Intercomp Portable Scales Purchase SS.pdf

Page 1 of 4 Revised 08/2023

Sole Source Request § 24-103-205, C.R.S.

Instructions:

1. Complete all fields below. Failure to provide all information may delay the processing of your request.

2. Include any documentation to support your request as attachments with the form.

3. Submit the complete form, with attachments to tammy.lichvar@state.co.us

SECTION A – Agency Information

1. Division / Office:

2. Name of Requester:

3. Name of Program Manager:

SECTION B – Vendor Information

1. Vendor Name:

2. Vendor Contact:

3. Vendor Phone Number:

4. Vendor Email:

5.

• If yes, please explain:

A sole source procurement is justified when there is only one good or service that can reasonably meet the need and there is only one vendor who can provide the good or service. A requirement for a particular proprietary item (i.e., a brand name specification) does not justify a sole source procurement if there is more than one potential bidder or offeror for that item. Note: All sole source requests will be posted on an electronic procurement system in accordance with §24-106-103(5) C.R.S.

Have you procured goods and/or services from this vendor in the past 2 years?

Choose: Yes No

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SECTION C – Description of Goods/Services

1. Describe in detail the goods and/or services to be procured and how they meet your needs i.e., special features, compatibility, etc.:

2. Are there other goods or services that can meet the state’s needs? Choose

• If yes, please explain:

SECTION D – Approval Period and Estimated Dollar Amount

1. Is this purchase a one-time purchase?

• If no, identify approval period being requested:

Start Date (MM/DD/YY):

End Date (MM/DD/YY):

2. Provide estimated cost breakdown of goods and/or services covered by this procurement:

Goods:

Services:

TOTAL DOLLARS for this procurement:

SECTION E – Price Reasonableness

1.

2.

3. Was a cost or price analysis conducted:

4. If you answered 'YES' to 1-3 above, attach documentation of how you determined Price Reasonableness. If you answered ‘NO’ to 1-3 above, describe how the agency determined the prices were fair and reasonable, as required by §24-103-403 C.R.S. and §24-30- 202 C.R.S. for this sole source:

Yes No

Yes No

NoWere the prices or rates compared to established catalog or market prices? Yes

Were the prices or rates compared to historical prices or rates for similar goods or services procured by in the past? Yes No

Yes No

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SECTION F – Sole Source Justification

1. Provide a detailed explanation of the vendor's Sole Source Status. WHY we MUST buy this particular good and/or service from this Vendor.

2. If this request is NOT approved, what method of source selection would the agency/IHE use to satisfy the requirements of the Procurement Code?

3. Is there any additional information that you’d like to provide in order for this request to be considered?

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By signing below, you are certifying that the information submitted on this form is accurate.

The EDO Purchasing Director will make the final determination of Sole Source.

Signature __________________________________________ Date ___________

Printed Name and Title _________________________________________

FOR PROCUREMENT USE ONLY:

NPSS1 Number Posted on VSS and

Related Comments (responses received, quantity, etc):

DETERMINATION:

Sole Source approved – purchase as requested.

Sole Source not approved – issue bid using performance specifications.

MARKET RESEARCH CONDUCTED BY PROCUREMENT STAFF:

Director of Purchasing (or delegate) Signature ____________________________________

This approval is valid until: _______________

1) The Intercomp products are manufactured and produced domestically. The Haenni products are manufactured and produced outside the United States and imported.

2) There are certified technicians available locally who can service the Intercomp units. There are no certified technicians available locally to service the Haenni units. While the Intercomp units can be serviced here in Colorado or even at their local Port of Entry district, the Haenni units will have to be sent to Maryland to be serviced through LoadOMeter, the only Haenni certified facility in the United States. Should LoadOMeter ever cease operations, the only other Haenni-certified facility is in Germany.

3) The Intercomp models work with existing technology already in use and well-known to the Port of Entry. These scales would expand upon the network of units that the Port of Entry has already invested in that have been proven reliable and are unlikely to require significant additional training.

4) The Intercomp models use commercially available NiMH AA batteries- batteries that can be purchased at any WalMart, Target, Ace Hardware or online through Amazon. Compare this to the proprietary and integrated battery the Haenni relies upon- this potentially limits the overall life of the Haenni due to battery cell failures and it makes it harder to replace the battery when necessary because it requires removal and reinstallation of the battery by the manufacturer.

5) The Intercomp models incorporate solar charging technology. The Haenni does not. While the Haenni can charge in 2 hours, it has to be plugged in to charge. The Intercomp models can charge while in use by absorbing sunlight, making it possible to continue a weighing operation longer and improving the reliability of the unit because its battery keeps a charge.

6) The Port of Entry is only seeking to purchase one of each type of Intercomp scale at this time. It wishes to evaluate the performance of these units in the field. It is entirely possible the Port of Entry may consider purchasing a Haenni unit in the future to also consider its performance should that be desired before making a final decision concerning the future replacement of its inventory of portable scales.