Rich
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: CSW/Stuber-Stroeh Engineering Group, Inc Contact Name: Robert Stevens Address: 121 Park Place
City: Richmond State: CA Zip Code: 94801
Phone Number (510) 367-6166 E-Mail [email protected]
Duration of Contract: September 12, 2023 - December 31, 2025 Estimated Cost: S 217,323.00. S" Funding Source (Account String) 61327066 - 400201 - 07F63 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 X For Product: Does the manufacturer sell the items) through distributors? Yes No X 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) CSW/Stuber-Stroeh Engineering Group, Inc (CSW/ST2) will provide additional landscape, architectural, engineering, and construction management services for the Miraflores Greenbelt project, that includes the Japanese American Confinement Sites Grant interpretative program, also partially funded by Richmond Rotary, and preparation of the Bid documents for the relocation and rehabilitation of the Sakai and Oishi historic structures with the Greenbelt area and Miraflores project site.
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 Successor Agency's Housing & Community Development Division had a contract with Vallier Design Associates (VDA) for the Miraflores Sustainable Greenbelt project, former firm of Marcia Vallier for a similar scope of work, that expired in December 2016. Because the contract expired while the work was in progress, Marcia Vallier continued her work under a VDA on-call contract held by the Public Works Department (PW). The PW contract in inadvertently expired on June 30, 2023, so PW and Housing staff agreed it was best for Housing to request its own contract for the work.
(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.
As noted above, CSW/ST2 has been performing this work under an on-call contract held by Public Works that expired on June 30, 2023. Since the PW on-call contract expired and Housing staff needs to adjust the scope and budget, staff agreed it was best for Housing to request its own contract to complete the work.
(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: Community Development
Requester Name and Title: Lina Velasco, Director of Community Development Note: Requester must be able to defend this justification.
Date: August 25, 2023 Phone: (510) 620-6841
Department Director (Print) Lina Velasco (Sign) 2V Mm Date: August 25, 2023 Submit completed form to the Purchasing Division (Prior to submission to City Manager) Finance Director:
APPROVED: do al DATE: 8/3/12023
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
121 Park Place Berkeley
Richmond. CA 94801 Novato
C SW ST2 www.csws12.com Petaluma
Pleasanton
San Jose
Bend, OR
Adaptive Solutions, Resilient Designs
Project #: 2300016
June 12, 2023, REV August 23, 2023
Ms. Lina Velasco, Director of Community Development
City of Richmond
450 Civic Center Plaza
Richmond, CA 94804
RE.: MIRAFLORES SUSTAINABLE GREENBELT PROJECT
EXTRA SERVICES REQUEST TO LANDSCAPE ARCHITECTURAL SERVICES ON-CALL CONTRACT
FOR THE INTERPRETIVE PROGRAM AND REHABILITATION OF HISTORIC STRUCTURES Dear Lina,
We request an additional services contract for the Miraflores Sustainable Greenbelt Project for work that was not included in our original design services proposal. We request our scope of work be increased to include the consulting fees for expanded development of the overall interpretive program and relocation and rehabilitation of the historic structures. Our work will include:
completion of the interpretive signage program for the overall site and preparation of construction documents for the sign frames and associated site work, including:
- work with the National Park Service, Japanese American Confinement Sites Grant staff to implement the $95,000.00 grant funded signage project;
- work with the Richmond Rotary Club to complete the greenhouse interpretive frame and signage augmented by the club's $50,000 grant;
- completion of construction documents for relocation and rehabilitation of the historic Oishi and Sakai structures and associated site work;
- memorandum to the State Historic Preservation Officer (SHPO) in the California Office of Historic Preservation about relocation of the Sakai structures within the park boundary instead of the original location; and
- purchase of the shoring equipment for the historic structures.
SCOPE OF WORK
Interpretation: Marcia Vallier of CSW will continue to oversee the consultant team and the production of all design documents for the on-site work per our current on-call contract terms. CSW will prepare the master construction and permit documents for the interpretive displays including the sculptural sign frames, sign panels, and all related site work. We will assist the City to bid the project and will perform construction oversight to ensure that all work is installed per the documents and to the highest standards. We will facilitate the production of the sign panels for the City directly with KVO, the panel vendor, and supply the signs to the successful bidder for installation within the sculptural frames.
We will be assisted by Donna Graves and Patricia Wakida, Public Historians and Artists who will work with us to prepare text, display content, secure photos and illustrations and will conduct research and outreach to the Japanese American community, the National Park Service, the Rosie the Riveter Trust members, the local community, and other important interest groups. Christina Jirachachavalwong will continue her work with Donna, Patricia and CSW to complete the graphic design for the sign panels and C SW ST2 MIRAFLORES SUSTAINABLE GREENBELT PROJECT
EXTRA SERVICES REQUEST TO LANDSCAPE ARCHITECTURAL SERVICES ON-CALL CONTRACT
FOR THE INTERPRETIVE PROGRAM AND REHABILITATION OF HISTORIC STRUCTURES
ON-CALL AGREEMENT, AS-NEEDED LANDSCAPE ARCHITECTURAL SERVICES
will prepare the technical documents for production by KVO. Miguel Reiman of MCID and Yousif Jacob/ of YJ Inc. will prepare updated shop drawings of each sign frame for inclusion in the contract documents.
Historic Structures: CSW will lead the effort with Treanor HL to complete the bid documents for the relocation and rehabiltation of the Oishi house and the Sakai structures. (see attached Treanor HL proposal) CSW will conduct a site survey, prepare Civil Engineering and Landscape Architectural drawings for all site work including the hardscape and landscape construction documents for the relocated, rehabilitated historic structures. The Treanor HL design team will prepare the construction and bid documents for the warm shell rehabilitation of the historic structures, relocated from their mothball location to their approximate original locations or alternate location if approved by SHPO.
The market rate developer was to design and prepare building foundations then move the structures to their final location as part of their development project. However, the development project has been delayed indefinitely so we will proceed with the preparation of the structural foundation design as well.
The Sakai structures were to be located near their approximate original location within the market rate development area. The project work may be bid without the Sakai structures work unless we can obtain permission from SHPO to relocate the Sakai structures within the boundaries of the park instead of their approximate original location. Treanor HL will prepare a letter to request the alternate location for the structures. Below are two possible relocation concepts for consideration. One concept relocates the structures within the current park footprint leaving the vacated site available for additional units. The second concept vacates the site but takes the same area for the structures and adds it to the park.
RECLOCATION SITE
OF SAKAI HOUSE
FUTURE
GREENHOUSE
FRAME - Richmond
Rotary Centennial
Project
PROPOSED
RELOCATION SITE OF
SAKAI STRUCTURES
RELOCATION SITE
OF OISHI HOUSE
OR
123RR-
Sakai Relocation Site - Option 1
CSW ST2 MIRAFLORES SUSTAINABLE GREENBELT PROJECT
EXTRA SERVICES REQUEST TO LANDSCAPE ARCHITECTURAL SERVICES ON-CALL CONTRACT
FOR THE INTERPRETIVE PROGRAM AND REHABILITATION OF HISTORIC STRUCTURES
ON-CALL AGREEMENT, AS-NEEDED LANDSCAPE ARCHITECTURAL SERVICES
RELOCATION SITE
OF SAKAI HOUSE
FUTURE
GREENHOUSE
FRAME - Richmond
Pray Centennial
SALOSTRUCTUFES
RELOCATION SITE
OF OISHI HOUSE
PLAY
Sakai Relocation Site - Option 2
We will prepare construction documents for the rehabilitation of both the Oishi and Sakai structures and will work with the City though final acceptance of the interpretive program as well. Below are the requested additional services amounts by firm.
Firm Name: Fee Request Scope Item
CSW|ST2., Proj. Mgmt., Landscape Architecture, Civil $ 85,000.00* Interpretation & Engineering, Surveying, Cost Est., Const. Admin. Historic Structures Treanor HL, Historic Architecture $ 62,585.00 Historic Structures Donna Graves and Patti Wakida, Public Historians $ 27,348.00* Interpretation Christina Jirachachavalwong, Interpretive Design 12,890.00* Interpretation MCID, Interpretive Frame Shop Drawings 8,500.00* Interpretation YJ, Inc., Structural Engineering 5,000.00 Interpretation Troast Jacking and Heavy Moving, Inc $ 15,000.00 Interpretation Subtotal Extra Services Request $ 216,323.00
Reimbursable Expenses 1,000.00
TOTAL Extra Services Request $ 217,323.00*
*The JACS grant will fund $27,500.00 of the design fee and $70,000.00 of the construction costs to fabricate the frames and signs, associated site work and installation.
C SW ST2 MIRAFLORES SUSTAINABLE GREENBELT PROJECT
EXTRA SERVICES REQUEST TO LANDSCAPE ARCHITECTURAL SERVICES ON-CALL CONTRACT
FOR THE INTERPRETIVE PROGRAM AND REHABILITATION OF HISTORIC STRUCTURES
ON-CALL AGREEMENT, AS-NEEDED LANDSCAPE ARCHITECTURAL SERVICES
Thank you for the opportunity to continue our work on this important and inspiring project. I look forward to hearing from you, and please call if you have any questions.
Sincerely,
CSW|ST2 ENGINEERING GROUP, INC.
Charado taken
Marcia D. Vallier, PLA, ASLA,
Senior Project Manager, Landscape Architect CA L#3293, OR L#746