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: Motorola Solutions Contact Name: Mike Larson Address: 500 W Monroe Stree
City: Chicago State: IL Zip Code: 60661
Phone Number (530) 333-7584 E-Mail [email protected] Estimated Cost Per Year: $ 2,064,146.06 Funding Source (Account String) 01191021-400701 Duration of Contract? Product purchase only
Is the recommended company the manufacturer? Yes
Does the manufacturer sell the item(s) 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) For purchase of Motorola portable and mobile radios used by the Police Department. This includes the mandatory encryption software needed for each radio to be implemented by June 2023.
Sole Source Rationale
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 initial selection of Motorola Solutions Inc. to be sole provider of radio equipment was made by the East Bay Regional Communications Systems Authority (EBRCSA) of which the City of Richmond is a member. The Richmond Police Department is required to meet the encryption standards in compliance with the California Department of Justice Security Policy and replace all current communications equipment. Motorola Solutions is the only provider which can supply the encryption for the Motorola system used by the police department. (continued on page 4) (if additional space is needed, include them in a separate page) Page | 1 Sole Source Form - July 1, 2015
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, or
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 technical risk in contracting with any other contractor, (e.g., only one contractor has been successful to date in implementing a difficult manufacturing process). In a brief explanation, provide supporting evidence of why other contractors are considered to be unable to overcome the substantial technical risk.
Price of each radio includes programing them to our specifications and radio channels, as well as, encryption. Motorola Solutions is the only provider which can supply the encryption for the Motorola system used by the police department.
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.
EBRCSA maintains our dispatch radio equipment consoles, and if we switched vendors of our portable and mobile units, we would need to upgrade the dispatch center's equipment as well, and the interoperability with neighboring cities would be affected - including El Cerrito which pays for dispatch services provided by the call center. (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 technical information, have made a concerted effort to review comparable/equal equipment (e.g., market research), and further affirm that there is no conflict of interest involved in the selection made.
Department: Communications Center
Requester Name and Title: Michael Schlemmer Communications Center Manager Note: Requester must be able to defend this justification.
Deparime Director (Pin) BIzAfrences (sign BRe _ Date: 21/28 Submit completed form to the Purchasing Division (Prior to submission to City Manager) Finance Director:
APPROVED: Quellar DATE: 2/4/23
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
PROCEDURE
Sole Source/Brand 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
(Continued from page 1)
In 2008, a bid was put out by EBRCSA and Motorola was the only viable vendor that responded.
Once Motorola was selected as the vendor, our county's Dept. of IT (which repairs and maintains our equipment) was trained specifically on Motorola equipment and is the only equipment that they can repair due to Motorola's proprietary engineering (Alameda County's radio shop is set up the same way). On top of that, the infrastructure that was built up by EBRCSA can only be used with Motorola, other vendors' radios have limited functionality and cannot use the majority of Motorola's infrastructure and built-in features. Motorola's durability, battery interchangeability, speaker, mics, and county software plugs, meet all of the standards for the Motorola designed system that EBRCSA uses.