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C Glendale ARIiZO Procurement Sole Source and Special Procurement Request (ONCE FORM IS COMPLETED AND SIGNED BY DIRECTOR, PLEASE SEND TO YOUR PROCUREMENT LIASON) REQUESTOR INFORMATION: Requestor: Marcela Morenno Date: 9/12/2024 Phone Number: 623-930-2077 Return To:mmoreno]@glendaleaz.com Department: City Clerk's Office Email Address: mmoreno1@glendaleaz.com PROPOSED VENDOR INF ORMATION: Proposed Vendor: Phoenix Newspapers, Inc. Proposed Vendor Address: 200 East Van Buren St. City, State and Zip Code: Phoenix AZ 85004 Vendor Phone: 866-431-8665 Proposed Vendor Contact: Tara Hamm Vendor Fax: thamm@gannett.com Procurement method requested: (1 Sole Source IX] Special Procurement PURCHASE IN) FORMATION: One time purchase: Yes [] No XX] Federal Money: Yes] No If yes, explain funding source: Total Cost of this Order: $45,000 Org #: 10001410 / Object #: 522110 / Description of the product or service requested: Statutory required legal publications in a localy printed newspaper. There are no other options which fall under the statutory requirements. In accordance with Finance Administrative Policy No. 1, I have conducted a good faith review of available sources and determine that there is only one known and/or one practical source for the required items in accordance with the Guidelines for Justification attached. REQUESTOR CERTIFICATION: one WV op 5— Requestor Marcela Moreno Division City Clerk Date 9/12/2024 DEPARTMENT DTRECTOR APPROVAL: Director Julie K. Bower Division City Clerk Date 9/12/2024 MATERIALS MANAGER APPROVAL: In accordance with Finance Administrative Policy No. 1, I have conducted a good faith review of this request and agree that there is only one known and/or one practical source for the required items in accordance with the Guidelines for Justification attached. Levi D. Gibson, CPA, M.Acc. Materials Manager Date Procurement requires reevaluation and resubmission of a Sole Source Request for this procurement: Single Use Only: C] Annually: ‘ j O End of first term of Contract: im End of Contract, including any extensions: [ ] Rev. 5/24/2024 oS Glendale : Procurement Sole Source and Special Procurement Request (ONCE FORM IS COMPLETED AND SIGNED BY DIRECTOR, PLEASE SEND TO YOUR PROCUREMENT LIASON) Check the reason(s) below to identify why you have determined the purchase is a Sole Source or Special Procurement and attach supporting documentation. Use only column. A purchase cannot be BOTH a sole source and a special procurement SOLE SOURCE SPECIAL PROCURMENT oO Compatibility. Indicate system, make, model and oO Presents such limited competition that a competitive function bid or proposal process cannot reasonably be used Unique repait/replacement tem. Identify item to be | Discourages the use of a competitive bid or proposal as oO used with previous PO number item purchased, and C1 it willresultina substantially higher cost to the city, or warranty period will otherwise impair the city’s financial interests Supplementary or necessary part required from oO same manufacturer. Identify in-house equipment Xl Substantially impede the city’s administrative and use with existing system functions or the delivery of services to the public (1) Unique Item or Services (1 Does not qualify as a sole source or emergency : . . : Has only one provider with the experience and wm oO oo Specifications (Copyright, patented, | LS capability to successfully perform the contract Presents a significant time constraint as the need was oO not known in sufficient time to allow for competitive (1 Other reasons, if not above. Explain in justification wos procurement and time is of the essence JUSTIFICATION: Use the Guidelines for Justification of the selected reason(s) above, and provide a full explanation of your reason that the product/service is a sole source or special procurement: ‘'A.R.S. section 9-812 Publication of notices and ordinances A. Notices of election, invitations for bids, notices ofletting contracts, laws and ordinances, and other notices of a public character issued by authority of the governing body of any city or town, shall be published in one of the following: 1. A newspaper that is printed and published WITHIN THE CITY OR TOWN. 2. A newspaper printed and published WITHIN THE COUNTY in which the city or town is located with a greater circulation to residents of the city or town. The Arizona Republic, printed by Phoenix Newspapers, LLC. is the only publisher available under the statutory requirment. MANDATORY RESEARCH DOCUMENTATION REQUIREMENT: Provide a detailed explanation of efforts made to determine the availability of the product or service from any other vendor, including other distributors: Previous reseach done in 2021. Other municipalities also use the Arizona Republic for the same reasons. Rev. 5/24/2024 G Glendale ; Procurement Sole Source and Special Procurement Request (ONCE FORM IS COMPLETED AND SIGNED BY DIRECTOR, PLEASE SEND TO YOUR PROCUREMENT LIASON) PREPARER NOTE: If this is a vehicle or technology purchase, concurrence of the Fleet Director or the IT Director will be required. ADDITIONAL APPROVAL: IT Director Fleet Director Date Approval of a vendor as a sole source or a special procurement only determines the procurement method. Council approval and a signed contract may also be required. Rev. 5/24/2024