CONTRACT RE HEALTHY HABITS DATE BOOKS WITH SCHOOL DATEBOOKS INC.PDF

Office of Procurement Services
GOODS AND SERVICES
SOLE SOURCE FORM
This form 15 to be used when an agency believes an acquisition is a sole source and the acquisition dollar amount 15 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 320 W.
Lincoln f Phoenix, AZ 85003. Fax number: 602.258.1573. The signed form must be retained in the purchasing fife,
DEPARTMENT NAME DEPARTMENT RXit
,Office of Nutrition and Physical Activity 8658
Department Contact Contact Phone Number
Christine Hicks +1 (602) 506-9322
- PROPOSED CONTRACT VENDOR NEED IDENTIFIED ;4
Date: Apr 2014
Company: School Datebooks
Address: 2880 U.S Hwy 231 South Sute zoo REQUESTED Aug 15,2014
DELIVERY Date:
City, State: Lafayette, IN
Zip/Postal Code: 47909-2874 QUOTED PRICE: 2.9
Phone: 00) 000-0000
Fax: 765-471-8874
Contact Name: Todd Neu
Material / Service information .
i5 this a Technology Procurement? C,Yes ("'. No
ONPA has a SNAP-Ed grant through the USDA, Our grant required 1 1
Needs Statement: our material to meet certain nutrition standards. Their Healthy Habits !
Describe In detail the material or service to be procured and date book planners are the only planners that meet the grant
how only it meets your needs.
requirements based on 2010 Dietary Guidelines.
The Choosing Healthy Habits date-book planners include educationa l
Features/Requirements: activities & materials based on the National Health Education
identity the major features/capabilities that are required, What
unique design/performance feature(sl make this material or Standards, the USDA Dietary Guidelines for Americans 2010, the
vendor the only one that can meet your requirements? Provide Institute of Medicine Nutrition Standards for Foods in schools 2007,
a brief explanation as to why only these features or (his vendor US Dept of Health & Human Service Physical Activity Guidelines for
can meet your requirements. Identify the manufacturer/model Americans 2008, These are the only USDA SNAP -Ed grant approved
or your existing equipment, service or system if applicable.
health date-book planners to meet mandated wellness policy criteria.
Competing BrandsNendors investigated:
Did you consider other materials or vendors with similar To the best of my know and per the Arizona Department of Health
capabilities? Indicate specific competitor's brands/models or Services, Bureau of Nutrition and Physical Activity, the Healthy Habits 1
vendors that were investigated and describe why they do not school date-book planners are the only approved SNAP-Ed school I
meet your requirements. You need to state that - to the best of planners that meet all the requirements listed above specific for our I
your iowledge - these are the only companies making this i
material, equipment or providing this service. List sales grant specifications and the requirements of the Healthy Hunger Free '
representatives and their phone numbers se the Procurement Kids Act Local Wellness Policy for schools that participate in the
Officer can contact them to verify that other materials, National School Lunch Program.
equipment or services do not meet your requirements.

THIS PROCURMENT IS A SOLE SOURCE BECAUSE (attach additional page if needed):
This is a sole source procurement because School Datebooks .is the only company that produces a Choosing Healthy
Habits with educational activities and 'materials that are based on National Health Education Standards, the USDA Dietary
Guidelines for Americans 2010, the Institute of Medicine Nutrition Standards for Foods in Schools 2007, US Department of
Health and Human Service Physical Activity Guidelines for Americans 2008. The Choosing Healthy Habits date-book
planners meet the mandated Local Wellness Policy required by schools that participatein the National School Lunch
Program to set goals for nutrition education, physical activity and either activities to promote Students wellness and
nutrition promotion. To the best of my knowledge and the knowledge of our grantor (the Arizona Department of Health
Services) there is not another school date-book planner company that meets all the requirements specific for our USDA
grant.
_
SEARCH
Anci-345-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
IProcurement shall provide written evidence to support a sole source determination. A requirement for a particular proprietary item does
not aVone 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) i RESULTS
0 Market research 0 Public notice given, list pl no alternatives were identified
0 Other vendors contacted E Other j no alternatives were deemed acceptable
• because (explain below):
Describe the search from above in detail:
, The Choosing Healthy Habits is trademarked by School Datebooks, inc. and no other distributor has been identified.
PRICE
._....
The estimated cost of this Procurement is: r ...c. $50k (67..> $50k
MC1-347 States: The Chief Procurement Officer may make the determination that the sole source method set forth in
MC1-349 shall be used if a Commodity or Service is available from only one vendor, and the purchase is estimated to Cost
no mare than $50,000.
Price has been fairly and reasonably established by: 0 Comparison to public sector contract pricing
Comparison to previous comparable purchases Discount off published catalog pricing
-0 from a different vendor E Market survey
E Independent estimate n Other, explain:
Describe methodology and results (attach any written supporting data, e.g., survey or market analysis):
This company has produced these books for other schools and the price of each book is approximately $3,00 each, We
, would like to purchase 73,235 planners which will equate to approximately $220,000,

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 6.4aricooa 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,
ard 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 (Rep .' )
Max Porter 04/02/20)4
Printed Name g a Ur Date
Office of Procurement Services
0 Approved. Please send a Requisition to OPS to process.
E-1 Not Approved. Reasoning:
SigriMure Date

Sole Source School Datebooks, Inc.
IN WITNESS WHEREOF, the parties agree to enter into this Agreement:
FOR AND ON BEHALF OF
MARICOPA COUNTY
By
Chairman, Board of Supervisors
Date
ATTEST:
Clerk of the Board
Date
APPROVED AS TO FORM:
Deputy Attorney for Maricopa County
Date