CTR053289 - Second Supplemental CI - Executed.pdf

Page 1 of 4 SPO Form 101 - Competition Impracticable Procurement Authorization (Rev 10.17.23)

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

SECTION II - Background

1. State Governmental Unit

2. Requestor 3. Email

4. Title 5. Telephone

6. Service(s)/Material(s)

7. Supplier

8. Contract ID

9. CI Type

10. Requesting Term 11. Estimated Cost

Arizona Department of Health Services (ADHS), Bureau of Emergency Medical Services (EMS)

Julia Vinton/Nathaniel Thomas

Office Chief/Procurement Specialist

Julia.Vinton@azdhs.gov

480-599-4145/480-952-3883

License Management System (LMS) and Arizona Hospital Information and Emergency Medical Services (EMS) Registry System

ImageTrend

CTR053289

Through 8/16/2026 $50,000.00

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

Page 2 of 4 SPO Form 101 - Competition Impracticable Procurement Authorization (Rev 10.17.23)

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

These services were originally awarded through a Request for Proposal to ImageTrend Inc., Contract ADHS11-004470 in 2010. After five (5) years, services were completed as a Competition Impracticable (CI) (ADHS16-114329). On August 17, 2021, under an approved Competition Impracticable determination, Contract CTR053289 Registry and Hospital Information was established with Image Trend to continue to provide the States EMS Registry System. This system allows agencies to securely submit electronic Patient Care Reports (eCPR) and other electronic records for the collection of EMS and trauma data per A.R.S. § 36-2208.

As a result of rule changes in A.R.S. 36-2232(a)(3) that went into effect in state fiscal year 2024, additional ImageTrend services are required. These include, but are not limited to:

Developing and implement an automated process for assigning an urbanicity to an ePCR;

and create three (3) new custom IT data elements to use in place of the existing Supplemental Questions currently used for retaining urbanicity information. These additional services are expected to cost $88,675.00 which exceeded the original established NTE amount of $1,468,303.14. As this is a current and ongoing Contract for an embedded system, competition is impracticable. The added enhancements are required under A.R.S. § 36-2208 and advantageous to the State to ensure continued services and systems are in use.

- 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 10.17.23)

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. If needed, I have attached additional documents/clarifications/explanations to the request

17. Signature 18. 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.

This is an imbedded system that is currently in use within the State of Arizona and needs the enhancements listed in Section 13 to ensure compliance with A.R.S. § 36-2208.It has been determined that price is fair and reasonable based on the costs of similar enhancements that were implemented in Amendment 4 of CTR053289.

The original five (5) year term not to exceed amount was $875,366.94. Additional enhancements were needed for Amendment 2 of CTR053289, so a Supplemental CI Determination was executed to raise the five (5) year term not to exceed amount to $1,468,303.14. It is projected that further rule changes may occur next year, resulting in additional enhancements, therefore, the amount requested for this CI is $50,000.00 to cover for the final term of the contract, bringing the new not to exceed total to $1,518,303.14. The statewide registry system is an embedded system and would not be practicable to do competitive bidding to obtain a new system at this time. For this reason, it is in the best interest of the State to approve this CI.

9/20/2024

Nathaniel Thomas Digitally signed by Nathaniel Thomas Date: 2024.09.20 13:58:19 -07'00'

Page 4 of 4 SPO Form 101 - Competition Impracticable Procurement Authorization (Rev 10.17.23)

TO BE COMPLETED BY PROCUREMENT AUTHORITY

SECTION IV - Approval

19. Determination

20. Approved Expiration Date

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

22. Print Name 23. Title

24. Signature 25. Date of Approval

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.

9/30/2026

Gina Corwin Chief Procurement Officer

9/20/2024

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

Gina Corwin Digitally signed by Gina Corwin Date: 2024.09.20 14:34:13 -07'00'