Hifhms
City of Richmond
Sole Source Justification
THIS FORM MUST BE COMPLETED AM) APPROVED PRIOR TO ANY PURCHASE Contact the Purchasing Division and discuss your rationale before completing this form. If Purehasing 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: Veritone
Address: 2420 17th St, Ste 3002
Cify: Denver
Phone Number (^88 ) 507-1737
Duration of Contract: 3 years
Estimated Cost: S 55,000
Is the product/service IT related? YesJ^
For Product: Is the recommended company the manufacturer of the product? Yes For Product: Does the manufacturer sell the itcm(s) 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; (ifadditional space is needed, include them in a separate page) Provide Racial Identification Profiling Act (RIPA) data collection and validation platform Software-as-a-Service (SaaS) and electronically submit to California Department of Justice.
Contact Name: ^viv Redlich
State: DO Zip Code: ^0^02
E-Mail [email protected]
Funding Source (Account String) 9'* 400201
No If Yes, please attach the approved IT Authorization Form No
No
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 department is currently using Mark43s Racial Identification Profiling Act (RIPA) software but the software is substandard and require staff to manually submit the information to DOJ. Staff researched Peregrine and their solution cost about $25,000 (and not able to correct our existing RIPA data) but not reimbursable under SB90 because Peregrine does not meet the reporting requirements and requires manual submission of the data that is subject to data validation errors.
Veritone is the only vendor that is able to correct the department's existing RIPA data, submit RIPA data directly to DOJ on the departments behalf and provides the necessary audit and tracking reports to be used for SB 90 full reimbursement for time spent meeting this state mandate. (if additional space is needed, include them in a separate page) Page I 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 mav be treated as proprietary, but must be competitively solicited from multiple (two or morel 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.
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The estimated $15,000 annual cost associated with RIPA data collection (and one time cost of up to $10,000 to correct the department's RIPA data) with Veritone is fully reimbursable under SB90. Veritone software is able to track user activity and time spent to generate the necessary reports to apply for SB90 reimbursement. At the end of the three-year contract, staff will re-evaluate the market to see if there are others than can provide similar services.
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. □
fif additional space is needed, include them in a separate page) 2 I 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
Requester Name and Title: Eric Tam, Technology Supervisor Note: Requester must be able to defend this justification.
Phone: 510-621-1802Date: October 21. 2022
Department Director (Print) Bisa French (Sign) Date:ji
Submit completed form to the Purchasing Division (Prior to submission to City Manager) Finance Director:
DATE: /// (Sri ItAPPROVED:
NOT APPROVED: COMMENTS:
City Manager
(Under $10,000.00)
City Clerk Attesting to Council Approval
(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 Citj' 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 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 I P a g e