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: Definitive Networks, Inc. _ Contact Name: David Parnell Address: 4390 Hacienda Dr., Suite 170
City: Pleasanton State: CA Zip Code: 94588
Phone Number (925) 271-0637 E-Mail [email protected]
Duration of Contract: 1 year
Estimated Cost: $ 89,400 Funding Source (Account String) 10706022 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 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) Definitive Networks, Inc. (DNI) ("Vendor") provides remote electronic patient care reporting (ePCR) monitoring and support services, along with quality improvement, care, and assurance services, to assist the Richmond Fire Department in complying with all Contra Costa County medical directives, as well as local, state, and federal regulations related to patient care documentation and reporting.
The vendor reviews all patient care reports completed by department personnel for completeness, accuracy, and overall quality in accordance with prescribed County EMS protocols. The vendor also flag questionable ePCR records for follow-up by the EMS Program Administrator, establish workflow needs and parameters, and act as a liaison to support the development of departmental policies and procedures that outline best practices for documentation. DNI also provides reports of clinical findings.
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 Richmon Fire Department ("Department") currently utilizes Zoll ePCR software as part of its agreement with Contra Costa EMS (the local EMS authority) for patient care reporting required by local, state, and federal agencies.
Accurate and timely data capture is essential for regulatory compliance, improving patient outcomes, supporting the department in legal matters related to patient care, and securing funding from various agencies. The department currently lacks the staffing necessary to meet all legal requirements for ensuring accurate data entry and timely reporting. A quality improvement program is therefore required.
DNI currently provides similar services to other fire agencies in Contra Costa County using the Zoll ePCR software.
They have extensive knowledge of the Zoll platform and the technical expertise to implement required regulatory updates. DNI also serves as the system administrator for Alameda County EMS and has substantial experience in ePCR configuration and EMS regulations.
(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.
In 2015, the Contra Costa County Fire Chiefs voted to move the Zoll ePCR servers to DNI, enabling the vendor to efficiently monitor, query, critique, and address any concerns in collaboration with the appropriate EMS program administrators. DNI also serves as the system administrator for Alameda County EMS Authority's ePCR system. Because the vendor works closely with both Contra Costa and Alameda County EMS authorities, they have a significant advantage in monitoring the accuracy of patient care documentation and ensuring compliance with emergency medical regulations established by these agencies. DNI currently provides similar patient care report quality assurance and monitoring services for other county fire agencies that lack the internal staffing to perform these functions. The department is not aware of any other vendors in the region offering the full scope of services provided by DNI.
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.
Since 2015, the Richmond Fire Department has utilized Definitive Networks, Inc. (DNI) for electronic patient care reporting (ePCR) services, following the Contra Costa County Fire Chiefs' decision to transition the Zoll ePCR servers to DNI. (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: Fire
Requester Name and Title: Den Mark Marcelo, Administrative Services Coordinator Note: Requester must be able to defend this justification.
Date: Phone: 510) 307-802/
Department Director (Print) AARON OSURIo Date: 6/17/105 Submit completed form to the Purchasing Division (Prior to submission to City Manager) Finance Director:
APPROVED: DATE: /
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