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v MAR)COPA COUNTY 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# Sheriff/Pre-Employment PROPOSED CONTRACT VENDOR willer Mendel, Inc 500/5028 NEED IDENTIFIED Date: 17/01/2024. Company: Miller Mendel, Inc REQUESTED ‘DELNERY 07/31/202 Address: 1425 Broadway, #430 Date: 4 City, State: Seattle, WA QUOTED PRICE: $1 75,000 Zip/Postal Code: | 98122 Phone: (206) 330-2094 Accounting String: Fax: Contact Name: | Tyler Miller DESCRIPTION OF GOODS OR SERVICES REQUIRED: The estimated cost of this Procurement is: | ls $100k oy |> $100k Is this a Technology Procurement? | Jves No This request is to renew the current contract with Miller Mendel, Inc. to continue use of their software and licensing related to SOPH. Miller Mendel, Inc. is the creator of eSOPH, which is a background investigation file management tool. This program is used by the Sheriffs Office - Pre-Employment Division to manage the pre-employment process for applicants being considered for employment. COMPETITION IMPRACTICABLE CATEGORY (Check applicable box, attach documentation or provide explanation below.) Maricopa County Procurement Code MC1-351 states: “CompetitionImpracticable” meansan 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 [_J6rant specified (supporting documents attached) [vy ]Software license renewals, additions, or upgrades available from only one source [Mating lists, subscriptions or media advertising [Brand compatibility available from only one source (no other distributors) [_arranty voided if service provided by other contract vendor [other proprietary situation [__Jother (Provide written explanation below) THIS IS ACOMPETITION IMPRACTICABLE PROCUREMENT BECAUSE (attach additional page ifneeded): As current users of the eSOPH software, competition would be impractical, based on the (1) lack of similar products available in the market, and (2) the impracticality of a software change over to a different system. Even if a vendor were to provide similar software, retention issues would exist with Miller Mendel until the retention period were to expire. Retention for recruitment and employment files requires several years of retention, which would still require Maricopa County to identify a method of payment with Miller Mendel for the historical information contained within the current software/data storage. Finally, a disruption of service during a difficult recruiting time would only further impact the already existing difficulties the Sheriff's Office is experiencing related to recruitment. SEARCH Asearch was conducted consisting of: (check all that apply) RESULTS Market research [_] Public notice given, list [_]no alternatives were identified Other vendors contacted Other y]ne alternatives were deemed acceptable O O Vecause (explain below): Describe the search from above in detail: The only similar product on the market is offered by Guardian Alliance. Guardian's software is simply not as robust as Miller Mendel's eSOPH. Further, because there are so many law enforcement agencies that are eSOPH users in the state of Arizona, there is a more simplified process in requesting and receiving applicant information from other law enforcement agencies. Requesting information from other law enforcement agencies is a request that we send multiple times on a daily basis to gain further information on an applicant's suitability for hire. Moving to a different software provider would add to the time to recruit new officers, which we are desperately trying to minimize to attract new applicants. 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: C Comparison to public sector contract pricing [comparison to previous comparable purchases oO Discount off published catalog pricing from a different vendor oO Market survey O Independent estimate Other, explain: Describe methodology and results (attach any written supporting data, e.g., survey or market analysis): Pricing for this product would remain the same as the current pricing. 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) Printed Name Signature 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. M Approvéd/Recommended for Approval Vou A Kevin Trae, Dua. B Printed Name Suy go 222N Sigrature FA Date cE Office of Enterprise Technology (if this procurement is classified 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 Clecuismant or service, and is considered to be a competition impracticable procurement. O Not Approved. Reasoning: Printed Name Signature Date Email Save