Page | 1 Sole Source Form – Rev. May 12, 2016
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: ___________________________ Contact Name: ______________________ Address: _______________________________________________________________________ City: _________________________ State: _____________ Zip Code: ____________________ Phone Number (____) ___________ E-Mail _______________________________________ Duration of Contract: ____________________________________ Estimated Cost: $ _______________ Funding Source (Account String)_________________ Is the product/service IT related? Yes_____No _____ 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 item(s) 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 a separate page)
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.
(if additional space is needed, include them in a separate page)
2 | Page
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)
3 | 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: _________________________________
Requester Name and Title: ____________________________________________________________ Note: Requester must be able to defend this justification.
Date:_____________ Phone: _______________
Department Director (Print) _____________________ (Sign) ________________ Date:__________
--------------------------------------------------------------------------------------------------------------------- Submit completed form to the Purchasing Division (Prior to submission to City Manager)
Finance Director:
APPROVED: ____________________ DATE: ___/___/___
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.
Strategic Growth Council – Transformative Climate Communities Program Implementation Grant – Round 4 Grant Number: SGC23112, City of Richmond
EXHIBIT B – BUDGET AND SCHEDULE OF DELIVERABLES
Indicator Tracking Plan Lead Entity: City of Richmond
Project Description: As lead evaluator for the Richmond Rising TCC grant, the UC Berkeley, Center for Global Healthy Cities (CGHC) will document and evaluate program processes as well as outputs, outcomes and impacts. The process evaluation will explore procedural equity. The output, outcomes and impacts evaluation will focus on distributive equity.
CGHC will document and analyze different types of measures, using qualitative, quantitative and spatial data.
Task Deliverable(s) Timeline Grant Funds Leverage
Funds
Task 1: Develop Site-Specific Evaluation with Grantee
A: Review the existing TCC
Evaluation Plan and framework.
A: Outline for
developing site-specific
evaluation plan
Month 1-4
$150,000.00 $0
B: Review draft local evaluation
plan with Applicant and Co-
Applicants including final
indicators, process/qualitative
data, proposed instruments,
comparison areas, and more as
needed or requested. Indicators
will be created for each TCC
Funded Project, Transformative
Plan, and Leverage Project.
Program indicators should also
include CARB required indicators,
TCC General Indicators, and
those recommended by the
Applicant or Co-Applicants.
B: Final Site-Specific
Evaluation Plan;
Indicator Tracking Plan
Month 2-6
C: Review all baseline data in
Richmond, focused on Richmond
Rising. Update baseline data for
2023.
C: Monitoring plan Month 2-5
Task 2: Grantee Consultations and Ongoing Technical Assistance A: Hold a kickoff meeting with the
Grantee to discuss the process
and schedule for working together.
A: Meeting summary,
contact list Month 1-4 $450,000.00 $0
DocuSign Envelope ID: BA961748-C9C5-403B-9D57-7CFDF0D69B31 Strategic Growth Council – Transformative Climate Communities Program Implementation Grant – Round 4 Grant Number: SGC23112, City of Richmond
EXHIBIT B – BUDGET AND SCHEDULE OF DELIVERABLES
Grantee will be required to provide
a point of contact for the duration
of the grant term.
B: Develop qualitative reporting
tools for implementing orgs based
on Evaluation Plan and Indicator
Tracking Plan (secondary and
primary qualitative data collection
and analysis)
B: Data gathering tools
(qualitative) Month 7-10
C: Develop quantitative reporting
tools for implementing orgs based
on Evaluation Plan and Indicator
Tracking Plan (secondary and
primary quantitative data
collection and analysis).
C: Data gathering tools
(quantitative) Month 7-10
D: Draft trainings protocols;
develop and distribute forms,
reporting tools, and technical
assistance plan (i.e., a timeline
and process for all data collection
activities) for Grantee and project
partners based on the finalized
Evaluation Plan and Indicator
Tracking Plan.
D: Initial and annual
updates to technical
assistance plan to
support grantee and
partners with gathering
and reporting of data
Month 7-10 and
annual updates
E: Collaboration protocols with
grantee and partners, including
communication and methods for
collecting indicator data, time
periods, and updates on technical
assistance needs during the grant
term.
E: Grantee collaboration
work plan and schedule Month 7-12
F: Train local organizations in data
collection and reporting.
F: Data collection
workshops Month 10-13
Task 3: Data Collection and Reporting
DocuSign Envelope ID: BA961748-C9C5-403B-9D57-7CFDF0D69B31 Strategic Growth Council – Transformative Climate Communities Program Implementation Grant – Round 4 Grant Number: SGC23112, City of Richmond
EXHIBIT B – BUDGET AND SCHEDULE OF DELIVERABLES
A: Develop secure, online
reporting portal and data sharing
using Tableau, linked to
Transparent Richmond
A: Online data collection
portal Month 10-13
$390,000.00 $0
B: Complete CARB-specific
reporting templates for all TCC-
funded activities on GHG emission
reduction quantification, co-
benefits, and jobs.
B: Completed CARB
Reporting
Annually, May 15th
and November 15th
C: Provide an annual evaluation
report, and accompanying
presentation (draft not required)
that summarizes and reports on
the cumulative results and/or
progress of the TCC investments.
The annual reports will include
qualitative and quantitative data
and analysis on the indicators
specified in the TCC Evaluation
Plan, and how they change over
time compared to the baseline
data.
C: Annual Report and
Presentation
Annually, draft on
January 15th, and
final on March 15th
D: Develop two case studies per
year for each TCC site. This could
include a project spotlight or a
people/project profile to
communicate TCC project stories
with the public and external
stakeholders. Each case
study/profile will include brief
copy, quotes, and high-resolution
photos.
D: Two (2) Case
Studies
Annually, March 31st
and November 30th
DocuSign Envelope ID: BA961748-C9C5-403B-9D57-7CFDF0D69B31 Strategic Growth Council – Transformative Climate Communities Program Implementation Grant – Round 4 Grant Number: SGC23112, City of Richmond
EXHIBIT B – BUDGET AND SCHEDULE OF DELIVERABLES
E: Collect and analyze data and
feedback on the TCC program.
Write a report on the TCC
program’s design and provide key
recommendations on the
implementation process.
E: Annual Process
Evaluation Memo Annually, May 15th
Task 4: Project Closeout
A: Conduct workforce
development interviews and focus
groups.
A: Workforce summary June 2028 - Project
Performance Period
$80,000.00 $0
B: Conduct community
engagement interviews and focus
groups.
B: Community
engagement summary
June 2028 - Project
Performance Period
C: Conduct displacement
avoidance interviews and focus
groups.
C: Displacement
avoidance summary
June 2028- Project
Performance Period
D: Conclude the work and provide
a final project closeout report to
CARB.
D: CARB Close-out
reporting
Project Performance
Period
E: Develop a report including a
complete evaluation of TCC
investment in the Project Area.
E: SGC final report Project Performance
Period
Equipment (entire project) N/A Project Completion
Period $0 $0
Contingency N/A Project Completion
Period $0 $0
Lead Entity Indirect Costs
Indirect costs consistent
with the TCC guidelines
and grant agreement, at
a rate approved under
this grant agreement.
Project Completion
Period $0 $0
Plan Total $1,070,000.00 $0.00
DocuSign Envelope ID: BA961748-C9C5-403B-9D57-7CFDF0D69B31 Strategic Growth Council – Transformative Climate Communities Program Implementation Grant – Round 4 Grant Number: SGC23112, City of Richmond
EXHIBIT C – SPECIAL TERMS AND CONDITIONS Part 1 – Transformative Plans EXHIBIT C – SPECIAL TERMS AND CONDITIONS
PART 1 – Transformative Requirements
1. Community Engagement
Grantee is required by AB 2722 to ensure meaningful community engagement of the TCC Project Area residents and key stakeholders in all phases of implementation; Grantee will conduct and oversee community engagement for the entirety of the TCC Project;
Grantee will report to SGC on community engagement related activities; Grantee will develop a process to collect and address complaints or concerns related to TCC Project implementation; and
Grantee will ensure all Community Engagement costs are directly related to the implementation of the Projects included in the TCC Project, per Section II.E of the TCC Guidelines.
2. Displacement Avoidance
Grantee is required by AB 2722 to implement strategies to reduce economic displacement risk within the TCC Project Area;
Grantee will pursue strategies during grant implementation that will prevent against the displacement of existing households in the TCC Project Area; Grantee will pursue strategies during grant implementation that will prevent against the displacement of existing small businesses in the TCC Project Area; Grantee will report to SGC on key milestones related to the adoption and implementation of the displacement avoidance policies annually
Grantee certifies that no relocation will take place beyond that which was included in submitted relocation plan; and
Grantee will ensure all Displacement Avoidance costs are used to support displacement avoidance activities for low-income households and local and small businesses, per Section II.E of the TCC Guidelines.
3. Workforce Development and Economic Opportunities
Grantee will establish goals for workforce training, employment, and local business expansion for the TCC Project Area;
Grantee will ensure workforce development components are designed to address local residents’ and stakeholders’ needs;
Grantee will conduct or oversee workforce development and economic opportunities activities for the entirety of the TCC Project;
Grantee will report to SGC on workforce development and economic opportunities related activities; and
Grantee will ensure all Workforce Development costs are for eligible job training programs per Section II.E of the TCC Guidelines.
DocuSign Envelope ID: BA961748-C9C5-403B-9D57-7CFDF0D69B31 DocuSign Envelope ID: BA961748-C9C5-403B-9D57-7CFDFOD69B31 Strategic Growth Council - Transformative Climate Communities Program Implementation Grant - Round 4 Grant Number: SGC23112, City of Richmond
4. Climate Adaptation and Resilience
Grantee will implement strategies to increase climate resilience at the Project-level within the TCC Project Area;
Grantee will implement climate adaptation measures at the Project-level to address risks on vulnerable populations; and
Grantee will implement climate adaptation measures at the Project-level to increase resilience and functionality of proposed infrastructure projects.
5. Indicator Tracking and Reporting
Grantee will be responsible for gathering and reporting data according to their Site- Specific Program Evaluation Plan (Program Evaluation Plan), which will be tailored to each site's priorities and include both the Indicator Tracking Plan and other evaluation deliverables.
Grantee will work with an approved third-party Evaluation Technical Assistance Provider (Evaluation Partner) to implement the Site-Specific Program Evaluation Plan, which-will track the progress and impacts of the entirety of the TCC Project.
Program Evaluation Plan
The Evaluation Partner will develop a Site-Specific Program Evaluation Plan that provides a methodological framework for holistically evaluating the environmental, economic, social, and health impacts of the awarded TCC Project. The Evaluation Partner will also be responsible for delivering additional reports and evaluation deliverables outlined in Exhibit B, and Grantee must track and facilitate their delivery, including participating- in evaluation activities. Reporting is required during key stages of the grant cycle, as outlined in the following section.
Indicator Tracking Plan
The Indicator Tracking Plan is one component of the Site-Specific Program Evaluation Plan and will include data indicators defined by the California Air Resources Board (CARB) and additional indicators required by the TCC Program and identified by grant recipients.
California Air Resources Board Indicators
The TCC Program follows the California Air Resources Board's (CARB) Funding Guidelines for California Climate Investments to report on the project's estimated benefits. Estimates are calculated using the associated round of GHG Quantification Methodology. Reporting also includes employment outcomes for all projects and actual outcomes for a subset of funded projects. For quantifiable projects, Grantees are required to track and report project indicators listed in the reporting template for the applicable project type (www.arb.ca.gov/cci-resources).
TCC Program Indicators
In addition to CARB indicators, SGC has worked with academic.institutions and previous TCC Grantees and Partners to develop program indicators to track the overall impact ofTCC investments.
Grantee must track each indicator specified in the Indicator Tracking Tables (Attachment D-5) at minimum in addition to indicators identified in conjunction
EXHIBIT C - SPECIAL TERMS AND CONDITIONS Part 1 - Transformative Plans DocuSign Envelope ID: BA961748-C9C5-403B-9D57-7CFDFOD69B31 Strategic Growth Council - Transformative Climate Communities Program Implementation Grant - Round 4 Grant Number: SGC23112, City of Richmond
with the Evaluation Partner, organized by Project and Transformative Plan type.
A list of specific indicators will be finalized in the Indicator Tracking Plan for each Grantee by the TCC Evaluation Partner during the first quarter of the grant term.
The Evaluation Partner will coordinate data collection related to site-specific CARB and TCC indicators with Grantee and Partners.
Reporting Timeline
The Grantee and Partners will work with the Evaluation Partner to collect and submit inputs needed for reporting during the lifecycle of the grant term.
Grantee will provide reporting during the Awarded Phase, Implemented Phase, and Close out Phase. Broad details of these phases and their respective reporting requirements are outlined below:
• Awarded Phase: One time report following grant execution; includes initial report of anticipated benefits ofTCC project on job creation, GHGs, and co-benefits. • Implemented Phase: Annual reports throughout the life of the grant term; detail actual benefits of jobs, GHGs from household projects, and co-benefits. • Close out Phase: Final report of actual benefits of TCC projects, to be submitted once all work on a project is completed, grant funds expended and/or the grant term ends.
Grantee will also provide reporting to support an Annual Progress Evaluation Report, Annual Process Evaluation Memo, and two narrative profiles per year, which feature case studies across the TCC projects and transformative elements.
EXHIBIT C - SPECIAL TERMS AND CONDITIONS Part 1 - Transformative Plans https://outlook.office365.com/mail/inbox/id/AAQkADVmMGM5YjZhLTg5MzItNGFhYS1iNjkyLWM1OWQ4NzBkMWU4NwAQAPWaog%2FU5kG3iePlyB… 1/1 FW: [TCC Evaluation Technical Assistance] UC Berkeley, Center for Global Health Cities Approval
From: Rebecca Aviles <[email protected]>
Sent: Friday, April 7, 2023 11:50 AM
To: Jason Corburn <[email protected]>
Cc: Lina Velasco <[email protected]>; Samantha Carr <[email protected]>; Rachel Jacobson <[email protected]>; Estrada, Julia@DOC <julia.estrada@conserva on.ca.gov> Subject: [TCC Evalua on Technical Assistance] UC Berkeley, Center for Global Health Ci es Approval This email originated from outside of the City's email system. Do not open links or a achments from untrusted sources.
Good afternoon Professor Corburn,
Thank you for your application to serve as the City of Richmond’s Evaluation Partner for the Round 4 Transformative Climate Communities Richmond Rising: Healthy, Connected, and Climate Strong Program.
Your application has been reviewed, and the Center for Global Healthy Cities at UC Berkeley is now approved as an SGC Evaluation Technical Assistance Provider.
As an approved Provider, please connect with Lina Velasco and Samantha Carr at the City of Richmond to review and revise as needed the draft scope of work (provided in the application and attached here).
Please don’t hesitate to reach out with any questions.
Thank you,
Rebecca
Rebecca Avilés
Transformative Climate Communities Program Analyst
California Strategic Growth Council
[email protected] | she, her, hers
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