Biclorn
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: Public Health Institute - Contact Name: Justin Brosseau Address: 555 12th Street, Suite 600
City: Oakland State: CA Zip Code: 94608
Phone Number ( E-Mail [email protected]
Duration of Contract: 1 YEAR
Estimated Cost: $ 37,500 Funding Source (Account String) 01362765 400201 2A1AA 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 X For Product: Does the manufacturer sell the items) through distributors? Yes No X 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 requested contract with Public Health Institute (PHI) will provide one AmeriCorps service member to the City of Richmond, Environmental and Health Initiatives Division for an amount not to exceed $37,500. The City has been participating in the CivicSpark program for over 10 years and has been a pipeline for training local workforce interested in entering environmental and health related careers and for the City to hire well qualified staff members. The program was initially administered by the Local Government Commission (LGC) which then changed names to CivicWell. Then the administrator of the program was transferred to PHI. The administrators of this program manage the recruitment, hiring, human resource related tasks (paycheck, health insurance, etc), and professional development trainings on behalf of the City. CivicSpark Fellow will assist in building local government capacity to respond to community resilience needs such as climate change, water management, affordable housing, and mobility by completing projects on topics including sustainable transportation, energy efficiency, sea level rise, affordable housing, implementation of climate action plans, water efficiency, and GHG inventory and benchmarks. The Richmond CivicSpark fellows will work to projects and initiatives related to updating, monitoring, and implementing the Richmond Climate Action Plan.
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.
CivicSpark is administered by PHI who recruits, hires, and supervises emerging professionals for an 11-month service term. PHI is the sole administrator of the CivicSpark Americorps program. The CivicSpark Program provides capacity building services to local public agencies in California to address community resilience issues such as climate change, water resource management, housing, and mobility. The program provides this service to local governments by conducting assessments, implementing planning or action projects, engaging volunteers, and transferring knowledge to local government staff. Fellows can only work on contracted and allowable service activities. The City has been participating in the CivicSpark program for over 10 years and has been a pipeline for training local workforce interested in entering environmental and health related careers and for the City to hire well qualified staff members. (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.
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: CMO, Economic Development
Requester Name and Title: Samantha Carr, Environmental Manager Note: Requester must be able to defend this justification.
Date: 06/10/2026 Phone: 510-620-5407
Department Director (Print) Nannette J. Beacham _ (Sign) Nannette J. Beacham Date: 06/23/2026 Submit completed form to the Purchasing Division (Prior to submission to City Manager) Finance Director:
APPROVED:_ Mahon DATE: 6/30126
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