Bioggns
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 car 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: PlaceWorks - Contact Name: Jesse Jones
Address: 2040 Bancroft Way
City: Berkeley State: CA Zip Code: 94704
Phone Number (510 ) 848-3815 E-Mail [email protected] Duration of Contract: 3.5 Years - July 1, 2022 - December 31, 2025 Estimated Cost: $ 293,078 Funding Source (Account String) TBD 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 landscape architecture services to implement the community-supported scope of work described in the Prop 68 Round 4 grant for renovation of Shields Reid Park. Scope of Work includes but is not limited to: design development, cost estimating, preparing documents and responding to community and City council meetings, geotechnical review, creating and submitting Preliminary Plans and Specifications, coordinating permits, submitting Final Plans and Specifications, coursing construction contractor bidding, construction site visits and all items to assist with preparing the final punch list for the construction closeout.
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 PlaceWorks.
PlaceWorks created the community selected and State awarded concept design of the Shields Reid Park renovation project. Now that funds have been awarded, PlaceWorks will continue their services to carry out their Shields Reid Park renovation design.
PlaceWorks has worked with several community based parks including grant funding similar to the Prop 68 funds. The Shields Reid community has approved the PlaceWorks design and continues to work closely with them while implementing the approved park design. (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.
Placeworks worked for several meetings with the community and created the new Shields Reid Park design selected and awarded by the State. The City and community has approximately one month to collaborate and design the renovation of Shields Reid Park. This included researching the existing site conditions and several collaboration meetings with the community in general. PlaceWorks is listed on Page 24 of the grant documents as a Project partner to complete the design and implementation of the project in the State application.
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.
In 2013, Placeworks was the City of Richmond and community selected landscape architect to create the redesign of Shields Reid Park. A full set of construction drawings were submitted and approved by Public Works in February 2014.
Unfortunately there were not enough funds to bring the plans to fruition. The updated plans selected by the State for the Proposition +8 grant is based on updated community input. The project is a result of a collaboration in grant application submittal with the City, community members and design team headed by PlaceWorks. PlaceWorks has worked extensively with the community to create the park design that was awarded the grant funds. Now that funds have been awarded, PlaceWorks will continue their services to carry out the design and construction documents for the Shields Reid Park renovation.
Based on their integral role in the grant award and the extensive experience with consulting for large grant funded park development projects, City staff will continue to work with PlaceWorks on the Shields Reid Park renovation Project. (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 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:9/26/22
Department Director (Print) Joe Leach Phons: 510-62-5478 . Date:9/26/22 _ (Sign) _
Submit completed form to the Purchasing Division (Prior to submission to City Manager) Finance Director:
Dwellar DATE: 103,24
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
10/7/21, 6:16 PM Submissions
Menu ? (https://www.submittable.com/help/submitter). SN Statewide Parks Program Round 4
Please provide your agency name and project name
City of Richmond- Shields-Reid Park Revitalization
Requested Grant Amount
$8,000,000
Other Funding Sources Amount
Total Project Cost
$8,000,000
Project Site Name (Name of Current or Proposed Park)
Shields-Reid Park
Project Site Ownership
• Owned in fee simple by APPLICANT
Number of acres owned in fee simple
5.17 Total combined park acres described above
5.17 Does your project site have a physical street address? Yes
https://manager.submittable.com/user/submissions/collaborations/c40e3a8c-7351-4c0d-a304-1e703584516e 1/46 10/7/21, 6:16 PM Submissions
Describe partnership assistance given to the applicant beginning with the passage of the Bond Act (June 5, 2018) through project completion, by competing the chart below.
If no partners are involved in the project, but the applicant has committed funds, write "See Funding Sources Form" in boxes A and B below.
• For Column A, please insert an asterisk next to Health Organizations.
Table
A. Name and B. Describe partnership role specific to
General Purpose of this project providing volunteer hours, or Organization. Add * materials, or funding for design, pre- next to the health construction, land aquistion or
*Healthy Richmond Healthy Richmond supports a 10-member 1 (Health Organization) North Richmond Resident Leadership convenes resident Team (NRRLT) which engaged 108
leaders, community- residents of the critically underserved The Watershed The Watershed Project will assist with
Project's mission is to installing a community-designed habitat 2 inspire San Francisco garden, incorporating community input Bay Area into the design and building of the garden v
Contra Costa County Contra Costa County Supervisor John 3 Supervisor John Gioia Gioia's Office stands ready to support this represents 210,000 project on Day 1 and will use their
residents, including extensive network to enable further North Richmond North Richmond Municipal Advisory
Municipal Advisory Council helps advance the critically 4 Council represents undeserved community's interests and the unincorporated amplify its collective voice. The council's Shields-Reid Shields-Reid Neighborhood Council
Neighborhood supports the park proposal and looks
5 Council represents forward to supporting efforts of civic the incorporated engagement and community advocacy by
https://manager.submittable.com/user/submissions/collaborations/c40e3a8c-7351-4c0d-a304-1e703584516e 23/46 10/7/21, 6:16 PM Submissions
The Recreation &
The Recreation & Parks Commission will
6 Parks Commission is a
help ensure that critical needs of the
Mayor-appointed
community will be met in the park design.
commission filled by
Richmond Arts & Richmond Arts & Culture Commission
7 Culture Commission, members reflect the strength and
in partnership with diversity of the City of Richmond and the City of Richmond represent multiple fields of expertise. The The Public Art The Public Art Advisory Committee
8 Advisory Committee members are residents of Richmond. The reviews public art committee will help provide design
project designs on guidance and other arts support to
Mack5 - Construction Mack5 provides project, cost and
9 Management and Cost construction management services to Estimation deliver cost-effective, timely projects that are aligned with owner expectations.
Placeworks will work collaboratively with
10 Placeworks (Landscape City of Richmond and the community; Architect) create complete design and construction
documents; encourage integrity,
American Ramp American Ramp Company will provide
11 Company (Bike Pump Bike Pump Track contractor ramps that Track) are sustainable, virtually maintenance
free, and designed to enhance the skills
12 13
14 15
PROJECT SÉLECTION CRITERIA #7
Project Selection Criteria #7 - Environmental Design
Describe how the project will provide efficient use of water and other natural resources by answering both (A) and (B) combined, or (C) by itself, to obtain up to 7 points. https://manager.submittable.com/user/submissions/collaborations/c40e3a8c-7351-4c0d-a304-1e703584516e 24/46
REQUEST FOR LEGAL OPINION
Print Document - Add Attachments - Deliver to City Attorney's Office Date: 09/15/2022
Department: Public Works Initiated by: Jene Levine Snipes Phone: 307-8132 Subject: Sole source contracts for Partners in Awarded Grants Resolution: Ordinance: Contract: RFP/Q: Opinion: Review:
Please indicate the nature of your request and the purpose of the contract or document to be reviewed:
At the request of the Finance Director, we are requesting to provide the opinion for Sole Source contract approval for the partners listed in the awarded grant applications:
Shields Reid ($8,000,000), Food Fit Fun ($90,000), Richmond Youth Outdoors ($700,000) Is it appropriate for the vendors to be issued the contract using Sole Source verification, since they are listed as partners and collaborators in grant application?
(Items must have completed the review process BEFORE placement on the Agenda) • Deadline for opinion? 09/22/2022 Meeting Agenda (choose one): City [V Agency Authority • Date: 10/18/2022
List Attachments:
- Grant Applications Partner list & Budgets
Shields Reid Park
Food Fit Fun
Richmond Youth Outdoors
RESPONSE BY CITY ATTORNEY'S OFFICE
APPROVED SUBJECT TO CHANGES SHOWN REPLY ATTACHED OTHER
1s* Review Date: 2nd Review Date:
3rd Review Date:
M APPROVED AS TO FORM Attorney's Signature: James Atencio by CS Date: 09/19/2022 rev. 3-07
REQUEST FOR LEGAL OPINION
Print Document - Add Attachments - Deliver to City Attorney's Office Date: 09/20/2022
Department: Public Works Initiated by: Jene Levine Snipes Phone: 307-8132 Subject: Council packet Dirt World Prop 68 Grant Accept and Appropriate and Contract Resolution: Ordinance: Contract: RFP/Q: Opinion: Review:
Please indicate the nature of your request and the purpose of the contract or document to be reviewed:
Please review the attached Council packet to accept and appropriate $1,170,000 in Prop 68 grant funds and associated Sole Source contract for Dirt World Bike Park renovation. (Items must have completed the review process BEFORE placement on the Agenda) • Deadline for opinion? 09/26/2022 V Meeting Agenda (choose one): City V Agency Authority Date: 10/18/2022
List Attachments:
Staff Report
Resolution
Grant Award Letter
Sole Source Contract Packet
RESPONSE BY CITY ATTORNEY'S OFFICE
•APPROVED SUBJECT TO CHANGES SHOWN REPLY ATTACHED •OTHER Approved my changes to the agenda report (attached). Also the contract term should be modified so it starts after the date of Council approval (not July 1). 1st Review Date: 2nd Review Date:
3rd Review Date:
M APPROVED AS TO FORM Attorney's Signature: James Atencia by CS Date: 09/22/2022 rev. 3-07
Antonio Banuelos
From: Jene Levine-Snipes
Sent: Thursday, September 29, 2022 2:50 PM
To: Antonio Banuelos
Subject: FW: RLO Sole Source for Awarded Grant Partners Attachments: Grant Scope Cost Estimate Form Shields signed.pdf; Partners Shields-Reid Prop 68 _Application.pdf; RLO_Awarded Grant Sole Sources.pdf; RLO_DirtWorld Prop 68 Accept and Appropriate.pdf; American Ramp Standard Contract DirtWorld Packet.pdf; 20220617SoleSourceAgg_DirtWorld_design-build (002), pdf From: Jene Levine-Snipes
Sent: Monday, September 26, 2022 8:14 AM
To: Delmy Cuellar <delmy_ [email protected]>; Mubeen Qader <[email protected]> Cc: Ofelia Alvarez <[email protected]>
Subject: FW: RLO Sole Source for Awarded Grant Partners Good Morning Everyone C,
Please see the attached approved RLOs for the Sole Sources associated with the following Capital Improvement grants:
Shields Reid Park Renovation ($8,000,000 grant)
American Ramp Company Sole Source- $374,500
Mack5 Sole Source - $551,400
PlaceWorks Sole Source - $293,078
Total Sole Source amount $ 1,218,978
DirtWorld Bike Park Renovation ($1,170,000 grant)
American Ramp Company Sole Source- $575,425
Please let me know the status of the Sole Source approval so we can move forward with the Oct 18t Council packet.
Please feel free to email me if you have any questions.
Thank you,
Jene'
From: Crystal Shanklin <Crystal [email protected]> Sent: Monday, September 19, 2022 12:16 PM
To: Jene Levine-Snipes <[email protected]> Cc: Delmy Cuellar<delmy_ <[email protected]>; Ofelia Alvarez <ofelia_ [email protected]>; James Atencio <James [email protected]>
Subject: RE: RLO Sole Source for Awarded Grant Partners Hi Jene,
The approved RLO is attached.
Warm regards,
1 Crystal D. Shanklin
City Attorney's Office | City of Richmond
450 Civic Center Plaza | Richmond, CA 94804-1630
Ph: 510-620-6510 | Fax: 510-620-6518
[email protected]
PRIVILEGE AND CONFIDENTIALITY NOTICE
The information in this electronic mail is intended for named recipients only. It may contain privileged or confidential matter. Unauthorized use or disclosure is prohibited and may be unlawful. If you are not the intended recipient, please notify the sender by replying to this message and delete all copies of this communication from your system. Thank you in advance for your cooperation.
From: James Atencio <James [email protected]>
Sent: Monday, September 19, 2022 12:02 PM
To: Jene Levine-Snipes <Jene [email protected]> Cc: Crystal Shanklin <Crystal [email protected]>; Delmy Cuellar <delmy [email protected]>; Ofelia Alvarez <ofelia [email protected]>
Subject: RE: RLO Sole Source for Awarded Grant Partners Jene, this RLO is approved. In the sole source justification for mack5 please check the box regarding "substantial risk" with retaining a different contractor. Thanks.
James
James J. Atencio
Senior Assistant City Attorney
City of Richmond
450 Civic Center Plaza
Richmond, CA 94804-1630
510.620.6509 (Office)
Confidentiality Notice: The contents of this message, together with any attachments, are intended only for the use of the individual or entity to which they are addressed and may contain information that is legally privileged, confidential and exempt from disclosure. If you are not the intended recipient, you are hereby notified that any dissemination, distribution, or copying of this message, or any attachment, is strictly prohibited. If you are not the intended recipient or otherwise authorized to receive this message, please contact the sender by reply e-mail or phone at (510) 620-6509, and delete all copies of this message, along with any attachments. Thank you.
From: Jene Levine-Snipes <Jene [email protected]> Sent: Thursday, September 15, 2022 2:30 PM
To: RLO Attorney <ro [email protected]>; James Atencio <James_ [email protected]> Cc: Delmy Cuellar <delmy [email protected]>; Ofelia Alvarez <ofelia [email protected]> Subject: RLO Sole Source for Awarded Grant Partners
Good Afternoon,
At the request of the Finance Director, we are requesting to provide the opinion for Sole Source contract approval for the partners listed in the awarded grant applications:
• Shields Reid ($8,000,000)
• Food Fit Fun ($90,000)
2 • Richmond Youth Outdoors ($700,000)
Is it appropriate for the vendors to be issued the contract using Sole Source verification, since they are listed as partners and collaborators in grant application?
Please feel free to email me if you have any questions.
Thank you,
Jene'
3