ATTACHMENT 2
ATTACHMENT 1
CITY OF RICHMOND
SOLE SOURCE/BRAND REQUEST
THIS FORM MUST BE COMPLETED AND APPROVED PRIOR TO ANY PURCHASE Contact the Purchasing Division and discuss your rationale before completing this form.
Purchasing can help you make this a competitive purchase and then this form will not be required.
When a request is made for a non-competitive procurement and the specification limits the bidding to one source and/or one brand or trade name, the requesting department must complete the following: (Please answer in the space provided, or attach a blank piece of paper and answer each of the 5 questions as fully as possible
1. Beginning with the name, city and state of the proposed vendor, briefly describe the product or service you propose to purchase. Include appropriate detail such as manufacturer, brand name, model number, part number, etc. for products and the type service to be performed for services.
Municipal Maintenance Equipment, 4634 Mayhew Road, Sacramento, California 95827
2. Please check one: Cost: $10,340.02
. X • SOLE SOURCE: Item is available from one source only. Item is one-of-a- kind and is not competitively sold through distributors. (If there is an exclusive distributor for this area, verify this fact in writing with the manufacturer.)
SOLE BRAND: Various sources can supply the specified model and brand; competitive bids will be solicited for the requested brand only. (Clearly describe why no other product meeting form, fit or function will do)
C. STANDARDIZATION REQUEST: The Department requires the item to standardize parts, design, quality etc. (This requires further discussion with the Purchasing Division)
3. What are the unique performance features of the product/brand requested that are not available in any other product/brand? (For services: What unique qualifications, rights, degrees, certifications, licenses and/or experience does this vendor possess?)
Labor to repair City of Richmond patch truck.
4. Why are the unique performance features REQUIRED (not merely preferred), and how would your requirement be inhibited without this particular service/item? Municipal Maintenance Equipment is the sole source provider of Spaulding Mfg, Inc. equipment.
08/18/06 1 of 2
SOLE SOURCE/BRAND REQUEST - Continued
5. What other products/services have been examined and rejected, and why? (Please provide a specific meaningful explanation, one vendor and/or one feature at a time. For products be sure to clearly identify the product by name and model number and include the name, address, and telephone number of the company representative who you contacted during your research or product testing.) N/A
6. If justification is based on matching and/or intermixing with existing equipment (refer to 1.c.), list the quantity, manufacturer, brand, and model of the existing equipment, and why the matching is required not simply preferred.
N/A
I HEREBY CERTIFY THAT:
1. I am an approved department representative, and am aware of the City's requirements for competitive bidding, as well as the criteria for justification for sole source/brand procurements.
2. I have gathered the required technical information and have made a concentrated effort to review comparable and/or equal equipment/services.
3. There is validity as to the information contained herein justifying my request for sole source/brand procurement and meeting the City's criteria.
4. A sole source/brand procurement in this case will withstand a possible audit or a vendor's protest.
REQUESTOR Dee Karnes
DEPARTMENT DIRECTOR DATE: 10115119
PURCHASING DIVISION (Prior to submission to City Manager) APPROVED Slin
NOT APPROVED: DATE: 10/29/19
COMMENTS:
City Manager City Clerk Attesting to Council Approval
(Under $10,000.00) (Over $10,000.00)
NOTE: RICHMOND MUNICIPAL CODE SECTION 2.52.326 SOLE SOURCE PROCUREMENT
REQUIRES FINAL APPROVAL BY THE CITY MANAGER AND/OR CITY COUNCIL 08/18/06 2 of 2
SOLE SOURCE/BRAND REQUEST
PLEASE, DO NOT PRINT OR SUBMIT THESE TWO PAGES OF INSTRUCTIONS AS
PART OF THE FORM
A. OVERVIEW
The Purchasing Division recognizes that departments often invest a great deal of time and effort in selecting a source or brand, prior to submitting a requisition to the Purchasing Division. Even though the departments review process prior to the submittal of a requisition may be sound, the lack of an effective means of communication between Buyer and requesting departments can lead to lost time in completing the acquisition of a product or service.
Likewise, the Purchasing Division can be an effective partner in a competitive review process given adequate time and involvement in your requirement definition.
In an effort to expedite sole source/brand requisitions through the Purchasing Division, you are directed to review the Sole Source/Brand Request form herein. If you feel your request meets such criteria, follow the instructions in filling out the form and attach it to your requisition. If the sole source/brand justification is accepted by the Purchasing Division, the requisition can be expedited without the normal bidding requirements.
This is an internal City review process. Departments are directed to use discretion in their discussion with vendors so as to not compromise any competitive advantage that the Purchasing Division may utilize, in the event the sole source/brand justification is rejected.
Rather than merely a shift of the review burden, this process acknowledges the significant effort a department may undertake when identifying a vendor or brand, and provides you with the method by which to make your requisitioning efforts more efficient under sole source/brand conditions.
It will also remain our responsibility to advise you when a particular competitive review process may both serve the City better and/or be required by the City's governing ordinance.
In order for the Purchasing Division to accept a request for sole source/sole brand, the certification form referenced herein, must be made a part of your justification and be signed by authorized department representatives). The certification will remain on file for audit purposes. 08/18/06 3 of 2
Spaulding Mfg, Inc.
"Quality Since 1982"
September 6, 2019
City of Richmond
#6 13th Street
Richmond, CA 94801
To Whom It May Concern:
This letter is to certify that Municipal Maintenance Equipment based in Sacramento CA, is the sole source provider of Spaulding Mfg Inc equipment.
Municipal Maintenance Equip. supplies all product demonstrations, parts, technical advice and service on the full line of Spaulding Mfg Inc equipment.
To contact a Spaulding representative feel free to call us at 989-777-4550, or email at [email protected].
5366 East Road, Saginaw, Michigan 48601
Phone: 989.777.4550 Fax: 989.777.7430
www.spauldingmfg.com