ACCELA FY15 COMPETITION IMPRACTICABLE FORM.PDF

Office of Procurement Services
GOODS AND SERVICES
COMPETITION IMPRACTICABLE FORM
This form is to be used when an agency believes an acquisition Is a single 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: 602.258.1573. The signed form must be retained In the purchasing file.
DEPARTMENT NAME DEPARTMENT RX#
Regulatory Development Services Agencies
PROPOSED CONTRACT VENDOR NEED IDENTIFIED Date; 6/30/2015
Company: Accela Inc.
Address: 2633 Camino Ramon Suite 500 "QuE""EitymY Dgte: 6/30/2015
City, State: San Ramon CA Qum) NOCE: 2,205,237.29 .
21p/Postal Code: 94583
Phone: (925) 659-3200 Accounting String:
Fax: 6256593701
Contact Name: Contract Administrator
DESCRIPTION OF GOODS OR SERVICE REQUIRED:
The estimated cost of this Procurement Is: (--) $100k €..› $100k
Is this a Technology Procurement? 6F: Yes CrN CI
Annual maintenance for 5yrs@ $2,205,237.29
First-Term Annual Maintenance fees cover the maintenance period of June 30, 2015 toJune 29,2016 and are due on June 30,2015. $415,366.52
Second-Term Annual Maintenance fees cover the maintenance period of June 30,2016 toitine 29, 2017 and are due on June 30,2016. $427,827.52
Third-Terrri Annual Maintenance fees cover the maintenance period of June 30, 2017 to June 29,2018 and are due on June 30, 2017. $440,662.35
Fourth-Term Annual Maintenance fees cover the maintenance period ofJune 30, 2018 to June 29, 2019 and are due on June 30, 2019. $453,9132.22
Fifth-Term Annual Maintenance fees cover the maintenance period ofJune 30, 2019 to June 29,2010 and are due on June 30,2019. $467,498.68
SINGLE SOURCE CATEGORY (check applicable box, attach documentation or provide explanation below.)
Maricopa County Procurement Code MC -1-351 states; "Single source' means an acquisition where, competition is impractical because
of standardization, warranty, or other factors as approved by the Board of Supervisors.
NOM The followino are unlikely to be sufficient single source justifications:.
. Personal or agency prefence for a product or vendor
• Agency perception that the vendor Is the best qualified (this should be determined through a competitive process)
• Lack of agency planning resulting in limited time to conduct a competitive procurement
• Special incentive or deal offered (can be assessed In open and competitive solicitation)
• Agency convenience .
Software license renewals, additions, or upgrades available
°Grant specified (supporting documents attached) C.I) from only one source
,....„ Brand compatibility available from only one source (no other
0 Mailing lists, subscriptions or media advertising " distributors)
()Warranty voided if service provided by other contract vendor 0 Other proprietary situation
()Other (Provide written explanation below)

THIS PROCURMENT IS A SINGLE SOURCE BECAUSE (attach additional page if needed):
Procurement Is for the support of the proprietary software system from Accela Inc. They hold the
source code to the system and provide the support, maintenance, upgrades to the existing system,
SEARCH
A search was conducted consisting of: (check all that apply) RESULTS
D Market research • Public notice given, list Ei no alternatives were identified
0 Other vendors contacted El Other no alternatives were deemed acceptable
• because (explain below):
Describe the search from above in detail:
Search was not conducted because no other software company has access to the proprietary
software.
PRICE
MC1-352-B states; The Using Agency re questing 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: ri Comparison to public sector contract pricing
1—i Comparison to previous comparable purchases D Discount off published catalo g pricing
" from a different vendor 111 Market survey
D Independent estimate N Other, explain:
Describe methodology and results (attach any written supporting data, e.g., survey or market analysis):
Discount rates were negotiated based on a 5 year commitment.

CERTIFICATIONS
I certifyr
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 single source 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.
Agency Head or Agency Head Delegate Signature (Required)
Printed Name Name SQ4 Date
Office of Procurement Services
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es, ro ft " Pr/ rg,,. c.,0. si,
0 Not Approved, Reasoning;
.
.--"-- 1 10 I-4A 111
Printed Name ,1711.1 re Date
Office of Enterprise Technology (This procurement is classified as a technology procurement and must be
forwarded to OETfor coordination and/or approval, If this procurement request Is not approved by OET, the form will be
returned to the requestor.)
,,,, Approved. Recommended purchase is in line with Maricopa County's strategic technology plan or currently Installed
--16-1 equipment or service, and is considered to be a sole source procurement.
• Not Approved. Reasoning:
. —
Printed Name S n: A a re Date