MaRison THREE YEAR SOLE-SOURCE REQUEST &
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: Police Strategies LLC Contact Name: Bob Scales Address: 13197 Madison Avenue NE
City: Bainbridge Island State: WA Zip Code: 98110
Phone Number (206 ) 915-8683 E-Mail [email protected] Duration of Contract: 01/17/2023 to 12/31/2024
Estimated Cost: $ 45,000 Funding Source (Account String) 01191021-400209 Is the product/service IT related? Yes No If Yes, please attach the approved IT Authorization Form For Product: Is the recommended company the manufacturer of the product? Yes 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) Police Strategies, LLC will continue to develop the police department's use of force database in order to identify patterns and trends in uses of force, to assist the department in evaluating policies and training programs, and to create a comprehensive early warning system that addresses high risk behavior.
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.
Police Strategies, LLC is the only vendor that offers their service as a Software as a Service model.
They are the only vendor that utilize use of force data from other law enforcement agencies, analyze and make comparable studies of similar use of force events, and render a third party opinion as to whether a use of force was legally justifiable. The vendor is also continuing prior work as they have already coded the police department's use of force data for the past three years. (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 of 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: Police Department
Requester Name and Title: Bisa French - Chief of Police Note: Requester must be able to defend this justification.
Date: 11/10/2022 Phone: 510-621-1802
Department Director (Print) Bisa French (sig) pre • Date: 1110/22 Submit completed form to the Purchasing Division (Prior to submission to City Manager) Finance Director:
suella DATE: 1115,2
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
Finance Dept
Memorandum
To:
CC:
-
From: Ofelia Alvarez. (
Date: 11/14/2022
Re: Sole Source for Police
See attached Sole source for the Police Department. I agree with this sole souce.
Thank you!
I.T. - RELATED PURCHASES AUTHORIZATION
Form must be fully completed and signed prior to information technology related purchases Date 11/08/2022
Requested Vendor Police Strategies, LLC V# 14782
13197 Madison Avenue NE
Vendor Address
Bainbridge Island, WA 98110
Bob Scales
Contact Person
Email Address [email protected]
Phone No (206 _ 915-8683 Fax #
Quantity Item Unit Price Total
1 Two-year dashboard update $ 31,000 $ 31,000
2 2023 dashboard update $ 14,000 $ 14,000
$_ $
Total $ 45,000
Purpose
This section must be completed with respective price quote(s) included with form:
Code three years of police use of force, provide analysis, and develop database that can be published on police department website
Requested by
Digitally signed by Sue
Chief Bisa French Hartman
Department Head
11/08/2022
Approval Date Approval Date
Information Technology Related - Purchase Form - Rev 5-2016 ADA (American with Disabilities Act) Compliance
Access and Accommodation
Compliance with the accessibility requirements of Section 508 of the Rehabilitation Act of 1973: In order to improve accessibility of existing technology and therefore increase the successful employment of individuals with disabilities, particularly blind and visually impaired, deaf and hard-of-hearing persons please answer the following questions:
Is this item ADA Compliant? Yes No
If NO, please answer the following questions:
Will this item be used by the public? Yes- No_
Can other vendors provide an ADA compliant product? Explain Will this item be used by City employees? Yes No
Categories for Information Technology (IT) Product
• Software applications and operating systems
Web-based information and applications
• Telecommunications products
• Video and multimedia products
• Desktop and portable computers
• End user hardware
Examples of Information Technology (IT) Products
World Wide Web Phones
Scanners • Apps
Printers Information Kiosks
• Copiers • ATMS
• PDAs • Multimedia
Computers Videos
Computer Software • Fax Machines
Computer Operating Systems
POLICE STRATEGIES
Police Strategies LLC
13197 Madison Ave NE
Bainbridge Island, WA 98110
Phone: (206) 9158683
Email: [email protected]
Police Force Analysis Systems (PFAS)
Police Force Analysis Networks (PFAN)
Richmond Police Department
Price Quote
October 21, 2022
Deliverables Price Timeline
Two-Year Dashboard Update The Agency will provide Police Strategies with incident reports and officer
1. Coding use of force reports from 2021 & 2022 statements for all use of force incidents
2. Updated PFAS dashboard file
3. Online dashboard training and presentations (8 hours)
4. Use of Force Summary Repor $31,000
receipt of all the use of force incident
reports and lAPro data from the
Annual Dashboard Updates
1. Coding use of force reports from prior calendar year and Annual Use of Force Report within 4 $14,000
2. Updated PFAS dashboard file
per year
3. Online dashboard training and presentations (2 hours)
4. Annual Use of Force Summary Report alendar vea
1 Onsite training/presentations are available with reimbursement of travel expenses.