5-TRI-BAR S.A. Sole Source Justification 20260813.pdf

Sole Source Justification Application

Rev. 9/2025

C I T Y C O L L E G E S O F C H I C A G O

Sole Source Justification Application

Why are you requesting a Sole Source Waiver?

☐Only one known source that can provide the commodity or service. Procurement of public utility services.

☐Compatibility (e.g. CCC requires a specific piece of equipment to be compatible with an existing equipment system).

☐Public safety concerns.

☐Limited or proprietary systems (i.e. additional licenses, updates, specialized replacement parts, etc.).

☐A professional expert is requested.

☐Sales territories or product availability within limited geographic boundaries.

☐Other _______________________________________________________

If your request does not meet any of these criteria, STOP, consult with Procurement services to identify an alternative procurement method.

Name of requestor:

Department/School:

Project title:

Email address:

Contract or Board Report number:

Vendor:

Value of initial term, or if a renewal, value of this renewal $:

(Attach the proposal received)

Number of potential/remaining renewals:

Length of each renewal in months:

Value of all/remaining renewals:$

Actual Estimated

Choose one of the following:

New Sole Source Sole Source renewal Change Order or Amendment to an existing Sole Source

Provide a description of the supplies or services required

Donnetta Ramsey dramsey@ccc.edu

Malcolm X College

MXC Study Abroad Program Panama City Panama 2027 TRI-BAR S.A (dba) Step by Step

84,025.00

Provide educational programming, housing, food, transportation, guidance and support in 1 country in the continent of North America. Specifically, Panama City and Colon, Panama traveling Apr 8, to Apr 17, 2027.

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Select the type of funding to be used: Educational Funds Capital Funds Grant Funds

Other (Explain):

This purchase is economically only available from a single source because it is:

Art or Entertainment Services or Athletic Events Compatibility with existing/current equipment, accessories, replacement parts or service Critical changes to the existing contract are necessary and best accomplished by the original contract holder Federal/CCC Grant requires contract with specific vendor

(attach Grant Award Agreement) Item is copyrighted or patented and the item is only available from the holder

Copyright or Patent Number(s):

Items are needed for trial use or testing

Media for advertising

Organization memberships (Dues, fees, conference charges including mandated travel and related expenses)

Public utility regulated services

Radio and television broadcast rights software license/ upgrade/maintenance

Other (Explain):

Has CCC purchased these supplies/services in the past? Yes No

If yes, STARTING WITH THE MOST RECENT CONTRACT AND WORKING BACKWARD, for the entire relationship with this vendor for this supply or service, list each term, value, short description and type of procurement of each:

Term Term From: Term To: Value Description Vendor Selection

One Two

Three Four Five Six

Seven Eight Nine Ten

If more than 10 years, explain:

Provide educational programming, housing, food, transportation, guidance and support to 1 country in North America. Specifically, Panama City and Colon Panama traveling Feb 8, to Feb 21, 2027.

N/A

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Business Rationale

1. Provide a detailed explanation of the need for the supplies or services:

2. What are the unique features of the supplies or services that are not available in any other product or by any other vendor?

Provide specific, quantifiable factors/qualifications:

3. If professional services, what are the unique qualifications the vendor possess?

Provide specific. measureable factors/qualifications:

4. Were alternative supplies or services evaluated? Yes No

a. If yes, what were they and why were they unacceptable? If no, why were alternatives not evaluated? Please be specific with regard to features, characteristics, requirements, capabilities and compatibility:

5. What efforts were made to get the best possible price?

TRI-BAR S.A will provide serves including program planning, hotel accommodations, ground transportation, educational and cultural activities, guided excursions, local supplier coordination, logistical management, on-site assistance, participant support, emergency assistance, and complete program execution. These services must be coordinated and delivered locally in Panama to ensure seamless execution of educational and cultural programming for students and faculty. Step by Step Travel Panama serves as a single point of responsibility for all aspects of the program, ensuring operational efficiency, participant safety, and successful fulfillment of the academic objectives.

TRI-BAR S.A. provides a fully integrated destination management solution that combines accommodations, transportation, educational visits, cultural experiences, excursions, supplier coordination, on-site supervision, emergency support, and participant services under one centralized management structure. The company maintains operational offices in both Panama City and Chirqui, has an extensive network of established local partners throughout Panama, and possesses specialized local expertise regarding Panama's geography, culture, educational resources, and tourism infrastructure. This combination of licensed operations, local partnerships, destination knowledge, and single-source accountability provides a unique solution that cannot be readily replicated without impacting program continuity, coordination, efficiency and quality.

TRI-BAR S.A. is fully licensed and authorized by the Panama Tourism Authority (ATP) under Tourism License No 751-AV. More than 20 years of combined leadership and management experience in destination management, hospitality, tourism operations, educational travel and international group logistics. Operational presence in both Panama City and Chiriqui, enabling nationwide service delivery and support. Extensive network of vetted local hotels, transportation providers, cultural organizations, educational institutions, guides and tourism suppliers throughout Panama.

Alternative options were considered by reviewing the scope of services and supplier requirements associated with the program.

However, the services must be performed on-site in Panama and require coordination among local hotels, transportation providers, cultural organizations, educational institutions, guides, and other tourism-related suppliers operating under Panamanian laws and regulations. Alternative providers were deemed unacceptable because they lacked the same combination of local operational infrastructure, established supplier relationships, destination expertise, integrated management capabilities, and single point accountability necessary for successful delivery of this specialized academic program. Utilizing multiple vendors would increase logistical complexity and could negatively impact continuity, service quality, and participant experience.

Efforts were made to obtain the best possible price by working closely with TRI-BAR S.A. to develop an academic program that met the educational needs of the MXC Study Abroad Program while keeping costs as low as possible.

The proposed pricing was reviewed and evaluated based on the scope of services provided, prior experience with similar programs and current market conditions. Based on comprehensive serves included, the price is considered highly completive and reqresents excellent value, particularly given that TRI-BAR S.A. is providign services for two chaperones at no additional cost for the Panama trip.

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6. Will this purchase obligate the CCC to this vendor for future purchases such as maintenance, licensing or continuing needs? Yes No If yes, please provide details regarding future obligations and/or needs:

7. Why is the price for this purchase considered to be fair and reasonable?

8. If this is a renewal, describe why circumstances are such that competitive selection is still not an alternative since awarding the original contract:

9. What will be the financial or other impact to CCC if this sole source is not approved and a competitive solicitation is required?

Department/College Representative Signature Required I know and understand the contents of this Sole Source /Bid Waiver Justification and attest that all statements are true and correct.

Department/College Representative Signature Printed Name Date

Department/College Representative Signature Printed Name Date

VC/ College President Signature

Procurement Approval and Signature

Printed Name Date

Printed Name Date

The price is fair and reasonable because TRi-BAR S.A. provides a complete, integrated destination management solution that includes accommodations, transportation, educational and cultural activities, local coordination, on-site support and program management under a single contract. The vendor's established network of local suppliers, extensive experience, and in-country operational presence enable it to secure competitive pricing while ensuring efficient coordination, quality service, and successful execution of the academic program.

N/A

Donnetta Ramsey Digitally signed by Donnetta Ramsey Date: 2026.08.03 13:03:04 -05'00' Donnetta Ramsey

Tiffany Dixon Digitally signed by Tiffany Dixon Date: 2026.08.03 23:58:59 -05'00'

David A. Sanders 08/13/2026

Tiffany Dixon 8/3/26

David A. Sanders Digitally signed by David A.

Sanders Date: 2026.08.13 10:57:55 -05'00'

Failure to approve the sole source request could delay program planning and implementation, potentially jeopardizing the scheduled academic travel experience. A competitive solicitation process may not identify another provider with the same licensed status, local operational infrastructure, established supplier network, destination expertise and integrated management capabilities within Panama. Replacing the vendor could result in increased administrative burden, fragmented service delivery, higher coordination costs, logistical disruptions, delays associated with a competitive procurement process could affect reservations, accommodations, transportation arrangements, and access to educational and cultural activities, potentially increasing overall project costs and compromising the educational objectives of the program.

Angela Arrington-Jones 8/24/2026 | 11:53:16 AM CDT