3-JM27-106 Part 8 form.pdf

Part 8 Form Version Dated 10/16/2025 i Not for Public Posting

PART 8 EXCEPTIONS REQUEST FORM

ACWESPP (SOLE SOURCE), TRIAL USE CONTRACTS, CONTRACT EXTENSIONS, CONTRACT INCREASES

Only the Utah Division of Purchasing can approve an Award of Contract Without Engaging in a Standard Procurement Process (“ACWESPP”) for an individual item that exceeds $5,000. An agency can complete the purchase using the Small Purchase Standard Procurement Process when individual item(s) are $5,000 or less and when the aggregate total does not exceed $10,000. An agency can complete quotes for small purchases when the individual item(s) exceed $5,000, and when the aggregate total for all items does not exceed $10,000.

• Email this completed form along with a copy of the quote from the vendor to purchasingsolicitations@utah.gov. The

RQM or RQS number must be in the subject line of the email.

• An urgent or unexpected circumstance or requirement for a procurement item does not justify the award of contract without engaging in a standard procurement process.

• The first two pages of this form will not be posted; however, all the subsequently numbered pages may be posted for public notice and comment. Be complete in your answers.

• WARNING: An approved and signed ACWESPP/Part 8 form does not constitute a contract. The contract or PO must be executed before any work can begin.

INCLUDE WITH THIS FORM THE FOLLOWING (as applicable):

Proposed Scope of Work or Specifications (required for all new contracts)

Quote received from the vendor. Quotes cannot be marked as confidential, as they may be published.

Any justification provided by or correspondence with the vendor.

- The requesting public entity must demonstrate an internal analysis for its justification that is not derived from vendor material or messaging.

- Any undue support, coaching or coordination provided by the vendor outside general research and inquiries may result in rejection including denial of sole source or vendor being ineligible for contract award regardless of methodology used. See Utah Administrative Rules R33-104-103(3).

Disclosure of any personal, financial, or fiduciary relationship with the vendor. If no relationship no disclosure is required.

Copy of the terms and conditions if agency requires specific or unique terms and conditions for resulting contract/PO.

Complete the following vendor information:

Vendor Name: Veritas Health Solution, LLC Vendor Contact Person: Dr. Hannah Maxey Vendor E-mail Address: hannah@veritashealthsolutions.org Vendor Telephone Number: 317-702-6622 Vendor Ordering Address: 12953 Fawns Dell Place, Fishers, IN 46038 Vendor Remittance Address:

Vantage Vendor Number (if available): VC243875 All items in the above section are required.

Complete the following if no Vantage number exists:

Vendor Federal Tax ID# (TIN): (9 Digits):

Type of Vendor: Click to use the drop-down menu to select the type of vendor.

Conducting Procurement Unit Contact Information:

Department/Division Name: DHHS, Community Health and Well Being, Division of Population Health

Contact Person and Title: Marc Watterson

E-mail Address: marcwatterson@utah.gov Telephone Number: 801-647-1490

DTS Contact (Required for IT related ACWESPP):

Technology Acquisition Approval Form (for IT purchases only): Completed - Attached Not Completed Not required/DTS pre-approved mailto:purchasingsolicitations@utah.gov

Part 8 Form Version Dated 10/16/2025 ii Not for Public Posting

Agency Contract Insert the RQM Number: RQM 250 2660000001 If this request is related to an expiring or expired contract, provide the contract number and expiration date here:

Purchase Order Insert the RQS Number:

Agency Documents: Other, provide a copy to the Division of Purchasing Business Associate Agreement

Scope of Work: Is the Scope of Work attached to this Request Form? Yes No (If required State Purchasing will not process this request until it has received the proposed Scope of Work)

TO BE COMPLETED BY THE DIVISION OF PURCHASING

The public notice period shall be (Check the box that applies):

a. Procurement exceeds $50,000. Public notification must be made in accordance with Section 63G-6a-112.

b. Procurements of $50,000.00 or less are not required to be published, but may be published at the discretion of the procurement official. Published: Not Published:

c. Publication is not required for a procurement pursuant to a trial use contract.

d.

Publication is waived for an award of contract without engaging in a standard procurement process procurement:

For any procurement item identified in R33-108-101e.(2a) For other circumstances as determined in writing by the procurement official.

e. Publication was not required because this is an extension request for an existing contract and there are no funds being added.

f. Publication was not required because this is a funds increase and/or an extension request for an existing contract which was established through a competitive procurement process.

The Terms and Conditions that will be attached to the awarded agency contract/purchase order:

Agency Contract: Goods & Services Att. B IT (include Technology Acquisition Approval)

Purchase Order: Goods & Services Att. B IT (include Technology Acquisition Approval)

For Division of Purchasing Use Agent: Jayden May

Solicitation #:

Commodity Code(s) (if publicly posted):

# of Vendors Sent To (if publicly posted):

Additional Research, Comments, & Recommendation:

Summary of Contest(s) Received & Determination (if applicable):

Recommend Award: Approved by Management for Award:

State Purchasing Agent Date Director, Division of Purchasing (or designee) Date

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: DHHS

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 contest, 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 contests have been received, then the Division of Purchasing may award a contract to the identified vendor without engaging in a standard procurement process.

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.

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: Request a 120-day extension with an updated scope of work and increase in funding.

Estimated value of the contract/purchase order/increase: $21,875.00

Freight Cost (F.O.B. Destination, Freight Prepaid): $0

Vendor Name: Veritas Health Solution, LLC

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

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, then also complete Section F below. 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, product, etc. is only available from a single supplier.)

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

3. Explain the market research performed.

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

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.

SECTION B: TRANSITIONAL COSTS

1. Describe the existing procurement item; include the original purchase price and date of purchase for the existing procurement item.

2. Supply the following:

a. Procurement method used to purchase the existing procurement item: (e.g. IFB, RFP, Sole Source):

b. Solicitation number or RQS/RQM number for the existing procurement item:

c. Contract number for the existing procurement item:

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 IMPRACTICAL

1.

Review R33-108-101c 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 used to purchase existing procurement item (e.g. IFB, RFP, Sole Source):

b. Solicitation number or RQS/RQM number for the existing procurement item:

c. Contract number for existing procurement item:

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 from the original contract end date, the procurement official may extend the contract after consulting with legal counsel.

Original End Date: 3/1/2027 Current End Date: 3/1/2027

Proposed End Date: 6/29/2027 Contract Number: 266032

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.

No, this request is not a result of a 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.

Veritas acts as the core operational partner for both the Utah Health Workforce Advisory Council (HWAC, under Utah Code 26B-1-425) and the Utah Health Workforce Information Center (HWIC, under Utah Code 26B-4-705). They have been integral to these initiatives since 2020 and helped build them from the ground up. Veritas brings deep institutional knowledge, established data collection tools, specialized policy expertise, and strong partnerships with strategic stakeholders. Currently, Veritas is actively assisting HWAC and HWIC with key tasks outlined in both the Action Plan and the Behavioral Health Workforce Strategic Plan. Extending the contract avoids unnecessary delays in these ongoing efforts and keeps our current initiatives moving forward smoothly. Furthermore, this extension provides the essential time needed to collaborate with Veritas on developing a comprehensive 5-year strategic plan for both HWAC and HWIC, while ensuring a seamless transition and final wrap-up of our multi-year partnership.

Completing this strategic planning specifically with Veritas is vital. Their understanding of our current members, operations, historical context, and foundational workforce data makes them uniquely qualified to map out this long-term vision. By leveraging Veritas’s expertise during this final phase, we can set up HWAC and HWIC to advise and support state leaders in health workforce planning and fulfill duties under Utah Codes 26B-1-425 and 26B-4-705 in the best way possible. Ultimately, this extension enables HWAC and HWIC to work alongside Veritas to solidify a strong foundation that positions both state entities for long-term success.

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.

We originally planned to initiate a standard procurement process for a new contract. However, following a careful review of our options, we agreed that a short-term contract extension, to finalize the 5-year strategic plan and ensure a smooth closeout, delivers the most organizational value, rather than initiating and committing to a new, long-term contract.

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.

The delay in the standard procurement process resulted from an unintentional error in our initial scope planning, as we originally intended to initiate a new procurement upon the expiration of our current contract. However, after evaluating our budget, workload requirements, and growing in-house capabilities, we determined that entering into a new contract was no longer needed. Instead, we are requesting a short term extension with additional funding to update our current scope of work to include the development of a 5-year strategic plan and a seamless, well-organized closeout, maximizing organizational value and ensuring a smooth transition.

SECTION F: REQUEST TO INCREASE TOTAL CONTRACT AMOUNT

If the original solicitation type was an ACWESPP (e.g. sole source) and the proposed contract total will exceed $50,000, then public notice is required to increase the contract total. Public notice is not necessary if the procurement official waives the public notice requirement in accordance with R33-108-101e.

Contractor Name: Veritas Health Solutions, LLC Contract Number: 266032

Original Contract Total: $112,500.00 Current Contract Total: $112,500.00

Proposed Contract Total: $134,375.00 % Increase from Original: 19.44%

Solicitation Number: JM26-2 Solicitation Type: Sole source Product or Service Description:

Professional health workforce policy and data consulting, delivered by nationally recognized experts.

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.

The contract total is being increased because the development of the comprehensive 5-year strategic plan and the formal close-out plan were not included in the original scope of work and require additional time to complete. Because these deliverables expand the scope of work beyond the original agreement, additional funding is required to compensate Veritas for the increase in consulting services (time and expertise) necessary to complete these activities.