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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: Rebuilding Together East Bay-North Contact Name: John-William Frye Address: 732 Gilman St
City: Berkeley State: CA Zip Code: 94710
Phone Number (510) 644-8979 E-Mail [email protected]
Duration of Contract: October 1, 2022 - June 30, 2023 /pun Estimated Cost: $ 90,000 Funding Source (Account String) 10651051 400201 25G10 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 project coordination services for resilience hubs (mobile solar power stations and storage) 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.
The project is a result of a collaboration in grant application submittal with the City and Rebuilding Together East Bay-North (RTEBN), a local non-profit that assisted with the proposal for the awarded resilience hubs. Now that funds have been awarded, RTEBN will continue their services to carry out the project coordination for the resilience hubs, which includes procurement and mobilization of the mobile solar power stations and storage.
The nonprofit provides critical repairs, renovations, and safety modifications for low-income seniors, people with disabilities, veterans, and local nonprofit organizations in Richmond. (if additional space is needed, include them in a separate page) Page | 1 Sole Source Form - Rev. May 12, 2016
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 Services Department
Requester Name and Title: Jene' Levine Snipes, Project Manager / Stephanie Ny, Associate Administrative Analyst Note: Requester must be able to defend this justification.
Date: 8/19/22 Phone: 620-6972
Department Director (Print) Ranjana Maharaj (Sign) Ranjana a Date: 8/19/2 Maharaj Ce 30241936509-4700
Submit completed form to the Purchasing Division (Prior to submission to City Manager) Finance Director: FOR D. CUELLAR
BAB DATE: 8/2422
APPROVED:
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 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