2-Notice of Intended Sole Source Procurement- Electronic Locks.docx

STATE OF UTAH - DEPARTMENT OF TRANSPORTATION

UDOT Procurement

NOTICE OF INTENT TO AWARD A CONTRACT WITHOUT ENGAGING IN A STANDARD PROCUREMENT PROCESS

UDOT Procurement is publishing this notice pursuant to the Utah Procurement Code. The Requesting Unit submitted this form to UDOT Procurement claiming that it intends to award a contract without competition if it is determined by UDOT Procurement, in writing, that:

· there is only one source for the procurement item;

· transitional costs are a significant consideration in selecting a procurement item; or

· the award of a contract is under circumstances, described in rules adopted by the applicable rulemaking authority, that make awarding the contract through a standard procurement process impractical and not in the best interest of the procurement unit.

In the subsequent pages the Requesting Unit has identified its justification for pursuing this process.

Determination of Other Interested Providers The intent of this notice is to determine if there are any other interested and qualified providers that meet the specifications of this notice. Any such providers must submit the following information:

· The name of the provider; and

· A detailed explanation of the challenge, including documentation showing that there are other competing sources for the procurement item.

In addition, a provider should include:

· Documentation that the provider can provide a comparable or better procurement item that meets or exceeds the specifications;

· Documentation that the provider can also provide the same proprietary procurement item or an equivalent procurement item; and

· If transitional costs are identified as the justification for this notice, submit a cost comparison of the identified transitional costs with the provider’s anticipated transitional costs.

Regardless of any prior communications with UDOT Procurement or the State, all providers interested in responding to this notice must submit a response to this posting containing complete responses to all of the information requested above.

DO NOT CONTACT THE REQUESTING UNIT. Any questions regarding this notice, including obtaining additional information, must be obtained through UDOT Procurement during the publication period. No action is required if you agree with this Notice.

If, after the public notice period has passed, UDOT Procurement determines that there are other interested and qualified providers that meet the specifications of this notice; UDOT Procurement will not award a contract pursuant to this notice.

If, after the public notice period has passed, no valid challenges have been received, then the UDOT Division of Procurement may award a contract to the identified vendor without competition.

Please read the entire form very carefully before responding to this notice.

It is anticipated that this procurement will result in a:

|X|

UDOT Agency Contract

1. The term of this contract will be: 5 yrs and renewal options: 0.

2. NOTICE: The Requesting Unit may not make the procurement until the solicitation process is completed and a contract is written and signed by the Requesting Unit, the vendor, and UDOT Procurement.

2. Insert the Accounting Coding: Example: 8301 XDA B87E12

Other

___ GAX

___ P Card

1. NOTICE: The GAX option is for EXTENUATING circumstances only. Requesting Unit may not make the procurement until after the solicitation process is completed and the method of payment has been approved by UDOT Procurement.

2. Insert the Accounting Coding: Example: 8301 XDA B87E12

Description of procurement item to be purchased:

Certified maintenance, service, upgrades and repair of Avery Weigh-Tronix scale equipment throughout the State.

Explain in detail the service or product to be procured (additional information is found on any attached Scope of Work):

Electronic locks, keys, communication stations, and software, with the locks and keys able to be programmed to provide access to ITS and traffic signal cabinets in the field. System also provides record and control over who opens the cabinets. Also, the current vendor hosts the software server.

Complete disclosure must be included with this request if the requestor has any personal, financial, or fiduciary relationship with the vendor. (Please Attach)

CHECK THE BOX THAT IDENTIFIES WHY A CONTRACT SHOULD BE AWARDED WITHOUT ENGAGING IN A STANDARD PROCUREMENT PROCESS:

Compatibility of equipment, technology, software, accessories, replacement parts, or service, including professional services, is the paramount consideration.

Complete section A

the results of a cost-benefit analysis demonstrate that transitional costs are unreasonable or cost-prohibitive.

Complete section B

SECTION A: ONLY ONE SOURCE

Meldrum is the only Company that offers Tronix scale equipment in Utah. And the coat to change all the scales at the port of Entry would cost UDOT.

N/A

SECTION B: TRANSITIONAL COSTS

SECTION C: STANDARD PROCUREMENT PROCESS IMPRACTICABLE

SECTION D: PROCUREMENT ITEM IS NEEDED FOR TRIAL USE OR TESTING TO DETERMINE WHETHER THE PROCUREMENT ITEM WILL BENEFIT THE AGENCY

LEASING PERSONAL PROPERTY (Not Real Property) Lease requests must include an approved FI 9 State of Utah Lease Obligation Record form from the Division of Finance. The FI 9 State of Utah Lease Obligation Record form can be found on the Division of Finance website finance.utah.gov under Forms. The Finance policy FIACCT 09-21.00 Fixed Assets – Leases can be found on the Division of Finance website under Accounting Policies and Procedures. |_| Approved FI 9 attached.

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