3-JK26-6 Part 8 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: Division of Forestry, Fire & State Lands

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

If the procurement item identified in this notice is to be awarded as a sole source (only one source for the procurement item), then this notice will help 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 the purpose of this notice is an intent to award a sole source, after the public notice period has passed, and the Division of Purchasing determines that there are other interested and qualified vendors that meet the specifications of this notice, then the Division of Purchasing will not award a contract pursuant to this notice. An award without competition may still be made even if there are other interested vendors when the basis for the award is due to transitional costs or impracticality as stated above.

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 agency may not make the procurement until the solicitation process is completed and a contract is written and signed by the agency, the vendor, and the Division of Purchasing.

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

Description of procurement item to be purchased: New Marsh Master MM-2MX-KC and implements as described

Estimated value of the contract/purchase order/increase: $300,770.50

Freight Cost (F.O.B. Destination, Freight Prepaid): $7,000.00

Vendor Name: Coast Machinery, LLC

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

One Marsh Master model MM-2MX-KC as well as listed attachments for this wetland track machine

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

PROCUREMENT PROCESS:

☒ Sole Source - There is only one source for the procurement item. Complete Section A

Transitional Costs - 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

Impracticality - 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 Marsh Master (MM) wetland track machines are built and sold only through Coast Machinery, LLC. The track system of the current MM is composed of a polymer cleat that is “self-cleaning” unlike previous track cleats. This prevents or minimizes the buildup of clay, mud and other debris. In addition to the cleats, the fire suppression system and vegetation blade that we are requesting have been developed to work with the MM. All of these items are proprietary items to Coast Machinery and not available from any other vendor.

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

No, the polymer cleats, fire suppression system and the vegetation blade are proprietary to Coast Machinery and are protected under current patent laws. No other manufacturer may provide these, or a likeness of these, items.

3. Explain the market research performed.

I have researched and operated many track machines over the last 7 years and have found the MM to be an exceptionally built machine with excellent customer service and product support. There is only one other machine that tries to replicate the MM but it does not provide the required ground clearance, oil bath bogie wheel system as well as the polymer track cleat system. Other vendors also cannot provide a tested product for the requested vegetation blade and fire suppression system. Other types of track machines are based on a track over pneumatic tires. These machines do not have the required ground clearance or weight carrying capabilities. The tires on these machines are susceptible to punctures by objects hidden in the tall vegetation.

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

I have searched the state contract system and current contract vendors of heavy equipment. I was not able to find any vendors that carry or provide amphibious track machines with a ground pressure of 1 psi. The MM is also only sold through Coast Machinery, LLC.

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, My research was limited to vendor web sites and the specifications provided by those vendors through their web sites.

The closest vendor that provides a similar machine is Marsh Runner by Wilco Mfg. at https://wilcomfg.com/marsh-runner/ Another similar machine is the WP-2 Model Mini Amphibious Carrier by Wetland Equipment Company at https://wetlandequipment.com/products/amphibious-carriers/wp-2-model-mini-amphibious-carrier This machine is chain driven which does not meet the required specifications.

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.

https://wilcomfg.com/marsh-runner/ https://wilcomfg.com/marsh-runner/ https://wetlandequipment.com/products/amphibious-carriers/wp-2-model-mini-amphibious-carrier

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 (e.g. 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 any reasons for the increase.

Click to enter text.