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 conlpleted/approved forni to requisitions xvhen co:npetitive quotes/bids/proposals are not solicited. (Required for requisitions > S3.000)
Requested Sole Source Supplier:
CTC Technology and EnergyCompany Name:
10613 Concord St.Address:
Citv: Kensington State: MD
Contact Name: Heather D. Mills
Zip Code: 20895
Phone Number (Z) 933-1488 E-Mail
I)uration of Contract:
2022-2023. 2023-2024. 2024-2025 . with 2. one year options Estimated Cost: S 5,000.00 01241055 400401Funding Source (Account String) 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 thc product? Yes X For Product: I)ocs thc manufacturer sell thc itenl(.s) through distributors? Yes Description of Product or Service:
No
No X
Describe Ihe full scope qfu•ork or service contenlplcued including ins'(ll/arion il required: i/c'lns s/lou/d include hrund.
,'nodel and part' nunther if applicable: (ifadditionalspace is needed, include then in a separate page)
The California State Library's budget allocates funds to provide public libraries access to high-speed Internet. The California State Library created the California Public Library Broadband Project and designated the non-profit Corporation for Education Network Initiatives in California (CENIC) to provide the network services. CENIC contracts with "last-mile" providers and with Columbia Telecommunication Corporation (CTC) as the aggregator. CTC contracts with libraries as the entity holding the contracts for broadband service.
Sole Source Rationale: PI.I:.A.SE AN.SWER Al.l.
•
FOLLOWING QUESTIONS: Explain the
reconuncnded company is the only conllYd11} that can Ineet the require:nent. Address the Are there any other eotnpanies who can do Ihisjob? What condition (e.g. technological superiority or perfornvance risks. etc.) exists so that lhe reconunended colnpany has a significant achantaue ox er any other conlpan_v M, ho can do this job? It is ilnportant to sufTu-•ientIy address the key reason for zmarding an order contract u•ithout solicitine cotupetilive bids. •rhe rational must be clear and convincing. avoiding generalities and unsupported conclusions.
The Richmond Public Library is a participant in the statewide public library E-Rate consortium through the State Library's membership in CENIC. The new agreement will allow the library to continue to take advantage of the special E-rate pricing, for CENIC's broadband provider of choice. The library will be able to continue to provide better support for individual and group online learning; introduce new services and programs; better support economic development in the community; receive fewer complaints about Internet speed; community members can continue to use their mobile devices effectively in the library; and library staff can work more efficiently and have access
to improved training and professional development opportunities. If the library changes broadband providers, we will not be able to take advantage of the discounted E-rate offered by CENIC. CTC is the only aggregator for CENIC Broadband offered through the California State Library.
Page I I
(if additional space
is needed. include them in a separate page)
Sole Source Form
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Rev. May 12, 2016
Complete the following checklist
A specific contractor is the only source or the required itetn because (check all that apply):
The required itelns are proprietary to the Contractor. and contractor solely transacts (sells) direct to the customer. (There are no dealers or distributors for contractor). g, 'I'he required itetns are proprietary to the C.ontractor. and contractor does not sell direct to the customer. Contractor solely distributes the iteln or service through only one dealer or distributor in the United States. (There are no dealers or distributors for contractor).
Note: If itelll or service is available Croni tnore than one source. the itell) or senice tnav be treated as proprietarx. but tnust be coinpetitivelv solicited frotn Inultiple (t'ao or Inore) sources.
A specifie itelll is needed:
•robe compatible or interchangeable ith existing hard\sare As spare or replaeelnent hardware For the repair or Inodilieation of existing hardware Federal or state grant natnes vendor as condition 01' funding. (Attach copy or grant that natnes vendor)
[here is a substantial risk in contracting any other contractor. (e.g.. only one contractor has been successful to date in impletnenting a difficult jnanufacturinu process or the services sought). In a brief e.vplanation, provide supporting evidence of other contractors are considered to he unable to m•ercome the substantial risk.
Continuation of prior Work
—
Additional itetn. service or xxork required. but not known to have been needed when the original order was placed with vendor. and it is not fieasible or practicable to contract separately för the additional need. Provide brief explanation and supporting evidence. (if additional space
is needed. include them in a separate page)
21 I acknoxsledge the City-s requirejnents rorsoliciting cojnpetitixe quotes/bids purchases over S3.000.00 and the criteria 1k)!' justification for Sole Source purchases. I have gathered the required in lörn)ation. have Inade a concerted effort 10 rei, iew convarable/equal equimnent/services (e.g.. nutrket research). and lilrther al'firln that there is no conflict of interest involxed in the selection made.
Library and Community Services
Requester and Title: Wytendia Eastman. Administrative Librarian Note: Requester ntust he to defend this justification.
Phone: 510-620-6963Date: 11/30/2022
Departinent Director (Print) LaShcnda White (Sign) Date:
Submit completed form to the Purchasing I)ivision (Prior to submission to City Manager) Finance I)ircctor:
APPROVED:
NO]' APPROVED:
City Manager
(Under SIO.OOO.OO)
DNIE:
COMMENTS:
City Clerk Attesting to Council Approval
(Over S (Copy of Minutes Inay 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/serviee are exceptions 10 the nortnal bidding process and require a detailed justification. In processing Sole Source requests for supplies. services and or equimnent. the Purchasing Di\ision adheres to and is uoverned by the principles set forth in City of Richtnond Municipal Code Section 2.52.326 Sole Source Procurelnent.
It-you are requesting a particular vendor. brand or product. you Inust Ill,nke this fact clear on your Sole Source forni.
Your request v,
ill then be restrictive and non-cotnpetitive. and ill fall into a sole source category. If the sole source justification is approved. the requisition can be expedited ithout the norlnal bidding requirelnents.
Such a request should not be Inade unless you are confident that your request is reasonable and appropriately justified to tneet the Citgs requiretnents and withstand any possible audit. '[he City's requireinents and the fortnal rorsubinitting such requests are contained herein. Sole Source forin Inust be signed by authorized deparunent representatixe(s). The certilication will remain on file roraudit purposes.
The following factors DO NOT apply to sole source requests and should not be included in your sole source justification. •I'hc_vwill not be considered and only tend to eonlitse the evaluation process.
I. Personal preference for product or vendor.
2. Cost. vendor performance. and local service (these are generally considered award factors in eotnpetitive bidding).
31 Patrick McKenzie
From:
Sent:
To:
cc:
Subject:
Attachments:
Wylendia Eastman
Monday, December 26, 2022 12:41 PM
Ofelia Alvarez
Patrick McKenzie
Re: Sole Source
image001.png; image002.png; image003.png; image004.png; image005.png; CTC Technology and Energy Sole Source.pdf; CA State Library CTC Announcement.pdf; Certificate of Status 20211011.pdf
Yes I did. I'll look through my emails since I'm off and send it to you. Thanks Wylendia R Eastman
Administrative Librarian
Richmond Public Llbrary
325 Civic Center Plaza
Richmond, CA 94804
Office: 510-620-6963
Bus. Cell: 510-385-5694
On Dec 22, 2022, at 10:40 AM, Ofelia Alvarez <[email protected]> wrote:
Hi Wylendai:
Did you get approval from IT to use this vendor? If so, please provide IT Authorization form.
Thanks
Ofelia Alvarez, CPPB
Senior Buyer, Purchasing Division
City of Richmond
Phone: 510-620-6699
Ofelia [email protected]
Note to Vendors: You can now register to receive bid announcements on-line, at www.ci.richmond.ca.us/bids.
From: Wylendia Eastman
Sent: Wednesday, December 21, 2022 3:46 PM
To: Ofelia Alvarez <[email protected]>
Subject: Sole Source
Can you please have the finance director sign this sole source?Thanks Please consider the environment before printing this e-mail. 1 I she/her/hersWYLENDIA R. EASTMAN
ADMINISTRATIVE LIBRARIAN
Richmond Public Library
325 Civic Center Plaza
Richmond, CA 94804
o: (510) 620-6963
c: (510) 385-5694
E:
Ulendia [email protected]
www.richmondlibrarv.org
2 Memorandum
To:
CC:
From:
Date:
Re:
Antonio Banuelos
Mubeen Qadar
Patrick McKenzie
1/5/2023
Sole Source Justification from Wylendia Eastman for: CTC Technology & Energy
I support the SSJ.
Columbia Telecommunications Corporation (CTC Technology & Energy) is the sole source provider for the California State Library (the State Library) California Library Connect Broadband Project and associated grants. Additionally, on behalf of the State Library, CTC Technology & Energy contracts with CENIC for access and connectivity to the CalREN high speed network ($2M annually) for California public libraries and libraries are required to contract with CTC Technology & Energy to access the network.
Thanks!
1