CI.PDF

Office of Procurement Services

GOODS AND SERVICES
COMPETITION IMPRACTICABLE FORM
This form is to be used when a department believes an acquisition is considered Competition Impracticable and the acquisition
dollar amount is above $10,000. 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 | 301 W Jefferson Street Suite 700 | Phoenix, AZ 85003. Fax number: 602.506.6766. The signed form must be retained

in the purchasing file. Unless approved by the Board of Supervisors in a formal agenda item or the Chief Procurement Officer in
a formal Contract a Cl form is valid from July 1 thru June 30th of each Fiscal Year.

DEPARTMENT NAME DEPARTMENT RX#

County School Superintendent
PROPOSED CONTRACT VENDOR

NEED IDENTIFIED Date: 10/01/2022

Company: Basis Policy Research

Address: 104R NC HWY 54 West #304 Bate 10/01/2022

City, State: Carrboro, NC quoren Price: 4 650,000

Zip/Postal Code: | 27510 .

Phone: ; Accounting String: 745-D370-ESSER-Grant
Fax:

‘Contact Name: | Jeffrey A Springer

DESCRIPTION OF GOODS OR SERVICES REQUIRED:
The estimated cost of this Procurement is: < $100k vy |> $100k

Is this a Technology Procurement? | |yes yo |No

The required services include program evaluation/data review services and implementation and
maintenance of the REILize Decision Support System for the Learning Acceleration
Partnership (ESSER funded project). Although there is a technology component to these
services, from an OET perspective this would not be considered a technology procurement.

COMPETITION IMPRACTICABLE CATEGORY (check applicable box, attach documentation or provide explanation below.)
Maricopa County Procurement Code MC1-351 states: “Competition |mpracticable” 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 Competition Impracticable justifications:

* Personal or department preference for a product or vendor

* Department perception that the vendor is the best qualified (this should be determined through a competitive process)
+ Lack of department planning resulting in limited time to conduct a competitive procurement

* Special incentive or deal offered (can be assessed in open and competitive solicitation)

* Department convenience

. A v [Software license renewals, additions, or upgrades available
[V|rant specified (supporting documents attached) [pore only one source
[Jmaiting lists, subscriptions or media advertising [y]JBrand compatibility available from only one source (no other

distributors)
[_ Warranty voided. if service provided by other contract vendor [Vother proprietary situation

[VJother (Provide written explanation below)

THIS IS A COMPETITION IMPRACTICABLE PROCUREMENT BECAUSE (attach additional page ifneeded):

The County School Superintendents (CSS) office needs a specific vendor (Basis Policy Research) in
order to meet the requirements set forth in the ADE-approved ESSER application for implementation of
the Learning Acceleration Partnership project. This project was designed to leverage existing technology
and resources which cannot be sustained without the services of Basis Policy Research. To explain in
more detail, an attachment is included at the end of the form that provides justification on why this is a
competition impracticable procurement. In addition, a letter from Basis Policy Research is attached

to detail the unique circumstances and proprietary services that are central to their continued partnership
with the Office of the Maricopa County School Superintendent (CSS) in proposed support of the Learning
Acceleration Partnership (LAP).

SEARCH
Asearch was conducted consisting of: (check all that apply) RESULTS
[_] Market research [Public notice given, list [_]no alternatives were identified
Ol Other vendors contacted Other re alternatives were deemed acceptable
because (explain below):

Describe the search from above in detail:

No alternatives were deemed acceptable due to the fact that the implementation of the
Learning Acceleration Partnership is contingent on the services provided by Basis Policy
Research which is why they were written into the ESSER application. There are also
proprietary statistical programs, methodologies, and frameworks in place with this vendor that
cannot be replicated by another vendor. In addition, it would not be feasible for any other single
vendor to build a data management/program evaluation system and have the necessary data
to ensure uninterrupted services within the grant time frame.

PRICE
MC1-352-B states: The Using Agency requesting a Competition Impracticable Procurement shall provide written evidence
to support a Competition Impracticable determination containing an explanation of why the proposed procurement
process is advantageous to the County; and the scope, duration, and estimated total dollar value of the procurement.

Price has been fairly and reasonably established by: | Comparison to public sector contract pricing
[comparison to previous comparable purchases L_] discount off published catalog pricing

from a different vendor [_] Market survey
oO Independent estimate Other, explain:

Describe methodology and results (attach any written supporting data, e.g., survey or market analysis):

The proposed procurement process is guided by a unique set of circumstances as the CSS implementation of the Learning Acceleration
Partnership is dependent on the proposed services. The cost for services (Program Evaluation and Data Review Services; System
Maintenance for the Data Management System to support Learning Acceleration Partnership) was included in the ESSER application and then
approved by the Arizona Department of Education. The cost is $825,000 per year for two years with a total cost of $1,650,000 to run from
October 2022-October 2024. The REILize Decision Support System (RDSS) has already been built through three prior USDOE-funded
Teacher Incentive Fund grants, so this procurement is focused on system maintenance/enhancement of RDSS (e.g., Microsoft Azure cloud
hosting; software licensing; data operations; security monitoring; manual & automated testing; software development and IT operations
activities; speed improvements; technical support desk implementation; single sign-on implementation; and entity and user onboarding &
configuration) and program evaluation and data review services to measure LAP implementation which is dependent on longitudinal data
contained in RDSS). The pricing structure will be driven by an SOW completed prior to awarding a purchase order. This process is
advantageous to CSS and the County as the LAP project can be launched immediately and seamlessly to CSS and the partner school districts,
reducing the risks associated with the substantial lift required to fully implement the requested services in the short timeline.

CERTIFICATIONS

I certify:

1) | recognize that the Maricopa County Procurement Code requires the use of competitive solicitations unless
exempted by law. | 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 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.

Matt Morales

Printed Name

10/07/2022

Date

Office of Procurement Services

The CPO can approve procurements up to $100,000. If this request is over $100,000 it must be submitted as
an agenda item to the Board of Supervisors for consideration.

Printed Name Date

Approved/Recommended for Approval “+
Kevin Tyne, Director, OPS ak ‘a 12/05/2022
Sig! 4 vi
Office of Enterprise Technology (If this procurement is clasfied as a technology procurement it must be

forwarded to OET for coordination and/or approval. If this procurement request is not approved by OET, the form will
be returned to the requestor.)

Approved. Recommended purchase is in line with Maricopa County's strategic technology plan or currently installed
LTeguipment: or service, and is considered to be a competition impracticable procurement.

O Not Approved. Reasoning:

Printed Name Signature Date

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