BARSTOW
SOLE SOURCE PURCHASES
Policy
It is the City's policy to solicit competitive bids for its requirements. Sole source procurement shall not be used unless there is clear and convincing evidence that only one source exists to fulfill the City's requirements. Sole-source specifications should be avoided whenever possible, as they minimize or eliminate competition.
As allowed by Barstow Municipal Code 2.40.1100, the Purchasing Agent may authorize sole source purchases when:
• The commodity can be obtained from only one vendor.
• The item being purchased must match or be compatible with other items on hand, and the purchase is made from the manufacturer or supplier that supplied the original items. • The total amount of the purchase does not exceed $50,000 (otherwise, Council approval is required).
• A particular type or make of the item has been standardized by the City by order of the City Manager or by the City Council.
Definitions:
• Exclusive Product: No other items or services are known to exist that perform the same function
• Sole Source: This is the only vendor that can supply this product • Proprietary: An item that is held under exclusive title, trademark, or copyright by a private person or company. A proprietary distributorship also applies. • Standardization: An established, proven standard based on a necessary design, quality, and physical characteristics of a product.
Procedures:
1. 'Sole Source' shall not be claimed by the requesting department in an effort to eliminate the need for the competitive quote process.
2. Sole source purchases shall be supported by a 'Sole Source Justification' form signed by the requestor's Department Director.
3. The form must be sent to Purchasing with the requisition.
4. If the using department wishes to place the order directly, they must contact the Purchasing Agent before making any commitments to the vendor. Upon receipt of the completed 'Sole Source Justification' form, and with the Purchasing Agent's approval, a Purchase Order number will be given.
5. Council action may be required.
BARSTOW
'SOLE SOURCE JUSTIFICATION' FORM
Item Requested: Ignition SCADA
Upgrade
Vendor-Trimax
Vendor number 011094
Cost: $104,700.00
Which definition of the 'Sole Source' policy does this request meet? Exclusive Product
Sole Source
_Proprietary
Standardization
Justification and Explanation:
Trimax was the original developer and integrator of the SCADA system implemented in 2015, and they have continuously maintained and supported it for over 10 years. Through this long- term involvement, their team has developed a comprehensive understanding of the system architecture, configuration, custom scripting, and operational requirements specific to the City's facilities.
Given this history, Trimax is uniquely qualified to perform the upgrade efficiently while minimizing risk to ongoing operations. Utilizing another integrator would require significant time for system familiarization and could introduce unnecessary risk, delays, and additional costs.
THE OR THE HE
BARSTOW
Requisition Number: Attached: yes X no
Requesting Department: Wastewater
Date:5/12/2026
Department Head Signature: Celes Darriga Slan