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: Govinvest Inc. Contact Name: Jasmine Nachtigall-Fournier Address: 3625 Del Amo Blvd., Suite 110
City: Torrance State: CA Zip Code: 90503
Phone Number (310) 371-7106 E-Mail [email protected] Duration of Contract: 3 years
Estimated Cost: $ 276,400.00 Funding Source (Account String) 01173415-400201 Is the product/service IT related? Yes x No If Yes, please attach the approved IT Authorization Form For Product: Is the recommended company the manufacturer of the product? Yes_ X 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) Licensing to use GovInvest's standard pension module and other post-employment benefits module of the total liability calculator, which is a cloud-based software platform that provides real-time information, instant actuarial and financial analysis, and insights into how to pay down unfunded liabilities related to retirement costs.
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.
GovInvest inc. is the only company in the marketplace that offers a cloud based, real time software program with capabilities to forecast pension and other post-employment benefits (OPEB) costs on an interactive, anaytical, and transparent platform. Also, Govinvest Inc. contracts with the City's actuary, Van Iwaarden, which allows for quick and accurate integration of the City's data into the software program. In real time, users can analyze current conditions, adjust assumptions, and test different scenarios utilizing key metrics, such as employment/demographic data, discount rate, etc.
This type of analysis generally can take weeks or months for an actuarial firm to produce, and can be costly to analyze various scenarios.
(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 beer 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 L 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: Finance
Requester Name and Title: Mubeen Qader, Budget Administrator Note: Requester must be able to defend this justification.
Date: Eor Del my Phone: (510) 620-6970
Department Director (Print) Delmy Cuellar Date: 3/13/2023 Submit completed form to the Purchasing Division (Prior to submission to City Manager) Deputy Director Finore
Finance Director:
APPROVED:: Muled DATE: 3.3.2023
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 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
I.T. - RELATED PURCHASES AUTHORIZATION
Form must be fully completed and signed prior to information technology related purchases Date 03-02-2023
Govinvest V# 13515
Requested Vendor
Vendor Address 8605 Santa Monica Blvd
PMB 52465
Jonathon Davis
Contact Person
Email Address [email protected]
Phone No (415, 794-5353 Fax#
Quantity Item Unit Price Total
1 FY2022-23 Mar-Jun Implementation and Annual Fees $ 36,400.00 $ $36,400.00 3 FY2023-2026 Annual Fees $ 80,000.00 $ 240,000.00
$ $
Total $ 276,400.00
Purpose
This section must be completed with respective price quote(s) included with form:
Use of the Standard Pension Module, OPEB Module, Labor Costing Module and Financial Forecasting Module of the Total Liability Calculator (the "service(s)").
Requested by Mubeen Qader
Mubeen Qader
Department Head IT Director
3/13/2023 3-13-23
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? X
can other vendors provide an ADA complant product Explain X No
Will this item be used by City employees? Yes
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