15-Attachment M - Rotation-of-contract-use.docx

Attachment M - Rotation of contract use Pre-Employment Transition Services Solicitation # MK26- 1

This procurement solicitation will result in one or more contracts, with qualified contractor(s), for the Pre-Employment Transition Services. The Utah Department of Workforce Services will not know until the completion of the procurement how many contracts will be established. Contracts will be awarded to the proposals with the highest points, until the available funding is allocated, as described in this procurement solicitation.

In situations where multiple contracts are available, Utah Code and Rule indicates DWS must declare a system for ensuring the contracts will be used in a way that will best meet DWS’ needs while still assigning work to the contracted vendors in a way that is as fair as possible under the circumstances, especially when it comes to adding funding and/or expanding projects over the 4-year term of the contracts. Adding funding and/or expanding projects shall be limited to changes that continue to align with the original intent of MK26-1 and the original intent of the vendor’s proposed project(s), as negotiated and amended for the finalized contract(s).

Options for how DWS will assign contracts for use may include, but are not limited to:

(i) The initial projects that must be completed by a specific deadline will be assigned based on the ranked scores of the RFP process (highest scores receiving priority) and the swiftness of the contracting process (contracts fully signed and executed first receiving the highest priority).

(ii) For instances where funding will be added for expanding projects:

(a) DWS will first assign these projects based on empirical data regarding the results of the initial projects (i.e., when DWS implemented the proposed ideas and completed those projects by the specific deadline, which of the projects were the most successful at achieving the desired outcomes of increasing respite services for people who have disabilities and their caregivers and achieved these results through the most efficient allocation of funding and other resources).

(b) For instances where there is insufficient data to make the determinations necessary for (a) above, DWS may use:

i. a system that ensures quality, consistency, and reliability for the citizens of Utah who use these services;

ii. a rotation system, organized alphabetically, numerically, or randomly;

iii. assignment of vendor(s) to a specified geographic area or a similar identified gap in need vs. available services;

iv. assignment of vendor(s) based on each vendor's particular expertise or field;

v. assignment of vendor(s) based on the most advantageous cost for a specific purpose;

vi. another method approved by the Utah Division of Purchasing’s Chief Procurement Officer (CPO); or

vii. a reasonable combination of the above factors.