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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 $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 CI form is valid from July 1 thru June 30th of each Fiscal Year. DEPARTMENT NAME DEPARTMENT RX# PROPOSED CONTRACT VENDOR NEED IDENTIFIED Date: REQUESTED DELIVERY Date: QUOTED PRICE: Accounting String: Company: Address: City, State: Zip/Postal Code: Phone: Fax: Contact Name: DESCRIPTION OF GOODS OR SERVICES REQUIRED: The estimated cost of this Procurement is: ≤ $100k > $100k Is this a Technology Procurement? Yes No COMPETITION IMPRACTICABLE 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 (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 Grant specified (supporting documents attached) Mailing lists, subscriptions or media advertising Warranty voided if service provided by other contract vendor Other (Provide written explanation below) Software license renewals, additions, or upgrades available from only one source Brand compatibility available from only one source (no other distributors) Other proprietary situation OET - Voice Operations Avaya 10/29/2021 14400 Hertz Quail Springs Parkway 800-852-2436 ext. 122000419059 73134 Oklahoma City, OK Michelle Owen This would be six (6) month extension of the maintenance and support contract with the vendor for our core telephony platform. We currently have support with this vendor but are working with them to upgrade the environment. Immediately following the completion of the upgrade, we will request a contract for a single vendor that will provide a comprehensive maintenance and support offering. 12/31/2021 $733,529.52 681-4127-8123 SEARCH A search was conducted consisting of: (check all that apply) Market research Public notice given, list Other vendors contacted Other RESULTS no alternatives were identified no alternatives were deemed acceptable because (explain below): Describe the search from above in detail: 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 Independent estimate Comparison to public sector contract pricing Discount off published catalog pricing Market survey Other, explain: Describe methodology and results (attach any written supporting data, e.g., survey or market analysis): THIS IS A COMPETITION IMPRACTICABLE PROCUREMENT BECAUSE (attach additional page if needed): There is a need to continue the support and maintenance that we have with Avaya which will expire at the end of this calendar year with the contract expiration. Since we are currently engaged in an upgrade project with the vendor we are requesting to extend the current contract for a period of six (6) months to allow the upgrade to be completed and go out to bid on a new comprehensive maintenance and support contract. The new contract will cover our entire telephony environment with a single vendor. OET believes a single vendor approach is best and supports our desire to have comprehensive maintenance to cover our enterprise telephony environment. We had previously initiated a contract extension for six (6) months, but finishing the upgrade project and going through the bid process would be prudent and take another six (6) months. No other vendors are appropriate for the support and maintenance of the Avaya platform because it would only be for a six (6) month period of time. The best approach for the County is to extend the existing contract until June 30, 2022 until we can consolidate to a single vendor who can support the entire telephony environment. The pricing for this extension is based on the previous service and maintenance expense. This would be a prorated amount based on a six (6) month extension while the upgrade project is completed and service and maintenance put in place with a new contract. CERTIFICATIONS I certify: 1) I recognize that the Maricopa 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) 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. Recommended to BOS for approval. Printed Name Signature Date 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 equipment or service, and is considered to be a competition impracticable procurement. Not Approved. Reasoning: Printed Name Signature Date Save Todd Bright Todd Bright Digitally signed by Todd Bright Date: 2021.11.23 12:23:22 -07'00' 11/23/2021 Kevin Tyne, Director, OPS Digitally signed by Kevin Tyne Date: 2021.11.23 13:47:09 -07'00' 11/23/2021 Todd Bright Todd Bright Digitally signed by Todd Bright Date: 2021.11.23 12:23:53 -07'00' 11/23/2021 Email Save