Sole-source justification: Q-Ality Sound

Why Q-Ality Sound was chosen for sound, stage and lighting without competitive bidding, and how that choice is checked.

Status: Draft for board approval. The board approves a written sole-source memo, voted on only by directors with no tie to Q-Ality, before the first event. This is on the launch checklist.

Why one vendor, without bidding

Q-Ality Sound provides sound, stage and lighting only. It was chosen without competitive bidding because:

1. Equipment: it owns a complete sound, stage and lighting system suited to an outdoor youth program at Rainbow Beach Park.
2. Skills: it has experience with live sound, stage setup and outdoor production.
3. Track record: it has done this work for Ras Tafari Inc. and partner events (dates are added to the memo).
4. Compatibility: the Lab's donated DJ controllers connect to its system without adapters or new gear.
5. Timing and cost: bidding would delay the program and is unlikely to lower the total cost for the same scope.

How the choice is kept honest

• A written memo records whether Q-Ality is paid, donating, or both; the amount and funding source; how the price was checked (published rates, comparison quotes or prior invoices); and any relationship between Q-Ality and anyone covered by the conflict of interest policy. "None" is a valid answer and must be written.
• Only directors with no tie to Q-Ality vote on it. Recusals are recorded in the minutes.
• No exclusivity. Approval doesn't make Q-Ality the permanent vendor for other programs or events.
• Re-review every 24 months, whenever annual payments pass the amount the board sets, and whenever a new program part is added. Each re-review either renews the memo or opens the work to competing quotes.

The full terms are in the Q-Ality Sound vendor and equipment agreement, section 2, and the memo form is Appendix B of the conflict of interest policy.