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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 $5,000. The Chief Procurement Officer can approve purchases up to $100,000. Board of Supervisors approval is required lithe acquisition is over $100,000. This form must be submitted for approval to: Office of Procurement Services I 160 54th Ave I 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 OET - Wireless Radio Department DEPARTMENT RX# PROPOSED Company: Address: City, State: Zip/Postal Code: Phone: Fax: Contact Name: CONTRACT VENDOR NEED iDENTIFIED Mit; October 31,2019 REQUESTED DELNERY 2 Date: Apr 2 ,2020 QUOTED MICE: 293,174.03 Accounting String: MCM Technology 3510 Vann Road, Ste 105 Birmingham, Alabama 35235 (000) 000-0000 Murray Shaw DESCRIPTION OF GOODS OR SERVICES REQUIRED: The estimated cost of this Procurement is: r $100k C:> $100k Is this a Technology Procurement? C Yes C No Approve a 5-year contract (Contract 11200195-CI) with MCM Techno ogy, LLC bra software upgrade and maintenance and support for Asset and Work Order Management software. The Asset and Work Order Management software is the application that Maricopa County's Office of Enterprise Technology Wireless Systems uses for day to day tracking of radio assets, work orders, inventory control, customer invoicing and constant monitoring of work flow. This is renewal of the current five (5) year contract which expires on October 31, 2020. The contract is estimated at $293,174.03, which includes one-time costs of $126,435 for FY 2020. COMPETITION IIVIPRACTICABLE CATEGORY (Check applicable box, attach documentation or provide explanation below.) Maricopa County Procurement Code MC1-351 states: "Competition Impracticable" 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 (tills 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 C Grant specified (supporting documents attached) r Mailing lists, subscriptions or media advertising C Warranty voided if service provided by other contract vendor (ii" Other (Provide written explanation below) Software license renewals, additions, or upgrades available 617' from only one source Brand compatibility available from only one source (no other (li distributors) (ii Other proprietary situation THIS IS A COMPETITION IMPRACTICABLE PROCUREMENT BECAUSE (attach additional page If needed): This Is to replace the current five (5) year contract which expires on October 31, 2020. Mcmtech is the sole developer and Integrator of the software tools in use and the only asset management software that integrates with the Genesis provisioning manager that Is part of the new radio system. The proposal is offered as an upgrade of the legacy asset management system with special, early adoption pricing rather than having to purchase it as a new solution. the project includes adding the Radio Activity Manager enhancement software and implementing that In tandem with the upgrade project. SEARCH A search was conducted consisting of: (check all that apply) El Market research p Public notice given, list II Other vendors contacted Ei Other RESULTS El no alternatives were identified no alternatives were deemed acceptable h.---M because (explain below): Describe the search from above in detail: The Genesis group was contacted ti Identify/confirm what other asset database application integrates with the provisioning manager applications that is part of the new radio system. Mcmtech is the only vendor that has this integration. 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 previous comparable purchases from a different vendor p Comparison to public sector contract pricing D Discount off published catalog pricing El Market survey 0 Other, explain: 0. Independent estimate Describe methodology and results (attach any written supporting data, e.g., survey or market analysis): To effectively manage and operate the Public Safety Radio system, a software tool from MCM Technology has been utilized for asset tracking, radio activations, preventive maintenance and work order tracking. For ow specific Public Safety Radio system, which is built around Motorola equipment and software, the MCM tool is the only software tool that integrates with the Motorola equipment to receive alerts and notices. As such, we have utilized the MCM software since 2003 and have renewed the contract as a sole source on two previous occasions. To provide the same level of support for our newly completed Public Safety Radio system, an upgrade to the base software is required and we again need to award the contract for the MCM software, under a C-I agreement. As noted, the MCM application is the only software that Integrates with the new Motorola P25 system, Additionally, given the tenure of the MCM system, our radio team is very familiar with its functionality and user interface and a award of the contract will allow them to continue to use the MCM system. CERTIFICATIONS i certify: 1) I recognize that the Marlcopa 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 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) Albert Dalgre N,,. \ _ Feb 27, 2020 Printed Name S gnature -,...Iiik, I,,, 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. W Recommended to BOS for approval. Printed Name Signature bate i Email Save