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3 19 Sample Documents Sample Documents such as service agreements and contract <br /> amendments are located on the Pleasanton Progress Intranet <br /> 3 20 Sole Source Vendor(or Provider) Under certain circumstances, it is acceptable to <br /> specify a brand name for the purchase of goods and to use a Sole Source Vendor or <br /> Service Provider 1 Even under these circumstances, competition is encouraged, <br /> equivalent products should be evaluated and every effort should be made to identify <br /> multiple vendors Justifications for using a Sole Source Vendor include the following <br /> 3 20 1 Adherence to manufacturer's specifications <br /> 3 20 2 No other available vendors, manufacturers, or service providers. <br /> 3 20 3 Equipment manufacturer is the only qualified vendor to repair the equipment <br /> 3 20 4 City staff familiarity with the performance of products in critical and/or safety <br /> situations (e g specific valves for water and sewer systems) <br /> 3 20 5 As part of a maintenance contract tied to leased equipment <br /> 3 20 6 Emergency operations (purchase needed to protect health and/or property from <br /> imminent danger, as determined by the City Manager) <br /> 3 21 Travel and Training Purchases Purchases related to travel and training are not subject <br /> to this policy For more information, review the Travel and Training Policy <br /> 4. Purchasing Procedures Price thresholds apply to total contract or purchase order prices <br /> separated by department,then by vendor For multi-year contracts, the price category should <br /> be determined using total, rather than annual, contract price 2 Purchases exempt from these <br /> procedures include utilities (e g water, electricity, and telephone), pass-through payments <br /> collected on behalf of a third party, goods sold by government agencies, employee benefit <br /> payments, and purchases related to travel and training Contact the Finance Department for <br /> details and further information <br /> 'When drafting a Request for Bids (RFB) that will allow for a sole source provision of <br /> maintenance or parts, you must also allow for an "approved equal"—a vendor selling <br /> comparable and substitutable goods or services—and describe the process and timing for the <br /> consideration of that equal <br /> 2 Multi-year contracts may also include an inflation adjustment provision based on the Consumer <br /> Price Index (or other inflation index), language about annual rate adjustments to which both <br /> parties agree in advance, or rate changes based on changes in State prevailing wages <br /> Purchasing Procedure and Manual 10-4-16 1 <br />