Not_Practical_to_Quote-CTR076960_Kaibab_Deer_Check_Station-s.pdf

NOT PRACTICAL TO QUOTE

Arizona Game and Fish Department ⧫ 5000 W. Carefree Hwy. ⧫ Phoenix, AZ 85086 ⧫ 602-942-3000

SSPU_Form 500_3-4-2022

Title:

Work unit:

Estimated cost:

Requester Name:

Contact (email/phone):

Requisition #:

Recommended Supplier:

Please provide a full description of materials or services:

Justification for use of only this supplier:

Requester Signature: Date:

Note: In accordance with the procurement rules, this form cannot be utilized to purchase items or services already covered under a statewide contract.

PROCUREMENT DETERMINATION

(FOR PURCHASING USE ONLY)

☐ Request authorized pursuant to R2-7-D304

☐ Request denied

☐ Request returned for additional information

☐ See Comments below

In accordance with �41-2535 and R2-7-D301��, this quotation exemption shall not exceed the aggregate commodity amount of up�WR�$10�,000 for the fiscal year. It has been confirmed that this request is compliant with R2-7-D301.��

Approved by Kristen Micurescu, CPPB, Procurement Branch Chief

Signature: Date:

Competition impracticable justification for Carl Lutch to operate the Kaibab Check Station:

It is a legal requirement for successful Unit 12A hunters on the general or youth hunts to check out their deer at the Kaibab check station. The check station operates 12 hours a day and until noon on the day after the hunt closes. In total there are 27 days that the check station is required to be open by statute.

Individuals operating the check station need specialized knowledge of Kaibab deer and their behavior, field aging techniques, CWD and other sample collection, specialized knowledge of Bison and their behavior, in depth understanding of non-lead ammunition and the effects of lead fragmentation on scavengers, knowledge of Department policies, procedures, authorities, and the laws governing hunting as well as how and when to engage law enforcement and to act as a representative of the Department as hunters expect the individual who is manning the station to speak with the voice of the Department.

This list of characteristics needed to be successful in operating the check station requires a lot of varied and specific skill sets and knowledge. This knowledge, skills, and abilities are best gained over the course of a career in the Department, especially in field ops where these skills and this knowledge is part of the daily expectations. This required set of knowledge is too specialized and specific to be entrusted to most individuals who might be seeking general contracts for the Department.

Combined with this required skill set and knowledge base, as we have been looking for contractors to fulfill this historically, there has been very little interest in this contract. Most years when we have solicited a contract, there is only one bid.

Carl Lutch has an in-depth working knowledge of the check station. He retired from the Department in 2021 after 34 years working as an officer and finishing his career as the Terrestrial Program Manager in Region 2. This position had him supervising the game, lead reduction, and bison programs in Region 2.

He manned the check station for a decade as staff, and is intimately familiar with all of the necessary skills and requirements to successfully fulfill this contract.

Ray Lee was the only bidder on this contract for the previous three, five year cycles; in 2010, 2015, and 2020. Ray has had the contract for many years and has decided that he does not want to continue as the check station contractor.

With Carl’s specialized skillset and knowledge base, combined with his willingness to work on this contract, and my history of knowing how challenging it has been to find capable contractors in the past, I believe that Carl would be the best choice for this contract, and to find a capable contractor through an open process would be impracticable.

At the current estimated cost, we are estimating that the check station contract would cost at a maximum of $18,000/year. This rate is variable and will be based upon the actual hours worked and services provided. This cost represents a huge ps/ere savings to the Department versus our cost incurred if we exclusively man the Check Station internally.

Allen Zufelt

AGFD11-000789 Bid October of 2010 AGFD16-108633 Bid September of 2015 BPM002782 Bid September of 2020 Since Ray no longer wants to hold this contract, and proof of the lack of qualified suppliers, it is in the best interest of the State to utilize Carl Lutch. He has the skillset to successfully provide this Service. Price is determined to be reasonable because it is $10 less per hour than the previous contract with Ray Lee. See attached for full justification regarding experience. Maximum estimated annual usage $18,000. Cost Reduction over 5 years $1,350