Malamon
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: Vestis Group, Inc. Contact Name: Andree Bedoya Address: 500 Colonial Center Pkwy, # 140
City: Roswell State: GA Zip Code: 30076
Phone Number ( I-Mail [email protected]
Duration of Contract: five years
Estimated Cost: $ $120,000/year Funding Source (Account String) Citywide - 400381 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 _ 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 nodel and part number if applicable; (if additional space is needed, include them in a separate page To provide uniform rental and laundry services to various departments of the City of Richmond.
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.
Switching to another provider would incur significant costs related to transitioning, including:Set-up, customization fees and lost uniforms: Any new provider would require a lengthy set-up period and customizations that could disrupt operations. A switch could cause delays and inconsistencies in uniform delivery and fit, resulting in operational disruptions. (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 • L 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.
Historically, when the City switched uniform providers in the past, the City incurred significant costs for lost or missing uniforms. The last time a switch occurred, the City paid approximately $40,000 for lost and missing uniforms. This amount reflects the expense of replacing garments that were either not accounted for or could not be returned to the City under the new provider.
If the City were to change uniform providers again, there is a high likelihood of additional financial loss in the form of missing items, which would further burden the budget.
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.
The City is required by its collective bargaining agreements to provide uniform rental and laundry services for various City departments. Items furnished under this agreement include shirts, pants, coveralls, smocks, mats, rugs, towels, lockers, and garment dispensers. The laundered items are delivered once a week to designated locations. In accordance with this agreement, uniforms are maintained in good condition and are repaired when required. (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: Public Works
Requester Name and Title: Tawfic Halaby
Note: Requester must be able to defend this justification.
Date: 02-27-25 hone: X547
Department Director (Print) Danlel Chavarria
Submit completed form to the Purchasing Division (Prior to submission to City Manager) Finance Director:
APPROVED_ DATE: 21 27 2025
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 neet the City's requirements and withstand any possible audit. The City's requirements and the format for submitting uch requests are contained herein. Sole Source form must be signed by authorized department representatives). Th 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