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: Schaaf and Wheeler - Contact Name: Glen Anderson VPARaress:
4699 Old Ironsides Drive., Suite 350 City:
Santa Clara State: California Zip Code: 95054
Phone Number (408 ) 398-7746 E-Mail [email protected]
Duration of Contract: 2 years
Estimated Cost: $ 29,690.43 Funding Source (Account String) 40322931-400708-01U10 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 N/A For Product: Does the manufacturer sell the items) through distributors? Yes_ No N/A 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 scope of work consists of a continuation of civil services including:
• Construction Support Services (Submittal and RFI review) • Realigning Brickyard Cove Road
• Extending the CMU wall to its maximum height.
• Project closeout which encompasses record drawing preparation, start-up and testing attendance and punch list walkthrough of the station upon substantial completion 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.
1. Provided all civil related design and construction support for the 01U10 Ferry Point Pump Station since December 1, 2020.
2. Continuing the work from previous contract.
3. Experienced engineer specializing in similar scope and services needed.
4. Highly qualified to perform services for which the City does not have in-house resources to complete.
5. Availability to complete the work within the time required. (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 le substantiat vide supporting evilence of why other contractors are considered to be unable to overcome 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.
Schaaf and Wheeler is has provided civil engineering services for the project since 2020. A separate agreement is required for them to continue providing these services, since the previous sole source agreement expired. To complete the the project quickly and most economically, a new sole source is required for Schaaf and Wheeler. (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: Darcie DeLashmutt, Capital Project Manager Note: Requester must be able to defend this justification.
Date: 2/19/2026 Phone: (510) 620-6955
Department Director (Print) Daniel Chavarria Date: 2/19/26 Mama Mar 8, 3026 02.50 28 POT)
Submit completed form to the Purchasing Division (Prior to submission to City Manager)
ANTONIO BANUELOS ON BEHALF OF
Finance Director: E. COMBS
APPROVED: _ DiZ DATE: 3/2426
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
PUBLIC WORKS DEPARTMENT
Bichmor
Engineering Services Division
Date: August 8, 2025
TO: Finance Department, Purchasing
FROM: Darcie DeLashmutt, Capital Project Manager
SUBJECT: 01U10 Ferry Point Pump Station
Schaaf and Wheeler - Engineering Services
Schaaf and Wheeler has been working on the 01U10 Ferry Point Pump Station project since December 1, 2020. The previous contract expired but there are tasks remaining to complete the work. The proposal scope of work is for a new sole source agreement.
However, it is only carrying forward the funds that were unspent on the expired contract to allow Schaaf and Wheeler to complete their work. This proposal is justified for the following reasons:
1. Provided all civil related design and construction support for the 01U10 Ferry Point Pump Station since December 1, 2020.
2. Continuing the work from previous contract.
3. Experienced engineer specializing in similar scope and services needed.
4. Highly qualified to perform services for which the City does not have in-house resources to complete.
5. Availability to complete the work within the time required. 450 Civic Center Plaza, Richmond, CA 94804-1630
Telephone: (510) 620-6594 - Fax: (510) 307-8195 - www.ci.richmond.ca.us Attachment 2 - Proposed Agreement
CONSULTING CIVIL ENGINEERS
4699 Old Ironsides Dr., Ste. 350
Santa Clara, CA 95054-1860
408-246-4848
May 7, 2025
Darcie DeLashmutt
City of Richmond
450 Civic Center Plaza
Richmond, CA 94804
Subject: Ferry Point Lift Station Project Closeout Services Dear Darcie,
The purpose of this letter is to provide a summary of remaining scope for engineering services for the Ferry Point Sewer Lift Station project. Schaaf & Wheeler's prior contract with the City recently expired on 12/31/2024. In order to continue providing construction support services for the Ferry Point Lift Station Project up to project completion, Schaaf & Wheeler provides the following. The scope listed below aims to provide the remaining services from the expired More specifically, Schaaf & Wheeler's scope will include:
Task 1: Project Closeout
At the culmination of Schaaf & Wheeler's contract on 12/31/24, the remaining scope items included:
• Construction Support Services (Submittal and RFI review) • Realigning Brickyard Cove Road
• Extending the CMU wall to its maximum height.
• Project closeout which encompasses record drawing preparation, start-up and testing attendance and punch list walkthrough of the station upon substantial completion.
Consultant's Compensation
Based on the above understanding, scope, and assumptions, we propose to provide engineering services for Task 1 based on a not-to-exceed fee amount of $29,690.43 which was the remaining amount on Schaaf & Wheeler's previous contact at the end of 2024. Schaaf & Wheeler's propose to use the same 2023 charge rates, attached for reference.
Ferry Point Lift Station Project Closeout Schedule of Hours and Rates by Task Schaaf & Wheeler (05/07/2025) Schaaf & Wheeler Subconsultants Subtotal
Project Assistant Engineer
Senior Project Manager
Task Schaaf FINAL
Hourly Rate $275 $250 $210 Cost
TASK 1 PROJECT CLOSEOUT 32 56.99 $ 19,967.06 $ 1,000.00 $ 8,723.37 $ 29,690.43 Project Closeout 32 56.99 $ 19,967.06 $ 1,000.00 | $ 8,723.37 $ 29,690.43 TOTAL 56.99 $ 19,967.06 $ 1,000.00 $ 8,723.37 $ 29,690.43 If there are questions or comments regarding this scope of services please don't hesitate to contact Lawrence Johnson at [email protected] or at 408-398-7746.
Sincerely,
Schaaf & Wheeler Sign: Darrie Deleshmust
Glen M. Anderson, PE (CE#76720) Print: Darcie DeLashmutt 5/17/2025 Vice-President Authorization Date
›3:94.
Schaaf & Wheeler Page 2
Schaaf & Wheeler
CONSULTING CIVIL ENGINEERS
4699 Old Ironsides Dr., Suite 350
Santa Clara, CA 95054-1860
408-246-4848
Hourly Charge Rate Schedule
Personnel Charges
Charges for personnel engaged in professional and/or technical work are based on the actual hours directly chargeable to the project.
Current rates by classification are listed below:
Classification Rate/Hr Classification Rate/Hr
Principal Project Manager $275 Construction Manager $250 Senior Project Manager $250 Senior Resident Engineer $235 Senior Engineer $235 Resident Engineer $210
Associate Engineer $210 Assistant Resident Engineer $190 Assistant Engineer $195
Junior Engineer $185
Designer $175
GIS Analyst $175
Technician $160
Engineering Trainee $135
Litigation Charges
Work done in preparation for litigation and other very high level-of-expertise assignments is charged at $400 per hour. Court or deposition time as an expert witness is charged at $500 per hour.
Materials and Services
Subcontractors, special equipment, outside reproduction, data processing, computer services, etc., will be charged at 1.10 times cost.
Effective 1/1/23
Attachment 4 Sole Source Justification
Final Audit Report ..: 2026-03-09
Created: 2026-03-07
By: DARCIE DELASHMUTT ([email protected]) Status: Signed
Transaction ID: CBJCHBCAABAAbHRw6yYdE-OksKv2JFYZ5YJBzRuY4JMz "Attachment 4 Sole Source Justification" History
Document created by DARCIE DELASHMUTT ([email protected]) 2026-03-07 - 7:11:04 PM GMT
Document emailed to Daniel Chavarria ([email protected]) for signature 2026-03-07 - 7:11:28 PM GMT
Email viewed by Daniel Chavarria ([email protected]) 2026-03-07 - 7:12:06 PM GMT
Oo Document e-signed by Daniel Chavarria ([email protected]) Signature Date: 2026-03-09 - 4:50:29 PM GMT - Time Source: server Agreement completed.
2026-03-09 - 4:50:29 PM GMT
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