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Office of Procurement Services GOODS AND SERVICES SOLE SOURCE FORM This form is to be used when an agency believes an acquisition is a sole source 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 320 W. Lincoln I Phoenix, AZ 85003. Fax number: 602.2581573. The signed form must be retained in the purchasing file. DEPARTMENT NAME DEPARTMENT RX# Human Services Department Department Contact Contact Phone Number Bruce Liggett, Director +1(602) 506-0066 PROPOSED CONTRACT VENDOR NEED IDENTIFIED Date: Company: Lodestar Day Resource Center REQUESTED DELIVERY Address: 230 S. 12th Avenue Date: City, State: Phoenix, AZ ouOTED PRICE: 350,000 Zip/Postal Code: 85007 Phone: (602) 393-9930 Accounting String: Fax: Contact Name: David Bridge Material / Service Information Is this a Technology Procurement? ()Yes C) No . Over 400 homeless people sleep nightly in a County parking lot. CASS currently Needs Statement: operates the parking lot with funds provided by the State and County but will deplete Describe in detail the material or service to be procured and contracted funds by mid-May. There is an urgent need to ensure the health and safety how only it meets your needs, of the homeless people and avoid a dangerous situation by providing Indoor sleeping arrangements, engaging and assessing people and coordinating housing placements. Homeless people had previously only been provided asphalt to sleep on, no shade Features/Requirements: with security and police supervision in an overcrowded lot. Protection is needed from Identify the major features/capabilities that are required. What the summer heat and new service model is needed to reduce the number of homeless unique design/performance feature(s) make this material or individuals. A coordinated, regional approach is needed immediately to address the vendor the only one that can meet your requirements? Provide situation. LDRC, located on the Human Services Campus (HSC) in downtown Phoenix is a brief explanation as to why only these features or this vendor the only agency that provides all of the required components of a new service model: can meet your requirements. Identify the manufacturer/model operates the Welcome Center (intake), conducts client assessments, and makes or your existing equipment, service or system if applicable, referrals and placements to shelters and housing valley-wide. Working with another vendor was considered but rejected because no other provider has all the necessary components for the service model. LDRC has a facility on campus Competing BrandsNendors Investigated: and relationships with other HSC providers to utilize space for indoor overnight Did you consider other materials or vendors with similar accommodations. LDCR is the designated agency for Coordinated Assessments to capabilities? Indicate specific competitor's brands/models or homeless individuals. LDRC has established relationships with shelter and home vendors that were investigated and describe why they do not placement providers throughout the county and major public and private funders of meet your requirements. You need to state that- to the best of homeless services including the County, State, City of Phoenix and the Valley of the your knowledge- these are the only companies making this Sun United Way. material, equipment or providing this service. List sales representatives and their phone numbers so the Procurement Officer can contact them to verify that other materials, equipment or services do not meet your requirements. THIS PROCURMENT IS A SOLE SOURCE BECAUSE (attach additional page if needed): SEARCH MC1-349-A states: Any request by a Using Agency that a Procurement be restricted to one potential Contractor shall be accompanied by an explanation as to why no other would be suitable or acceptable to meet the need. The Using Agency requesting sole source Procurement shall provide written evidence to support a sole source determination. A requirement for a particular proprietary item does not alone justify a sole source Procurement if there is more than one potential Respondent for that item. A search was conducted consisting of: (check all that apply) RESULTS • Market research Ill Public notice given, list 0. no alternatives were identified • Other vendors contacted N Other • no alternatives were deemed acceptable because (explain below): Describe the search from above in detail: Maricopa County Human Services Department is part of a public and private Funders Collaborative which includes Maricopa County, the City of Phoenix, the Arizona Department of Housing and the non-profit Valley of the Sun United Way. The Collaborative is developing the short and long range plans to address homelessness in Maricopa County. Part of the plan includes the immediate response to people using the parking lot. The Collaborative has established the service model for a single point of intake at the Human Services Campus, standardized client assessments, emergency overnight indoor shelter for all homeless individuals (low or no demands) safe secure outdoor overflow arrangements and housing placements through other shelters and housing placement agencies. The Collaborative has determined that LDRC on the Human Services Campus is the only agency located in downtown Phoenix capable and willing to provide this complete model of services. Other agencies provide components of the model but no other agency provides all the necessary services at one location. The services to be provided by LDRC are an essential part of the overall solution to addressing homelessness in Maricopa County. PRICE The estimated cost of this Procurement is: 0 .. $100k (:)> $100k MC1 -348 States: The Board of Supervisors may Award a contract for a Commodity or Service without competition by the Board of Supervisors based on written documentation submitted by the Using Agency that there is only one source for the required Commodity or Service. Sole source Procurement shall be avoided, except when no reasonable alternative source exists. Price has been fairly and reasonably established by: fl Comparison to public sector contract pricing Comparison to previous comparable purchases El Discount off published catalog pricing from a different vendor • Market survey D Independent estimate Other, explain: Describe methodology and results (attach any written supporting data, e.g., survey or market analysis): The Human Services Department has extensive experience contracting for services for homeless and low income families including: Client Assessment, Case Management, Low Income Housing, Service Coordination, Housing Referrals and Placements, and Administrative costs. This experience, coupled with the Involvement and review by members of the Funders Collaborative, ensure that the price is reasonable. The LDRC will receive funding from both the County and Arizona Department of Housing. CONFLICT OF INTEREST STATEMENT The submitting department agrees that there is no real or potential conflict of interest in recommending this material or service as a sole source procurement. NOTE: If a real or potential conflict exists, contact the Procurement Officer listed on your Requisition. CERTIFICATIONS I certify: 1) I 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 sole source vendor is fair, reasonable, and provides the best value to Ma ricopa 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. Agency Head or Appointing Authorit ignature quired) Bruce Liggett April 17, 2015 /-"-- Printed Name ignature f 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. Recommended to BOS for approval. 15 e•NL...1% Pkrrn-ieceMa nal Signature Date