SIGNED COMPETITION IMPRACTICAL FORM.PDF

Office of Procurement Services
GOODS AND SERVICES
COMPETITION IMPRACTICAL 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 $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#
Regional Development Services Agency IT
PROPOSED CONTRACT VENDOR NEED IDENTIFIED
Date: Jan 4,2013
Company: Avolye Software
Address: 4835 E Cactus Road REQUESTED
Dec 31, 2013
City, State: Scottsdale, AZ DELIVERY Date:
Zip/Postal Code: 8 254
Phone: (602) 714-9774 QUOTED PRICE: 114,294
Fax: (602) 923-3544
Contact Name: Randall Scheideman
DESCRIPTION OF GOODS OR SERVICE REQUIRED:
The estimated cost of this Procurement is: 5 $50k 50k
Upgrade ProjectDox electronic document review software from version 7.0 to version 8.2 including the following:
- Provide work flow and time accounting Interfaces with Accela Automation
- Provide interface with SIRE's Electronic Document Management System
- Provide training to RDSA HT staff allowing for future in-house development
- Provide single sign-on for the Public User between Accela Citizen Access and ProjectDox
- Provide upgraded workflow, eForms and scripting required for new version
-Conversion of all historic documents
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
C' Grant specified (supporting documents attached) co, 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 C Other proprietary situation
C' Other (Provide written explanation below)

CJR1V.Hi'vIT riS A ..::. GLE souncEi.-...,, , CALLSF (attaci - ac I page ifneeded
v ir:cop, county acquired ProjectDox from Avolve Software in 2006 and has kept rn aintenanc • • . po - current. Therefore, there is no software cost
associated witil this upgrade, only professional services fees to enhance the ProjectDox proprietary software. With the ProjectDox application if a 3rd
party creates ks'orkflows, el orms and scripts (configuration) within tile application Avolve would ism support those under our current maintenance
contract, There are no other known vendors who have the ability and auisiority to perform the requested enhancements.
S i/RZ„
A search was conducted consisting of (check all that apply) REJ LTS
fl Market research E Public notice given, list E no alternatives were identified
Other vendors contacted E] Other no alternatives were deemed acceptable.
because .(explain below):
Descbt:7-. the so.arch fro o vr...,.: n -
RDSA examined three of our existing vendors who have software with similar capabilities to ProjectDox.
1) Accela, could not accommodate all the document types required by the business partners and was eliminated as a
potential solution.
2) SIRE was also evaluated and the estimated cost from Sire was 5282,819.60, exponentially greater then PDOX due to the
fact we would have to purchase the software, SIRE also did not have an interface with Accela Automation that would
need to be developed at an additional, not provided cost.
3) ProjectDox was evaluated and selected based on the ability to meet the requirements and cost.
MC1-352-13 states: The Using Agency requesiing a Competition Impracticable Procurement shall provide written evidence
to support a Competition Impracticable determination contaming an explanation of why the proposed procurement
process is Advantageous to the CounLyc .; and the ls,eorie: durat or', and estimated total dollar value of the srocurement .
Prier ltas been fairly and reasonably establislet.: , by: E Comparison to public sector contract pricing
. . ,
r.-.7 -,,ornparisor to previous comparable purchases El Discount off publisneo catalog pricing
L—J from a different vendor D Market survey
E Independent esilmate
E Other, explain:
ascrr.3,,.., methodology and results (attach co written supporting data, e.g., SZ7'tff2y or market analysis):
ho Piojec tflo>-; software is a proprietary product oi Avolve software. There are no oilier known vendors vi nave the ability and authomity to perform
the requested enhancements.

CER1IFICA"i7 0 NS
I certify:
1) I recognize that the Maricona 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 pr oposed -single source vendor is fair, reasonable, and provides the best value to .Maricopa
County; and
3) this request for an exception ".-.:.-, the competitive solicitation process is not the result of inadequate advance planning
or forpurposes of securing the •:ices of a preferred v ,
', gene!! liciii. c; Agelcy . ' Delegate Siqu te (Required)
3
Printed Name ign t.-e Date
OV ce of PTc..1-a.-; rem c.., rit Services
The GPO ce.n approve procurements up to 550,000. This request is over $50,000 and must be submitted as an agenda
item to the Board of Supervisors for consideration.
commended to BOS for approval.
r.;(
0..e. .4e 7.., "..
Primeame 4,,, , • r: : . u e Date