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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 reguired.
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: Conta Costa County Mach, Housing and Human Seces Contact Name: Jenny Robbins Address: 2400 Bisso Lane
City: Concord State: CA Zip Code: 94520
Phone Number (925) 608-6713 E-Mail [email protected] pm Duration of Contract: 3 years
Estimated Cost: S 145,000/year Funding Source (Account String)_ 01193021-400201 Is the product/service IT related? Yes No X If Yes, please attach the approved IT Authorization Form For Product: Is the recommended company the manufacturer of the product? Yes_ 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 « separate page) The Coordinated Outreach and Response Team (CORE) shall: (1) employ and utilize its CORE Team to serve as an entry point into the County of Contra Costa's coordinated entry system for unsheltered persons, and (2) work to locate, engage, stabilize and house chronically homeless individuals and families. The CORE Team will consist of two individuals who will provide services over the course of 40 hours per week. Services shall consist of: (1) identifying and initiating contacts with homeless clients; (2) providing health and housing placement and referrals; (3) responding to calls for outreach; (4) providing support to city staff engaged with the homeless; (5) conducting standardized intake and needs assessments; (6) providing assistance to homeless service continuum including, but not limited to, interim housing, substance abuse treatment and mental health counseling.
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.
Contra Costa County HHHS has established an outreach team amenable to the county system to provide onsite case management services, assessments, data collection, housing and shelter referrals, mental health placement, and direct contact into the existing county wide system of care. The CORE team provides transportation and linkage with onsite services such as healthcare, mental health, housing, meals, identification, and other critical services. CORE also feeds into the largest data collection system of its kind to establish a long-term model for tracking the unsheltered. CORE is unique in that it is directly linked with the existing system of care, and all other providers. CORE is a model service recommender by the Contra Costa County Grand Jury reports to cities as as an adaptable practice to impact the unsheltered, and has required all cities to provide these services as part of the coordinated model of care for the unsheltered. (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 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.
The CORE outreach team is vital to the city's current unhoused strategy to connect those who are in interim sheltering, or who reside in places unfit for habitation to the county's system of care, sheltering and permanent housing systems. The team has established a caseload of several hundred clients. As we navigate through the pandemic it will be vital to connect those clients with emergency and long-term sheltering options. (if additional space is needed, include them in a separate pago 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
Requester Name and Title: Michelle Millam
Note: Requester must be able to defend this justification.
Date: 3/6/2023 Phone: 510-621-1802
Department Director (Print) BISA FRENCH (sign) pee Date: 3/7/23 Submit completed form to the Purchasing Division (Prior to submission to City Manager) Deprimmee Director
APPROVED: Munlufi DATE: 3 13:2023
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 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