Hield
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: SCI Consulting Group Contact Name:
Address: 4745 Mangels Blvd
City: Fairfield State: CA Zip Code: 94534
Phone Number (707) 430-4300 E-Mail
Duration of Contract: Through December 31, 2026
Estimated Cost: $ 70000 Funding Source (Account String) 1175715- 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) SCI Consulting Group (SCI) provides specialized services in municipal finance consulting, feasibility studies, and cost-of-service analysis, making them well-suited to assist the City in developing recommendations for these and other priority projects.
SCI will provide professional services under an on-call arrangement to analyze potential operating models, prepare financial and technical assessments, and develop recommendations.
Services may include:
• Revenue enhancement and funding strategies for initiatives such as ALS and other priority projects • Research on comparable facilities and operating models • Financial analysis of projected revenues, expenses, and staffing needs • Technical evaluation of operational requirements and compliance considerations • Summary memorandum of findings and recommendations
• Presentation materials and participation in meetings with City staff, Council, and stakeholders This flexible scope ensures SCI can assist with ALS implementation planning, fire station upgrades, Craneway Pavilion operational feasibility, and other City Council priorities.
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.
SCI Consulting Group is uniquely qualified to provide these services because they have extensive prior experience with Richmond's Vacant Parcel Tax initiative, including feasibility analysis, ordinance drafting, and public outreach. They possess specialized expertise in municipal revenue consulting, particularly in parcel tax design and cost recovery strategies for public safety programs. Their institutional knowledge of Richmond's parcel data and tax framework ensures continuity, reduces onboarding time, and minimizes duplication of effort. Engaging another firm would introduce substantial risk of delays and inefficiencies, jeopardizing the timely implementation of ALS funding strategies.
For work related to the Craneway Pavillion, staff assumed a contract was in place based on prior work the vendor has completed recently. After meeting with the vendor, it was discovered no contract was in place prior to the engagement. At the time of purchase, the department identified an immediate operational need for the services. There is no intent to circumvent procurement controls, and the purchase was made in good faith to support City operations. (if additional space is needed, include them in a separate page)
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 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.
SCI Consultants has deep understanding of the City's unique financial history and factors affecting its revenue streams. Other vendors will not be able to achieve this level of depth without substantial amount of time, experience, 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. (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: Finance
Requester Name and Title: Emily Combs, Director of Finance Note: Requester must be able to defend this justification.
Date: 2/9/2026 Phone: (510) 620-6790
Department Director (Print) Emily Combs siertily Combs Date: 202028 Submit completed form to the Purchasing Division (Prior to submission to City Manager) Finance Director:
APPROVED: Make Maty DATE: 219/2026
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