2-Posting DOC Snowbound Sole Source.docx

Issuing Procurement Unit: UDOT Procurement

Conducting Procurement Unit:

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 Conducting Procurement 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 Conducting Procurement Unit has identified its justification for wanting to award a contract without engaging in standard procurement process.

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

· The name of the contesting person; and

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

In addition, a vendor should include:

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

· Documentation that your firm 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 your firm’s anticipated transitional costs.

Regardless of any prior communications with UDOT Procurement or the State, all vendors 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 CONDUCTING PROCUREMENT UNIT. Any questions regarding this notice, including obtaining additional information, can 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 vendors 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 UDOT 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|

Agency Contract

1. The term of this contract will be: 5 and renewal options: 2.

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

Description of procurement item to be purchased:

Avalanche Detection equipment, visualization, alerting, and support for the UDOT Avalanche Program. Annual support visit to LCC for Fall setup up and equipment testing.

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

1. Avalanche monitoring a. Install, maintain and upgrade new and existing avalanche monitoring systems in: i. Little Cottonwood Canyon

ii. Big Cottonwood Canyon

iii. Provo Canyon

2. Maintenance, training and support a. If UDOT forecasters are unable to troubleshoot problems with remote support from Snowbound, Snowbound representatives will travel to site for maintenance

b. Provide virtual and in person training to UDOT forecasters on using the web interface

c. Continued phone, email and web conference support throughout the winter

3. Annual support a. 1 year access to the Snowbound data processing pipeline and web dashboard for event visualization.

b. Alert system that will generate and send a text message and email of possible avalanche events

c. Continuous updates to the software and web platform

d. Post season - debrief, feature requests, data analysis

e. Calibration of sensors at the end of the season

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

the results of a cost-benefit analysis demonstrate that transitional costs are unreasonable or cost-prohibitive, and that the award of a contract without engaging in a standard procurement process is in the best interest of the procurement unit Complete section B

SECTION A: ONLY ONE SOURCE

Snowbound Solutions maintains a 5 array infrasound based avalanche monitoring system in Little Cottonwood Canyon (LCC). The objective of this monitor avalanches along LCC for the Utah Department of Transportation (UDOT). The system will create an operational infrasound network to detect avalanches all season, send alerts and visualize the results on the existing web application, SnowObs.

No

UDOT is an active member of the transportation avalanche research pool (TARP). No other system is available detect avalanches with the terrain limitations in LCC.

UDOT is an active member of the transportation avalanche research pool (TARP). No other UDOT vendors provide this service.

This item is Sole Source.

SECTION B: TRANSITIONAL COSTS

SECTION C: STANDARD PROCUREMENT PROCESS IMPRACTICABLE

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.

Revised May 19, 2016