04-2024 08:28:09 AM (Director Approval)

The task was assigned to Alaina Ray, Lori Barnes 11/1/2024 9:27:43 AM

Alaina Ray assigned the task to Alaina Ray 11/4/2024 8:28:04 AM

Approve

by Nicole Brown 11-04-2024 08:35:56 AM (Budget Approval)

The task was assigned to Heidi Hallas, Nicole Brown, Lisa Herrmann 11/4/2024 8:28:10 AM

Nicole Brown assigned the task to Nicole Brown 11/4/2024 8:35:01 AM

Reviewed

Approve

by Bernice Moen 11-04-2024 10:22:33 AM (Purchasing Specialist)

EVER-BLKT-TERM

The task was assigned to Bernice Moen, Geoff Thomas 11/4/2024 8:35:57 AM

Bernice Moen assigned the task to Bernice Moen 11/4/2024 10:17:39 AM

by Alla Skipper 11-04-2024 10:36:26 AM (Purchasing Approval)

The task was assigned to Alla Skipper, Ginny Duyn, Keith Raney 11/4/2024 10:22:34 AM

Alla Skipper assigned the task to Alla Skipper 11/4/2024 10:36:16 AM

Commodity Codes

• NAICS 511210Software Publishers

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