201409041713.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 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#
Maricopa County Sheriffs Office -Technology Bureau
PROPOSED CONTRACT VENDOR NEED IDENTIFIED Date: 7/1/2014
Company: IBM — Vendor ID 2011002140 REQUESTED DELIVERY
Address: 2929 N Central Ave Date: 7/1/2014
City, State: Phoenix, AZ QUOTED PRICE: 700,000
Zip/Postal Code: 85012
Phone: (512) 857-9387 Accounting String: 251 501 5081 i_NK3
Fax: Greg Henderson - 602-614-5179 (Software)
Contact Name: Harrison Schultz -480-832-1468 (Services)
DESCRIPTION OF GOODS OR SERVICE REQUIRED:
The estimated cost of this Procurement is: r 5 $ 100k (r• > $100k
Is this a Technology Procurement? (:, Yes C No
Annual support for CopLink software and services for 5 years - 13149-CI, expires 9/30/2019.
Note: Quoted Price above is for 5 years of maintenance and planned additional data interface
development: MCSO systems (New RMS, New1MS, Visitation, Property & Evidence) to CopLink.
SINGLE SOURCE CATEGORY (Check applicable box, attach documentation or provide explanation below.)
Maricopa County Procurement Code MC1-351 states: "Single source" means an acquisition where, competition is impractical because
of standardization, warranty, or other factors as approved by the Board of Supervisors.
NOTE: The following are unlikely to be sufficient single source justifications:
• Personal or agency preference 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 solidtation)
• Agency convenience
4,. Software license renewals, additions, or upgrades available
C Grant specified (supporting documents attached) from only one source
c, Brand compatibility available from only one source (no other
C. Mailing lists, subscriptions or media advertising
' distributors)
C Warranty voided if service provided by other contract vendor C Other proprietary situation
C Other (Provide written explanation below)

THIS PROCURMENT IS A SINGLE SOURCE BECAUSE (attach additional page if needed):
CopLink is proprietary software, and only IBM can provide support. Services support for data source
implementations (typically an RMS that feeds data to the MCSO CopLink node server) is also
proprietary.
SEARCH
A search was conducted consisting of (check all that apply) RESULTS
fl Market research D Public notice given, list • no alternatives were identified
Other vendors contacted • Other no alternatives were deemed acceptable
because (explain below):
Describe the search from above in detail:
N/A
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: 0 Comparison to public sector contract pricing
Comparison to previous comparable purchases 0 Discount off published catalog pricing
o
from a different vendor III Market survey
o Independent estimate • Other, explain:
Describe methodology and results (attach any written supporting data, e.g., survey or market analysis):
Under the current sole source contract with IBM, Maricopa County is charged 13% of original cost of
the software or data source implementation for annual support. Most software vendors charge
15%-20% of the original investment, and some vendors also escalate annual fees by 5-10% each
subsequent year.
http://erp.ittoolbox.com/groups/vendor-selection/erp-selectitypical-annual-maintenance-
cost-207912

CERTIFICATIONS
I certify:
1) I recognize that the Maricopa County Procurement Code re quires 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 sin gle 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 inade quate advance plannin g
or for purposes of securin g the services of a preferred vendor.
Agency Head or Agency Head Delegate Signature (Required)
Shelly Bunn, Deputy Chief Sep 3,2014
Printed Name Si nature Date
Office of Procurement Services
The CPO can approve procurements up to $100,000. This re quest is over $100,000 and must be submitted as an a genda
item to the Board of Supervisors for consideration.
Recommended to BOS for approval.
/0 1(
7
Prirat me .4*'\ nature Dat
Office of Enterprise Technology (This procurement is classified as a technolo gy procurement and must be
forwarded to OET for coordination and/or approval. If this procurement re quest is not approved by OET, the form will be
returned to the requestor.)
rel Approved. Recommended purchase is in line with Maricopa County's strategic technology plan or currently installed
N. equipment or service, and is considered to be a sole source procurement.
Not Approved. Reasoning:
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Printed NanIje rim i nature / Date
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