250182__SOWV_Memo.pdf

This is an interoffice memorandum from the Contracts Administration & Materials Management Department regarding a scope of work verification issue for the Orange County Transportation Authority's HP Printer Maintenance contract opportunity. The Authority is soliciting quotes from authorized qualified firms to provide HP printer maintenance services on an as-needed basis with no guaranteed usage. The contract will run for a five-year term effective April 1, 2026 through March 31, 2031, with a total budget of $100,000. The memorandum, dated October 20, 2025, notes that no selection was made on the Scope of Work Verification form for requisition R000821, indicating that this maintenance purchase for existing products requiring a specific brand did not align with the two options available on the verification form.

The primary issue documented in the memo is a procedural gap in the scope of work verification process. Section Manager Morgan Levar of IS Technology & User Support identified that the HP printer maintenance purchase—characterized as a maintenance service for products already in use that must be brand-specific—did not fit within the existing verification form categories. This discrepancy suggests a need for process clarification or form revision to accommodate sole-source or brand-specific maintenance contracts that fall outside standard purchasing categories.