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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: San Joaquin Delta College Contact Name: Krista Vargas Address: 5151 Pacific Avenue
City: Stockton State: California Zip Code: 95207
Phone Number (209) 954-5151 E-Mail krista. [email protected] Duration of Contract: 3 years
Estimated Cost: S 50,000 Funding Source (Account String) 01191021-400243 Is the product/service IT related? Yes 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, model and part number if applicable; (if additional space is needed, include them in a separate page) The San Joaquin Delta Police Officer Standards and Training (POST) Academy provides basic law enforcement training for police department recruits and is accredited by the State of California Commission on POST.
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.
Training academy instruction courses have limited dates and availability. If RPD were to recruit a Police Officer Trainee, the Trainee needs to wait until the next available academy instruction course is available. The availability and time constraints of other training facilities could negatively impact recruitment and hiring, and may lead to a reduction on the amount of potential hires that join the City of Richmond. For xample, if a recruit is hired by the City as a Police Officer Trainee, and the academy course at the County Law Enforcement Training Center i ill. the trainee would have to wait until another course is available, typically several months later, which would not only delay the trainee from becoming an officer, but could force the trainee to look for another city to work.
The San Joaquin Delta POST Academy (SJDC) is accredited by the State of California Commission on POST. SJDC provides approved training for police recruits and their curriculum aligns with State of California POST training mandates. Recruits trained at this academy receive standardized instruction that is consistent with our department's operational procedures and integrate with field training requirements. (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)
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.
Training academy instruction courses have limited dates and availability. If the Police Department were to recruit a Police Officer Trainee, the Trainee would have to wait until the next available academy instruction course is available. The availability and time constraints of other training facilities could negatively impact recruitment and hiring, and may lead to a reduction on the amount of potential hires that join the City of Richmond. For example, if a recruit is hired by the City as a Police Officer Trainee, and the academy course at the County Law Enforcement Training Center is full, the trainee would have to wait until another course is available, typically several months later, which would delay the start date the trainee would become an officer 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: Police
Requester Name and Title: Daniel Reina, Lieutenant
Note: Requester must be able to defend this justification.
Date: 02/26/2025
Department Director (Print) Bisa French _ (Sign).
Submit completed form to the Purchasing Division (Prior to submission to City Manager) Finance Director:
APPROVED: Plothi DATE: 314/2025
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 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