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Office of Procurement Services
GOODS AND SERVICES
COMPETITION IMPRACTICABLE FORM
This form is to be used when a department believes an acquisition is considered Competition Impracticable and the
acquisition dollar amount is above $5,000. The Chief Procurement Officer can approve purchases up to $100,000. Board of
Supervisors approval is required if the acquisition is over $100,000. This form must be submitted for approval to: Office of
Procurement Services I 320 W. Lincoln I Phoenix, AZ 85003. Fax number: 602.258.1573. The signed form must be retained
in the purchasing file.
DEPARTMENT NAME DEPARTMENT RX#
County School Superintendent
PROPOSED CONTRACT VENDOR NEED IDENTIFIED Date: Apr 11, 2019
Company: Tyler Technologies REQUESTED DELIVERY
Apr 11, 2019
Address: Date:
City, State: QUOTED PRICE: 1,771,000
Zip/Postal Code:
Phone: Accounting String: 100D3703720EMGT8012101001
Fax:
Contact Name: Marc Kuffner
DESCRIPTION OF GOODS OR SERVICES REQUIRED:
The estimated cost of this Procurement is: C_._ $1 00k (:)> $1 00k
Is this a Technology Procurement? ()Yes (F, No
Tyler provides MCSS the Visions product which is used to manage the statutory responsibility of Financial information for school district (RFP02094).
MCSS has statutory responsibifity for 38 School Districts In Malkopa County. 15-302 through 15-304 are the overarching statutes (or di County School Superintendent
15-302 Powers and Duties, including Maintain teacher and administrator certification records of effective dates and expiration dates of teachers` and administrators' certificates_
15-303. Apportionment of funds
15.304 Warrants; limitations; definition
1.The county school superintendent shall draw the county school superintendent's swrrant on the county treasurer broil necessary expenses against the xhool funds of the district.
2. The county school superintendent shall not draw a warrant for an expenditure from any school district fund except the maintenance and operation, capital outlay or adjacent ways fund or federal and state grant funds unless sufficient cash is available in the fund
according to the records of the county school superintendent.
This request is to continue until June 30.2024, the annual maintenance including updates for the School District Financial System that MCSS utilizes to perform Its statutory responsibility on the financial expenditures and revenues of School DigliCSS In Marleopo County
and comply with the law. MCSS already owns the software and must maintain the licensing for maintenance and updates. MCSS has built In customizations to the software that allow them to meet the statutory requirements_
COMPETITION IMPRACTICABLE CATEGORY (Check applicable box, attach documentation or provide explanation below.)
Maricopa County Procurement Code MC1-351 states: "Competition Impracticable" means an acquisition where, competition is
impractical because of standardization, warranty, or other factors as approved by the Board of Supervisors.
NOTE: The following are unlikely to be sufficient Competition Impracticable justifications:
• Personal or department preference for a product or vendor
• Department perception that the vendor is the best qualified (this should be determined through a competitive process)
• Lack of department planning resulting in limited time to conduct a competitive procurement
• Special incentive or deal offered (can be assessed in open and competitive solicitation)
• Department convenience
Software license renewals, additions, or upgrades available
(' Grant specified (supporting documents attached) c°7' from only one source
,...,,, Brand compatibility available from only one source (no other
C Mailing lists, subscriptions or media advertising
'-." distributors)
()Warranty voided if service provided by other contract vendor ('Other proprietary situation
(' Other (Provide written explanation below)
THIS IS A COMPETITION IMPRACTICABLE PROCUREMENT BECAUSE (attach additional page if needed):
This request is for the renewal of the annual maintenance for the School District Financial System that
MCSS utilizes to perform its statutory responsibility on the financial expenditures and revenues of
School Districts in Maricopa County and comply with the law. MCSS already owns the software and
must maintain the licensing for maintenance and updates. MCSS has built in customizations to the
software and is one of only two entities that Tyler Techonologies allows to manage a consortium with
support outside of Tyler's support.
SEARCH
A search was conducted consisting of: (check all that apply) RESULTS
fl Market research fl Public notice given, list 1111 no alternatives were identified
n Other vendors contacted fl Other ro„,,.1 no alternatives were deemed acceptable
because (explain below):
Describe the search from above in detail:
The current system (Visions) from Tyler Technologies is the school district GL. The original RFP set this up as a
partnership with 38 school districts who utilize the software which the MCSS owns, hosts and supports for
level 1 and level 2 requirements. In addition, the system we own is customized and support for MCSS is also
customized as Tyler handles all level 3 and critical support/maintenance issues. In order to use a different
system, it would require the collaboration of 38 school districts, OET and MCSS. It would also be costly. There
are some other systems that may be able to be used, but that would require training, new technology
platforms, conversion of data and the purchase price to buy a new software that we don't already own. The
software we currently own was also built specifically for Arizona School Finance. Alternative systems do not
offer the same documents needed for state reporting at this time.
PRICE
MC1-352-B states: The Using Agency requesting a Competition Impracticable Procurement shall provide written evidence
to support a Competition Impracticable determination containing an explanation of why the proposed procurement
process is advantageous to the County; and the scope, duration, and estimated total dollar value of the procurement.
Price has been fairly and reasonably established by: Ei Comparison to public sector contract pricing
Comparison to previous comparable purchases Discount off published catalog pricing
a from a different vendor 0 Market survey
1111 Independent estimate .0 Other, explain:
Describe methodology and results (attach any written supporting data, e.g., survey or market analysis):
The costs are based on the continuation of the RFP cost terms. The maintenance increases 5% per year. We are able to
mitigate the impact by paying for 5 years and 3 months in one lump sum, receiving a 5% discount for pre-payment. The
savings is $88,616 over the 5 years.
It would be costly and prohibitive for 38 school district to change vendors without an RFP. There would be training, new
technology platforms, conversion of data and the purchase price to buy a new software that we don't already own. In
order to obtain a new software system a REP would have to developed that identified MCSS and school district
requirements. Any responses would need to be evaluated including consideration of the cost of a new technology
platform, secure and accurate conversion of data, training and the purchase price of different software. The cost alone
for training over 600 people on a new system with new reports will be more than this maintenance renewal.
CERTIFICATIONS
I certify:
1) ! recognize that the Maricopa County Procurement Code requires the use of competitive solicitations unless
exempted by law. I have reviewed the information and materials relevant to this procurement of goods and services,
and am requesting approval of an exception to the competitive process for the reasons described;
2) the price to be paid to the proposed vendor is fair, reasonable, and provides the best value to Maricopa County; and
3) this request for an exception to the competitive solicitation process is not the result of inadequate advance planning
or for purposes of securing the services of a preferred vendor.
Department Head or Department Head Delegate Signature (Required)
Marc Kuffner Marc Kuffner DDalgtelt.a211y0 is9ig.on4e.di :VAia9723Ku_off7noeor . Apr 11,2019
Printed Name Signature Date
Office of Procurement Services
The CPO can approve procurements up to $100,000. This request is over $100,000 and must be submitted as an agenda
item to the Board of Supervisors for consideration.
IX Recommended to BOS for approval.
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Printed Name Signature j7 Date
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