ATTACHMENT 2
ATTACHMENT 2
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: Pape Machinery, Inc. Contact Name: Eric Sossamon -
Address: 38600 Cedar Boulevard
City: Newark State: California _Zip Code: 94560
Phone Number (510) 790-3600 E-Mail [email protected] Duration of Contract: 2 Years
Estimated Cost: $ 23,034.85 Funding Source (Account String)01235031-400501 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 — For Product: Does the manufacturer sell the items) through distributors? Yes_ No.
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) Provide labor and parts for repairs to John Deere equipment owned by the City of Richmond, including unit #1134 (VIN ending 17154), a 2012 wheel loader backhoe.
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 (eg. 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 ufficiently address the key reason for awarding an order/contract without soliciting competitive bids. The rational mus be clear and convincing, avoiding generalities and unsupported conclusions Pape Machinery, Inc., is the only authorized John Deere dealer for parts and service in the Bay Area Region of California, as stated on the attached letter from John Deere, dated 09/22/2021. (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.
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. (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: Public Works - Fleet Maintenance
Requester Name and Title: Dee Karnes, Superintendent
Note: Requester must be able to defend this justification.
Digitally signed by Joseph M Leach
JosephiM Leach (sie.
Submit completed form to the Purchasing Division (Prior to submission to City Manager) Finance Director:
APPROVED: DATE:_
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: RAndor My opal lo do eir muse ape Sour Proceen require it a coal i al.
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 representatives). 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
John Deere Worldwide Construction & Forestry
JOHN DEERE 1300 River Dr, Moline, IL 61265 U.S.A.
Office: 309-748-0561
Cell: 740-851-2935
[email protected]
J. Ryan Chattin
Manager, Commercial Development
VIA EMAIL DELIVERY
September 22, 2021
City of Richmond
450 Civic Center Plaza
Richmond, CA 94804
Please be advised that Papé Machinery Inc. ("Papé") is the only authorized John Deere Construction & Forestry Company ("JDCFC") dealer for the Bay Area Region of California. This includes the City of Richmond, California.
As such, Papé is authorized and trained to sell, lease, and rent the full Construction and Forestry quipment line and authorized to sell the subsequent genuine OEM parts. In addition, Papé is qualifie nd trained to provide service and warranty repairs on JDCFC products If you have any questions about Papé's relationship as an authorized dealer for JDCFC, please feel free to contact me.
Regards,
J. Ryan Chattin
Manager, Commercial Development
#1134
PAPE MACHINERY, INC.
PAPE MACHINERY
38600 CEDAR BOULEVARD ~ NEWARK, CA 94560 ~ (510) 790-3600
PARTS & SERVICE FOR ALL MAKES JOHN DEERE
Product Support Estimate
CUSTOMER: City of Richmond (ESTIMATE# 1068045
ADDRESS: DATE: 9/3/2021
LOCATION: SALES REP: Eric Sossamon
CONTACT: PHONE: (510)461-9101
PHONE: MAKE: John Deere MODEL: 310SJ
E-MAIL: HOURS: S/N: 1T0310SJPCD217154
SHOP x QUOTE
SEG DESCRIPTION OF REPAIRS PARTS LABOR TOTAL
FIELD ESTIMATE
1 Diagnose Transmission Issue $ 985.00 $ 985.00
*Clutch pack for 1st and 3th tested bad $
*Transmission needs to be replaced $
2 R&R Transmission with a reman unit $ 15,676.00 $ 3,995.00 19,671.00 *Reman has a 1 year warranty $ $
*Price includes $1,500 core credit $ $
$
3 Replace Transmission oll cooler 425.45 $ 591.00 $
$ $
$
76.00 $ 395.00 471.00
4 /R&R Radiator hoses
* Upper and lower Radiator hoses need to be replaced. $ 67 ca 5 Freight and Miscellaneous Charges $
$
$
$ $
$ $
$ $
$
$ $
$ $
$
$
$
>>> TOTALS >>> 16,177.45 $ 5,966.00 226,17,A5
PARTS $
NOTE:
* THIS ESTIMATE ASSUMES ALL CORES MEET CORE ACCEPTANCE. DOES NOT INCLUDE ANY OTHER 5,966.00 MACHINING, FABRICATION OR WELDING NOT SPECIFICALLY LISTED ABOVE. THE CUSTOMER WILL BE TRAVEL CONTACTED FOR APPROVAL ON ANY EXTRA WORK. ALL REUSED PARTS MUST MEET REUSABILITY FREIGHT 200.00 GUIDELINES FOR REUSE. ALL PARTS WILL BE ORDERED STOCK ORDER TERMS. NO FREIGHT, TAX OR 298.30 SERVICE CHARGES ARE INCLUDED IN THE ESTIMATE. FEES MAY INCLUDE ENVIRONMENTAL FEES Estimated Tax 67 67 67 67 393.10 WELDING FEES, OR SHOP SUPPLIES, OR MISC. SERVICE SUPPLIES IF APPLICABLE. TOTAL * 23,034.85 This estimate is subject to a 10% variance.
SUBMITTED BY Eric Sossamon DATE 9/3/2021
PARTS DEPARTMENT DATE
SERVICE DEPARTMENT DATE
CUSTOMER AUTHORIZATION DATE
PRODUCT SUPPORT MGR DATE
ESTIMATE VALID UNTIL 10/03/21
THANK YOU FOR YOUR BUSINESS!