Helmon
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: Public Health Institute Contact Name: Justin Brosseau Address: 555 12th Street, Suite 600
City: Oakland State: CA Zip Code: 94607
Phone Number E-Mail [email protected]
Duration of Contract: 1 YEAR
Estimated Cost: $ 60,000 Funding Source (Account String) 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) The recommended contract with Public Health Institute (PHI) will provide two AmenCorps service members to the City of Richmond, Environmental and Health Initiatives Division for an amount not to exceed $60,000 to continue the work in the City's current contract with CivicWell. One of the two fellows will be a returning fellow for an 11-month service term and the other will be for a 9 month term.
One of the fellows is returning for a second year to complete the work started in the previous year. A returing Site Fellow-$31000+$5000 returner allowance = $36000, and TQT Fellow= $24000. The City has been participating in the CivicSpark program for over 10 years and has been a pipeline for training local workforce interested in entering environmental and health related careers and for the City to hire well qualified staff members. The program was initially administered by the Local Government Commission (LGC) which then changed names to CivicWell. As of this year, the administrator of the program has been transferred to PHI. The administrators of this program manage the recruitment, hiring, human resource related tasks (paycheck, health insurance, etc), and professional development trainings on behalf of the City. CivicSpark Fellows assist in building local government capacity to respond to community resilience needs such as climate change, water management, affordable housing, and mobilityby completing projects on topls including sustainable transportation, energy efficency, sea level rise, affordable housing, implementation of climate action plans, water efficiency, and GHG inventory and benchmarks, The Richmond CivicSpark fellows will work to projects and initiatives related to updating, monitoring, and implementing the Richmond Climate Aclion Plan.
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.
As of this year CivicSpark is administered by PHI who recruits, hires, and supervises emerging professionals for an 11-month or 9 month service term. PHI is the sole administrator of the CivicSpark Americorps program. The CivicSpark Program provides capacity building services to local public agencies in California to address community resilience issues such as climate change, water resource management, housing, and mobility. The program provides this service to local governments by conducting assessments, implementing planning or action projects, engaging volunteers, and transferring knowledge to local government staff. Fellows can only work on contracted and allowable service activities.
The City has been participating in the CivicSpark program for over 10 years and has been a pipeline for training local workforce interested in entering environmental and health related careers and for the City to hire well qualified staff members. Initially, the City's contract with CivicWell was to be extended in order for the City to keep the current CivicSpark fellow and allow for them to complete their projects with the City. However, since CivicSpark administration has recently changed to PHI, it has resulted in the need for the City to have a new contract (if additional space is needed, include them in a separate page) Page | 1 Sole Source Form - Rev. May 12, 2016
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: CMO, Economic Development
Requester Name and Title: Samantha Carr, Environmental Manager Vote: Requester must be able to defend this justification Date: 10/22/2024 Phone: 510-620-5407
Department Director (Print) 30500/a beast 41/20/2024
Submit completed formn to the Purchasing Division (Prior to submission to City Manager) Finance Director:
DATE: 121412024
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