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DocuSign Envelope ID: C941155E-312F-4F3D-A03B-BSBEOE6FDED2
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 | 160 S 4th Ave | 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#
Human Services
PROPOSED CONTRACT VENDOR ee wenvinen pate: 4 0/01/2021
Company: RSM Consulting LLC DBA: RSM4Gov REQUESTED DELIVERY
Address: 2524 E Fremont Rd bate: 06/30/2022
City, State: Phoenix, AZ QUOTED PRICE:
Zip/Postal Code: |85042
Phone: 614-246-1527 Accounting String:
Fax:
Contact Name: |Phillipp Haase Phillip. Haase@rsmus.com
DESCRIPTION OF GOODS OR SERVICES REQUIRED:
the esiimated cost of this Prucuremettt is. . ~ 13 $100k f > 4S100k
is this a Technology Procurement? Yes No
The Human Services Department implemented an integrated Customer Relationship Management (CRM) system developed in Microsoft Dynamics
365 Customer Service Edition and Unified Operations. The system, HSD Dynamics, provides an integrated service delivery approach supporting
service eligibility determination, program enrollment, case management and processing, service delivery, data reporting and data analysis.
Since implementation, additional needs have been identified including the development and deployment of code necessary for: Federal ARPA and
ERA funding and reporting requirements, critical eligibility and case management, a Client Portal integrated within Dynamics, a Provider Portal
integrated within Dynamics and integration of Early Education/Head Start within Dynamics. This additional work is necessary to ensure we are
providing continuity of accurate and timely services for our customers while remaining programmatically compliant within all programs, To compiete
this work, we are requesting $2,000,000 for RSM to complete the necessary and critical programming, coding development and training of HSD staff.
COMPETITION IMPRACTICABLE CATEGORY (check applicable hox, attach documentation or pravide explanation betow.}
Maricopa County Procurement Code MC1-351 states: “Competition Impracticable” means an acquisition where, competitionis
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
L_Bettware license renewals, additions, or upgrades available
from only one source
L_[Brand compatibility available from only one source (no other
distributors)
| Jerant specified (supporting documents attached)
[Mailing lists, subscriptions or media advertising
[_ Pvarranty vaided if service provided by other contract vendor [__Jother proprietary situation
[V other {Provide written explanation below)
DocuSign Envelope ID: C941 155E-312F-4F3D-A03B-BOBEOE6FDED2
THIS ISA COMPETITION IMPRACTICABLE PROCUREMENT BECAUSE (attach additional page ifneeded):
RSM was previously selected as the vendor to develop and implement the Department's CRM, HSD Dynamics.
As the original developer for the system, RSM's knowledge and expertise with HSD's system will ensure new
coding and development related to case management, eligibility, customer- and provider-facing portals are
successfully integrated into our current system in an effective and efficient manner, mitigating down time and
operational failures. Leveraging RSM's existing knowledge of Dynamics and how code was originally written will
enable our teams to provide continuity of services for our most vulnerable populations while ensuring Federal,
State and County programmatic standards continue to be met without the delay of another vendor learning the
system, deciphering and developing code. Their staff knowledge and expertise will also be crucial in the training
of staff and external partners as we complete implementation.
HSD IT does not have anyone on staff able to complete the coding development for the additional requirements.
SEARCH
Asearch was conducted consisting of: (check all that apply) RESULTS
C] Market research in Public notice given, list [Jno alternatives were identified
Other vendors contacted Other yjne alternatives were deemed acceptable
LI VI recauce (explain below):
Describe the search from above in detail:
As the original developer of HSD's CRM, RSM's knowledge and expertise of HSD Dynamics
will ensure all needed code development is accurately, timely and seamlessly integrated within
the current system, eliminating any delay of another vendor learning the system. Additionally,
their staff will place a critical role in the training of HSD staff and community partners.
HSD IT does not have anyone on staff able to complete the code development for these crucial
case management pieces.
RSM is currently a vendor on contract with the County for information téchnology services.
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 te the County; and the scope, duration, and estimated total dollar value of the procurement.
Price has been fairly and reasonably established by: C] Comparison to public sector contract pricing
[ ]oomparison to previous comparable purchases im Discount off published catalog pricing
from a different vendor C] Market survey
C] Independent estimate Other, explain:
Describe methodology and results (attach any written supporting data, e.g., survey or market analysis):
RSM was instrumental in discovery sessions, has existing HSD testing databases, established
communication channels and understands the project without the need for start-up time. By
eliminating start-up/earning of the system another vendor would experience, we are able to
save time and money, ensuring the fastest and most effective course of action for resolution of
case management and eligibility development, enhancement and deployment needed within
HSD Dynamics.
The price has been determined reasonable based on the County contract for technology
services and prior costs assessed.
DocuSign Envelope ID: C941155E-312F-4F3D-A03B-B9BEOE6FDED2
CERTIFICATIONS
(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.
Department Head or Department Head Delegate Signature (Required)
Jacqueline Edwards 9,83 12/30/2021
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.
Recommended to BOS for approval. .
Kevin Tyne, Director OPS January 7, 2022
Printed Name Signature Date
Office of Enterprise Technology (This procurement is classified as a technology procurement and must be
forwarded to OET fer coordination and/or approval. If this procurement request is not approved by OET, the form will be
returned to the requestar.}
] Approved. Recommended purchase is in line with Maricopa Caunty's strategic technology plan or currently installed
El equipment or service, and is considered ta be a competition impracticable procurement.
L_]not Approved. Reasoning:
edward D. winfield [ edward 0. Winfield 1/6/2022
Printed Name Signature Bate