CI_ADOA_Biometric_Approved_10.19.2023.pdf

Page 1 of 2 SPO Form 101 Standard Work (Rev 03.21.22)

Standard Work

Owner State Procurement Office, Compliance Unit

Form Number SPO Form 101 - Competition Impracticable Authorization Version Revised 3/21/2022

Process Standard Work/Instructions for completion and submittal of the SPO 101 form. The form is available on the SPO website: For Agencies > Resources > Standard Forms and Documents.

Form Completion Process

No. Action Action Detail/Key Points

Sections I through III to be completed by the requesting State Governmental Unit:

SECTION I - State Governmental Unit Request

1 State Governmental Unit Name of the requesting State Governmental Unit (SGU; agency, board, or commission)

2 Requestor Name of the requestor 3 Email Email of the requestor 4 Title Job title of the requestor 5 Telephone Telephone number of the requestor

SECTION II - Background 6 Service(s)/Material(s) Description of service(s)/material(s) or Contract title (eProcurement Label) 7 Supplier Name of supplier(s) 8 Contract ID eProcurement contract number (if available)

9 CI Type Select applicable option:

- Authorization Request for a new CI

- Modification pursuant to R2-7-E303(E) for a CI modification https://spointra.az.gov/resources/standard-forms-and-documents

Page 2 of 2 SPO Form 101 Standard Work (Rev 03.21.22)

10 Requesting Term Specify contract term or extension period, as applicable, based on the CI 11 Estimated Cost Forecasted expenditures for the duration of the CI term

SECTION III - Justification

12 Rationale

Select applicable option in accordance with A.A.C R2-7-E303(A):

- Compliance with A.R.S. §§ 41-2533, 41-2534, 41-2538, or 41-2578 is impracticable

- Compliance with A.R.S. §§ 41-2533, 41-2534, 41-2538, or 41-2578 is unnecessary

- Compliance with A.R.S. §§ 41-2533, 41-2534, 41-2538, or 41-2578 is contrary to public interest

- Documented lack of suppliers

- Procurement requires an open and continuous availability of offerors

Provide details of the procurement need, reason for the competition impracticable, and how the proposed procurement is advantageous to the State

Detail information regarding the rationale selected in the previous section; State Governmental Unit use of the material(s) or service(s); if mandatory state contracts were explored; the limitation which led to the competition impracticable, and how the State would benefit from the procurement. If there is previous contract which requires modification pursuant to R2-7-E303(E) or contract that reached beyond the maximum 5-year term, provide the contract number and copy of that CI.

Describe the procurement process, strategy to promote competition, and determination that the price is fair and reasonable

Detail strategy for the proposed procurement, considered competition, reason for selecting specific supplier, and negotiations strategy.

I have conducted research and determined that no mandatory state contract is available for the service(s) /material(s)

Check the box confirming research was conducted. If the CI pertains to a modification pursuant to R2-7-E303(E), leave field empty.

16 Signature Signature of the authorized requestor 17 Date of Request Specify the date of request

Section IV to be completed by the Procurement Authority:

SECTION IV - Approval

18 Determination

Select applicable option in accordance with A.A.C. R2-7-E303(D):

- Request Authorized Pursuant to R2-7-E303

- Request Authorized with Conditions/Restrictions R2-7-E303

- Request Returned for Additional Information

- Request Denied

19 Approved Expiration Date Specify the date or term of expiration

20 Comments, conditions, or restrictions (as applicable) Complete as needed

21 Print Name Printed name of the approver 22 Title Job title of the approver 23 Signature Signature of the approving authority 24 Date of Approval Specify the date of approval 25 Use section as necessary Used by any party in case the fields within the form were insufficient

STATE GOVERNMENTAL UNIT NOTICE: This is an official written determination in response to a procurement authorization request.

A copy of the form shall be maintained by the State Governmental Unit and the State Procurement Office.

Upon completion, Requestor shall forward the signed form to the Contract Owner.

Contract Owner shall upload the signed approval version of this form in the eProcurement system.

If anticipated expenditure is above State Governmental Unit's delegation, forward document to SPOCompliance@azdoa.

gov.

Page 1 of 4 SPO Form 101 - Competition Impracticable Procurement Authorization (Rev 03.21.22)

Procurement Determination:

Competition Impracticable Authorization A.A.C. R2-7-E303

SECTIONS I THROUGH III MUST BE COMPLETED BY THE REQUESTOR

USE ADDITIONAL PAGE AS NECESSARY

SECTION I - State Governmental Unit Request

1. State Governmental Unit

2. Requestor 3. Email

4. Title 5. Telephone

SECTION II - Background

6. Service(s)/Material(s)

7. Supplier

8. Contract ID

9. CI Type

10. Requesting Term 11. Estimated Cost

ADOA - Statewide

Jim Atkins james.atkins@azdoa.gov

Statewide Procurement Manager 602-245-8268

2 Years $5.3M (Avg Annual Spend $2.65 Mil)

- Modification pursuant to R2-7-E303(E) for a CI modification

Page 2 of 4 SPO Form 101 - Competition Impracticable Procurement Authorization (Rev 03.21.22)

SECTION III - Justification

12. Rationale

13. Provide details of the procurement need, reason for the competition impracticable, and how the proposed procurement is advantageous to the State

- Compliance with A.R.S. §§ 41-2533, 41-2534, 41-2538, or 41-2578 is impracticable

Page 3 of 4 SPO Form 101 - Competition Impracticable Procurement Authorization (Rev 03.21.22)

14. Describe the procurement process, strategy to promote competition, and determination that the price is fair and reasonable

15. I have conducted research and determined that no mandatory state contract is available for the service(s)/material(s)

16. Signature 17. Date of Request

In accordance with the Procurement Rules, the Arizona Uniform Terms and Conditions must be made a part of all Contracts. If you will be required to sign a software licensing agreement or sign any other agreement containing terms and conditions, these will need additional review to ensure that the terms and conditions do not invalidate the Arizona Uniform Terms and Conditions. Approval of this request does not allow for agencies to exceed their dollar acquisition amount of delegated authority.

10/19/2023

Page 4 of 4 SPO Form 101 - Competition Impracticable Procurement Authorization (Rev 03.21.22)

TO BE COMPLETED BY PROCUREMENT AUTHORITY

SECTION IV - Approval

18. Determination

19. Approved Expiration Date

20. Comments, conditions, or restrictions (as applicable)

21. Print Name 22. Title

23. Signature 24. Date of Approval

25. Use section as necessary

STATE GOVERNMENTAL UNIT NOTICE: This is an official written determination in response to a procurement authorization request.

A copy of the form shall be maintained by the State Governmental Unit and the State Procurement Office.

Upon completion, Requestor shall forward the signed form to the Contract Owner.

Contract Owner shall upload the signed approval version of this form in the eProcurement system.

If anticipated expenditure is above State Governmental Unit's delegation, forward document to SPOCompliance@azdoa.gov.

- Request Authorized Pursuant to R2-7-E303

10/31/2025

Jessica Klein Deputy SPA

10/19/2023 https://azadoagov.na1.echosign.com/verifier?tx=CBJCHBCAABAAP3_FCoDAX8LeaeAuOWoDPpyVq0nVifxm

Biometric CI- Supporting Documentation

6. Service(s)/Material(s) Biometric products and services include Arizona Automated Fingerprint Identification System (AFIS) Core System and maintenance, electronic fingerprint and palm print processing, Electronic Fingerprint Application Processing (EFAP) facial recognition, iris and/or retinal scans, photo and electronic identification, ten print, palm print, and latent print identification, electronic and biometric identification for access to buildings, computers, other devices biometric identification and security requirements.

The contract allows for the purchase of products and services including biometric and identification services, computer systems with related biometric identification capabilities, hardware, software, servers, cloud storage, hardware and software maintenance, customer and technical support services, licensing, and equipment used in biometric identification.

7. Supplier

CTR040047 MORPHO USA INC - IDEMIA IDENTITY & SECURITY USA LLC

CTR040046 GRIAULE CORP

CTR040049 NEC CORP OF AMERICA

CTR040050 DATAWORKS PLUS LLC

CTR040051 IMAGEWARE SYSTEMS INC

CTR064766 TECH5 USA INC

CTR061120 FIELDPRINT INC

11. Estimated Cost $5.3M (Avg. Annual Spend $2.65 Mil)

Note: Electronic Fingerprint Application Processing (EFAP) portion of the contract was originally awarded to GEMALTO, Consent to Assignment to Thales, and then a Consent to Assignment to Fieldprint. Total Spend for $345,196.

13. Provide details of the procurement need, reason for the competition impracticable, and how the proposed procurement is advantageous to the State.

The current status of several projects delivered to the state under this contract are in process. This includes pre-implementation or recently taken over from a supplier that was awarded but cancelled their contract. Multiple agencies utilize this contract and are engaged in current projects and various stages. There are two specific processes relating to this request at DPS:

1. The company Idemia, is currently engaged in the replacement of the mug-shot databased utilized by the state but also by multiple law enforcement agencies throughout Arizona. This project is delayed several years due to internal and external challenges. Some of the unforeseen challenges are related to statewide law enforcement agencies transitioning to the new system. There are also software, hardware, and project related delays that contributed.

2. The Electronic Fingerprint Application Processing (EFAP) portion of the contract is on it’s third supplier as the original supplier awarded was purchased and then decided to exit the business. Through a Consent to Assignment, a previous contract holder assumed the contract and worked with multiple user agencies to provide a solution that left no gap in coverage across the state. This supplier started full operations in October of ’22.

3. Arizona is one of two States working with the FBI on a Pilot program for Contactless Finger Printer. At least 2 suppliers on contract are supporting this activity.

4. DPS has developed a process to capture all fee’s related to fingerprinting and pay the supplier for capturing fingerprints. Currently, in most cases the supplier’s captures all fee’s and pays DPS the required fees, retaining the fee for capturing the prints. This has yet to be implemented and will require a transition.

14. Describe the procurement process, strategy to promote competition, and determination that the price is fair and reasonable

To prevent a disruption in service, and maintain a Statewide contract that all State agencies and Cooperative members may continue to utilize. Given the current workload and staffing completing a solicitation and awarding new contracts is not possible before the current contract expires on 10/31/2023. The request is for a 2 year extension to provide time to complete the current projects and develop the best strategy for the contracts moving forward. Along with completing the solicitation process.

Electronic Fingerprint Application Processing (EFAP) Fieldprint $8.25 + DPS Fee’s

ADOR - CTR046742 FINGERPRINTING SERVICES

AZLS Fingerprinting Fee $29.00 + AZLS Administrative Fee = $13.00 + DPS Fee’s

Pursuant to R2-7-702 A4, fair and reasonable pricing is supported by historical price data.

Tentative plan Feb-Jun 2024 – Hold focus groups to determine if the contract set stays together or is separated out Electronic Fingerprint Application Processing (EFAP). Gain an understanding of interactions of ADOT Systems Jul-Oct 2024 – SOW Development Nov 2024-Mar 2025 – Solicitation period

Apr-Oct 2025 – Transition period to new contracts

ITAC Compliance DPS is currently in compliance with all ITAC requirements.

Cooperative usage From conversations with several cooperative members, extending the current contacts via a CI should not create any issues with continued use.

Biometric CI - Supporting Doc

CTR040046 - GRIAULE CORP

CTR040049 - NEC CORP OF AMERICA

CTR040050 - DATAWORKS PLUS LLC

CTR064766 - TECH5 USA INC

CTR061120 - FIELDPRINT INC

1. The company Idemia, is currently engaged in the replacement of the mug-shot databased utilized by the state but also by multiple law enforcement agencies throughout Arizona. This project is delayed several years due to internal and external challenges. Some of the unforeseen challenges are related to statewide law enforcement agencies transitioning to the new system. There are also software, hardware, and project related delays that contributed.

2. The Electronic Fingerprint Application Processing (EFAP) portion of the contract is on it’s third supplier as the original supplier awarded was purchased and then decided to exit the business. Through a Consent to Assignment, a previous contract holder assumed the contract and worked with multiple user agencies to provide a solution that left no gap in coverage across the state. This supplier started full operations in October of ’22.

3. Arizona is one of two States working with the FBI on a Pilot program for Contactless Finger Printer. At least 2 suppliers on contract are supporting this activity.

4. DPS has developed a process to capture all fee’s related to fingerprinting and pay the supplier for capturing fingerprints. Currently, in most cases the supplier’s captures all fee’s and pays DPS the required fees, retaining the fee for capturing the prints. This has yet to be implemented and will require a transition.

Text14: To prevent a disruption in service, and maintain a Statewide contract that all State agencies and Cooperative members may continue to utilize. Given the current workload and staffing completing a solicitation and awarding new contracts is not possible before the current contract expires on 10/31/2023. The request is for a 2 year extension to provide time to complete the current projects and develop the best strategy for the contracts moving forward, along with completing the solicitation process.

Pursuant to R2-7-702 A4, fair and reasonable pricing is supported by historical price data.

Tentative plan Feb-Jun 2024 – Hold focus groups to determine if the contract set stays together or is separated out Electronic Fingerprint Application Processing (EFAP). Gain an understanding of interactions of ADOT Systems Jul-Oct 2024 – SOW Development Nov 2024-Mar 2025 – Solicitation period Apr-Oct 2025 – Transition period to new contracts

ITAC Compliance DPS is currently in compliance with all ITAC requirements.

Cooperative usage From conversations with several cooperative members, extending the current contacts via a CI should not create any issues with continued use.