PSC Small Parts Exemption Request.pdf

07-01-16

Request for One Time Exemption from Competition from

Idaho Division of Purchasing (DOP)

E-mail Completed Request Form to: purchasing@adm.idaho.gov

Agency Purchasing Representative (Name):

E-mail/Phone:

Name of Agency:

Request for the Purchase of:

Cost (attach quote):

IDAPA 38.05.01.042.10 provides that the administrator may exempt an acquisition from competitive procurement if the administrator determines that bidding is impractical, disadvantageous or unreasonable under the circumstances. Examples include, but are not limited to: special market conditions; property requiring special contracting procedures due to uniqueness; and services for which competitive solicitation procedures are impractical.

Background and Justification (attach additional sheets as needed):

Agency Certification: The information provided above is true and accurate to the best of my knowledge, and supports the need for a direct procurement of the described goods or services, in the best interest of the State:

Agency Representative (signature): Date:

Approved Additional conditions apply to this approval.

Rejected

DOP Administrator Signature:

DOP Administrator Printed Name:

Date:

mailto:purchasing@adm.idaho.gov

Request Form to Division of Purchasing (DOP)

Name:*

E-mail: *

Phone:*

Agency Name*

Request for the Purchase of: *

IDAPA 38.05.01.042.10 provides that the administrator may exempt an acquisition from competitive procurement if the administrator determines that bidding is impractical, disadvantageous or unreasonable under the circumstances. Examples include, but are not limited to: special market conditions; property requiring special contracting procedures due to uniqueness; and services for which competitive solicitation procedures are impractical.

Proposed Supplier*

Duration*

Desired Term*

Term Interval *

Anticipated Total Cost*

Background*

Justification*

Exemption from Competition

Elizabeth Hughes ehughes@imd.idaho.gov

(208)801-3905

Idaho Military Division

Public Safety Communication Parts

Various

One-time purchase Ongoing

Months Years

100,000.00$

Describe the circumstances

Public Safety Communications is a subset of IMD. By Statute all communication equipment utilized by state agencies must be programmed and/or installed by Public Safety Communications. Examples of this equipment include communication towers on mountain tops, police vehicles, and handheld radios. DOP has put together several PADDs that cover our needs for the larger scale items such as large antennas and tower equipment.

Why would the competition be impractical, unreasonable, or disadvantageous under the circumstances?

There is a small category of items that are not on any contract (Public Safety PADD or statewide MRO). These items include small radio repair parts, installation kits for vehicles, vehicle antennas, and materials used on communication towers. When we talked about taking these parts out to bid, it became difficult to narrow down exactly what we would need. Because we support all agencies throughout the state, our need for parts depends on what the other state agencies need.

Description*

Agency Certification*

Agency Representative

Date*

Optional Posting

The following conditions apply to this authorization:

DOP Signature*

DOP Printed Name*

Title*

Date*

Notes

Describe the extent to which competition is possible

To use the installation kits for vehicles as an example; the need this year could be, we purchase three kits for ISP vehicles, but there is no way of knowing what we will need next year since it is all based on ISP’s (and all other state agencies) plans. Another problem we ran into is most of our equipment is required to be certain brands due to compatibility issues. It is nearly impossible to gauge what we will need, when we will need it, and when.

IMD believes a pricing agreement with a select group of vendors is the best contracting route. Please see the attached email from Valerie giving her approval for this request.

The information provided above is true and accurate to the best of my knowledge, and supports the need for a direct procurement of the described goods or services, in the best interest of the State:

10/6/2022

Approver

This exemption will be sent for posting before final approval

The Agency is authorized to issue a contract for an amount up to the anticipated total cost and for a period not to exceed the duration identified above.

DOP will issue and administer a contract pursuant to this Exemption.

The Agency must engage in competition to the greatest extent possible, while meeting Agency needs (specific requirements may be detailed below).

The procurement is exempted from the formal sealed procedure, but the Agency must obtain at least 3 quotes from vendors with a significant Idaho economic presence.

Any agreement resulting from this Exemption must be in writing, must comply with Idaho laws and policies, and must comply with best practices in contracting to the greatest extent practical. It is recommended that the Agency consult with its legal counsel.

Other:

Chelsea Robillard

State Purchasing Manager

10/6/2022

Please contact Bob Morlan bob.morlan@adm.idaho.gov to start the Price Agreement process.

Hughes Elizabeth

From: Valerie Bollinger <Valerie.Bollinger@adm.idaho.gov> Sent: Thursday, September 29, 2022 10:51 AM To: Hughes Elizabeth Cc: Chelsea Robillard; Hill Jeff Subject: Re: IMD Pricing Agreement Request

Hi Liz, Yes, this justification makes sense. To get this into our records appropriately, I’d like to ask you to submit a request for exemption from competition and explain in your justification that you’re asking to do price agreements. In the meantime, please use this email as documentation of my approval to move forward with price agreements, with the condition that you work with legal counsel.

Thanks, Valerie

Valerie Bollinger, J.D., CPPO, CPPB Administrator Idaho Division of Purchasing Office: 208 332 1631 Mobile: 208 559 6707

Sent from my iPhone

On Sep 23, 2022, at 12:32 PM, Hughes Elizabeth <ehughes@imd.idaho.gov> wrote:

Good Morning, I was hoping to follow up on IMD’s request to set up pricing agreements for Public Safety Communications. Is the below justification sufficient? I can provide more information if needed.

Thank you, Elizabeth Hughes Supervisory Purchasing Agent P: 208-801-4263 C: 208-801-3905

From: Hughes Elizabeth Sent: Thursday, September 1, 2022 11:23 AM To: Valerie Bollinger <Valerie.Bollinger@adm.idaho.gov> Cc: Chelsea Robillard <Chelsea.Robillard@adm.idaho.gov>; Hill Jeff <jhill@imd.idaho.gov> Subject: RE: IMD Pricing Agreement Request

Good Morning, I was hoping to follow up on IMD’s request to set up pricing agreements for Public Safety Communications. Is the below justification sufficient? I can provide more information if needed.

Thank you, Elizabeth Hughes Supervisory Purchasing Agent P: 208-801-4263 C: 208-801-3905

From: Hughes Elizabeth Sent:Monday, August 8, 2022 2:41 PM To: Valerie Bollinger <Valerie.Bollinger@adm.idaho.gov> Cc: Chelsea Robillard <Chelsea.Robillard@adm.idaho.gov>; Hill Jeff <jhill@imd.idaho.gov> Subject: IMD Pricing Agreement Request

Good Afternoon, Per my conversations with Chelsea, IMD would like to formally request we be allowed to put together a pricing agreement with two, possibly three vendors. Details and justification for this request are below.

Public Safety Communications is a subset of IMD. By Statute all communication equipment utilized by state agencies must be programmed and/or installed by Public Safety Communications. Examples of this equipment include communication towers on mountain tops, police vehicles, and handheld radios. DOP has put together several PADDs that cover our needs for the larger scale items such as large antennas and tower equipment. There is a small category of items that are not on any contract (Public Safety PADD or statewide MRO). These items include small radio repair parts, installation kits for vehicles, vehicle antennas, and materials used on communication towers. When we talked about taking these parts out to bid, it became difficult to narrow down exactly what we would need. Because we support all agencies throughout the state, our need for parts depends on what the other state agencies need. To use the installation kits for vehicles as an example; the need this year could be, we purchase three kits for ISP vehicles, but there is no way of knowing what we will need next year since it is all based on ISP’s (and all other state agencies) plans. Another problem we ran into is most of our equipment is required to be certain brands due to compatibility issues. It is nearly impossible to gauge what we will need, when we will need it, and when. IMD believes a pricing agreement with a select group of vendors is the best contracting route.

If you have any additional questions, I know my end user, Ben Call, Branch Chief of Public Safety is more than willing to attend a meeting to go over our request in further detail.

Thank you for taking the time to consider our request, we look forward to hearing from you!

Thank you, Elizabeth Hughes Supervisory Purchasing Agent

P: 208-801-4263 C: 208-801-3905