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 including immediate action taken or to be taken. ➢ Must provide Purchasing with required back-up documents within 45 days of purchase or service. ➢ Complete Questions 3.1 and 3.3, if applicable.
Redwood Private Security LP
Security Services Hope Camp
Citywide PSA
The City currently maintains an active Professional Services Agreement (PSA) with Redwood Private Security, LP, which was competitively procured through a formal Request for Proposals (RFP). The requested services represent an expansion in the level of service (nights, weekends, and holidays) at an existing service location (Navigation Center construction site) already covered under the original agreement. Utilizing Redwood Private Security ensures continuity of services, operational efficiency, and consistency in service delivery, as the contractor is already familiar with City protocols, reporting systems, and site-specific requirements. The additional services will be provided at the same competitively bid hourly rates established through the original RFP process, eliminating the need for a new procurement.
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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
For emergency purchases, cite the purchasing policy for emergency type: (1) a public calamity; (2) an immediate need to prepare for national or local defense; (3) the breakdown of machinery or equipment causing a service impediment requiring immediate resolution; (4) a hazard to public health or welfare; or (5) situation in which the City will be unable to perform services for the public. Attach additional page(s) for expanded narrative, if necessary.
Redwood Private Security was selected through a formal RFP process and has demonstrated successful performance under the existing PSA. The firm provides trained personnel, established reporting systems (TrackTik), and the ability to immediately scale services to meet expanded operational needs. The requested services are not a new scope category but an increased level of service (extended hours and coverage) within the existing contract framework. Maintaining the same contractor avoids duplication of administrative efforts, reduces transition risks, and ensures seamless continuation of security operations at a critical City construction site.
Failure to approve this procurement would result in insufficient security coverage at the Navigation Center construction site during high-risk periods (nights, weekends, and holidays). This would increase the risk of trespassing, theft, vandalism, and potential safety hazards. Additionally, initiating a new procurement process would delay implementation of necessary security services, creating a gap in coverage and exposing the City to liability and potential project disruptions.
The original PSA with Redwood Private Security, LP was awarded through a competitive RFP process, establishing fair and reasonable market pricing for security services. The additional services will be provided at the same hourly rates ($31.61 regular and $47.42 holiday/OT) that were competitively bid and approved. Given that this request is for expanded service levels under an existing competitively procured agreement, no additional market research was necessary. The use of the existing PSA ensures continued compliance with procurement standards while maintaining cost efficiency.
This request supports ongoing construction operations at the Navigation Center by providing necessary after-hours security coverage.
The procurement leverages an existing agreement to ensure timely implementation, cost control, and continuity of service without disruption. This was approved on an emergency basis due to vandalism on the site within hours of the jobsite trailer being placed.