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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: Krueger International, Inc.
Address: 1330 Bellevue Street
City: Green Bay Zip Code: 54302
Contact Name: Lizeht Zepeda
State: WA
E-Mail [email protected]
Duration of Contract: June 30, 2025
Estimated Cost: $ 70,000 Funding Source (Account String) 40161080-400201 Phone Number (920) 468-2719
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 ✗ For Product: Does the manufacturer sell the item(s) through distributors? Yes _ Description of Product or Service:
No
No X
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 scope of work is for new offices, furniture, and assembly at 1322 Canal Blvd the furniture has to be compatible and able to connect existing and new wall and cubicle material with current office solutions. The scope includes purchasing and assembling cubicle material, desks, chairs, storage, and partition wall to create needed office space for staff.
As background: the building renovation completed in 2014, the project utilized State of California Emergency Management Agency (CALEMA) grants for a Operations and Security Center and at the time was on a restrictive budget that included building out minimal offices for staff. Currently Port Administration offices are occupied by Economic Development Department, which has six divisions. In 2013 Krueger International, Inc.(KI) was the vendor that provided office solutions to the space interior, the office solutions propose will connect appropriately to the existing system.
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 building renovation at 1322 Canal Blvd was completed in 2014, the general contractor for the renovation project was Alten Construction and was responsible (not the City) for selecting Krueger International, Inc.(KI) as the vendor to design the Internal offices. KI is the recommended and only company that can meet the requirements, KI with the scope of work will match existing and compatible framing material for walls and partitions that can be attached to the existing office wall system at the Port offices. Kl has inventory of matching parts, color panel fabric, cubical system to attach to existing wall system, assembly parts knowledge, and office furniture that will fit within cubicles and measurements needed. Using another company will be costly and will not be compatible with the existing KI office solution system. The competitive advantage using Kl is that the City will save money, time, and material by utilizing the existing office system with the need to expand working office stations.
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(if additional space is needed, include them in a separate page) Sole Source Form - Rev. May 12, 2016
Complete the following checklist
A specific contractor is the only source ofthe 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.
There is substantial risk in contracting with another vendor as KI in 2013 worked and drew plans to specifications of the Port Administration interior. KI was able to find and reuse these plans and advance the new office design, saving the city money. KI staff has the historical knowledge of the interior and capacity to order parts, find matching product and assembling the office solutions. Contracting with another vendor would not allow the City access to the existing plans, same matching material for a seamless office interior flow, and price.
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.
There is significant need for additional items to build out the Port Administration interior space, these items were known at the time but there was limited funds at the original order. The building renovation at 1322 Canal Blvd was completed in 2014, the project utilized State of California Emergency Management Agency (CALEMA) grants for a Operations and Security Center (Port Administration Offices). The majority of the grant went to renovating the exterior of the building thus limiting the funds to build out the interior which included building out offices for staff. Currently Port Administration offices are occupied by Economic Development Department, which has six divisions. In 2013 Krueger International, Inc.(KI) was the vendor that provided office solutions to the space interior, the office solutions propose will connect appropriately to the existing system. (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: Port
Requester Name and Title: Lizeht Zepeda, Senior Business Assistance Officer Note: Requester must be able to defend this justification.
Date: 01/24/2023 Phone: 510-620-6787
Department Director (Print) Nannette Beacham Date: 2024 Submit completed form to the Purchasing Division (Prior to submission to City Manager) Finance Director:
APPROVHT h
NOT APPROVED:
DATE3 1712005
COMMENTS:
City Manager
(Under $10,000.00)
City Clerk Attesting to Council Approval
(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