NPSS1 REAA 2019-0200 - CORE.pdf

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

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: If this sole source is for services greater than $100,000, posting on an electronic procurement system may be required in accordance with §24-106-103(5) 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: Colorado Bureau of Investigation

2. Name of Requester: Shawn West

3. Name of Program Manager: Shawn West

SECTION B – Vendor Information

1. Vendor Name: Rees Scientific Corporation

2. Vendor Contact: Ricardo Padilla

3. Vendor Phone Number (609) 671-3219

4. Vendor Email: rpadilla@reesscientific.com

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

Choose: Yes No

• If yes, please explain:

Rees Scientific has provided the annual service for their products since they were installed, prior to 2010.

mailto:tammy.lichvar@state.co.us mailto:rpadilla@reesscientific.com

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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.

Explain WHY we MUST buy this particular good and/or service (special features, compatibility, etc.):

The CBI maintains many refrigerators and freezers that contain items of evidence from crime scenes as well as reagents used in the analysis of evidence. Evidence must be maintained in accordance to strict guidelines to maintain its integrity. Reagents must also be maintained in accordance to manufacturers recommendations. The cost of evidence being destroyed to the citizens of Colorado is immeasurable and the cost of reagents going bad could be in the hundred of thousands of dollars.

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

Yes No

1. Is this purchase a one-time purchase: Yes

• If no, identify approval period being requested:

State Date (MM/DD/YY):

End Date (MM/DD/YY):

08/20/19

06/30/24

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

Goods:

Services: $ 125,249.53

3. Estimated TOTAL DOLLARS for this procurement: $ 125,249.53

SECTION E – Price Reasonableness

1. Were the prices or rates compared to established catalog or market prices? Yes No

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

3. Was a cost or price analysis conducted: Yes No

4. 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:

Fair based on historical prices.

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SECTION F – Conflict of Interest

1. Do you have an actual or potential conflict of interest in this purchase request?

Yes No

If yes, please explain:

Section G – Sole Source Justification

1. Provide a detailed explanation of vendor’s Sole Source Status. What is the basis for identifying this as a sole source?

The monitoring equipment that is installed in CBI equipment is proprietary. The service, maintenance and annual calibration is necessary to ensure the system is in proper working order at all times.

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

Each monitoring manufacturer is unique in the systems they manufacture, their validation protocols, and the ancillary equipment needed to correctly utilize the monitoring functions.

Rees Scientific Corporation is currently the vendor in use for critical point monitoring at all five CBI Forensic Services’ laboratories as well as multiple locations for CBI Investigations.

Rees Scientific is the sole source vendor for the manufacture, sales and service of Rees Scientific products, and their equipment used in the day-to-day operations of this monitoring system is proprietary and their protocol is copyrighted.

Rees Scientific does not sell or provide parts, software, or validation protocols to any outside vendors or distributors.

Due to training and staffing restrictions, it is impractical and costly to add and approve an additional validation service vendor. The purchase of an aftermarket validation service would not be cost effective and would require the purchase of additional materials, which could cause potential conflicts with the existing monitoring system and contract.

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FOR PROCUREMENT USE ONLY:

POSTED ON VSS? Yes No

Related Comments (responses received, quantity, etc):

DETERMINATION:

Sole Source approved – purchase as requested.

Sole Source not approved – issue bid using performance specifications.

RESULTING COMMITMENT DOCUMENT NUMBER:

Director of Purchasing (or delegate) Signature

This approval is valid until:

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.

Shawn West Digitally signed by Shawn West

Signature Date: 2019.05.13 12:08:29 -06'00' Date 05/13/19

Printed Name and Title Shawn West, Pueblo Lab Director