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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: 602.258.1573. 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: Central Arizona Shelter Services (CASS) REQUESTED DEUVERY Address: 2305. 12th Avenue Date: City, State; Phoenix QUOTED PRICE: Zip/Postal Code: 85007 Phone: (602) 631-2600 Accounting String: Fax: (602) 631-2599 Contact Name; Mark Holleran Material / Service information Is this a Technology Procurement? n Yes () No CASS provides shelter services and support services for homeless person and families Needs Statement: from Nlaricopa County. The shelter is open seven (7) days a week, twenty-four (24) hours per days including holidays and located in downtown Phoenix. CASS also Describe in detail the material or service to be procured and how only it meets your needs, operates the Men's Overflow Shelter (MOS) for single adult males. It is essential to continue to provide shelter homeless individuals and that the MOS be phased out The County has had long standing relationship with CASS and has provided funding Features/Requirements: assistance to CASS and the MOS since 2003. The County has become aware that the Identify the major features/capabilities that are required. What MOS must be closed, Since CASS operates the MOS it is reasonable and necessary that unique design/performance feature(s) make this material or this organization complete the steps to close the building. Timing is of the essence; a vendor the only one that can meet your requirements? Provide new operator is impractical and delays the facility closure. The County is confident that a brief explanation as to why only these features or this vendor CASS can continue to provide shelter and meet the closure date goal of March 31, can meet your requirements. Identify the manufacturer/model 2015. CASS will provide a final list of individuals at the fv1OS and not allow any new or your existing equipment service or system if applicable. intakes into the facility. The CASS shelter will assist with MOS placements. There are other homeless service providers that serve the same population however, CASS currently provides shelter to hundreds of individuals and supports the additional Competing BrandsNendors Investigated: purpose of the scope of work by closing the MOS. Working with another organization Did you consider other materials or vendors with similar was considered but impractical because the County has a the lease agreement is in capabilities? indicate specific competitor's brands/models or place with CASS to operate the MOS and supports the shelter in other ways. The MOS vendors that were investigated and describe why they do not closure will need to be coordinated with the operator of the building (CASS), meet your requirements. You need to state that- to the best of Therefore, no other vendors can be considered because of the existing lease is with your knowledge - these are the only companies making this CASS and the urgency of MOS closure. CASS has the capability and resources to assist material, equipment or providing this service. List sales in the successful closure of the MOS. 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): Continuing to serve homeless individuals at the CASS shelter and closing the MOS in coordination with CASS is important to the County, and will be completed expeditiously. The County will work closely with CASS in a collaborative and coordinated effort with the City of Phoenix, DES, ADOH, and the County's Human Services Dept. The regional coordinated approach must be done through the current operator of the facility (CASS) and not by another proposed bidder, to operate programs that are being phased out and closely linked to the ongoing shelter services. It is important to note, that the County will separately procure housing placement services to assist in closing the MOS. However, CASS will continue to need ongoing operational funding from the County for the CASS shelter to assist in this endeavor and to operate the MOS until closed. CASS staff, with assistance with the above mentioned fun ders, will assist in the facilitation of moving people from the inadequate MOS building operated by CASS into stable housing in the community. CASS will be able to provide the list of homeless individuals at MOS at a point In time and the housing placement service provider will provide rental assistance and support services for individuals affected by this move. Any individuals that can be absorbed into CASS will be provided the opportunity until all housing placements are conducted. CASS will continue to operate CASS in the building located on the Human Services Campus that houses over 400 homeless men and women each night and over 4,100 people annually after the MOS Is closed. The County intends to provide up to $750,000 to CASS for operational funding for shelter and funds necessary to operate and to close the MOS. 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 E Market research D Public notice given, list III no alternatives were identified ,-, no alternatives were deemed acceptable 0 Other vendors contacted fl Other I—I because (explain below): Describe the search from above in detail: PRICE • The estimated cost of this Procurement is: ri __ $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: D Comparison to public sector contract pricing Comparison to previous comparable purchases El Discount off published catalog pricing • from a different vendor n Market survey N Independent estimate D Other, explain: Describe methodology and results (attach any written supporting data, e.g., survey or market analysis): A independent estimate was conducted and is provided in the attachment. 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 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 Appointing Authority Signature (R;•uired) IL i ,/ Bruce Liggett, Director f/ Aug 15, 2014 Aiu."-61— 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. Ir-Recommended to BOS for approval. Printed e Signature Date