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 ca elp 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: ChargePoint, Inc. Contact Name: Harvey Jay Martin Address: 240 East Hacienda Avenue
City: Campbell, State: CA Zip Code: 95008
Phone Number (877) 850-4562 E-Mail [email protected] Duration of Contract: 11/1/2025-12/30/2028
Estimated Cost: $ 32,900 3yr Funding Source (Account String) 11785051-400201-2A1JK Is the product/service IT related? Yes X_No 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 City owns multiple ChargePoint car charging stations purchased through Grants. However, grant funds were not provided for continued operational expenses required after the grant terms expired. Currently, ChargePoint EV chargers are in operation with expired warranty coverage and network subscriptions. There is a need to renew to not interrupt car charging service used by the public and staff. Several of the City's ChargePoint EV chargers are currently operating with expired warranty coverage and lapsed network subscriptions. To avoid interruption of service, which is relied upon daily by both the public and City staff. There is an immediate need to renew these services.
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.
ChargePoint is the sole manufacturer and provider of the City's existing EV charging equipment and the only authorized vendor capable of supplying the proprietary network services, software, parts, and technical support required for continued operation.
The charging stations and cloud network are fully integrated, and no third-party vendors can legally or technically provide these services. Because the City has an established standardized ChargingPoint infrastructure, and only ChargePoint can provide the necessary renewals to maintain safe and continuous operation, a sole source procurement is fully justified. Failure to renew the contract would result in significant disruptions, including: EV chargers becoming non-operational or unavailable for public use; Loss of access to ChargePoint's cloud network, which controls session management, payment processing, reporting, and station functionality; Inability to monitor, reset, or diagnose equipment, resulting in chargers remaining offline for extended periods; No access to replacement parts or authorized repairs, since the hardware and software are proprietary; Potential public complaints and reputational impacts, especially at locations where EV charging is expected to be available; Loss of staff charging capability, affecting City fleet and employee commuting needs. (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.
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: Public Works
Requester Name and Title: Gabino Arredondo
Note: Requester must be able to defend this justification.
Date: 11/13/2025
Department Director (Print) TAWFIC M. HALARY (Sign) Laws tAbae /14/2025 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