70-U6900-26-CP400_091626 Viking Systems SS.pdf.PDF

UNM Proposed Sole Source Form – Rev 04/07/2021

Proposed Sole Source Purchase Form Pursuant to New Mexico Procurement law, the UNM Purchasing Department will post your completed form on the UNM Sunshine

Portal and the State of New Mexico Procurement website for 30 days prior to purchase of the goods/services.

I. GENERAL INFORMATION. PLEASE PROVIDE THE FOLLOWING:

Date of Request Requisition Number (If Applicable) Request Submitted by: Title

Department Email Phone Proposed Vendor Amount

Vendor Address Term of Purchase

Buyer Team - See Commodity list at http://purchase.unm.edu/department-information/comm-code-listing.pdf Provide a basic description of goods/services to be provided:

Why is this purchase needed?

II. BASIS FOR SOLE SOURCE PROCUREMENT. CHOOSE APPLICABLE BOX(ES) AND

PROVIDE ADDITIONAL INFORMATION, AS REQUESTED:

☐ Proprietary item, technology or service only available from the proposed vendor. (Check box and describe proprietary component)

9/15/26

Kyla Sorensen Supervisor, Fiscal Services Office of the Medical Investigator ksorensen@salud.unm.edu

Viking Systems, LLC $104,000 264 Prism Ave SW Rio Rancho, NM 87124

87124

12 months

Proprietary item, technology or service only available from the proposed vendor. (Check box and describe proprietary component)

Temporary technical consulting and support services for the Office of the Medical Investigator's Decedent Case Management System, including system troubleshooting, technical analysis, user support, documentation, workflow consultation, maintenance support, knowledge transfer, and assistance with system-related enhancements and issue resolution.

The OMI is experiencing a temporary IT staffing shortage due to an employee on extended leave and the resignation of a key Technical Analyst 2.

The Decedent Case Management System is a mission-critical application that supports all medicolegal death investigations conducted statewide.

Immediate access to specialized technical expertise is necessary to maintain system availability, security, and operational continuity while the department recruits, hires, and trains a permanent replacement.

http://purchase.unm.edu/department-information/comm-code-listing.pdf

☐ Compatibility requirement with existing item, technology or service. (Check box and describe compatibility requirement)

☐ Renewal of support/maintenance/subscription of software, technology or other intellectual property. (Check box and describe)

X Other Basis for Sole Source: Please describe below:

III. SUPPLEMENTAL DETAILS. PLEASE PROVIDE ADDITIONAL INFORMATION AS

REQUESTED BELOW:

Describe in detail the unique capabilities of the proposed vendor’s goods/service and/or personnel performing the work and why this constitutes the only source. Focus on what is unique about the goods/service and why no other vendor could meet your needs.

The requested contractor possesses approximately 16 years of direct experience supporting OMI's Decedent Case Management System and has extensive specialized knowledge of the system's architecture, functionality, historical issues, workflows, user requirements, and operational environment. Due to the highly specialized nature of the system and the department's current staffing shortage, no other resource can provide immediate continuity of support without a significant learning curve and operational risk. This temporary engagement is necessary to ensure uninterrupted operation of a system critical to the agency's statewide forensic mission while replacement personnel are recruited and trained.

Martin Wetterstrom has approximately 16 years of experience supporting OMI and its Decedent Case Management System. During that time, he has developed extensive institutional and technical knowledge that is unique to OMI's operations. His expertise includes detailed knowledge of system architecture, configuration, user workflows, historical technical issues, database processes, reporting requirements, departmental business practices, and operational procedures supporting statewide medicolegal death investigations.

The Decedent Case Management System serves as OMI's official repository for death investigation records and supports more than 250 users operating 24 hours per day, 365 days per year. Because the system is highly specialized and directly supports OMI's statutory responsibilities, replacement personnel would require substantial time to acquire equivalent knowledge and effectiveness. Mr. Wetterstrom is uniquely qualified to provide immediate technical support, ensure continuity of operations, and assist with knowledge transfer during the transition to a permanent replacement.

Describe the due diligence made to locate other possible sources including communications with other universities, communications with similar providers, web searches, yellow page searches, review of advertisements and trade publications, etc.

List the other vendors who were contacted. Please describe the specs/qualifications/criteria that the other vendors were unable to satisfy.

The department evaluated alternatives including reassignment of existing IT resources, recruitment of replacement personnel, and the use of external consultants or contractors. The department determined that while other technical resources may be available, none possess the level of specialized knowledge of OMI's Decedent Case Management System, historical system issues, departmental workflows, and operational requirements necessary to provide immediate support. Recruiting and training a new resource will require several months and would not adequately address the immediate operational need. The proposed engagement is intended solely as a temporary solution until permanent staffing needs are resolved.

No specific vendors were identified that could provide immediate support with equivalent expertise in OMI's Decedent Case Management System. The department considered utilizing other IT resources and external consulting services; however, those alternatives lack the proposed contractor's approximately 16 years of system-specific experience, institutional knowledge, familiarity with historical records and workflows, and ability to provide immediate continuity of support. Any alternative provider would require significant onboarding and training, increasing operational risk during the current staffing shortage. The proposed contractor is the only known source capable of providing the required level of immediate technical support and knowledge transfer for this specialized system.