OETSIGNED COMPETITION IMPRACTICABLE PROCUREMENT DATABANK.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 1 Phoenix, AZ 85003. Fax number: 602.258.1573. The signed form must be retained in the purchasing file.
DEPARTMENT NAME DEPARTMENT RX#
Office of Enterprise Technology
PROPOSED CONTRACT VENDOR
NEED IDENTIFIED Date:
Company: Databank
REQUESTED DELIVERY
Address: 3520 N. 16th St. Date:
City, State: Phoenix QUOTED PRICE:
Zip/Postal Code: 85016
Phone: (602) 263-9432 Accounting String:
Fax:
Contact Name: It5Th1htinii.i iipi_.
DESCRIPTION OF GOODS OR SERVICE REQUIRED:
The estimated cost of this Procurement is: r .. $100k CaI > $100k
Is this a Technology Procurement? (": Yes C No
OnBase Electronic Document Management System (EDMS) software is used by multiple Maricopa
County agencies to conduct critical business functions and to automate manual processes. County
agencies frequently require the purchase of additional OnBase software and professional services to
aid in the development and implementation of OnBase EDMS and workflow solutions.
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 solicitation)
• Agency convenience
r Grant specified (supporting documents attached) Software license renewals, additions, or upgrades available
from only one source
C' Mailing lists, subscriptions or media advertising C Brand compatibility available from only one source (no other
distributors)
C' Warranty voided if service provided by other contract vendor r Other proprietary situation
C Other (Provide written explanation below)

THIS PROCURMENT IS A SINGLE SOURCE BECAUSE (attach additional page if needed):
Databank is the only licensed OnBase re-seller in the state of Arizona with local technical support and
professional service resources. Maricopa County frequently requires local technical support and
professional services for OnBase software implementations and support.
SEARCH
A search was conducted consisting of: (check all that apply) RESULTS
Fl Market research E Public notice given, list E no alternatives were identified
E Other vendors contacted Z Other /5] no alternatives were deemed acceptable
because (explain below):
Describe the search from above in detail:
The Maricopa County Office of Procurement Services and Office of Enterprise Technology have had
multiple communications with Hyland Software representatives to discuss the establishment of a
purchase agreement for OnBase Software and professional services.
The Maricopa County Office of Procurement Services has communicated with Pinal County and the
Town of Gilbert procurement offices to research details of their established purchase agreements
with Databank for the purchase of OnBase licensing, maintenance and professional services. This
research aligns with Hyland Software statements regarding established public sector pricing and
matches the discounted pricing structure that Maricopa County has utilized for over 8 years.
PRICE
MC1-352.-B states: The Using Agency requesting a Competition Impracticable Procurement shall provide written evidence
to support a Competition Impracticable determination conta ning 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: E] Comparison to public sector contract pricing
1_1 Comparison to previous comparable purchases 11 Discount off published catalog pricing
1.--I from a different vendor E Market survey
Fj Independent estimate E Other, explain:
Describe methodology and results (attach any written supporting data, e.g., survey or market analysis):
Research concluded that other public entities including the Arizona Supreme Court, Pinal County and
Town of Gilbert receive the same discounted contract pricing for OnBase software and professional
services. Hyland Software Inc. extends Government Software Alliance (GSA) discounted pricing to
public entities. Maricopa County is able to purchase OnBase software and professional services at the
same discounted price as other public entities.

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 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 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 )o the Board of Supervisors for consideration.
Recommended to BOS for approval.
‘104.......7 6(4
Printed Name ' ature Date
Office of Enterprise Technology (This procurement is classified as a technology procurement and must be
forwarded to OET for 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
46-i equipment or service, and is considered to be a sole source procurement.
D Not Approved. Reasoning:
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Printed Name tgnature Date
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