HomeMy WebLinkAbout1 - Original Submission_ 8.2.2023 Sole Source Justification - Neogov
Human Resources
345 6th Street, Ste. 100. Bremerton, WA 983337 (360) 473-5926 FAX (360) 473-2223
Page 1 VENDOR NAME April 12, 2024
Rev. 09/2022
DATE: 8/2/2023_
TO: Procurement File
FROM: Melinda Monroe
SUBJECT: Sole Source Determination
In accordance with Bremerton Municipal Code 2.76.090, Sole Source Purchases, the purpose of
this memorandum is to document the necessity of sole source procurement methodology for the
purchase of the Neogov PERFORM module.
Reasoning (check all supporting options below and remove unnecessary items):
☒ Compatibility to existing City standard or to existing equipment, inventory, systems, data,
programs or service. (Attach the business case for the standard and attach a copy of the standard
if it is written). Neogov (Insight module) was purchased as the cloud-based application tracking
system in 2013, and added the LEARN module to the Neogov system in 2020 via the WA DES
contract number 06016. In 2021 the ONBOARD and E-Forms modules were added to the
agreement and now Human Resources would like to add the PERFORM Neogov module.
☐ Licensed or patented product with only one dealer. (Include a vendor signed
statement/Affidavit explaining why this particular licensed or patented product is the only one
suitable for your purpose)
☐ Authorized service provider, repair and/or warranty services. The City requires service or
repair support for products or equipment owned by the City, and the vendor is either a factory
authorized warranty service provider or that particular vendor is required for warranty services
according to the conditions of a current City contract. (Include a vendor signed statement/Affidavit
explaining and certifying to the relationship between the vendor and service provider).
☐ Unique design: Requires unique features that are essential aesthetic requirements, or not
practical to match to existing design or equipment, such as artwork. Describe.
☐ Special bargain: This might include a surplus item, an auction sale, used equipment, returned
“open box” purchase, or other similar one-time bargains. Describe.
☐ Delivery date: Only one supplier can meet required delivery date. Explain why this delivery
date is essential. This can only be used in limited circumstances, for delivery deadlines that are
DocuSign Envelope ID: DD8A4683-9C92-4C34-A2B2-634A2117BC0A
Human Resources
345 6th Street, Ste. 100. Bremerton, WA 983337 (360) 473-5926 FAX (360) 473-2223
Page 2 VENDOR NAME April 12, 2024
Rev. 09/2022
the result of an unanticipated situation, and not a circumstance that could have been reasonably
anticipated or averted by advance City planning.
☐ Project or research continuity: Product, systems, services or data must comply with an ongoing
project, research, data, testing or analysis without a compromise in the integrity of the project.
Also, this should be a situation that cannot be replicated by another company because there is a
legal or physical obstruction to disclosing the project information to allow another company the
opportunity to replicate. Examples include situations where a company has legal and/or
proprietary rights to customization such as software code, or to data; or testing or data is collected
through a unique measuring instrument that cannot be accurately duplicated and offered by
another vendor.
☐ Requirement by funding source: Lender, grantor (such as federal government) or other
provider of funds requires the specific product, service or system. Attach a copy of the document
that clearly shows such a requirement is imposed by the funding source.
☐ Legal monopoly: Only one supplier, such as electricity, water, or sewage.
☐ Trial and evaluation projects: A limited duration, limited scope pilot, trial or evaluation of a
product, range of products or services. A trial or evaluation project would typically be part of
establishing a standard for a City department, or to pilot a particular product or services for a City
need. Describe the pilot, specify the scope of the pilot, and attach information to confirm that the
pilot is part of a purposeful department pilot initiative.
☒ Other: Describe why this is the only company that can provide the sole source product or
service. Provide the support document that explains why a particular product, manufacturer, or
service is necessary and provide support for why the company you requested is the only available
company. In 2013 Neogov Insight was purchased as the cloud based HRIS system. In 2020 HR purchased
6 months of the LEARN module. And in 2021 the City purchased the Neogov onboard system via the WA
DES contract number 06016 and via a direct negotiated sale from Neogov at better pricing than the Insight
Public Sector dealer price offered on the DES contract 06016. Now Human Resources would like to add
the PERFORM Neogov module. The Sole Source method is being used in order to maintain the HR data
currently available and to link to the Neogov onboard system and to avoid extra project management and
setup labor costs of a new system.
Cost/Quote support:
Per Contract no. 5286 at a total cost of:$ 52,812.56, our staff believes this is a fair and reasonable
price.
Therefore, it is my determination that it is in the City’s best interests to amendment Neogov
modules first purchased in 2013 through direct negotiation, pursuant to BMC 2.76.090 and
2.76.010, and that sole source purchase is justified for this procurement.
DocuSign Envelope ID: DD8A4683-9C92-4C34-A2B2-634A2117BC0A
Human Resources
345 6th Street, Ste. 100. Bremerton, WA 983337 (360) 473-5926 FAX (360) 473-2223
Page 3 VENDOR NAME April 12, 2024
Rev. 09/2022
Recommended by:
________________________________
Name, Title
Approved by:
________________________________
Name, Title of Department Director
DocuSign Envelope ID: DD8A4683-9C92-4C34-A2B2-634A2117BC0A
Contracts AdministratorMelinda Monroe
Charlotte Nelson, Human Resources Manager