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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 $50,000. Board of Supervisors approval is required if the acquisition is over $50,000. 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# Clerk of the Board of Supervisors Department Contact Contact Phone Number Connie Copeland and Amy Willis (602) 372-1505 +1(602) 506-7069 PROPOSED CONTRACT VENDOR NEED IDENTIFIED , Company: SIRE Technologies, a Division of Hyland Software, Inc. Date: gt) Address: 28500 Clemens Road REQUESTED DELIVERY Date: City, State: Westlake, OH Zip/Postal Code: 44145 QUOTED PRICE: Phone: (000) 000-0000 Fax: fZ4‘ . ' eo.r IP '>. ervu Contact Name: Kris Painter Material/ Service Information Is this a Technology Procurement? (: Yes C No Our Agenda Management System (including agenda, minutes and archives) and our Needs Statement: EDMS systems are both SIRE (Hyland) products and are serviced by them. It is all proprietary software and there are no third party support providers so we would need Describe in detail the material or service to be procured and this company to provide ongoing support and maintenance. how only it meets your needs, Our programs are Agenda Plus, Minutes Plus, Agenda to Go and FileCenter. These Features/Requirements: programs collect agenda items from all departments, compile the agenda, track Identify the major features/capabilities that are required. What agenda items, prepare the framework for the minutes, and archive all agenda items unique design/performance feature(s) make this material or and supporting documentation and minutes in a searchable database. The FileCenter vendor the only one that can meet your requirements? Provide component is our EDMS system where Clerk's records are scanned and indexed a brief explanation as to why only these features or this vendor allowing us to get rid of many paper documents and use electronic records instead. can meet your requirements. Identify the manufacturer/model or your existing equipment, service or system if applicable. There are a number of other companies marketing Agenda/Minutes/and EDMS systems. However, a change-over to any of the other systems on the market would Competing BrandsNendors Investigated: require the initial purchase and implementation of their products. Maricopa County's Did you consider other materials or vendors with similar agenda/minutes/records systems are more complex than many of the other programs capabilities? Indicate specific competitor's brands/models or are able to accommodate. The SIRE/Hyland products have already been customized to vendors that were investigated and describe why they do not Maricopa County's needs. A project in process at the time is a customization of the meet your requirements. You need to state that - to the best of Agenda forms to simplify the process for all County departments. Implementation of a your knowledge - these are the only companies making this new application would be significantly more expensive than purchasing support for material, equipment or providing this service. List sales the current application. 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): No other vendor can provide service or improvements to this software. The Clerk's Office relies on the Agenda Management and EDMS systems for over 60% of the work in the office. The Agenda management system is used county-wide by every department who needs some type of authorization from the Board of Supervisors(BOS) by submitting items for their consideration. The system allows for legal, budgetary and other reviews as the items move forward to the Board. The system also contains functionality for minutes for BOS meetings. Minutes are a state mandate and this program provides a systematic archive feature as well as the ability to publish both the agendas and the minutes to the web (another state mandate). The entire program is working well and an updated, customized feature involving the agenda input forms is nearing completion. This update is designed to streamline several of the steps in the agenda input and routing process, further reducing the time it takes departments to get their requests before the BOS. 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 Z Public notice given, list Z no alternatives were identified [1] Other vendors contacted E] Other no alternatives were deemed acceptable because (explain below): Describe the search from above in detail: The Office of Procurement Services has advertised this sole source and no other vendor has come forward, to date, that can service or maintain this system to meet the needs of the County. PRICE The estimated cost of this Procurement is: C $50k 6: > $50k 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: Il Comparison to public sector contract pricing Comparison to previous comparable purchases E Discount off published catalog pricing from a different vendor LI Market survey • Independent estimate 0 Other, explain: Describe methodology and results (attach any written supporting data, e.g., survey or market analysis): Cost estimates are taken from the current contract pricing structure and have been adjusted upwards by 3 percent per year over the life of the 5-year sole source contract. An additional $100,000 was added to provide contract authority for unanticipated system upgrades and modifications. Total expected cost is $1,533,000. 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 Agency Head Delegate Signature (Required) Fran McCarroll Printed Name Signature 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 OFT, the form will be returned to the requestor.) Approved. Recommended purchase is in line with Maricopa County's strategic technology plan or currently installed equipment or service, and is considered to be a sole source procurement. Not Approved. Reasoning: Printed Name Signature Date Office of Procurement Services The CPO can approve procurements up to $50,000. This request is over $50,000 and must be submitted as an agenc>-item to the Board of Supervisors for consideration. Recommended to BOS for approval.