60-S0072-25-CP321_Sole Source CASA Girls Circle Boys Leadership.pdf.PDF

2021 Sole Source Form

STATE OF NEW MEXICO

SOLE SOURCE REQUEST AND DETERMINATION FORM

A sole source determination is not effective until the sole source request for determination has been posted for thirty (30) calendar days without challenge, and subsequently approved in writing by the State Purchasing Agent or, for Professional Services Agreements, the Secretary of the

General Services Department. The foregoing requirement is regardless of whether the sole source request for determination has been signed by the Agency and/or the Contractor.

I. Name of Agency: Roswell Independent School District

Agency Chief Procurement Officer: Charlee Merchant

Telephone Number: 575-627-2529

Agency Contact for this request: Charlee Merchant

Telephone Number & Email Address: 575-627-2529 & cmerchant@risd.k12.nm.us

II. Name of prospective Contractor: Chaves County C.A.S.A.

SHARE Vendor Number (must be active):

Address of prospective Contractor: 500 N. Main St. #314, Roswell, NM 88201

Contact Name, Telephone Number and Email Address: Carrie-Leigh Cloutier, 575-625-

0112, lkoelling@casakids.org

Amount of prospective contract before tax: $75,000

Estimated tax amount (tax is subject to change):

Term of prospective contract: 12 Months

Note: For terms longer than one year, Request for Policy Exemption from DFA MUST be included.

III. Agency is required to state purpose/need of purchase and thoroughly list the services

(scope of work), construction or items of tangible personal property of the prospective contract (if this is an amendment request to an existing contract, include current contract number issued by SPD):

The District wants to partner with Chaves County C.A.S.A. to provide gender specific youth development program using Girls Circle and Boys Leadership models. These programs are evidence based and promote positive identity, healthy peer and adult relationships and emotional expression in safe structured environments. This model is a multi-layered systems of support.

IV. Provide a detailed explanation of the criteria developed and specified by the agency as necessary to perform and/or fulfill the contract and upon which the state agency reviewed available sources. (Do not use “technical jargon;” use plain English. Do not tailor the criteria simply to exclude other contractors if it is not rationally related to the purpose of the contract.)

Chaves County C.A.S.A. provides youth development initiatives to vulnerable children and families. They have strong communities outreach within our county and has the resources and curriculum to provide these services to the District.

V. Provide a detailed, sufficient explanation of the reasons, qualifications, proprietary rights or unique capabilities of the prospective contractor that makes the prospective contractor the one source capable of providing the required professional service, service, construction or item(s) of tangible personal property. (Please do not state the source is the “best” source or the “least costly” source. Those factors do not justify a “sole source.”)

Chaves County CASA is the only certified and locally-based provider of the Girls Circle and Boys Council programs in Chaves County. Their facilitators are trained in evidence-based, gender-responsive programming and have years of experience working with court-involved, trauma-impacted, and at-risk youth. They are also deeply integrated with community services, allowing for wraparound referrals and support where needed. Their unique position as both a youth service and court advocate organization gives them credibility and trust with both students and families.

VI. Provide a detailed, sufficient explanation of how the professional service, service, construction or item(s) of tangible personal property is/are unique and how this uniqueness is substantially related to the intended purpose of the contract.

The Girls Circle and Boys Council/Leadership models are nationally recognized, structured, and curriculum-based programs requiring certified training to deliver effectively. CASA’s approach integrates this structured content with a mentorship model rooted in community connection.

Their delivery is uniquely tailored to the emotional and developmental needs of adolescents, helping meet RISD’s goal to address both social-emotional learning and student engagement, particularly for underserved and at-risk populations.

VII. Explain why other similar professional services, services, construction or item(s) of tangible personal property cannot meet the intended purpose of the contract.

CASA’s unique experience and certified staff are essential to delivering the specific outcomes

RISD targets, including improved self-regulation, leadership, and positive relationship-building among adolescent youth.

VIII. Provide a narrative description of the agency’s due diligence in determining the basis for the procurement, including procedures used by the agency to conduct a review of available sources such as researching trade publications, industry newsletters and the internet;;

contacting similar service providers; and reviewing the State Purchasing Divisions’

Statewide Price Agreements. Include a list of businesses contacted (do not state that no other businesses were contacted), date of contact, method of contact (telephone, mail, e-mail, other), and documentation demonstrating an explanation of why those businesses could not or would not, under any circumstances, perform the contract; or an explanation of why the agency has determined that no businesses other than the prospective contractor can perform the contract.

The District has reached out into the community and hasn’t located a entity that can provide these services to our students. We have found other state agencies has been utilizing these services from Chaves County C.A.S.A.

Certified by: Date:____________________

Agency Chief Procurement Officer

Agency Approval by: Date: ____________________

Cabinet Secretary/Agency or Entity Head or Designee

APPROVED: Date:____________________

State Purchasing Agent

If this sole source is being submitted by a governmental agency or governmental entity not under the final authority of the State Purchasing Agent, the State Purchasing Agent’s signature is not required. The signature line may be removed from this form or marked as N/A. Hard Copy

Documentation for Courtesy Postings do not need to be submitted to SPD for approval.