5-Part 8 KR27-2 form for U3P Redacted.pdf
PDF 323 KB Posted
- Attached to
- Toyota Sienna Hybrid with Conversion Kit
- Solicitation number
- KR27-2
- Issued by
- Utah
About this file
This is a Form 5-Part 8 KR27-2 Notice of Intent to Award a Contract Without Engaging in a Standard Procurement Process submitted by a Utah state agency conducting procurement through the Division of Purchasing. The procurement involves the purchase of a single used 2024 Toyota Sienna Hybrid Platinum AWD vehicle with wheelchair accessibility modifications from Compassion Mobility. The vehicle, with a current mileage of 1,663 miles, includes previously installed modifications consisting of a power ramp, power kneel, base lock, and wheelchair bracket. The agency is pursuing a sole source procurement justification based on the unavailability of comparable pre-owned vehicles meeting the client's specific disability accommodation requirements. The procurement unit conducted market research by contacting multiple vendors including Compassion Mobility, Mobility Solutions, and MobilityWorks, as well as consulting with the Utah Center for Assistive Technology (UCAT), and determined that only the identified vehicle from Compassion Mobility met the client's needs. The procurement will be documented through an Agency Contract, with no specific term or renewal options identified in the documentation.
The total estimated contract value is $82,990.00, which represents 100 percent Vocational Rehabilitation (VR) funding. The vehicle purchase price totals $86,993.50, including adaptive equipment and modifications valued at $32,990.00, with the client responsible for $4,003.50 in taxes, fees, and registration costs. Freight costs are $0.00 (F.O.B. Destination, Freight Prepaid). The client has declined additional vehicle protections and has exercised informed choice in the vehicle selection in accordance with 34 CFR 361.52 and 34 CFR 361.45. No incumbent vendor information, set-asides, or alternative funding sources are identified. The procurement unit determined that previously modified vehicles for wheelchair accessibility are not available on existing state cooperative contracts and that availability through vendors changes on a daily basis, supporting the sole source justification.
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Text version
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: 2024 Toyota Sienna Hybrid Platinum AWD, VIN:
5TDESKFC4RS130774
Estimated value of the contract/purchase order/increase: Total VR portion $82,990 (100% VR Paid) $50,000.00 Adaptive equipment/modifications: (100% VR Paid) $32,990.00)
Freight Cost (F.O.B. Destination, Freight Prepaid): $0.00
Vendor Name: Compassion Mobility
Explain in detail the service or product to be procured (additional information included in attached Scope of Work):
This is a used 2024 Toyota Sienna Hybrid Platinum AWD Wind Chill; Pearl in color; The current Mileage is 1663. The vehicle was previously modified. The modifications are a Power Ramp, Power Kneel, Base Lock, and a wheelchair bracket for baselock.
Total cost of the vehicle, including the conversion modifications is $86,993.50. Because the vehicle is pre-owned, the client's portion for taxes and fees, registration fees is $4003.50. The client has declined any additional protections for the vehicle.
Total VR portion is $82,990.00.
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.)
This is a used vehicle which has been previously modified for a person in a wheelchair. The client has identified this used vehicle and we carefully considered her unique requirements and opted for this vehicle that is available through Compassion Mobility. Cliet is using informed choice according to 34 CFR 361.52 and 34 CFR 361.45.
2. Could the procurement item be reasonably modified to allow for competition?
Availability of previously modified vehicles for wheelchair accessibility is sporadic. Let alone meet the indiviual needs of the client's disability. This vehicle has been identified to meet the clients needs
3. Explain the market research performed.
The client was provided with the Utah vendors in search of a vehicle that would meet their needs. Each vendor maintains up-to-date websites that list the vehicles that are available, which can change on a daily basis. Dispite this, we could not find a suitable option on any of the websites except for CompassionMobility. He found this Used 2024 Toyota Sienna Hybrid Platinum AWD with very low mileage through compassionMobility and tested it out. He and his parents were very pleased with the van as well as the modifications accommodate his needs.
4. What research have you conducted to ensure the requested procurement item is not available on an existing state cooperative contract?
Vehicles which have been previously modified to suit the needs of a person with disabilites are not on contract. Each vendor maintains an up-to-date website that list the vehicles that are available, and these lists changes on a daily basis.
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.
with the Utah Center for Assistive Technology (UCAT) and the client searched through Compassion Mobility, Mobility solutions, and Mobilityworks, but unfortunately, none of their vehicles met the client's specific needs expect Compassion Mobility. Vendors maintain up-to-date websites that list the vehicles they have available.
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: 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 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: 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.
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