4-02. Notice of Intended Sole Source Procurement.docx
DOCX document 3 MB Posted
- Solicitation number
- UDOT260099MPSS
- Issued by
- Utah
About this file
This is a Notice of Intent to Award a Contract Without Engaging in a Standard Procurement Process issued by the Utah Department of Transportation (UDOT) Procurement division for roadside toll system equipment and ongoing support services. UDOT seeks to procure services for roadside equipment replacement and ongoing support for Customer Payment System (CPS) operations, server migration, and Backoffice System (BOS) transition activities to maintain reliable Express Lanes tolling operations. The procurement is intended to result in a contract with an estimated total term cost of $6,075,000 over ten years, with a contract term of five years and five one-year renewal options. The notice is published to determine if any other interested and qualified providers can meet the specifications, and any challenges to the sole source determination must be submitted during the publication period with detailed documentation demonstrating comparable or equivalent services and cost comparisons.
The vendor identified for this procurement is TransCore, the current incumbent supplier of the Express Lanes ETC system that was originally procured under Contracts 180822 and 179802. UDOT justifies the sole source award based on transitional costs as a significant consideration, as the existing equipment and software have been deployed for more than a decade and are at or beyond end-of-life, necessitating replacement and migration support. The original equipment was procured through prior solicitations, with software support costs historically ranging from approximately $162,000 to $217,000 annually and field equipment including lane controllers priced at approximately $20,000 each. The proposed procurement includes a cost-benefit analysis demonstrating that transitional costs would be unreasonable or cost-prohibitive if a competitive procurement process were pursued. No action is required from interested parties if they agree with the sole source determination; however, if valid challenges are received during the publication period demonstrating other qualified providers, UDOT Procurement will not proceed with the sole source award.
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Other files
| File | Type | Posted |
|---|---|---|
| 5-01. General Information- Notice of Sole Source (2).docx | DOCX document | |
| 3-03. Express Lanes Roadside Scope of Work (1).docx | DOCX document | |
| 1-05. TransCore Pricing Summary (1).xlsx | XLSX spreadsheet | |
| 2-04. Copy of UDOT - Toll Cost Model Comparison - V3 - Sole Source Analysis (2).xlsx | XLSX spreadsheet |
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Text version
STATE OF UTAH - DEPARTMENT OF TRANSPORTATION
UDOT Procurement
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 Requesting 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 Requesting Unit has identified its justification for pursuing this process.
Determination of Other Interested Providers The intent of this notice is to determine if there are any other interested and qualified providers that meet the specifications of this notice. Any such providers must submit the following information:
· The name of the provider; and
· A detailed explanation of the challenge, including documentation showing that there are other competing sources for the procurement item.
In addition, a provider should include:
· Documentation that the provider can provide a comparable or better procurement item that meets or exceeds the specifications.
· Documentation that the provider 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 the provider’s anticipated transitional costs.
Regardless of any prior communications with UDOT Procurement or the State, all providers 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 REQUESTING UNIT. Any questions regarding this notice, including obtaining additional information, must 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 providers 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 the UDOT Division of 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:
| RESULT |
| ACTION |
X
Contract
MOU
1. The term of this contract will be: Five Years and renewal options: Five one year renewal Options .
| Purchase Order |
| 1. Insert the Accounting Coding: Example: 8301 XDA B87E12 |
Coding for this Purchase Order: Unit Appr Obj Activity Function
Other
___ GAX
___ P Card
1. NOTICE: The GAX option is for EXTENUATING circumstances only. Requesting Unit may not make the procurement until after the solicitation process is completed and the method of payment has been approved by UDOT Procurement.
NOTICE: The Requesting Unit may not make the procurement until after the solicitation process is completed and the purchase order or contract is fully signed by and delivered to all required parties.
| Description of procurement item to be purchased: |
| Roadside Toll System |
| Estimated Total Term Cost/Cost per quote: |
| $6,075,000 (Ten Years) |
| Freight Cost (F.O.B. Destination, Freight Prepaid): |
| Vendor Name: |
| Transcore |
Explain in detail the service or product to be procured (additional information is found on any attached Scope of Work):
UDOT will procure services for roadside equipment replacement and ongoing support for CPS operations, server migration, and BOS transition activities to maintain reliable Express Lanes tolling operations.
CHECK THE THAT BOX IDENTIFIES WHY A CONTRACT SHOULD BE AWARDED WITHOUT ENGAGING IN A STANDARD PROCUREMENT PROCESS:
| ☐ |
| There is only one source for the procurement item, or Compatibility of equipment, technology, software, accessories, replacement parts, or service, including professional services, is the paramount consideration. |
| Complete section A |
| X |
| 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. |
| 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 |
| ☐ |
| Procurement item is needed for Trial use or testing to determine whether the item will benefit the agency. |
| Complete section D |
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.) |
| 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 item is not available on an existing state cooperative contract? |
| 5. |
| List the names of other similar vendors contacted, contact person, and a summary of their response, |
| 6. |
| Disclose in space below if the requestor has any personal, financial, or fiduciary relationship with the recommended vendor. |
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. |
UDOT currently operates the TransCore Express Lanes ETC System, consisting of CPS software, firmware, integrations, and roadside lane controller hardware originally procured under Contracts 180822 (software support, ~$162k–$217k per year) and 179802 (field equipment including lane controllers priced ~$20k each) . Much of this equipment and software was deployed more than a decade ago and is now at or beyond end-of-life, necessitating replacement and migration support to maintain reliable tolling operations.
| 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: 179802 and 180822 |
| 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 the supporting justification that awarding 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: PROCUREMENT ITEM IS NEEDED FOR TRIAL USE OR TESTING
| 1. |
| Describe why is the trial use or testing necessary? (Explain the purpose of the trial use or testing of the procurement item.) |
| 2. |
| What is the anticipated end result of the trial or test? |
| 3. |
| Do any other similar vendors provide this product or service? |
| a. |
| If yes, list the company names, and whether their products will be tested: |
| 4. |
| What criteria were used to choose this vendor? |
| 5. |
| What is the scope, size, and location of test or trial? |
| 6. |
| Contracts for trial and testing must follow the criteria listed in UCA 63G-6a-802.3, and the period for a trial use or testing of a procurement item under a trial use contract may not exceed 24 months, unless the procurement officer provides a written exception documenting the reason for a longer period. Exception attached yes: ☐ no: ☐ |
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.
1 revision date: 08-03-2023 image1.png
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