Richmit
City of Richmond
Sole Source Justification
THIS FORM MUST BE COMPLETED AND APPROVED PRIOR TO ANY PURCHASE Confact 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: Hi-Tech Emergency Vehicle Service Contact Name: Brian Ruthman Address: 444 W. Greger St
City: Oakdale State: CA Zip Code: 95361
Phone Number (209) 847-3042 E-Mail [email protected] Duration of Contract: June 30,2028
Estimated Cost: $ 2,500,000 Funding Source (Account String) 50336031-400705-03A04 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 X No.
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 Fleet Maintenance Division requests the purchase of one Heavy Rescue Apparatus and one Type 6 Wildland Pumper for the Richmond Fire Department (RFD). RFD currently operates five Type 6 wildland pumpers and one Type 1 Heavy Rescue. The requested apparatus, built on Hi-Tech / Spartan chassis by Hi-Tech EVS, will be custom-designed to Fleet Maintenance and RFD specifications, encompassing all aspects of construction, including cabinets, lighting, electrical systems, pumps, painting, metal fabrication, and training. NOTE: A 25% contingency has been added to the total estimated cost to account for potential fluctuations in material costs, inflation, supply chain delays, and applicable tariffs. This contingency reflects current industry standards and anticipated lead time variances often experienced in the custom emergency vehicle manufacturing sector.
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.
Hi-Tech EVS is the sole manufacturer of their custom built safety apparatus. They sell direct to their customers and they do not use dealers or distributors for their fire apparatus. (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.
Hi-Tech EVS is the sole manufacturer of their custom built emergency apparatus. Great effort has been given in the pursuit of standardization of RFD fire apparatus since 1996. The development of training, operational standards, safety protocols, and the continued delivery of high quantity service to the community all depend on consistency. A reversal from standardization of fire apparatus will negatively impact the delivery of service, maintenance, training, and the overall safety of personnel and citizens. It would also make it difficult to move apparatus around to the seven fire stations or staff fire stations with overtime personnel if they have not already been trained on that particular brand of apparatus.
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: PW-Fleet Maintenance
Requester Name and Title: Darin Fitzpatrick, Assistant Depuly Director of Public Works - Maintenance and Operations Note: Requester must be able to defend this justification.
Date: 5/20/25
Department Director (Print) Danlel Chavarria
Submit completed form to the Purchasing Division (Prior to submission to City Manager) Finance Director:
APPROVED ANO M DATE: 5122.2025
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). 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
HI-TECH DMORGONOYYDHICHE SPEVICE, INO
HITECH SPARTAR Toyne
444 W. GREGER ST, OAKDALE, CA 95361 209) 847-3042 • FAX (209) 847-2110 April 29, 2025
Proposal
For
Richmond Fire Department
EVI/SPARTAN Gladlator MFD
WITH 565HP CUMMINS X-15 ENGINE,
ALLISON 4000 EVS TRANSMISSION,
10" RAISED ROOF, Heavy Rescue Apparatus
Chassis payment Pre-Pay Chassis At Pre-Pay 100% At
No Pre-Pay at time of delivery Contract Signing Contract Signing Apparatus Cost, Pre-Tax $ 1,343,752.00 $ 1,343,752.00 $ 1,343,752.00 $ 1,343,752.00 Pre-Pay Discount $ (7,500.00) $ (10,000.00) $ (21,750.00) Subtotal 3 1,33.752.00 $ 1,322,002.00
$ 1,336,252.00 $ 1,333,752.00
Sales Tax @ 9.75% 131,015.82 $ 130,284.57 $ 130,040.82 128,895.19 Total Each Unit 5 -474,065.82 $ 1,450,897.19
$ 1,466,536.57 $ 1,463,792.82
Chassis price Chassis price
$603,405.00 $603,405.00
Hi-Tech E.V.S. Inc. shall not be held responsible for delivery delays due to an act of God, component and/or chassis delays, or any other delay outside of the control of H-Tech E.V.S. Inc.
Plus any additlonal Federal, State or local fee, tariff, surcharges or mandated safety equipment applicable
Pre-Payment Options: Discounts listed above are based on payment within 30 days after receipt of involce. Pre-Payment at contract signing options above are not avallable with financing.
Delivery shall be approximately 180-260 days from receipt of chassis.
B. wan Rithman 4-29-25
Brian Ruthman Date
4/30/2025
Approval Signature TAWFIC N. HALABY Date
HI-TECH EMERGENCY OHIOLA SOEVIOD, UNC
HITECH SPARTAN 7 Toyne
444 W. GREGER ST. • OAKDALE, CA 95361 (209) 847-3042 • FAX (209) 847-2110 February 20, 2025
Proposal
For
Richmond Fire Department
HI-TECH/FORD F550 CREW CAB
4X4 TYPE-6 WILDLAND PUMPER
Pre-Pay Chassis At Pre-Pay Chassis At Pre-Pay 100% At
No Pre-Pay Chassis Delivery Contract Signing Contract Signing Apparatus Cost, Pre-Tax $ 428,571.00 428,571.00 $ 428,571.00 $ 428,571.00 Multiple Unit Discount $ (5,000.00) $ (5,000.00) (5,000.00)| $ (5,000.00) Pre-Pay Discount $ (2,500.00) $ (5,000.00) $ (15,000.00)) Subtotal $ 423,571.00 $ 421,071,00 $ 418,571.00 $ 408,571.00 Sales Tax @ 9.75% $ 41,298.17 41,054.42 40,810.67 39,835.67 Total Each Unit $ 464,869.17 $ 462,125.42 $ 459,381.67 $ 448,406.67 Hi-Tech E.V.S. Inc. shall not be held responsible for delivery delays due to an act of God, component and/or chassis delays, or any other delay outside of the control of Hi-Tech E.V.S. Inc.
All cost increases for major components (engines, transmissions, axles and tires), all costs resulting from government mandates requrements, tariffs, and all raw material surcharges will be passed through and added to the quoted price, if applicable
Pre-Payment Options: Discounts listed above are based on payment within 30 days after recept of invoice. Pre-Payment at contract signing options above are not available with financing.
Delivery shall be approximately 180-280 days from receipt of chassis.
Ruthwan 2-20-25
Brian Ruthman Date
mwon i N. Halls 2/20/2025
Approval Signature Date
HI-TECH EMERGENCYVBHICLE SERVICE, INC
SPARTAN
Toune
444 W. GREGER ST. OAKDALE, CA 9336L (209) 817-3042 • FAX (209) 847-2110 www.hitechevs.com www.spartanmotors.com www.toyne.com www.evi-fl.com May 9, 2025
City of Richmond
PO Box 4046
Richmond, CA 94804
Re: Sole Source Letter
To Whom It May Concern:
Hi-Tech Emergency Vehicle Service, Inc. has been in business since 1987. Located in Oakdale, California, we are the only manufacturer of true custom built fire trucks on the West Coast. We are the only authorized manufacturing and repair facility in Northern California for Spartan Chassis. Hi-Tech is committed to providing authorized parts and service support for all Spartan and Hi-Tech built fire trucks, in order to extend the useful life of each apparatus.
Sincerely,
Vint
Vincent T. Ruthman
President
Bles
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: HI-Tech Emergency Vehicle Service Contact Name: Brian Ruthman Address: 444 W. Greger St
City: Oakdale State: CA Zip Code: 95361
Phone Number (209) 847-3042 E-Mail [email protected] Duration of Contract: 6/30/2028
Estimated Cost: $ 2,822,273 Funding Source (Account String) 50336031-400705-03A04 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 X No 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 Fleet Maintenance Division requests the purchase of one Ladder/Tiller Truck One (1) Spartan/LTC 100' TA + Hi-Tech for the Richmond Fire Department (RFD). The requested apparatus, built on HI-Tech/ Spartan chassis by HI-Tech EVS, will be custom-designed to Fleet Maintenance and RFD specifications, encompassing all aspects of construction, Including cabinets, lighting, electrical systems, pumps, painting, metal fabrication, and training. NOTE:
A 10% contingency has been added to the total estimated cost to account for potential fluctuations In material costs, Inflation, supply chain delays, and applicable tariffs. This contingency reflects current Industry standards and anticipated lead time variances often experienced In the custom emergency vehicle manufacturing sector.
Price $2,565,703 + 10% Contingency ($256,570) = $2,822,273 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.
Hi-Tech EVS is the sole manufacturer of their custom built safety apparatus. They sell direct to their customers and they do not use dealers or distributors for their fire apparatus. (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.
Hi-Tech EVS is the sole manufacturer of their custom built emergency apparatus. Great effort has been given in the pursuit of standardization of RFD fire apparatus since 1996. The development of training, operational standards, safety protocols, and the continued delivery of high quantity service to the community all depend on consistency. A reversal from standardization of fire apparatus will negatively impact the delivery of service, maintenance, training, and the overall safety of personnel and citizens. It would also make it difficult to move apparatus around to the seven fire stations or staff fire stations with overtime personnel if they have not already been trained on that particular brand of apparatus.
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: PW-Fleet Maintenance
Requester Name and Title: Darin Fltzpalrick, Assistant Deputy Director of Public Works - Maintenance and Operations Note: Requester must be able to defend this justification.
Date: 5/30/2025 Phone: 510-621-5478
Et Bate 30MAY 25
Submit completed form to the Purchasing Division (Prior to submission to City Manager) inance Director
DATE: 612| 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
ске Аррагакия
Polutions
Richmond Fire Department
Spartan/LTC 100' TDA + Hi-Tech
Sales Rep: Scott Beck
FIRE
(ST. 1987
HITECH
PARBALE CA
APPARATUS
1762 S SYCAMORE AVE, RIALTO, CA 92376
(402) 719-1242 [email protected]
PROPOSAL
It is with great pleasure that we present you with this Proposal for:
One (1) Spartan/LTC 100' TDA + Hi-Tech
One (1) Spartan/LTC 100 TDA + Hi-Tech $2,337,770.00
Sales Tax @ 9.75% $227,932.58
Total Purchase $2,565,702.58
Signing this agreement constitutes the purchase of One (1) Spartan/LTC 100' TDA + Hi-Tech via the Sourcewell Contract# 113021-RVG-4 for the total cost of:
$2,565,702.58.
The expected build completion time is 850 days.
Tax rates are subject to change and the tax will be determined at the time of registration. Any changes to the price will be documented on a Change Order which may increase or decrease the price during the build process.
California Tire Fee is included. FAS will register the Vehicle.
Pricing is good for 30 days. Fire Apparatus Agreement and or a Purchase Order needs to be submitted to Fire Apparatus Solutions. Signature below represents agreement to the Pricing and Terms listed above.
Richmond Fire Department Fire Apparatus Solutions
Scott Beck 5/20/2025
Signature Date Signature Date
Scott Beck 5/20/2025
Print Date Print Date
HI-TECH EMERGENCYVBHICLE SERVICE, INC
SPARTAN
Toune
444 W. GREGER ST. OAKDALE, CA 9336L (209) 817-3042 • FAX (209) 847-2110 www.hitechevs.com www.spartanmotors.com www.toyne.com www.evi-fl.com May 9, 2025
City of Richmond
PO Box 4046
Richmond, CA 94804
Re: Sole Source Letter
To Whom It May Concern:
Hi-Tech Emergency Vehicle Service, Inc. has been in business since 1987. Located in Oakdale, California, we are the only manufacturer of true custom built fire trucks on the West Coast. We are the only authorized manufacturing and repair facility in Northern California for Spartan Chassis. Hi-Tech is committed to providing authorized parts and service support for all Spartan and Hi-Tech built fire trucks, in order to extend the useful life of each apparatus.
Sincerely,
Vint
Vincent T. Ruthman
President