Shiel
City of Richmond
Sole Source Justification
THIS FORM MUST BE COMPLETED AND APPROVED PRIOR TO ANY PURCHASE Contact the Purchasing Division and discuss your rationale before completing this form. If Purchasing can help you make this a competitive purchase, then this form will not be required.
Attach this completed/approved form to requisitions when competitive quotes/bids/proposals are not solicited. (Required for requisitions > $3,000)
Requested Sole Source Supplier:
Company Name: West Contra Costa Public Education Fund (EuFund West) Contact Name: Jasmine Jones Address: 217C W Richmond Avenue
City: Richmond State: CA Zip Code: 94801
Phone Number (510) 233-1464 E-Mail [email protected] Duration of Contract: February 15, 2022 - December 31, 2024 Estimated Cost: $ 600,000 Funding Source (Account String) ARPA Funding (13631063-400201-AR238) Is the product/service IT related? Yes No-X If Yes, please attach the approved IT Authorization Form For Product: Is the recommended company the manufacturer of the product? Yes No X For Product: Does the manufacturer sell the items) through distributors? Yes No X Description of Product or Service:
Describe the full scope of work or service contemplated including installation if required; items should include brand, model and part number if applicable; (if additional space is needed, include them in a separate page) The West Contra Costa Public Education partnered with various other community stakeholders, including the City of Richmond, to launch the Richmond Rapid Response Fund (R3F) in 2020 in response to COVID-19. R3F is a fiscally sponsored project of the Ed Fund. Responsibilities include, but are not limited to: management of R3F funds, recognition of donors, reporting, fundraising, and fielding inquiries about the-fund. EdFund will manage disbursements of ARPA funds for eligible uses such as rent relief and direct financial aid for basic needs, and will provide the City with an accounting of funds.
Sole Source Rationale: PLEASE ANSWER ALL THE FOLLOWING QUESTIONS: Explain why the recommended company is the only company that can meet the requirement. Address the following: Are there any other companies who can do this job? What condition (e.g. technological superiority, or performance risks, etc.) exists so that the recommended company has a significant advantage over any other company who can do this job? It is important to sufficiently address the key reason for awarding an order/contract without soliciting competitive bids. The rational must be clear and convincing, avoiding generalities and unsupported conclusions.
R3F was created as a community-centered and community-driven fund with the sole purpose of supporting Richmond residents through COVID by developing systems to support the disbursement of cash disbursements for basic needs and rental assistance. Led by community and City of Richmond government leaders, R3F was born from a community-centered process that began the first week of the region-wide shelter in place. This process, known as the West Contra Costa COVID Community Care Coalition, engages over 90 cross-sector stakeholders and continues to serve as a space for connection to community, and feedback on the work. R3F is Richmond-focused and was created because there were no existing funds ready to focus on and fundraise for COVID-specific needs and support including an equitable recovery. R3F was created for the sole purpose of supporting families and individuals impacted by the COVID pandemic similar to ARPA funding. R3F also received CARES Act Funding from the City to work with entities and community organizations to successfully distribute funds to residents in need. (if additional space is needed, include them in a separate page) Page | 1 Sole Source Form - Rev. May 12, 2016
Complete the following checklist
A specific contractor is the only source of the required item because (check all that apply):
The required items are proprietary to the Contractor, and contractor solely transacts (sells) direct to the customer. (There are no dealers or distributors for contractor).
The required items are proprietary to the Contractor, and contractor does not sell direct to the customer. Contractor solely distributes the item or service through only one dealer or distributor in the United States. (There are no dealers or distributors for contractor).
Note: If item or service is available from more than one source, the item or service may be treated as proprietary, but must be competitively solicited from multiple (two or more) sources.
A specific item is needed:
To be compatible or interchangeable with existing hardware As spare or replacement hardware For the repair or modification of existing hardware • Federal or state grant names vendor as condition of funding. (Attach copy of grant that names vendor)
There is a substantial risk in contracting with any other contractor, (e.g., only one contractor has been successful to date in implementing a difficult manufacturing process or the services sought). In a brief _explanation, provide supporting evidence of why other contractors are considered to be unable to overcome the substantial risk.
he goal of the contract is to disburse ARPA funds to residents in need of support in an efficient and effective nethod. EdFund/R3F has an existing history and track record providing this service in support of Richmon residents impacted by COVID-19. EdFund/RF works in partnership with community, government, community-based organizations and other philanthropic organizations to raise and distribute funds to meet those needs, and manage resources. City staff does not believe that there is a different contractor that has the same focus, experience and existing systems needed to implement this work. Requesting a different contractor to develop something similar would be inefficient and cause a significant delay in disbursing much-needed resources to residents in need.
Continuation of prior Work - Additional item, service or work required, but not known to have been needed when the original order was placed with vendor, and it is not feasible or practicable to contract separately for the additional need. Provide brief explanation and supporting evidence.
EdFund/R3F also received CARES Act Funding from the City for the same purpose (direct disbursements and rental assistance) and therefore has experience and knowledge, including reporting expenditures to the City to satisfy US Treasury requirements. (if additional space is needed, include them in a separate page) 2 | Page
I acknowledge the City's requirements for soliciting competitive quotes/bids for purchases over $3,000.00 and the criteria for justification for Sole Source purchases. I have gathered the required information, have made a concerted effort to review comparable/equal equipment/services (e.g., market research), and further affirm that there is no conflict of interest involved in the selection made.
Department: Community Development
Requester Name and Title: Lina Velasco, Director of Community Development Note: Requester must be able to defend this justification.
Date: 1/19/2022 Phone:
Department Director (Print) Lina Velasco
Submit completed form to the Purchasing Division (Prior to submission to City Manager) Finance Director: For B. Brown
APPROVED: DATE: 1/20/2022
NOT APPROVED: COMMENTS:
City Manager City Clerk Attesting to Council Approval
(Under $10,000.00) (Over $10,000.00) (Copy of Minutes may be substituted) Note: Richmond Municipal Code Section 2.52.326 Sole Source Procurement requires final approval by the City Manager and/or City Council. Sole Source must be approved by Finance Director, PRIOR to Council Approval.
PROCEDURE
Sole Source purchase/service are exceptions to the normal bidding process and require a detailed justification. In processing Sole Source requests for supplies, services and/or equipment, the Purchasing Division adheres to and is governed by the principles set forth in City of Richmond Municipal Code Section 2.52.326 Sole Source Procurement.
If you are requesting a particular vendor, brand or product, you must make this fact clear on your Sole Source form.
Your request will then be restrictive and non-competitive, and will fall into a sole source category. If the sole source justification is approved, the requisition can be expedited without the normal bidding requirements.
Such a request should not be made unless you are confident that your request is reasonable and appropriately justified to meet the City's requirements and withstand any possible audit. The City's requirements and the format for submitting such requests are contained herein. Sole Source form must be signed by authorized department representative(s). The certification will remain on file for audit purposes.
The following factors DO NOT apply to sole source requests and should not be included in your sole source justification. They will not be considered and only tend to confuse the evaluation process.
1. Personal preference for product or vendor.
2. Cost, vendor performance, and local service (these are generally considered award factors in competitive bidding).
3. Features which exceed the minimum department requirements. 3| Page