City of San Bernardino
EXEMPT PURCHASE JUSTIFICATION FORM
Finance Department
Purchasing Division
Updated June 2025 Page 1 of 2
SECTION 1: GENERAL INFORMATION
VENDOR NAME: ITEM DESCRIPTION:
SECTION 2: FORMS OF EXEMPT PURCHASES
This form documents purchases exempt from competitive bidding under San Bernardino Municipal Code Section 3.04. All exemptions require written justification, appropriate documentation, and approval at the designated authorization level. A current quote showing scope, pricing, and duration must be attached. Select the applicable exemption type below.
SOLE/SINGLE SOURCE: Only one supplier can reasonably meet the department’s needs due to proprietary technology, required compatibility with existing systems, standardization, or a demonstrated track record of successful performance. Written justification and market research are required. ▪ Must demonstrate proprietary technology, exclusive licensing, or specialized performance requirements. ▪ Price cannot be the sole factor in determining sole source status. ▪ Requires market research documentation to substantiate the claim. ➢ Complete all of Section 3 (Questions 3.1–3.4).
COOPERATIVE AGREEMENT/PIGGYBACK: Procurement is being made under a cooperative purchasing agreement, leveraging an existing government contract to secure competitive pricing.
CONTRACT SOURCE: _____________________________ CONTRACT NUMBER: ______________________ ▪ Requires verification from the Purchasing Division before use.
EMERGENCY PURCHASE (Defined under San Bernardino Municipal Code 3.04.070): An urgent, unforeseen situation requiring immediate action to prevent or mitigate threats to life, health, property, or essential public services.
▪ Approval Required: Must be reported to the City Manager and City Council.
GRANT-DIRECTED: A procurement mandated by the terms of a grant agreement, such as a required vendor, specific product, or purchasing method identified in the grant award or funding conditions. Requires review by Grants Management and/or Legal.
▪ Must cite specific grant language supporting the exemption. ➢ Attach a copy of the grant agreement or relevant excerpt. ➢ Complete Questions 3.1 and 3.3, if applicable.
CONFIDENTIAL PROCUREMENT (Limited to City Attorney & Human Resources): The procurement involves sensitive or legally protected information that cannot be publicly disclosed. ▪ Must be reviewed by the City Attorney’s Office for legal compliance. ➢ Attach a memo or other supporting documentation as applicable.
SECTION 3: JUSTIFICATION FOR EXEMPT PROCUREMENT
3.1 Why is the acquisition restricted to this good/service/supplier? ➢ Complete Section 5: Additional Comments. Provide justification with specific details of the emergency event/needs.
➢ Must provide purchasing with required back-up documents within 45 days of purchase. ➢ Complete Questions 3.1 and 3.3, if applicable.
National Auto Fleet Group
Purchase of Vehicles
#032824-NAF
Sourcewell
The acquisition is restricted to National Auto Fleet Group because the equipment is immediately available and fully configured to meet the City’s operational needs for forestry and vegetation management. The required Freightliner 114SD Plus trucks with Versalift VO-256-REV aerial forestry bodies precisely match the specifications established by Public Works for safe, efficient tree maintenance and debris handling.This supplier is the authorized dealer under Sourcewell Contract No. 032824-NAF, a competitively solicited cooperative agreement that satisfies all competitive bidding and compliance requirements. Utilizing this existing contract allows the City to secure the necessary equipment at pre-negotiated government pricing, avoid extended lead times associated with new formal solicitations, and ensure delivery of vehicles that align with established fleet standards and manufacturer warranty coverage. ✔
Docusign Envelope ID: 9895B8BD-134B-4F3B-A188-CCF0C73BA3AC City of San Bernardino
EXEMPT PURCHASE JUSTIFICATION FORM
Finance Department
Purchasing Division
Updated June 2025 Page 2 of 2
3.2 Describe the uniqueness of the purchase (why was the good/service/supplier chosen?)
3.3 What are the consequences of not purchasing the good/service or contracting with the proposed supplier?
3.4 Summarize the market research conducted, including efforts to identify alternatives and determine price reasonableness.
Include supplier contacts, past purchase comparisons, or explain if no search was carried out.
SECTION 4: AUTHORIZING SIGNATURES
By signing below, I certify that I am authorized to submit this request, that it complies with the City’s procurement policies and MC §3.04, and that the selected vendor meets all qualification, pricing, and regulatory requirements. I understand that purchases over $100,000 require City Council approval, regardless of exemption. _________________________________ _______________
Department Head Date
Approved
_______________ _________________________________
Purchasing Manager (Up to $50,000) Date
Not Approved
Approved
_________________________________ _______________
City Manager (Up to $100,000) Date
Not Approved
SECTION 5: ADDITIONAL COMMENTS
Failure to purchase this equipment would significantly impact Public Works’ ability to perform essential forestry operations, including tree trimming, removals, and emergency response following storms or roadway obstructions. The department’s existing units are beyond serviceable life and no longer reliable for daily field use. Without these replacements, crews would face extended downtime, reduced coverage citywide, and increased safety risks when working at height or clearing debris. Procuring comparable equipment elsewhere would further delay operations and hinder the department’s ability to meet service and safety standards.
Docusign Envelope ID: 9895B8BD-134B-4F3B-A188-CCF0C73BA3AC 11/25/2025
any agreement between the City and the vendor to obtain the required equipment.
This purchase is approved via a cooperative/piggyback agreement. As necessary, the department should work on establishing 11/26/2025
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