MCEDSOLE SOURCE FORM.PDF

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 Phoenix, AZ 85003. Fax number: 602.258.1573. The signed form must be retained in the purchasing file.
DEPARTMENT NAME DEPARTMENT RX#
Education Service Agency
Department Contact Contact Phone Number
Marc Kuffner 506.2068
PROPOSED CONTRACT VENDOR
NEED IDENTIFIED Date: Apr 3,2014
Company: Tyler Technologies, Inc.
REQUESTED DELIVERY Apr 9, 2014
Address: Date:
City, State: QUOTED PRICE: 963,000
Zip/Postal Code:
Phone: Accounting String: 100-370-3720-emgt-801-00-0000
Fax:
Contact Name:
Material / Service Information
Is this a Technology Procurement? (-Wes (F)No
Renewal of the Maintenance Agreement to maintain our Visions Financial System
Needs Statement: which allows MCESA to provide it's mandates relating to school district finance.
Describe in detail the material or service to be procured and
how only it meets your needs,
Features/Requirements:
Identify the major features/capabilities that are required. What
unique design/performance feature(s) make this material or
vendor the only one that can meet your requirements? Provide
a brief explanation as to why only these features or this vendor
can meet your requirements. Identify the manufacturer/model
or your existing equipment, service or system if applicable.
Competing BrandsNendors Investigated:
Did you consider other materials or vendors with similar
capabilities? Indicate specific competitor's brands/models or
vendors that were investigated and describe why they do not
meet your requirements. You need to state that - to the best of
your knowledge - these are the only companies making this
material, equipment or providing this service. List sales
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):
The current system is utilized by 30 school districts in Maricopa County. MCESA has had this software for the past 10 years, This Sole Source is a renewal
of the existing Sole Source. The software is customized to meet our statutory requirements.
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
III Market research E Public notice given, list D no alternatives were identified
a
fl Other vendors contacted E Other no alternatives were deemed acceptable
because (explain below):
Describe the search from above in detail:
The current system is utilized by 30 school districts in Maricopa County. MCESA has had this software for the past 10 years. This Sole Source is a renewal
of the existing Sole Source. The software is customized to meet our statutory requirements.
PRICE
The estimated cost of this Procurement is: () $100k q.> $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: 17 Comparison to public sector contract pricing
r-i Comparison to previous comparable purchases 1111 Discount off published catalog pricing
I-1 from a different vendor 0 Market survey
0 Independent estimate F2 Other, explain:
Describe methodology and results (attach any written supporting data, e.g., survey or market analysis):
The cost is a continuation of the inflater based on the original contract REP response in 2002. In addition, we receive a 5% discount for paying the 5 year
maintenance payment rather than annual payments,

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 (Required)
Marc Kuffner Marc Kuffn e rF.,-ME:+:=7_,.7_., Apr 3, 2014
..2019.101 I Itii10 ,7707
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.
El Recommended to BOS for approval.
Wesley W. Baysinger 1,VcryWedlyl.e/1V.1,1.7+
ilsc2310.04.61.17.247-07
Printed Name Signature Date
Email