Richmon
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: ParcelQuest Contact Name: Michael Urbani
Address: 193 Blue Ravine Road, Suite 120
City: Folsom State: CA Zip Code: 95630
Phone Number (888 ) 217-8999 E-Mail [email protected] Duration of Contract: 1 year (ParcelQuest.com Account) and Bulk Data Estimated Cost: $ 50,000.00 Funding Source (Account String) 01261017 400702 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 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) The following product and licenses are to be acquired through this proprietary vendor.
ParcelQuest.com account: an on-line application for accessing property data, updated directly from the County Assessors' Offices (renewable annually).
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.
ParcelQuest has been the City's standard for accessing property related information since 2004.
ParcelQuest works directly with County Assessors' Office to receive and integrate updated property data into its different products. This direct relationship distinguishes ParcelQuest from other providers of property information. It also ensures that licenses receive data that is synchronized with that of the County Assessors. This feature is critical for City operations as City property-related databases aim to mirror county ones to the utmost extent possible. (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. (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: Information Technology
Requester Name and Title: Henry Lei, Network and Cyber Security Officer Note: Requester must be able to defend this justification.
Date: 11-03-2023 Phone: 510-620-6874
Department Director (Print) Sue Hartman (Sign Sue Hartman Goer Date: 10-03-2023 Submit completed form to the Purchasing Division (Prior to submission to City Manager) Finance Director:
APPROVED: DATE: 1010 23
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
93 Blue Ravine Road, Suite 12
PARCEL QUEST olsom, California 95630
P. (888) 217-8999 F. (916) 817-4110
www.parcelquest.com
ParcelQuest Quote for City of Richmond
Quote Date: 10/03/2023 QuoteID: 8310
Price aty Yrs Discount Adasted Line
Service/Region Freq/Group Each
ParcelQuest.com Account Navigator $1,500.00 25 1 0% $37,500.00 Contra Costa County - Quarterly 0% $2,500.00
Bulk Data $2,500.00 1 1
Subtotal $40,000.00
Shipping $0.00
Interest (1.5000%)| $0.00
Sales Tax (8.00000%) $0.00
Grand Total $40,000.00
Michael Urbani
Senior Account Executive
PARCELQUEST
193 Blue Ravine Road, Suite 120
Folsom, California 95630