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Purchasing Procedures and Manual 7 <br />3.21. Sample Documents: Sample Documents such as service agreements and <br />contract amendments are located on the Pleasanton Progress Intranet. <br /> <br />3.22. 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.3 Even under these circumstances, competition is encouraged. <br />Equivalent products should be evaluated, and effort should be made to identify <br />multiple vendors. Justifications for using a Sole Source Vendor include the <br />following: <br /> <br />3.22.1. Adherence to manufacturer's specifications. <br /> <br />3.22.2. No other available vendors, manufacturers, or service providers. <br /> <br />3.22.3. Equipment manufacturer is the only qualified vendor to repair the equipment. <br /> <br /> <br />3.22.4. 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 /> <br />3.22.5. Provider's familiarity with situation or facility (e.g. multi-year environmental <br />monitoring by same firm to ensure continuity of reports to state agencies). <br /> <br />3.22.6. As part of a maintenance contract tied to leased equipment. <br /> <br />3.23. Technology and Software Purchases: Purchases that enhance existing technology <br />including hardware, software, and subscription-based software as service <br />purchases, require the approval of the City's Director of Information and <br />Technology. <br /> <br />3.24. Trade Services: Services typically involving manual skills and special training, such as <br />services provided by contractors licensed by the Contractors State License Board or <br />others (e.g. locksmith, plumber, electrician, painter, etc.). <br />3.25. Travel and Training Purchases: Purchases related to travel and training are not <br />subjectto this policy. For more information, review the Travel and Training <br />Policy. <br /> <br /> <br /> <br /> <br /> <br /> <br /> <br /> <br /> <br /> <br />3 When drafting a Request for Bids (RFB) that will allow for a sole source provision of maintenance or parts, <br />you must also allow for an "approved equal" - a vendor selling comparable and substitutable goods or services <br />- and describe the process and timing for the consideration of a proposed equal. <br />Page 135 of 373