Bicken
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: Everbridge Contact Name: James Kwan
Address: 155 N Lake Ave. Suite 900
City: Pasadena State: CA Zip Code: 91101
Phone Number (818 ) 230-9786 E-Mail [email protected] Duration of Contract: Annually for 3 years with 2 year option to extend +1702022-400802 - 27102
Estimated Cost: $ 25,370.94 per year Funding Source (Account String) 11702022 - 400201 - 2A101 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 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) Nixle, an Everbridge product, is an on-line emergency notification system that pushes alerts and advisories to cellphones, emails, and websites for the community that ops-into system. No need to install; just set-up via the Nixle website. Alerts will be used for situations that are health and life threatening. Advisories will be used to push important information the community needs in order to remain a safe distance from hazards or to avoid specific areas due to police, fire, or public works activities.
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.
Nixle fulfills a gap in the CC CWS (CC CWS only send alerts directly in harms way). Nixle however pushes alerts and advisories to individuals who ops-into system.
Our neighboring town/cities uses Nixle and we need to be consistent in our emergency communications We have Nixle subscribers who live in our neighboring cities who are able to receive emergency notification from us as hazardous incidents encroach upon them.
(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)
[x) 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.
The City has been using Nixle since 2018 and have been successful in pushing alerts and advisories to cellphones, emails, and websites for the community that correctly ops-into system. Currently, we have 15,000 subcribers to text and 7,000 to email due to a long-term campaign. Contracting a different vendor will constitute another massive advertisement and pose a gap in our emergency notifications.
Our neighboring town/cities uses Nixle and we need to be consistent in our emergency communications We have Nixle subscribers who live in our neighboring cities who are able to receive emergency notification from us as hazardous incidents encroach upon them.
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: Fire
Requester Name and Title: Den Mark Marcelo, Admin Services Coordinator Note: Requester must be able to defend this justification.
Date: 12.04-2023 Phone: 510-307-8041
Department Director (Print) MICHAEL E. SMiTt (Sign) Nuchaul EtmoLDate: 12-04-2023 Submit completed form to the Purchasing Division (Prior to submission to City Manager) Finance Director:
DATE: 2 14 12024
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
I.T. - RELATED PURCHASES AUTHORIZATION
Form must be fully completed and signed prior to information technology related purchases 11/29/23
Date
Requested Vendor Everbridge # 13264
155 N Lake Ave
Vendor Address
Suite 800
Pasadena, CA 91101
Contact Person
[email protected]
Email Address
Phone No, 818, 230-9786 Fax #_
Quantity Item Unit Price Total
1 Everbridge Subscription $ 25,370.94 $ 25,370.94
$ $
$ $
Total $25,370.94
Purpose
This section must be completed with respective price quote(s) included with form:
Everbridge (Nixle) subscription for emergency notification Requested by Den Mark Marcelo
Digitally signed
Michoul Emuch Sue by Sue Hartman
-Date:
Department Head Hartrhai2ó23.12.04
21:54:29-08'00'
12-04-2023
Approval Date Approval Date
Information Technology Related - Purchase Form - Rev 5-2016 ADA (American with DAcities Aati Compliance
Compliance with the accessibility requirements of Section 508 of the Rehabilitation Act of 1973: In order to improve accessibility of existing technology and therefore increase the successful employment of individuals with disabilities, particularly blind and visually impaired, deaf and hard-of-hearing persons please answer the following questions:
Is this item ADA Compliant? Yes No
If NO, please answer the following questions:
Will this item be used by the public? Yes-
Can other vendors provide an ADA compliant product? Explain Will this item be used by City employees? Yes No!
Categories for Information Technology (IT) Product
Software applications and operating systems
• Web-based information and applications
• Telecommunications products
• Video and multimedia products
• Desktop and portable computers
• End user hardware
Examples of Information Technology (IT) Products
• World Wide Web Phones
• Scanners Apps
• Printers Information Kiosks
• Copiers ATMS
• PDAs Multimedia
• Computers • Videos
• Computer Software Fax Machines
• Computer Operating Systems
Yeverbridge™
Invoice
Acct. No. Date Invoice #
Everbridge, Inc
155 N. Lake Ave., Suite 900 13726 06/30/2023 M76570
Pasadena CA 91101
United States
818-230-9786
www.everbridge.com
Bill To Customer
Attn: Accounts Payable Attn: Genevieve Pastor-Cohen
city of Richmond, Ca City of Richmond, Ca.
O. Box 4046 440 Civic Center Plaza
Richmond CA 94804-0046 Richmond CA 94804
United States United States
PO# Quote Number Sales Rep
Q-128044 Netzler, Zachary
Payment Terms Payment Notes Due Date Currency
Net 30 07/30/2023 USD
Billing Start Date Billing End Date Category
06/15/2023 06/14/2024
Descaption Quantity Net Annual Pro-Rate One Time Credit Amount lem
100-46-46-0002-000 Public Communications Standard 110,000 18,440.94 0.00 18,440.94 101-00-11-0246-000 Resident Connection Life Safety - USA 110,000 6,930.00 0.00 6,930.00 Everbridge Community Engagement 110,000 0.00 0.00 0.00
101-01-11-1027-000
Total $25,370.94
Remittance Slip
Customer Number Invoice # Amount Due Amount Paid
13726 City of Richmond, Ca. M76570 $25,370.94
Make Checks Payable To
Everbridge Inc.
Attn: Accounts Receivable Dept.
PO Box 92506
Las Vegas, NV 89193-2506
WIRES / ACH PAYMENTS SHOULD BE SENT TO:
Bridge Bank, a division of Western Alliance Bank FOR OVERNIGHT COURIER SERVICE ABA or Routing number: 121143260 Everbridge Inc.
Account number: 0101355022 c/o WAB Lockbox Operations Box # 92506 For Credit to: Everbridge Inc 5976 Euclid St
Las Vegas, NV 89120
For Receiving International Wires in USD Only
Swift Code: BREXIISAC
For Canadian payments: HST#858007263
Please call or email Everbridge Accounts Receivable Department at 818) 230-9786 or [email protected] for any questions and for any international payments other than USD to receive wire instructions.