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: GRID Alternatives Contact Name: Ambessa Cantave Address: 1171 Ocean Avenue, Suite 200
City: Oakland State: California Zip Code: 94608
Phone Number (510) 731-1301 E-Mail [email protected] Duration of Contract: 4 years
Estimated Cost: $ 700,000 Funding Source (Account String) 171018400549 2AIEC 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) GRID Alternatives is designated by the 1) California Department of Community Services and Development; and 2) California Public Utilities Commission, as the sole Administrator of the State's low-income solar programs. GRID Alternatives is a non-profit organization based in Oakland and provides solar installation services for low-income residential households in California and other States. The City has worked with GRID since 2007 to install over 550+ solar systems on low-income homes in Richmond. This is a continuation of the partnership and utilizing funding from the Chevron Environmental and Community Investment Agreement (ECIA). Additionally, this program and the ECIA funding was included as leverage funding in the Transformative Climate Communities (TCC) Grant awarded to 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.
The City has contracted with GRID Alternatives previously and has proven to be very successful. GRID Alternatives is also the only organization that provides this type of scope of work, services included. At the April 21, 2015, Richmond City Council Meeting, the City Council approved an amendment to the Chevron Environmental and Community Investment Agreement and directed City staff to develop a residential solar installation program that resembled the City's R3 program, which included a partnership with GRID (www.gridalternatives.org) that serviced over 60 low-income homes in 2012 and leveraged significant funding from State programs.
The State and California Public Utilities Commission continues to contribute a significant percentage of the solar installation through their programs. GRID Alternatives is the sole administrator of those programs and has installed over 550+ solar systems since 2007, showing they have a deep understanding of Richmond's communities. Additionally, GRID is one of the implementors in Richmond's Transformative Climate Communities Grant and installs roof top solar. This contract will support the City in meeting the grant's project deliverables and leverage funding requirement.
(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 « brief explanation, provide supporting evidence of why other contractors are considered to be unable to overcome the substantial risk.
• 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 has contracted with GRID Alternatives previously and has proven to be very successful. It is the only organization at this time that fulfills the scope of work. The City has partnered with GRID Alternatives since 2007 to install 550+ solar systems on low-income homes in Richmond at no cost to the resident by leveraging ECIA, TCC, and other funding sources. They also provide Electric Vehicle purchasing, EV Charging installation, and electrical upgrade support as well as collaborate with other partners to provide energy efficiency upgrades to Richmond participants.
(if additlonal 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: Economic Development
Requester Name and Title: Valerie LI/ CivicSpark Americorps Fellow Note: Requester must pajable to defend this justification.
Date: 05/29/2025 Phone: 510-641-1554
Department Director (Print) Nannelte Beacham Signy nuiseace: 06/04/2025 Submit completed form to the Purchasing Division (Prior to submission to City Manager) Finance Director:
APPROVED Scher DATE: 61912028
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
3. Features which exceed the minimum department requirements. 3 | Page