Page | 1 Sole Source Form – Rev. May 12, 2016
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: ___________________________ Contact Name: ______________________ Address: _______________________________________________________________________ City: _________________________ State: _____________ Zip Code: ____________________ Phone Number (____) ___________ E-Mail _______________________________________ Duration of Contract: ____________________________________ Estimated Cost: $ _______________ Funding Source (Account String)_________________ Is the product/service IT related? Yes_____No _____ 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)
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.
(if additional space is needed, include them in a separate page)
2 | 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.
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)
6 3 2026
8795 Folsom Blvd., Suite 250
Sacramento, CA 95826
(916) 388-5655
NCE Proposal No. CD1405.55.2601
April 21, 2026
Mr. Charles Gerard
Port of Richmond
1322 Canal Boulevard
Richmond, CA 94804
Environmental Services Scope and Fee
2026 Operations and Maintenance (O&M) Implementation
Port of Richmond Shipyard #3
1312 Canal Boulevard
Richmond, CA 94804
Dear Mr. Gerard:
At the request of the Port of Richmond (POR), NCE is pleased to present a scope of work and fee estimate to perform the 2026 monitoring and reporting services related to Operable Units (OU)1 and OU2 within the Port of Richmond located at 1312 Canal Boulevard, Richmond, California (site). Annual monitoring and reporting requirements of OU1 and OU2 are outlined in the Operations and Maintenance (O&M) Plan and enforced by Enforceable Agreement No. HSA-A 05/06-148 (O&M Agreement) between the California Department of Toxic Substances Control (DTSC) and the POR.
Background
O&M Agreement Required Work
The O&M Plan prepared in April 2006 was approved by the DTSC, the lead agency for the remedial actions completed at the POR. The O&M Agreement requires that the following activities occur annually or triennially:
• Annual inspection of the OU1 and OU2 Upland Caps;
• Repair of the OU1 and OU2 Upland Caps based on the annual inspection findings; • Triennial hydrographic survey of the OU2 Intertidal/Submerged Cap. A hydrographic survey was last performed in 2022. A hydrographic survey will need to be completed in 2026; • Visual survey of the restored Salt Marsh Area; and
• Implementation of a groundwater monitoring program (GMP). The GMP scope of work includes:
o Annual monitoring and sampling of seven on-site groundwater monitoring wells; and o Submittal of an annual groundwater monitoring report to DTSC documenting the results of the annual groundwater monitoring.
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• Submittal of an annual inspection report documenting the findings of the O&M activities.
The O&M Agreement also requires that a Five-Year Review (FYR) be conducted to review and evaluate the effectiveness of the remedial actions conducted at the site after a period of five years from the completion of construction and startup, and every five years thereafter. The initial FYR was conducted in 2012. The second and most recent FYR was completed in 2017 and based on communications between the DTSC and POR in September 2025, the Second FYR is still in review. The Third FYR will be required as part of the 2026 O&M efforts.
Scope of Work
Consistent with the O&M Agreement required work discussed above, the scope of work for 2026 is presented in the following sections.
Task 1 – Project Management
This task includes routine project management necessary to administrate and coordinate activities associated with implementation of the O&M Agreement. This task also allocates time for meetings and consultation that may arise during the project.
Task 2 – O&M Agreement Implementation
Subtask 2.1 – Visual Inspections of the OU1 and OU2 Upland Caps, OU2 Revetment Cap, and Salt Marsh
The annual inspection of the OU1 and OU2 Upland Caps for 2026 will be completed by NCE personnel and will include walking the OU1 and OU2 asphaltic-concrete caps to visually look for signs of cracking or other forms of distress. More specifically, during the inspections, NCE personnel will look for the following four types of pavement conditions as described in the O&M Plan:
• Type 1 – Extensive cracking defined as numerous cracks of any length that encompass an area of approximately 400-square feet or greater.
• Type 2 – Individual cracks that are 1-inch in width and 10-feet or longer in length. • Type 3 – Sloughing of the cap along its perimeter.
• Type 4 – Settlement that could result in significant ponding of stormwater.
Field notes with representative photographs describing the observations made at the time of the inspections will be prepared detailing the condition of the upland cap surfaces. The date of the inspection will be recorded, a description of the site and findings will be prepared, areas of cracking and patching will be described and photo-documented, apparent significant changes to the asphalt or caps will be noted and photo-documented including damage to utilities and areas of differential settlement that may cause significant pooling or diversion of stormwater.
The re-vegetated salt marsh will be visually inspected and photo-documented for the 2026 reporting period.
The inspection will include:
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• Estimate (by percent) of the vegetation coverage in the marsh; and • Description of the general health of the vegetation;
• Photo-documentation of the representative areas of the marsh; and • A letter report will be prepared for the PRO who will be responsible for submittal to the United States Army Corp of Engineers (USACE).
Subtask 2.2 – Hydrographic Survey of the OU2 Intertidal/Submerged Cap This task is to perform the required triennial hydrographic survey of the OU2 Intertidal/Submerged Cap. The purpose of the survey is to evaluate potential changes in the Intertidal/Submerged Cap thickness. NCE understands that the last survey was conducted in 2022 and a new survey is needed for compliance with the O&M Agreement. NCE will procure a subcontractor to conduct the survey. The following is assumed for the survey:
• Survey area limited to the OU2 Intertidal/Submerged Cap; • Survey will be to an accuracy of 0.1 foot;
• Survey will be provided in electronic format with coordinates in X, Y and Z format with a known benchmark and datum; and
• Existing benchmark is nearby the OU2 area.
To assess if erosion is occurring, the triennial survey will be compared to the initial post-construction hydrographic survey that was completed in 2005 and the 2022 survey. NCE will use the 2005 and 2022 survey maps previously provided by the POR in computer aided drafting and design (CADD) format.
Subtask 2.3 – Groundwater Monitoring and Sampling
The seven groundwater monitoring wells (W-3, W-10, W-11, W-15, W-21, W-22 and W-23) will be sampled once in 2026 following the procedures outlined in the GMP Addendum. The sampling technique will be low flow (micro-purge) with each well to have new disposable tubing to minimize the potential for cross-contamination.
The samples will be handled and transported to a California-certified analytical laboratory under chain-of- custody procedures.
The groundwater samples will be analyzed for the following chemical analyses:
• Total petroleum hydrocarbons as diesel (TPHd) by the United States Environmental Protection Agency (EPA) Method 8015B;
• Total Oil and Grease (TOG) by EPA Method 413.1;
• Polycyclic aromatic hydrocarbo ns (PAHs) by EPA Method 8270C (selective ion monitoring [SIM]). • Polychlorinated biphenyls (PCBs) by EPA Method 8082;
• Total dissolved solids (TDS) by EPA Meth od SM2540C, or an equivalent method; and • Title 22 Metals (Dissolved) by EPA Meth od 6010B (Mercury by EPA Method 7471A).
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Purge water will be containerized in a 55-gallon Department of Transportation (DOT) approved drum. The purge water will be profiled for disposal and NCE will procure a subcontractor to transport the purge water to an approved disposal facility. NCE assumes approximately 20 gallons of purge water will need disposal. Actual disposal costs may vary dependent upon the profiling and amount of purge water generated.
Subtask 2.4 – 2026 Annual O&M Reporting
Following completion of the O&M implementation field activities, an annual report will be prepared to present the findings and evaluate the results of the visual inspections, hydrographic survey, and groundwater monitoring and sampling.
Task 3 – Third Five-Year Review
Using existing data and the data collected in 2026, in accordance with the O&M Agreement, an evaluation of relevant historical data and existing O&M data will be conducted to prepare a FYR report as recommended in the EPA June 2001 document entitled Comprehensive Five-Year Review Guidance (FYR Guidance). The scope of work to conduct the FYR is discussed in the following sections.
Subtask 3.1 – Third Five-Year Review Work Plan
The O&M Agreement specifies that a work plan would be submitted to the DTSC for review and approval within 30 calendar days before the end of the five-year review period. The work plan will include the following:
background information, the scope of work for the FYR including the activities outlined in the O&M Plan, evaluating the performance and protectiveness of the remedies, preparation of a report presenting the findings of the FYR, a schedule for conducting the FYR activities, and references used during preparation of the work plan.
Subtask 3.2 – Public Notification
In accordance with DTSC’s Public Participation Policy, NCE will prepare a notice that (following DTSC review and approval) will be provided on DTSC’s website and advertised in the Contra Costa Times to notify the public of the commencement of the FYR. In addition, following the release of the FYR Report, NCE will also prepare a Fact Sheet that will be provided on DTSC’s website and published in the Contra Costa Times to summarize the findings of the FYR report and provide instruction on how to obtain a copy of the report. The Fact Sheet will solicit comments from the public related to the protectiveness of the current caps for human health and the environment.
Subtask 3.3 – Five-Year Review Evaluation
Upon receipt of the 2026 analytical data and hydrographic survey, NCE will conduct the Five-Year evaluation consistent with the FYR Guidance and approved work plan. The evaluation will consider the results of the annual inspections, groundwater monitoring data, hydrographic surveys, and review of other supporting data. Other supporting data is anticipated to include engineering drawings from the POR, historical site characterization information, OU1 and OU2 remedy design documents and construction documents, and previously established remedial action objectives and clean up levels. The information will be evaluated with respect to changes that may affect the validity of the previously established clean up levels and the Applicable or Relevant and Appropriate Requirements (ARARs).
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Subtask 3.4 – Third Five-Year Review Report
A FYR report will be prepared to present results and conclusions of the FYR evaluation. The FYR report will summarize all activities conducted at the site over this FYR timeframe, the current condition of the site, and provide a protectiveness statement regarding the effectiveness of the remedial action.
Task 4 – Agency Coordination Related to the 2026 O&M Monitoring The DTSC is actively involved with the project and has desired updates or requested additional data/information in the past regarding the project and previously submitted documents. This task includes budget for responding to DTSC comments and requests regarding the Site, 2026 O&M Report, and the FYR.
Assumptions
Below is a list of assumptions that apply to NCE.
For the annual inspection and groundwater monitoring and sampling, NCE assumes the following:
• Three field days for NCE staff to conduct the inspections and oversee the hydrographic survey; • The areas to be inspected are reasonably clear of stored items to allow for good visual inspection; • Minimal delays or disruption to the inspection team caused by POR operations; and • Purged groundwater generated during sampling will be characterized as non-hazardous for disposal.
For the annual reporting, NCE assumes the following:
• One draft will be prepared for POR review and one final draft will be prepared addressing POR comments.
• The POR will be responsible for submitting copies of the annual report to the DTSC and United States Army Corp of Engineers (USACE).
For the FYR reporting, NCE assumes the following:
• Two drafts of the FYR work plan and FYR report will be prepared. One draft will be for POR and the second draft will address POR comments and be for DTSC review. One final FYR work plan and FYR report will be prepared addressing DTSC comments.
• The POR will be responsible for submitting copies of the FYR work plan and FYR report to the DTSC.
Fee and Schedule
The estimated fee to perform the scope of services is $120,487. The fee estimate is shown in the attached Fee Estimate Summary. The work will be conducted on a time and materials basis in accordance with our current contract and schedule of charges. Upon receipt of completed contractual documents we will proceed. We appreciate the opportunity to present this proposal to the POR. Should you have any questions, do not hesitate to call the undersigned at (916) 388-5655.
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Sincere
ly,
Ryan Bast, PG
Senior Geologist
Michael Leacox, PG, CEG
Vice President
Attachments:
Fee Estimate Summary
Attachment A
Fee Estimate Summary
CLIENT PRICE BREAKDOWN
ALL TASKS
Project Number: Project Name:
Labor In-House Subcontractor
T A S K Hours Recoverables ODCs Cost Travel FEE Total
Task 1 / - Project Management 42.00 9,650.00 482.50 0.00 0.00 0.00 0.00 10,132.50 Task 2 / 2.1 - Visual Inspections of Caps and Salt Marsh 38.00 8,490.00 769.50 0.00 0.00 0.00 0.00 9,259.50 Task 2 / 2.2 - Hydrographic Survey 38.00 9,270.00 578.50 0.00 7,700.00 0.00 0.00 17,548.50 Task 2 / 2.3 - Groundwater Monitoring and Sampling 34.00 7,410.00 370.50 0.00 10,340.00 0.00 0.00 18,120.50 Task 2 / 2.4 - 2026 Annual O&M Reporting 74.00 16,250.00 812.50 0.00 0.00 0.00 0.00 17,062.50 Task 3 / 3.1 - Third Five-Year Review Work Plan 40.00 9,110.00 455.50 0.00 0.00 0.00 0.00 9,565.50 Task 3 / 3.2 - Public Notification 18.00 4,300.00 215.00 0.00 0.00 0.00 0.00 4,515.00 Task 3 / 3.3 - Five-Year Review Evaluation 58.00 13,440.00 672.00 0.00 0.00 0.00 0.00 14,112.00 Task 3 / 3.4 - Third Five-Year Review Report 60.00 13,370.00 668.50 0.00 0.00 0.00 0.00 14,038.50 Task 4 / - Agency Coordination for 2026 O&M Implementation 22.00 5,840.00 292.00 0.00 0.00 0.00 0.00 6,132.00 Task / - 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00
Task / - 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00
Task / - 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00
Task / - 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00
Task / - 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00
T O T A L 424.00 97,130.00 5,316.50 0.00 18,040.00 0.00 0.00 120,486.50 Labor
$
CD1405.55.2601 Shipyard #3 2026 O&M Implementation
2026 O&M Job Setup v2.xlsx Task Price Summary Page 1 Confidential 4/21/2026