Rohion
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. I 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: CSWIST2 Contact Name: Robert Stevens
Address: 210 Washington Avenue, Suite G
City: Richmond State: CA Zip Code: 94801
Phone Number (416) 884-6453 E-Mail [email protected]
Duration of Contract: March 1, 2023 through June 30, 2024 Estimated Cost: $ 130,500 Funding Source (Account String) 40161080-400201 Is the product/service IT related? Yes No X _ I 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; ttems should include brand, model and part number if applicable; (if additional space is needed, include them in a separate page) CSW currently prepares, updates, and provides reports for the facilities assessment of Port infrastructure; completes grant applications to fund capital improvement projects; assesses, designs, and supports updates to infrastructure at port facilities; provides technical support for the development of leases; supports dredging at Port facilities; provides technical support to tenants regarding dock capacity, berth length, water depth, and utility capacity; and provides other engineering services as requested by staff.
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.
CSW is the only company that can provide engineering services for the Port because CSW engineer Robert Stevens has worked closely with previous Port staff for several years, and has accumulated historical, contextual, engineering, and databased knowledge regarding Port matters.
If the Port decided to contract another vendor, it would be very expensive as they would need to do additional research to familiarize themselves with historical Port business. Even then, there is no guarantee that another vendor would be able to obtain all the information that CSW has as there is a large amount of information that has been acquired over the years and is not written. (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.
There is substantial risk in contracting with another vendor as consultant Robert Stevens of CSW has worked closely with the previous Port staff, and has historical knowledge in his professional capacity as an engineer for the Port. Contracting with another vendor would not allow the City access to information that Mr. Stevens has acquired over the years that is not written.
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.
CSW is currently leading on multiple projects with Port staff including those that receive grant funding. Some of the projects have experienced delays beyond our control and are still in progress. Contracting with a different vendor would cause extreme delays and may result in City staff missing important deadlines that could potentially affect funding. (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: Port
Requester Name and Title: Lizeht Zepeda, Senior Business Assistance Officer Note: Requester must be able to defend this justification.
Date: 01/24/2023 hone: 530-620-6787-
Department Director (Print) Nannelte J. Beacham 03/01/2023 Submit completed form to the Purchasing Division (Prior to submission to City Manager) For Finana Direotor
Finance Director:
APPROVED: Malish DATE: 312/23
NOT APPROVED: COMMENTS:
Nickie Mosta
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/ox City Council. Sole Source must be approved by finance Director, PRIOR to. Couneil 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