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Procurement Sole Source and Special Procurement Request
(ONCE FORM IS COMPLETED AND SIGNED BY DIRECTOR, PLEASE SEND TO YOUR PROCUREMENT LIASON)
________________________________________________________________________________________
Rev. 5/24/2024
REQUESTOR INFORMATION:
Requestor: Marcela Morenno
Date: 10/28/2024
Department: City Clerk's Office
Phone Number: 623-930-2077
Email Address: mmoreno1@glendaleaz.com
Return To:mmoreno1@glendaleaz.com
PROPOSED VENDOR INFORMATION:
Proposed Vendor: Runbeck Election Services LLC
Proposed Vendor Contact: Brian Runbeck
Proposed Vendor Address: 2800 S. 36th Street
City, State and Zip Code: Phoenix AZ 85034
Vendor Phone: 480-455-1036
Vendor Fax: brunbeck@runbeck.net
Procurement method requested:
Sole Source
Special Procurement
PURCHASE INFORMATION:
Total Cost of this Order: $61,000
One time purchase: Yes
No
Federal Money: Yes
No
If yes, explain funding source:
Org #: 10001411 / Object #: 521110 /
Description of the product or service requested: Statutory required publication of the 2024 November Election
Publicity Pamphlet.
In accordance with Finance Administrative Policy No. 1, I have conducted a good faith review of available
sources and determine that there is only one known and/or one practical source for the required items in
accordance with the Guidelines for Justification attached.
REQUESTOR CERTIFICATION:
Requestor Marcela Moreno
Division City Clerk
Date 10/28/2024
DEPARTMENT DIRECTOR APPROVAL:
Director Julie K. Bower
Division City Clerk
Date 10/28/24
MATERIALS MANAGER APPROVAL:
In accordance with Finance Administrative Policy No. 1, I have conducted a good faith review of this
request and agree that there is only one known and/or one practical source for the required items in
accordance with the Guidelines for Justification attached.
Levi D. Gibson, CPA, M.Acc.
Materials Manager
Date
Procurement requires reevaluation and resubmission of a Sole Source Request for this procurement:
Single Use Only:
Annually:
End of first term of Contract:
End of Contract, including any extensions:
10-28-24
Procurement Sole Source and Special Procurement Request
(ONCE FORM IS COMPLETED AND SIGNED BY DIRECTOR, PLEASE SEND TO YOUR PROCUREMENT LIASON)
________________________________________________________________________________________
Rev. 5/24/2024
Check the reason(s) below to identify why you have determined the purchase is a Sole Source or Special
Procurement and attach supporting documentation. Use only column. A purchase cannot be BOTH a sole source
and a special procurement
JUSTIFICATION:
Use the Guidelines for Justification of the selected reason(s) above, and provide a full explanation of
your reason that the product/service is a sole source or special procurement:
Please see attached justifiation from Julie K. Bower, City Clerk.
MANDATORY RESEARCH DOCUMENTATION REQUIREMENT:
Provide a detailed explanation of efforts made to determine the availability of the product or service
from any other vendor, including other distributors: Please see attached justifiation from Julie K. Bower,
City Clerk.
PREPARER NOTE: If this is a vehicle or technology purchase, concurrence of the Fleet Director or the
IT Director will be required.
ADDITIONAL APPROVAL:
IT Director
Fleet Director Date
SOLE SOURCE
SPECIAL PROCURMENT
Compatibility. Indicate system, make, model and
function
Presents such limited competition that a competitive
bid or proposal process cannot reasonably be used
Unique repair/replacement item. Identify item to be
used with previous PO number item purchased, and
warranty period
Discourages the use of a competitive bid or proposal as
it will result in a substantially higher cost to the city, or
will otherwise impair the city’s financial interests
Supplementary or necessary part required from
same manufacturer. Identify in-house equipment
and use with existing system
Substantially
impede
the
city’s
administrative
functions or the delivery of services to the public
Unique Item or Services
Does not qualify as a sole source or emergency
Proprietary Specifications (Copyright, patented,
etc.)
Has only one provider with the experience and
capability to successfully perform the contract
Other reasons, if not above. Explain in justification
Presents a significant time constraint as the need was
not known in sufficient time to allow for competitive
procurement and time is of the essence
Procurement Sole Source and Special Procurement Request
(ONCE FORM IS COMPLETED AND SIGNED BY DIRECTOR, PLEASE SEND TO YOUR PROCUREMENT LIASON)
________________________________________________________________________________________
Rev. 5/24/2024
Approval of a vendor as a sole source or a special procurement only determines the procurement method.
Council approval and a signed contract may also be required.