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: Oakley & Oakley _ Contact Name: Gary Oakley Address: 214 G Street
City: Antioch State: California Zip Code: 94509
Phone Number (925) 206-4121 E-Mail [email protected] Duration of Contract: 2 years
Estimated Cost: $ 21,500.00 Funding Source (Account String) 391993-23034 Is the product/service IT related? Yes _Nox 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 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) Provide continuation on Architectural and Engineering (A/E) Services to add ADA access to 2 bathrooms at the City of Richmond Corp Yard located at No. 6, 13th street Richmond CA. Services include demolition plans, floor plans, structural plans, utility plans (water, electrical, and sewer) and specifications. The scope and project approach is specified in our the proposal below(Remaining cost of labor is $19,485.50 with an additional aprox. of 10% for unforseen cost).
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.
This company was the previous consultant that initiated the services outlined in the description of services. However, due to staffing shortages, their contract with the City expired, leaving the set of plans at approximately 90% completion.
(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.
There is no significant risk in obtaining services from other architects. however, since a set of plans and standards is already approximately 90% complete, it is more practical and cost-effective to reinstate their contract to ensure timely project completion.
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 original services are required to complete the scope of work that remained unfinished due to the expiration of the previous contract.
(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: Jose Valenzuela
Note: Requester must be able to defend this justification.
Date: 2/10/2026 Phone: (510) 620-6955
Department Director (Print) Daniel Chavarria . (Sign) apl Date:
Submit completed form to the Purchasing Division (Prior to submission to City Manager) DATE: 210, 24
APPROVED:
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 | Page
OAKLEY & OAKLEY
Civil and Structural Engineers
214 G Street
Antioch, CA 94509
Office (925) 206-4121
July 10, 2025
January 23, 2026-Revised
February 3, 2026-Revised
Jose Valenzuela
Junior Engineer
City of Richmond
450 Civic Center Plaza
Richmond, CA 94804
RE: Updated Fee Proposal to provide Architectural and Engineering (A/E) Services to add ADA access to 2 bathrooms at the City of Richmond Corp Yard located at No. 6, 13th street Richmond CA. [O&O Job No. 2021-69]
Dear Mr. Valenzuela:
We appreciate the opportunity to submit this updated Architectural and Engineering Fee Proposal for the subject project. We have reviewed the Scope of Work outlined via our previous proposal to Joe Leach, P.E. dated November 1, 2021, and revised January 25, 2022, and discussions with you.
Our fee for the proposal has been established accordingly.
We understand that the proposed project will be to renovate (2) existing bathrooms at the facility known as City of Richmond Corp Yard. Services shall include providing demolition plans, floor plans, structural plans, utility plans (water, electrical, and sewer) and specifications.
Our scope and project approach shall be as specified in our original proposal.
Our updated fee to provide for the Architectural and Engineering design, drafting and specifications is a lump sum amount of $38,250.00. This represents a 32% increase over our original fee of $26,000.00. The increase in fee is due to the change in hourly rates since our proposal was first submitted, and the work associated with revising the drawings to the current 2025 California Building Code (CBC). A breakdown of these costs and the amounts billed/paid to date are as follows:
Phase Original Fee | Fee |Total | Total 1% Billed/Paid
Increase Revised Fee Billed/Paid to to Date
Date
1. Construction Documents $20,850.00 $7,800.00 $28,650.00 $18,764.50 90.00% Il. Bid Coordination $200.00 $2,200.00 $2,400.00 $0.00 0.00% III. Construction Services $4,950.00 $2,250.00 $7,200.00 $0.00 0.00% TOTALS $26,000.00 $12,250.00 $38,250.0d $18,764.5q 72.17% For a comprehensive breakdown of hours for each phase of the project, see attachment A of this proposal. See attachment B for a list of Phase I-Construction Documents deliverables based upon the percentage complete.
Once we receive a notice to proceed, we anticipate the design and construction schedule as follows:
City of Richmond - Corp Yard Bathroom Upgrades
July 10, 2025
Revise Drawings to the 2025 CBC 1 month
Submit for Plan Check: 1 week
Review of Plans for Plan Check 1 month
Respond to plan check comments 2 weeks
Bidding 1 month
Construction 3 months
We appreciate the opportunity to submit our proposal.
If you should have any questions or comments regarding this matter, please contact our office.
Sincerely,
2/3/2026
Gary Oakley, P.E.
Siqned by: Gary-Work
City of Richmond - Corp Yard Bathroom Upgrades ATTACHMENT A - FEE BREAKDOWN BY HOURS PER PHASE
July 10, 2025
January 23, 2026-Revised
Arch Electrical Mechanical Estimating Total
Phase I - Construction Documents Hrs. Cost Hrs. Cost Hrs. Cost Hrs. Cost Original Hours Arch/Eng 3 $750.00 16.5|$4,125.00 20 $5,000.00 16$4,000.00 CAD 40 $7,000.00
Billed to date Hours/Costs Arch/Eng 2.7 $675.00 14.85 $3,712.50 18$4,500.00 14.31 $3,577.00 CAD 36 $6,300.00
Remaining Hours/Costs Arch/Eng $90.00 1.65 $495.00 2 $600.00 1.6 $480.00 CAD 4 $700.00
Additional Hours/Costs Arch/Eng 2 $600.00 2 $600.00 2 $600.00 2 $600.00 CAD 22.76 $5,120.50
Total Updated Hours/Costs Arch/Eng $1,365.00 18.5 $4,807.50 22$5,700.00 18$4,657.00$28,650.00 CAD 62.76 $12,120.50
Arch TElectrical [Mechanical TEstimating Total
Phase I! - Bid Coordination Hrs. Cost Hrs. Cost Hrs. Cost Hrs. Cost Original Hours Arch/Eng $200.00
Billed to date Hours/Costs (Arch/Eng
Remaining Hours/Costs Arch/Eng HONO $247.00
Additional Hours/Costs Arch/Eng 7.18 $2,153.00 $0.00
Total Updated Hours/Costs Arch/Eng $2,153.00 $247.00| $2,400.00 Arch Electrical ]Mechanical Estimating
Phase IlI- Construction Admin Hrs. /Cost Hrs. Cost Hrs. /Cost Hrs. /Cost Total Original Hours Arch/Eng 19.80$4,950.00
Billed to date Hours/Costs Arch/Eng 0.00 $0.00
Remaining Hours/Costs Arch/Eng 19.80 $5,940.00
Additional Hours/Costs Arch/Eng 4.20 $1,260.00
Sub-Total Updated Hours/Costs Arch/Eng 24.00$7,200.00 $7,200.00 Total Updated Fee $38,250.00
Old Hourly Rates for Professional Engineering Services: New Hourly Rates for Professional Engineering Services:
Principal $250.00 per hour Principal $300.00 per hour
Architect/Civil/Structural Engineer $250.00 per hour Architect/Civil/Structural Engineer $300.00 per hour Electrical/Mechanical Electrical/Mechanical
CAD Operator $175.00 per hour CAD Operator $225.00 per hour Administrative Assistant $100.00 per hour Administrative Assistant $125.00 per hour Reproduction Reproduction
Xerox $0.55 Per Sheet Xerox $0.55 Per Sheet
Xerox or Blueprints (Large Size) $15 Per sheet Xerox or Blueprints (Large Size) $15 Per sheet Travel Expense $0.55 Per Mile Travel Expense $0.55 Per Mile Per Diem $1,000 Per Day Per Diem $1,000 Per Day
Oakley & Oakley bills on a monthly basis at the beginning of each month.
City of Richmond - Corp Yard Bathroom Upgrades ATTACHMENT B - LIST OF PHASE MILESTONES AND DELIVERABLES
July 10, 2025
Phase I - Construction Documents - List of Millstones and Deliverables Task Task Description Milestone Description Description of Deliverable ID
1 50% Completion of the Construction drawings and
Construction Drawings and 50% Documents submitted to the specifications.
Specifications City for review and approval.
2 90% Completion of the Construction drawings and
Construction Drawing and 90% Documents submitted to the specifications.
Specifications City for review and approval.
90% Documents submitted to the
Bldg. Department for a Building
Permit
3.90% Completion of the 100% Documents submitted to Construction drawings and Construction Drawing and the City after addressing the City's specifications.
Specifications 90% Document
Review/Comments.
100% Documents submitted to
the Bldg. Department for a
Building Permit after addressing
the Building Departments 90%
Document Review/Comments.
Oakley & Oakley SOLE SOURCE
Final Audit Report 2026-02-11
Created: 2026-02-11
By: Jose Valenzuela ([email protected]) Status: Signed
Transaction ID: CBJCHBCAABAAh-E1zmzqFcl_P3DKm2olNUugcmDeMAcW "Oakley & Oakley SOLE SOURCE" History
Document created by Jose Valenzuela ([email protected]) 2026-02-11 - 0:00:31 AM GMT
Document emailed to Daniel Chavarria ([email protected]) for signature 2026-02-11 - 0:02:05 AM GMT
• Email viewed by Daniel Chavarria ([email protected]) 2026-02-11 - 0:02:45 AM GMT
Do Document e-signed by Daniel Chavarria ([email protected]) Signature Date: 2026-02-11 - 0:10:12 AM GMT - Time Source: server • Agreement completed.
2026-02-11 - 0:10:12 AM GMT
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