AQUA BACKFLOW, INC. - Laserfiche WebLink

Requester Name :Title:Dept: Contact Name:Email:Phone: Estimated Cost: Complete the following checklist: This is a sole source vendor because: Sole provider of a licensed or patented good or service. Sole provider of items that are repair parts of or updates to existing equipment, systems. Sole provider of factory-authorized warranty service. What steps were taken to verify that these features are not available elsewhere? Date: Date: Date: Sole provider of unique equipment, products and/or services not offered by others. Please provide brief explanation. Address: Description of Product or Service: Director of Finance Approval: Sole source purchases are goods and services available from only one supplier/vendor or meets the listed criteria. Purchases for items that cannot be procured through the competitive bidding process must be documented as to why the item(s) is considered sole source. City of Pleasanton Sole Source Justification What specific feature makes this item and/or company unique and why is this needed for your project? Other vendors were contacted (List specific company names, phone numbers and contact names, and explain why these were not suitable). Other brands/manufacturers/companies were examined (List specific company names, phone number and contact names, and explain why these were not suitable). There is no reasonable expectation that a meaningful cost or other improvement could be realized over the incumbent contractor's performance (e.g., the changes of another firm winning a competition are clearly remote. Please provide a brief explanation. There is a substantial technical risk in contracting with any other contractor, (e.g., only one contractor has been successful to date in implementing a difficult manufacturing process). In a brief explanation, provide supporting evidence that explains why other contractors are considered to be unable to overcome the substantial technical risk. Only company available to provide service and/or supplies to meet project schedule. In a brief explanation, provide supporting evidence of why other contractors are considered to be unable to meet the project schedule. Requestors Signature: Department Head Signature: Requested Sole Source Company: Project Schedule (when do you need the product or service by?): 6/3/2024 New contract Exp. 6.30.25 Docusign Envelope ID: C28A2C39-714E-400A-AFC0-5A2400EC31E6 6/19/2024 Via google search located one other company that performs this service (syncta) and the rest are companies that offer software to do this work internally. Switching to another company is currently not practical from the perspective of staff time, service disruption to customers, regulatory tracking, and likely require need to raise rate to customers if service provider charges higher rate. Staff has established an efficient working relationship with Aqua Backflow. Transitioning to another system would result in customer service disruptions and an investment of significant amount of staff time which is currently not available. Tom Staroske $ 99,500.00 The City's backflow prevention compliance tracking service provider: maintain database of backflow device owners, issue test notices, track certified testers/track test kit calibrations, keep online portal, process payments & deduct their fees, send balance check to City monthly. Continuity benefit with the same service provider which holds City customer data/information, as well as data required for regulatory reporting as may be requested by the Regional Water Board if issues were to come up at a specific location, or during general compliance checks. Backflow tracking and data retention is a regulatory requirement. Switching service provider involves large data gather/transfer of existing backflows information, associated data/ownership data, change in customer/backflow tester familiarity with service provider resulting in need of outreach effort to educate those affected, and disruption current compliance/historic information associated with regulatory compliance tracking. Aqua Backflow, Inc. Rita Di Candia Public Works tom@aquabackflow.com Current contract expires 6/30/2024 X 866-777-2124 Environmental Services Manager 8/22/2024