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Charlotte Procurement

ProcurementWaiver@ci.charlotte.nc.us

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Waiver of Procurement Process Tier 2


This memo and supporting documentation constitutes a Tier 2 procurement waiver as follows:

Tier 2: Procurements of Services greater than 50,000 and higher.
Department Directors may request a waiver of competitive solicitation process for procurements of services greater than $50,000 and higher. Waivers in this threshold require completion of this waiver memo including all appropriate supporting documentation with submittal to and concurrence by the City’s Chief Procurement Officer prior to review and final approval by the City Manager’s Office. Concurrence and final approval in writing is required for this waiver to be effective. Waivers for expenditures totaling $500,000 or more, or for Sole Source or Piggyback purchases of $100,000 or more require Council approval.

Background
Users should consider each of the questions below and include responsive information in their memo. The completed memo does not need to re-state the questions in a "question & answer" format, or follow the same numbering convention shown below.

  1. Description:
    1. Provide a description of the service to be provided to the City.
  3. Rationale:
    1. What are the factors that make a solicitation difficult or unnecessary for this service? For example:
      1. Is a transition to a new vendor too costly?
      2. Is there a lack of competition in the marketplace?
      3. Are there time constraints that would not allow for a solicitation process?
    3. What would be the benefit(s) of foregoing a solicitaion process?
  5. Reason for Choosing the Selected Vendor:
    1. Provide the name of the current vendor, if any.
    2. How long has the current vendor been providing the services (if applicable)?
      1. Note such factors as familiarity and understanding of the environment, industry, scope of work, special circumstances, working relationsthip and
      2. Note such factors as special education, training, experience, and/or previous support.
    4. Are there factors such as standardization, compatibility and/or limited service provider sources to consider?
    5. Provide the name of the selected vendor (if different from the current vendor).
    6. How was this new or retained vendor selected?
      1. Was there a quote process?
      2. Was there an RFP in the past, if the current vendor is being retained?
      3. Might there be a future RFP to test the competitive market at a more appropriate time?
    8. Has there been negotiation with the vendor regarding terms or price?
      1. Is the City recieving a discount from the vendor's list price or market price? If yes, please specify.
  7. Spending and Term
    1. How much money has been spent with the current vendor for the service to date (if the current vendor is being retained)?
    2. How much money is anticipated to be spent with the new or retained vendor in the future?
    3. What is the anticipated term of the contract?
    4. Do you anticipate requiring City Council approval? If yes, when?
Please check that you agree before continuing.
I understand the requirements to complete this memo.
Signature HereClick to Sign
Signature HereDepartment Director Will Sign Here
Signature HereChief Procurement Officer Will Sign Here
Your Name Here
Chief Procurement Officer
12/15/2024
12/15/2024
Signature HereCity Manager's Office Will Sign Here
Your Name Here
12/15/2024

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