MILLER-MENDEL REVISED SOLE SOURCE SIGNED BY KT 3.12.24.PDF

Office of Procurement Services
GOODS AND SERVICES
SOLE SOURCE FORM

This form ts to be used when an agency belleves an acquisition Is a sole source 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 If
the acquisition Is over $100,000, This form must be submitted for approval to: Office of Procurement Services | 320 W,
Lincoln | Phoenix, AZ 85003, Fax number; 602.258.1573. The signed form must be retained In the purchasing file,

DEPARTMENT NAME DEPARTMENT RX#
Maricopa County Sheriff's Office

Department Contact Contact Phone Number
Andrew Mesquita +4 (602) 876-4646

PROPOSED CONTRACT VENDOR

NEEDIDENTIFIEO Date: March 18, 2019

Company: Miller-Mendel

Address: 1425 Broadway, 11430

REQUESTED OELIVERY
bate July 1, 2019

Clty, State: Seattle, WA

QUOTED PRICE: 720,625 780,625

Z\p/Postal Code: 98122

Phone: (206) 330-2094

Accounting String:

por

Fax:

Contact Names {Tyler Miller

7 tftiase | 2/2/24

ra

Material / Service Information

Is thls a Technology Procurement?

@Yes CNo

Needs Statement:
Describe in dotall the materlal or service to be procured and
how only It meets yourneeds,

Sea attached quote, Annual prica of $144,125,

Features/Requirements;

{dentify the major features/capabilitles hat are required, What
unlque deslgn/performance feature(s) make this matertal or
vendor the only one that can meet your requiraments? Provide
a brlef explanation as to why only these features or this vendor
can meet your requirements, Identify the manufacturer/model
‘of your existing equipment, service or system If applicable,

leSOPH software has patented functlonality of electrontc reference checks, including
ithe locating of law enforcement agencles based on acurrent or former residential
laddrass of the applicant, eSOPH (s completely customizable to fit the exactneeds of
Human Resources at MCSO and expand as future needs change, Questlonalres, forms,
lwalvers and small templates used by the dept can be added and utllized In the system,
A calendar feature allows tracking of Interviews and deadlines, The system has aradlus
search for addresses entered Identifying law enforcement agencies near that location,
A directory of agenclas's In the system and s updated regularly by vendor,

Competing Brands/Vendors Investigated:

Did youconsider other matertals ar vendors with similar
capabllitlas? Indicate speciic competitor's brands/models or
vendors that ware Investigated and describe why they do not
meet your requirements. You need to state that- to the best of
your knowledge- these ara the only compantes making this
materlal, equipment or providing this service, List sales
representatives and thelr phone numbers so the Procurement
Officer can contact them to verify that other matertals,
equipment or services do not meet your requirements.

The following companies were {dentiflad as possible vendors:

1. eSOPH - httpy//millermendal.com/indexphp/page/asoph maats and exceads
requirements outlined by the department,

12, Guardian ~guardlanbackground.com does not provide single sign on capabilities or
‘allaw for Internal fallow-up on questionalres completed by candidates by Investigator.
Contact [s Justin Bledinger 415-655-2744

3, POBITS - www.poblts.com does nat provide ability to customize templates, does not
provide single sign on as well as other features that eSOPH provides,

4, Hire Right- https//www.hlrerlght.com fs a background check service and Is nota
management system llke eSOPH or POBITS. No contact made,

THIS PROCURMENT IS A SOLE SOURCE BECAUSE (attach additional puge if needed):

This Vendor's software [se product with patented fenturas praviding the functtonality of alectronlc reference chacks, a national database of law
enforcement ugenctes and contact Information bulltin ath rogulerupates {telro includes an intaymtad fax service to allow fox Inltlatton/tacalpt trom
Within software, Uses Microsoft Word for template craatton, a calendar fanture for schedlullig, acustomtaable checklist for differentjob typus, allows
uploading of documents by candidate and Interviewer and tracking ofall, Utilization of many differant safiwera prodicts would baraqured to achieve
the sane tovel and numnbar of featurarand capabilities providad in (hls system, Thisls tha only software systern, Wa ava aware of, that providesthe
combined manu of features in ona application which would satisfy tha requirements ac spaciiedhy our Humph Resolircas Pra-Employment department,

SEARCH

IMC1-349-A states Any raquest by a Usiny Agancy that a Proctivement ba rastticted to ona potential Contractor shall be accompanted by
an explanation as to why no other would bs sultable or acceptabla to meat the nead, The Using Agancy requesting sale source
Procuranant shall provide written evidence to support a sale source determInation, A raquirament for a particular proprlatary item doss
notetone Justify a sole source Procurement f thera |s mora than one potential Respondent for that item,

Asearch was conducted consisting of (check all that apply) RESULTS
I Mavkat research I Public notice given, list JF no alternatives ware tdantiflad

r . ho alteynatives were deamad acceptable
PR Other vendors contacted [7 Other ii because (explain below)

Describe the search from above In datall:

‘Using tha Statementof Work to ke parfarmad draftad by Human Rasources at MSCO, wa xought aut Vendors that could provide a background check
cade management syitem oralmilar product that musts tha neads to organtce, stresmilne, and expedite the pracess of filing detantion afffcers,

Idantlffeatton of faur compantes ware fdentifled through contacthtg other faw enforcement agencies, Ahumber of these ayanetes ava located outside
thestateofArzona, We researched thanumberof candidates eachagancy procasred forhteng in LEO positions, We found thataganctes ulllizing
dmnllar background cheek systems within Arizona aye substentlally smaller th s)xe and donot process the number of background checks that MC5O dons
onanannval basls, Therefore, thay were hat able to maat aur currant software needs,

PRICK

The estimated cost of this Procurement Ist | Cs$100k = @ > $100k

MC7-347 States: Tha Chief Procuremant Officer may make the determination that the sole source method set forth In
MC1-849 shall be usad If a Commodity of Service [s avallabla from only one vendor, and the purchase ls estlmatad to Cost
no mora than $100,000,

Price has bean falriy and ransonably established by: [> Comparison to public sactor contract pricing
r Comparison to pravious comparable purchases [ Discount off published catalog pricing

from a differant vandor I Market survay
I” Indapandentestimate [RK Other, explain:

Dasorlba mathodology and raaults (attach any writtan supporting date, e.g, survey of market analysts)
Seaattachad dadumont outlining vandors rerearchad for considaration and results of (ndings,

*“"MCSO is requesting approval of an additional $60,000 due to an increased
number of applicants. The additional funds will allow MCSO to continue utilizing
eSOPH to process applicant background investigations.

CONFLICT OF INTEREST STATEMENT

The submitting department agrees that there is no real or potential conflict of Interest In recommending this material or
service as a sole source procurement.

NOTE: if a real or potential conflict exists, contact the Procurement Officer listed on your Requisition,

CERTIFICATIONS

Teartlfyr .

1) lrecognize that the Maricopa County Procurement Code requires the use of competitive sollcitatlons 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 pald to the proposed sole source vendor {s falr, 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.

Agency Head or Appointing Authority Signature (Required)

Jim PRD IVILLE

Printed Name

Office of Enterprise Technology (this précurement Is classified as a technology procurement and 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 [Ine with Maricopa County's strategic technology plan or currently Installed
equipment or service, and (s considered to be a sole source procurement.

[1 Not Approved. Reasoning:

iN TSUNS
aaa Ker war wee

Office of Procurement Services
The CPO can approve procurements up to $100,000. This request fs over $100,000 and must be submitted as an
agenda item to the Board of Supervisors for consideratlon,

(2) Recommended to BOS for approval,

Printed Name Slgnature Date