3-25 Nov Part-8-Public Posting.pdf

Department of Government Operations Division of Purchasing and General Services 4315 S 2700 W, FL 3, Taylorsville, UT 84129-2128 Phone: 801-957-7160 www.purchasing.utah.gov

Issuing Procurement Unit: Division of Purchasing

Conducting Procurement Unit: Office of the Attorney General

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

The Division of Purchasing is publishing this notice pursuant to the Utah Procurement Code. The Conducting Procurement Unit submitted this form to the Division of Purchasing claiming that it intends to award a contract without competition if it is determined by the Division of Purchasing, 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 the Division of Purchasing 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 the Division of Purchasing during the publication period. No action is required if you agree with this Notice.

If, after the public notice period has passed, the Division of Purchasing determines that there are other interested and qualified vendors that meet the specifications of this notice, the Division of Purchasing 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 Division of Purchasing may award a contract to the identified vendor without competition.

Read the entire form very carefully before responding to this notice.

It is anticipated that this procurement will result in a:

RESULT ACTION

Agency Contract The term of this contract (or extension) will be: and renewal options: .

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 the Division of Purchasing.

Purchase Order The Conducting Procurement Unit may not make the procurement until after the solicitation process is completed, the purchase order is signed by the Division of Purchasing, and the purchase order is delivered to both the agency and the vendor.

Description of procurement item to be purchased:

Specialized conference space, location and amenities to meet the needs of the event organizers and attendees. See attached Description of Procurement Item for additional information.

Estimated value of the contract/purchase order/increase: $72,833.87

Freight Cost (F.O.B. Destination, Freight Prepaid): $0.00

Vendor Name:

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

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

PROCUREMENT PROCESS:

There is only one source for the procurement item. Complete Section A

Transitional costs are a significant consideration in selecting a procurement item and 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

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.

Complete Section C

Trial use contract for a new or innovative procurement item, or for a procurement item with a novel or unproven use or application. Complete Section D

Extension of a contract without engaging in a standard procurement process. If extension will result in a request to increase the contract total, complete Section F below as well. Complete Section E

Request to increase total contract amount. Complete Section F

SECTION A: ONLY ONE SOURCE

1. What is unique about this procurement item to justify an award of contract without engaging in a standard procurement process? (Explain in detail why the service or product is only available from a single supplier.)

The Annual Children's Justice Symposium (Symposium), sponsored by the Utah Children's Justice Center Program (Program), provides a location with an atmosphere where professionals working in fields related to crimes against children, child sexual and physical abuse, domestic violence, and other crimes and traumatic events that cause harm to children, can gather to learn about and discuss topics and issues related to their work. Attendees include professionals from law enforcement, the legal community, child and family protective services, state and local government agencies, both medical and mental health professionals, community groups, schools and other educational organizations, Utah's Children's Justice Centers (CJCs), CJC advisory boards and committees, and other organizations and/or associations concerned with matters related to crimes against children. The Symposium is designed to promote and facilitate interdisciplinary communication and cooperation among agencies, and to capitalize on the benefits gained from sharing a variety of viewpoints and utilizing team approaches.

The Program, housed in the Utah Attorney General's Office, is mandated "to provide a comprehensive, multidisciplinary, intergovernmental response to child abuse victims..." (Utah Code 67-5b-102(1)(a)). As part of this response, the Program is required to "provide training for professionals involved in the investigation and prosecution of child abuse cases and in the provision of related treatment and services;" (Utah Code 67-5b-102(3)(j)). The Annual Children's Justice Symposium is one way the Program works to fulfill this obligation. Additionally, the Symposium offers a place where these hard-working professionals can share their concerns and their successes while spending high-quality time with others who do this difficult work. The Symposium allows people to gather together to remember the reasons why this work is so important and to rediscover and reinvigorate why they do these very difficult jobs. The Symposium is the largest and most diversified training provided in the state of Utah for this specialized group of professionals.

The 2026 Symposium will be the 29th annual gathering of these dedicated hard-working people. In 1996, the first Symposium had about 70 attendees. In 2026, we expect to host close to 600 professionals from across the state of Utah. Most venues that can accommodate a group of over 600 people, cannot provide the specialized environment/atmosphere necessary for the annual CJC Symposium. That is, due to the subject matter of the conference, part of the success of the Symposium requires that it has some degree of privacy. Because of the graphic nature of many of the sessions, it is essential that the potential for people not part of the specific audience do not have access to the presentations and workshops.

Additionally, the venue must have areas outside of the actual meeting rooms where attendees can gather to interact, regroup and network. Again, because of the nature of the topics being discussed, it is important that these conversations can take place without disturbing others.

2. Could the procurement item be reasonably modified to allow for competition?

As the CJC Symposium has grown and evolved over time, it has become very clear that the current structure works. In order to meet the objectives of the conference, it is essential that the venue can provide not only the physical meeting space, but also an environment that encourages people to stay at the conference and to network between sessions and after hours. Modifications to how the event is structured would undo the very reasons why it has become so successful and important to the dedicated professionals who attend this event every year.

3. Explain the market research performed.

I have searched for potential conference venues in the greater Salt Lake Valley as well as in the Park City area. I could not find even one other venue with the availability to manage a group of over 600 while also providing an atmosphere that encourages networking, discussion, interaction and the concept of staying at the conference. Information was gathered on-line and is available if needed for review with the Sole Source Request

4. What research have you conducted to ensure the requested procurement item is not available on an existing state cooperative contract?

Given that this request is related to a conference rather than a tangible item and after searching the statewide contracts, there are no existing state cooperative contracts that meet the parameters necessary for this conference, that is, providing specialized conference and meeting space together with an environment conducive to the goals and objectives of this event.

5. If there is only one source for the procurement item, list the names of other similar vendors contacted, contact person, and a summary of their response, Research related to finding a venue for the CJC Symposium was done via phone and email.

Prior to contacting a venue, it was important to verify that the venue could at the very least provide for the current structure of this conference, which includes the following:

1) the venue is able to accommodate a group of 600 or more

2) the venue has enough meeting space to handle the Symposium1s current structure - one large ballroom and at least 6 additional meeting rooms of varying sizes, and

3) the venue can provide an environment/atmosphere essential to meet the goals of the CJC Symposium.

while encouraging attendees to stay on-site during the conference

4) the venue must also accept the Utah State Per Diem Rates for Lodging and Meals.

SECTION B: TRANSITIONAL COSTS

1. Describe the existing equipment, technology, software, accessories, replacement parts, or service, hereafter referred to as equipment; include the original purchase price and date of purchase for the existing equipment.

2. Supply the following:

a. Procurement method that was used to purchase the existing equipment? (IFB, RFP, Sole Source):

b. Solicitation number, RQS number, or sole source number for the existing equipment:

c. Contract number for the existing equipment:

3. Attach the cost-benefit analysis, as required by Utah Code Section 63G-6a-802, that demonstrates that transitional costs are unreasonable or cost-prohibitive.

SECTION C: STANDARD PROCUREMENT PROCESS IMPRACTICABLE

1.

Review R33-8-101c and provide supporting justification why awarding the contract through a standard procurement process is impractical and not in the best interest of the procurement unit under the circumstances; including any supporting documentation.

2. Supply the following, if applicable:

a. Procurement method that was used to purchase the existing equipment? (IFB, RFP, Sole Source):

b. Solicitation number, RQS number, or sole source number for the existing equipment:

c. Contract number for the existing equipment

SECTION D: TRIAL USE CONTRACT

1. Describe how this trial use contract for the new or novel procurement item will benefit your agency.

2. Describe how the procurement item is new or innovative, or how the procurement item has a proposed use/application that is novel or unproven.

3. Describe why a trial use contract exception is necessary for this procurement item at this time as opposed to conducting a standard procurement process to procure the procurement item.

4. What research have you conducted to ensure the requested procurement item is not available on an existing state cooperative contract?

5.

How long does the agency need to test the procurement item and what quantities of the procurement item (if applicable) will be necessary to test this procurement item? Note trial use contracts generally cannot exceed a period of 24 months.

SECTION E: EXTENSION OF CONTRACT WITHOUT ENGAGING IN A STANDARD PROCUREMENT PROCESS The procurement official may extend a contract up to 120 days. For extensions beyond 120 days, the procurement official may extend the contract after consulting with legal counsel.

Contract Start Date: Enter date. Current End Date: Enter date.

Proposed End Date: Enter date. Contract Number: Enter text.

1.

Is this request for a contract extension the result of a protest, appeal or court action? If yes, agency does not need to complete items 2-5 below. Provide the solicitation number that resulted in a protest and date of the protest, appeal or court action.

2.

Describe why extending this contract without engaging in a standard procurement process is necessary to avoid a lapse in a critical government service, OR to mitigate a circumstance that is likely to have a negative impact on public health, safety, welfare, or property.

3.

Confirm the procurement unit is currently engaged in a standard procurement process for the procurement item that is subject to the contract extension request and that the standard procurement process is delayed due to an unintentional error.

4.

Justification for Extension: check all that apply:

☐ The standard procurement process is delayed due to an unintentional error.

☐ A change in an industry standard requires one or more significant changes to specifications for the procurement item.

☐ To prevent the loss of federal funds.

☐ To mitigate the effects of a delay of a state or federal appropriation.

☐ To enable the procurement unit to continue to receive a procurement item during a delay in the implementation of a contract awarded pursuant to a procurement that has already been conducted.

☐ To enable the procurement unit to continue to receive a procurement item during a period of time during which negotiations with a vendor under a new contract for the procurement item are being conducted.

5. For the selection(s) above, provide any additional details regarding the circumstances justifying a contract extension.

SECTION F: REQUEST TO INCREASE TOTAL CONTRACT AMOUNT

If the original solicitation type was an ACWESPP (sole source) and the additional amount will make the contract total go above $50K, then a public notice is required to increase the contract total. This public notice is not necessary if the procurement official waives the public notice requirement in accordance with R33-8-101e.

Contractor Name: Enter text. Contract Number: Enter text.

Original Contract Total: Enter text. Current Contract Total: Enter text.

Proposed Contract Total: Enter text. % Increase from Original: Enter text.

Solicitation Number: Enter text. Solicitation Type: Enter text.

Product or Service Description: Click to enter text.

Why is the contract total being increased? Check all that apply.

☐ The term of the contract is being extended (also complete Section E above if extending).

☐ The quantity of products or services needed has increased.

☐ The price, rate, or fee for a product or service has increased.

☐ A new or upgraded product or service is needed.

Provide details for the answer that was selected in the previous question. Provide and reasons for increase.