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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)
Repuested Sole Source SuBplier:
Company Name: Contra Costa County - H3 Division Contact Name: Jenny Robbins Address: 240° Bisso Lane suite D 2nd Floor
City: Concord _ State: _CA_ Zip Code: 94520
Phone Number (925 1 608-6703 E-MaiI [email protected] Duration of Contract: July 1, 2026 - June 30,2027
Estimated Cost: $ 2,600,000 Funding Source (Account String)_l3861^9_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 ^ For Product: Does the manufacturer sell the item(s) through distributors? Yes_ No 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 Contra Costa Health H3 Team will provide outreach and coordinated entry services for unsheltered individuals and families experiencing homelessness. Semces include identifying and engaging unsheltered individuals, assessing housing and supportive service needs, and connecting clients to shelter, healthcare, case management, and other supportive resources. The scope also includes project management, Emergency Shelter services, and Rapid Re-Housing assistance to help clients obtain and maintain stable housing.
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.
Contra Costa Health H3 is uniquely qualified to provide and coordinate these services for unsheltered individuals in Richmond because it has an experienced team directly connected to the County's coordinated care system. H3 provides case management, assessments, housing navigation, shelter referrals, healthcare and mental health connections, and direct access to countywide service providers. H3 uses the Homeless Management Information System (HMIS) to track and support unsheltered individuals through a coordinated long-term approach. This model follows the recommendations from the Contra Costa County Grand Jury and the County's coordinated care requirements for addressing homelessness. (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 I—I 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.
The proposed contract continues the Contra Costa H3 Division services to resolve encampments, including project management, rapid rehousing, and support services essential to the City's unhoused response strategy. Over the past three years, H3 has provided the requested services for ERF-1 and ERF-2 in connecting unhoused individuals to shelter, housing, and the County's coordinated system of care. This contract will ensure these critical services continue without interruption.
(If additional space is needed. Include them in a separate page) 2 IPag e
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.
lent: Community Development
Requester Name and Title: Jesus Morales, Housing Manager Note: Requester must be able to defend this justification.
Date: May 21, 2026 Phone: 510-620^649.^ ^,^^
Department Director (Print) Una veiasco _ (Sign) ^l^V'C-^l^'S^: May 21,2026 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 representative(s). 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 IP age
5 27 2026
Contract between the City of Richmond and
Contra Costa County for its H3 Division
AMENDMENT TO EXHIBIT A
ERF-2-R Service Plan
1. Scope of Services
During the term of this Contract, Contractor shall be responsible for the management and administration of the City's Encampment Resolution Funding 2-R (ERF-2-R) Program. Contractor shall coordinate with the City and its contracted and sub-contracted service providers to ensure the delivery of program services to ERF-2-R eligible individuals who enroll in the City's ERF-2R program (referred to in this Service Plan as "Participants)") in compliance with the standards and requirements established by City's Community Development Department and the Encampment Resolution Funding grant program guidelines.
Contractor's scope of services shall include, but is not limited to, the following:
a. Project Management (Addendum to current Exhibit A Service Plan) I. Provide direction and oversight to City's ERF-2-R Program, including the development of systems, policies, and procedures to be in accordance with program requirements and the Encampment Resolution Funding grant program guidelines.
ii. Provide guidance to City contractors and direct oversight of County subcontractors to support multiple housing services available to eligible individuals experiencing homelessness who qualify under the City's ERF-2-R Program.
iii. Collaborate with stakeholders to propose interventions or change strategies and develop performance measures or other trackable measures for success for efforts to reduce unsheltered homelessness within the identified City Homeless Encampment Corridor (HEC) for its ERF-2-R Program.
iv. Facilitate and lead weekly case conference meetings with City's contracted and subcontracted service providers for Participants enrolled in City's ERF-2-R program.
v. Prepare project activity reports and ensure compliance with City's ERF-2-R funding requirements.
vi. Manage prioritization and placement of ERF-2-R Program Participants into identified County-operated emergency shelter beds.
vii. Set weekly and monthly engagement goals and tracking with City's ERF-2-R Program staff and Contractor's subcontracted staff.
b. Emergency Shelter
i. Maintain availability of up to five (5) shelter beds OR up to 2,738 bed nights (a 24- hour stay in a shelter bed) that will be available for ERF-2-R referrals for the term of this agreement. These bed nights will be at whichever County operated shelter has available beds for City ERF-2-R Participants.
ii. Provide emergency and temporary shelter and case management services to City ERF-2-R Program Participants.
c. Rapid Re-Housing
i. The Contractor will subcontract with a homeless services provider to deliver housing navigation, financial assistance, and case management services to up to forty (40) ERF-2-R Program eligible Participants in the City. Contractor will ensure that Participants receive housing-focused case management support services, which include, but are not limited to, the following:
1 Contract between the City of Richmond and
Contra Costa County for its H3 Division
\
1. Develop a Housing Sustainability Plan outlining a strategy for securing income or reducing expenses.
2. Provide support with personal financial planning and life skills, including managing a household and shopping for food.
3. Assist Participants with accessing needed services, such as:
Food assistance
Substance use treatment
Education and training
Employment assistance
Benefits assistance
Healthcare
Mental health counseling
Childcare
Credit repair from community-based agencies
4. Conduct monthly reassessments to evaluate Participant progress.
5. Coordinate with ERF-2-R Program Project Manager to ensure a coordinated service delivery approach.
6. Provide housing navigation services to assist Participants in locating affordable housing that they can sustain beyond program participation.
7. Negotiate and finalize housing monthly lease terms (ranging from six (6) to twelve (12) months) between property owners or landlords and Participants.
8. Set weekly and monthly Participant transition plans with Contractor's subcontracted staff.
9. Provide financial assistance to Participants as needed, including but not limited to:
Security deposits
Utility deposits or payments
Moving costs
Hotel or motel vouchers
Paid shelter costs
Housing application and credit or background check fees Partial or tiered rental subsidies
Full rental subsidies (subject to prior approval by the City ERF-2-R Project Manager, or designee by providing medium-term rental assistance (as defined by a period of six (6) to twenty-four (24) months depending on individual needs and housing cost).
Financial assistance cap is subject to the attached Program Budget (incorporated herein by reference).
Any financial assistance beyond the Program Budget requires approval by the ERF-2-R Program Manager (Housing Manager) or designee,
10. Collect and document Participant data and services delivered into County's Homeless Management Information System (HMIS) within three (3) days from when service occurred,
11. Utilize the Critical Time Intervention (CTI) approach to service -delivery, focusing on connecting Participants to long-term supportive services that Contract between the City of Richmond and
Contra Costa County for its H3 Division
promote housing retention and quality of life improvements.
12. Conduct quarterly assessments (documented in HMIS) to evaluate Participants continued need for financial assistance and case management services and establish a plan for ending rental assistance and supportive services.
13. Follow-up with Participants at 30, 60, 90, and 180 days post-housing subsidy to assess housing stability and provide referrals to additional resources if needed.
Contract between the City of Richmond and
Contra Costa County for its H3 Division
2. Timeline
The ERF-2-R Program is proposed to run for 14 months from July1, 2026 through August 31, 2027.
However, this timeline may be extended or shortened based on various factors, including but not limited to community needs, budget availability, and program performance. The proposed timeline is subject to change and may be amended based on mutual agreement between the City and the Contractor.
Contract executed with Contra Costa County
Project Manager continues weekly scheduled
meetings with service providers and City staff to
review Participant status
Project Manager coordinating with service
providers and City staff to update HMIS
Participant data
Eligible unhoused residents and individuals in the
ERF-2-R Program continue housing transition plan,
including Rapid Rehousing needs assessment,
and referrals to other County support services.
Effective July 1,2026
Effective July 1,20264 (ongoing via weekly
meetings)
Effective July 1, 2026 (ongoing)
Effective July 1, 2025 (ongoing)
3. Project Outcome Evaluation
The City, in collaboration with the Contra Costa County Project Manager, will establish clear performance metrics and goals following contract execution. The table below may be amended, subject to the approval of the City's Director of Community Development, to reflect the needs of the community and shared program objectives.
a. Housing placement rate: This metric measures the rate at which unhoused individuals are successfully placed into temporary or permanent housing through the Program. i. Formula: (Number of individuals successfully housed)+ (Total number of Program Participants).
b. Housing stability rate: This metric measures the rate at which individuals remain stably housed after being placed in the Program.
i. Formula: (Number of individuals maintaining housing for six months or one year)+ (Total number of individuals housed).
c. Income gain: This metric measures the increase in income for individuals in income development facilitated by the ERF-2R Program.
i. Formula: (Participant income after Program participation) - (Participant income before Program participation).
Contract between the City of Richmond and
Contra Costa County for its H3 Division
d. Employment rate: This metric measures the rate at which individuals secure and maintain employment after participating in job-training education and income sustaining programs.
i. Formula: (Number of employed individuals)-;- (Total number of program Participants).
e. Support services utilization: this metric evaluates the Participant satisfaction with housing and support services provided through the Program. i. It can be assessed through surveys or interviews to gather Participants' feedback on Program experiences and overall impact of the program on their lives.
These metrics will help the City and Contra Costa County Project Manager to assess the effectiveness of the ERF-2-R program in supporting unhoused individuals and identifying areas for improvement.
Pro gram
Component
Placement
Sufficiency
Program Outcome
Provide long-term,
safe, and supportive
housing for unhoused
clients.
Indicator/Measurement
Number of residents housed via
the ERF-2-R grant program.
Number of landlords
participating in the program.
Percentage of people who
remain housed for 6 months.
Percentage of people who remain
housed for 12 months
Percentage of clients that increase
income and income stability
Percentage of clients that started
and completed job-training or
secure employment
Goal
30 TBD
30 20
60%
50%
Evaluation Method
Tabulation or count
reported by case
managers, service
provider partners,
and Participants
HMISdata.
Tabulation or count
reported by case
managers, service
provider partners,
Participants, and
HMIS data.
Contract between the City of Richmond and
Contra Costa County for its H3 Division
HealthProvide access to
healthcare services,
including physical
health, behavioral
health (substance use),
and mental
health support.
Number or percentage of
Participants receiving care
management services.
Number or percentage of
Participants accessing healthcare
services.
Number or percentage of
Participants accessing other
supportive services.
Percentage of Participants
reporting satisfaction with
services and improvement in their
health.
80%
80%
80%
75%
Tabulation or count
reported by case
managers, service
providers, and
Participants.
Participant survey
response
4. Program budget
Contra Costa County for its Health, Housing and Homeless Services (H3) Division (Contractor) shall provide services specified in the ERF-2-R Service Plan, attached hereto as Exhibit A, for a total contract amount not to exceed $2,600,000. The Program Budget can be modified up to the disbursement limit upon written request from the Contractor and approval from the Community Development Director or their designee.
City of Richmond ERF-2R
7/1/26 - 8/31/27
Funding source(s)|
Funding Amount)
Contract Administrator- 2 positions
(.25 and .75 FTE) 14 months
Rapid Rehousing Funds
Brookside Shelter Beds
Flex Funds
Landlord Incentives
Subtotal Direct Expenses
Admin Indirect Expense)
Total Contract Amount |
Contingency
TOTAL PROGRAM EXPENSES)
Richmond ERF
$ 2,600,000
FTE
1.00 10%
Salaries
$ 211/308
$ 1,665/391
$ 60,694
$ 200,000
$ 93,209
$ 2,230,601
$ 223,060
$ 2,453,661
$ 146,339.00
$ 2,600,000