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: TRANE Contact Name: Candance Alcantara
Address: 383 4 Street
City: Oakland State: Ca Zip Code: 94607
Phone Number (510) 433-8955 E-Mail
Duration of Contract: 30 days
Estimated Cost: $ 33,520.00 Funding Source (Account String) 20136031-400708-230130 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 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 needled, include them in a separate page) Purchase of 2 TRANE outdoor gas heating units model #GRAA15GBFON1CK1050*1-00 for DPRC to be installed by city of Richmond stationary Engineers in conjunction with ducting work at DPRC.
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.
TRANE is proprietary and confidential property of TRANE. No vendors or dealers are authorized to sell this product.
The existing base and supports are for a TRANE system and will accommodate nothing more than a TRANE system replacement.
Any other system will void the warranty on the new roof.
Modifications needed for installation of system other than TRANE will pierce the roof membrane. 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)
• 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.
ity of Richmond Stationary Engineers have installed this same system at other city buildings and have intimat nowledge of requirements and processes needed to complete the job in a safe and efficient manne he current TRANE system base and its structural base components are compatible with the same system being replace nother system will compromise the integrity of the roof membrane voiding the current warrant • 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:
Requester Name and Title: Jose Urquilla/ Building Maintenance Superintendent Vote: Requester must be able to defend this justification Date: 30m0.22022 Phone: 510-557-595>
Department Director (Print) Joseph M Leach _ (Sign) . Date: 03/29/2022 Submit completed form to the Purchasing Division (Prior to submission to City Manager) Leitey caned by Antonio Kantelo
Linance Direc Antonio wen Antonio Barator orely of For D. Cuellar omen oline leninment
[email protected]
C-US
APPROVED: Banuelos Date: 2022.04.21 08.53:51-0700 DATE: 421/2022 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
ole Source purchase/service are exceptions to the normal bidding process and require a detailed justification. Il rocessing Sole Source requests for supplies, services and/or equipment, the Purchasing Division adheres to and i 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
TRANE SPECIALTY A/C PRODUCTS
Independent Distributors
383 4th Street Suite 202
Oakland, CA 94607
Phone: (510) 433-8940
FAX: (510) 433-8954
Proposal
Customer: City of Richmond Bid Date: 9/5/22
Quote #: 4 Rev3
Job Name: City of Richmond
Attention: Carl Capistrano Delivery Terms: F.O.B. Factory - F.F.A.
Engineer: Terms of Payment Net 30 Days
Specialty A/C Products, Inc, is pleased to offer the following equipment for your consideration:
Tag Data -Packaged Gas Electric (Qty: 2)
Item Tag(s) Qty Description Model Number
A1 No tag 2 17.5 ton gas electric TYSJ090
DX cooling, gas heat
Standard efficiency
7.5 ton, dual compressor
208-230/60/3
Low leak economizer
Flat roof curb (Fld)
Not Included: Completion of Title 24 Certificate of Acceptance forms, t-stats/ external controls, disconnect switches, vibration isolation, seismic calculations, low ambient control, startup, labor warranty Total Net Price for item A1 ONLY (taxes excluded) ............ ..$33,520.00 Regards,
Specialty A/C Products, Inc.
Candace Alcantara
THIS QUOTATIONS SUBJECT TO THE TERMS AND CONDITIONS APPEARING ABOVE AND ON THE REVERSE SIDE HEREOF.