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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: Remedlation Risk Management, Inc. Contact Name: Robert Giatlino Address: 2560 Soquel Avenue, Suite 202
City: Santa Cruz State: CA Zip Code: 95062
Phone Number (831) 227-4898 E-Mail [email protected]
Duration of Contract: July 1, 2025 to June 30, 2028
Estimated Cost: $ 229,607 Funding Source (Account String) 01369065 400201 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; ilems should include brand, model and part mumber if applicable; (If additional space is needed, include them in at separate page) Ground Water Monitoring and Soil Gas Monitoring and Reporting in supporting a Work Plan related * to the investigation of volatile organic compounds (VOCs) pollution, to evaluate related human health and environmental risks at the City of Richmond Corporation Yard and to continue work on assessment, monitoring and reporting of soil and groundwater conditions including semi-annual soil gas sampling in the City Corporation Yard and seek from State of CA Water Board a Low Threat Closure for Petroleum Hydrocarbons. Contract would be for continuous work through June 30, 2028 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 companles 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.
Water Board requested a VOC Work Plan be developed by May 15, 2017. This Work Plan was subsequently approved with additional Soil Gas Assessment requirements in November 9, 2018 and March 8, 2019 letters. Water Board seeks further Underground Storage Tank Closure. Waler Board suggests updaling the Conceptual Site Model (CSM) by collecting groundwater, soil vapor and soil data and analyzing for PCE and associated daughter products in indoor and outdoor ali additional time and cost.
(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).
L The required items are proprietary to the Contractor, and contractor does not sell direct to the customer: Contractor solely distribules 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 (too or more) sources.
A specific item is needed:
] To be compatible or interchangcable with existing hard vare J 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.
Reporting is crucial in order to avold penalties and fines from the Water Board. Remediation Risk Management, Inc. (RRM) is familiar with the specifics required by the Water Board and can meet the deadlines that have been imposed on the City. Selecting another firm would require them to perform the same work for additional time and cost.
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.
RRM will continue to work on the petroleum hydrocarbons released from the Site's gasoline, diesel, and kerosene Underground Storage Tanks (USTs). CSM will be updated with groundwater, soil vapor and soil data. This work will include the assessment, monitoring, and reporting of soil and groundwater conditions in the City's Corporation Yard. RRM will work with City and Water Board in seeking a Low Threat Closure of the site. This contract work would run concurrently through June 30, 2028.
(if additional space is needed, include them in a separate page) 2 | Page
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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 equipinent/services (e.g., market research), and further affirm that there is no conflict of interest involved in the selection made.
Department: Economic Development Department
Requester Name and Title: Crag K. Murray, SRAWA, Development Project Manager 2 Date: 07/10/2025 Phone:
Department Director (Print) Nannette Beacham
Submit completed form to the Purchasing Division (Prior to submission to City Manager) Inance tirecter
APPROVED: DATE: 10,25
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 fual approval by the City Manager and/or City Council. Sole Source must be approved by Finauce 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