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: Motorola Contact Name: Michael Larson
Address: 500 W. Monroe St., 44th Flr
City: Chicago State: IL Zip Code: 60661
Phone Number (530) 333-7584 E-Mail [email protected] Duration of Contract: Replacement plan for next 3 years Estimated Cost: $ 1,500,000 Funding Source (Account String) 01204022-400363 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 xi 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) Motorola Radios:
Portable: APX8000 and components for front line personnel, command staff, prevention Mobile: APX8500 and components for Fire Apparatus (Engine, TDA, Support Vehicles) 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 (eg. 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 of Richmond is a member of the East Bay Regional Communications Systems Authority (EBRCSA), which has selected Motorola Solutions, Inc. as the sole provider of radio equipment. The Richmond Fire Department (" Department") will be placing two (2) new Type I apparatus (fire engines) into service and will be outfitting new support vehicles in the coming months. To ensure interoperability with EBRCSA participating agencies, the Department must install Motorola radios in its apparatus. In addition, the Department has developed a replacement plan to replace aging frontline radios and backup radios over the next three years. Approval of this sole-source procurement is critical, as the ing, programing to the cily speciesions, and the as gymn to rate hands to ensure ti operational readiness.
(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 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.
There is a substantial risk in contracting with any other vendor because the EBRCSA communications infrastructure is compatible exclusively with Motorola equipment. Outfitting the new Type I apparatus with radios from another manufacturer would prevent the crew from communicating with Richmond units and other public safety agencies participating in EBRCSA.
• 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: FIRE
Requester Name and Title: Den Mark Marcelo, Admin Services Coordinator Note: Requester must be able to defend this justification.
Department Director (Print)_ RICo RiNcon Phone: (se) Pa Pi Dare: 04/p2/2026 Submit completed form to the Purchasing Division (Prior to submission to City Manager) Finance Director:
APPROVED: DATE:_ 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
I.T. - RELATED PURCHASES AUTHORIZATION
Form must be fully completed and signed prior to information technology related purchases Date 03/19/26
Requested Vendor Motorola # 2940
-
Vendor Address 500 W Monroe St., 44th Flr
Chicago, IL 60661
Michael Larson
Contact Person
[email protected]
Email Address
Phone No 530, 333-7584 Fax #.
Quantity Item Unit Price Total
APX 8000 (Portable) § 5,210.39 $ 5210.39
APX 8500 (Mobile) §4,302.39 § 4302.39
Components § Varies § Varies
Total $_
Purpose
This section must be completed with respective price quote(s) included with form:
This will be a standing purchase order for the Richmond Fire Departmens radio replacement.
The total amount of the standing purchase order will not exceed $1,500,000 over the next three years.
Requested by Den Mark Marcelo
Vico
Departrent Head IT Director
4/02/2026 3-19-28
Approval Date Approval Date
Information Technology Related - Purchase Form - Rev 5-2016 ADA (American with Disabilities Act) Compliance
Access and Accommodation
Compliance with the accessibility requirements of Section 508 of the Rehabilitation Act of 1973: In order to improve accessibility of existing technology and therefore increase the successful employment of individuals with disabilities, particularly blind and visually impaired, deaf and hard-of-hearing persons please answer the following questions:
Is this item ADA Compliant? Yes No.
If NO, please answer the following questions:
Will this item be used by the public? Yes No
Can other vendors provide an ADA compliant product? Explain Will this item be used by City employees? Yes No
Categories for Information Technology (IT) Product
Software applications and operating systems
Web-based information and applications
Telecommunications products
End user hardware
Examples of Information Technology (IT) Products
• World Wide Web • Phones
• Scanners • Apps
Printers • Information Kiosks
Copiers • ATMs
• PDAs • Multimedia
• Computers • Videos
• Computer Software • Fax Machines
Computer Operating Systems
A MOTOROLA SOLUTIONS QUOTE-2559168
Billing Address: Quote Date:03/11/2024
RICHMOND FIRE DEPT Expiration Date:06/01/2024
PO BOX 4046 Quote Created By:
PO BOX 4046 Michael Larson
Michael. Larson@
RICHMOND, CA 94804 motorolasolutions.com
US
End Customer:
RICHMOND FIRE DEPT
Line # Item Number Description Qty List Price Sale Price Ext. Sale Price APX™ 8000 Series APX8000XE
1 H91TGD9PW5AN APX 8000 ALL BAND 100 $7,137.52 $5,210.39 $521,039.00 PORTABLE MODEL 1.5
1a HA00690AA ADD: 7Y ESSENTIAL 100 $386.00 $386.00 $38,600.00
SERVICE HTP
1b Q806CB ADD: ASTRO DIGITAL CAI 100 $567.00 $413.91 $41,391.00
OPERATION
1c Q361AN ADD: P25 9600 BAUD 100 $330.00 $240.90 $24,090.00
TRUNKING
1d Q667BB ADD: ADP ONLY (NON-P25 100 $0.00 $0.00 $0.00
CAP COMPLIANT) (US ONLY)
le QA02006AC ENH: APX8000XE RUGGED 100 $880.00 $642.40 $64,240.00 RADIO
1f QA00580AA ADD: TDMA OPERATION 100 $495.00 $361.35 $36,135.00 1g QA05509AA DEL: DELETE UHF BAND 100 -$800.00 -$584.00 -$58,400.00 1h QA09007AA ADD: OUT OF THE BOX WIFI 100 $0.00 $0.00 $0.00
PROVISIONING
1i QA09001AB ADD: WIFI CAPABILITY 100 $330.00 $240.90 $24,090.00 1j H38BS ADD: SMARTZONE 100 $1,650.00 $1,204.50 $120,450.00
OPERATION
1k QA07682AA ADD: SMARTCONNECT 100 $0.00 $0.00 $0.00
1l QA09113AB ADD: BASELINE RELEASE 100 $0.00 $0.00 $0.00 SW
totorola Solutions. Inc.: 500 West Monroe, United States - 60661 - #: 36-1115800
A MOTOROLA SOLUTIONS QUOTE-2559168
Line# Item Number Description Qty List Price Sale Price Ext. Sale Price 1m G996AP ADD: PROGRAMMING OVER 100 $110.00 $80.30 $8,030.00 P25 (OTAP)
1n QA01427 AG ALT: APX8000/XE HOUSING 100 $28.00 $20.44 $2,044.00 GREEN
2 PMNN4504A BATT IMPRES 2 LION UL2054 200 $222.92 $167.19 $33,438.00 DIV2 R IP68 3400T
3 PMMN4152A XVE500 DIV 1 REMOTE 100 $707.00 $565.53 $56,553.00
SPEAKER MIC, HIGH IMPACT
GREEN WITHOUT KNOB, UL
4 CHARGER, SINGLE-UNIT, 100 $186.50 $139.88 $13,988.00
IMPRES 2, 3A, 115VAC, US/NA
APX™ 8500
5 M37TSS9PW1AN APX8500 ALL BAND MP 47 $5,893.68 $4,302.39 $202,212.33 MOBILE
5a GA00250AA ADD: BLUETOOTH/WIFI/ 47 $110.00 $80.30 $3,774.10
GNSS FLEXIBLE CABLE
LMR195
5b G996AS ENH: OVER THE AIR 47 $110.00 $80.30 $3,774.10
PROVISIONING
5c HA00694AA ADD: 7Y ESSENTIAL 47 $604.80 $604.80 $28,425.60
SERVICE HTM
5d GA00580AA ADD: TDMA OPERATION $495.00 $361.35 $16,983.45 5e GA01513AB ADD: ALL BAND MOBILE 47 $105.00 $76.65 $3,602.55 ANTENNA (7/8N/U)
5f G53AL ADD: FPP & CLONE APX 47 $165.00 $120.45 $5,661.15 5g G51AT ENH:SMARTZONE 47 $1,650.00 $1,204.50 $56,611.50 5h GA05509AA DEL: DELETE UHF BAND 47 -$800.00 -$584.00 -$27,448.00 5i GA09001AA ADD: WI-FI CAPABILITY 47 $330.00 $240.90 $11,322.30 B18CR ADD: AUXILIARY SPR 7.5 47 $66.00 $48.18 $2,264.46
WATT APX
5k G444AH ADD: APX CONTROL HEAD 47 $0.00 $0.00 $0.00
SOFTWARE
5l G67EH ADD: REMOTE MOUNT E5 MP 47 $327.00 $238.71 $11,219.37 5m GA01517AA DEL: NO J600 ADAPTER 47 $0.00 $0.00 $0.00
CABLE NEEDED
Motorola Solutions, Inc.: 500 West Monroe, United States - 60661 - #: 36-1115800
AA MOTOROLA SOLUTIONS QUOTE-2559168
Line# Item Number Description Qty List Price Sale Price Ext. Sale Price 5n G806BL ENH: ASTRO DIGITAL CAI OP 47 $567.00 $413.91 $19,453.77 APX
50 GA01670AA ADD: APX E5 CONTROL $717.00 $523.41 $24,600.27 HEAD
5p W22BA ADD: STD PALM 47 $79.00 $57.67 $2,710.49
MICROPHONE APX
5q QA09113AB ADD: BASELINE RELEASE 47 $0.00 $0.00 $0.00 SW
5r GA01630AA ADD: SMARTCONNECT 47 $0.00 $0.00 $0.00
5s G193AK ADD: ADP ONLY (NON-P25 47 $0.00 $0.00 $0.00
CAP COMPLIANT) (US ONLY)
5t G361AH ENH: P25 TRUNKING 47 $330.00 $240.90 $11,322.30
SOFTWARE APX
Subtotal $1,302,177.74
Estimated Tax $126,962.33
Grand Total $1,429,140.07(USD)
Notes:
Any sales transaction following Motorola's quote is based on and subject to the terms and conditions of the valid and executed written contract between Customer and Motorola (the *"Underlying Agreement) that authorizes Customer to purchase equipment and/or services or license software (collectively Products). If no Undertying Agreement exists between Motorola and Customer, ther Motorola's Standard Terms of Use and Motorola's Standard Terms and Conditions of Sales and Supply shall govern the purchase of the Products.
Motorola Solutions, Inc.: 500 West Monroe. United States - 60661 - #: 36-1115800