Request Form to Division of Purchasing (DOP).pdf

Request Form to Division of Purchasing (DOP)

Exemption from Competition - EFC

If you have any questions please contact us at DOPHelpDesk@adm.idaho.gov

Form ID

Generated after Receipt by DOP

Year

Requestor Information

Agency Name * Idaho Division of Veterans Services

Agency Acronym *

IDVS

Requestor Name * Danny Arnold

Phone * 208-780-1326

E-mail * danny.arnold@veterans.idaho.gov

Property Being Purchased: * HVAC Control system software support

This field has a 300 character limit

Type of Exemption Check all that apply

Type of Exemption *

A solicitation has been completed and my Agency wishes to award contracts to multiple vendors for the same or smilar property (Multiple Award Authorization)

My Agency wishes to administer or award a solicitation at a dollar amount above its normal Delegated Purchasing Authority (Limited/One-Time DPA)

The property required is available on one or more open contracts, but my Agency wishes to purchase from a different vendor. (Note: if total value is over $10,000, Agency must also check the box for exemption from competition if requesting to pruchase from a specific vendor). (Utilization of Open Contract).

A solicitation is being developed (by my Agency under its DPA or in conjunction with DOP) and my Agency wishes to limit responses to a specific manufacturer/brand name (I.e. no substitutions). (Note: this option assumes that multiple vendors can offer the identified brand name; otherwise, select the option for exemption from competition to request a Sole Source Authorization (Brand Name Only)

A solicitation has been completed and there is a need to negotiate with one or more vendors. (Authorization to Negotiate)

My Agency is seeking to purchase directly from an identified vendor without completing a solicitation OR wishes to perform a level of competition that is less formal than would typically be required. (Various exemptions-additional questions to follow) mailto:danny.arnold@veterans.idaho.gov

Additional Questions *

There is an immediate threat to public health, safety, or welfare (Emergency Purchase Authorization)

The required property can only be procured from a single supplier (sole manufacturer and distributor) (Sole Source Authorization)

There is an existing Policy Directive on the DOP website which requires authorization to be utilized (Utilization of Policy Directive)

It would be impractical, unreasonable, or disadvantageous to complete the required competitive process under the circumstances (Exemption from Competition)

Exemption from Competition

IDAPA 38.05.01.042.05 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 * Enter Unknown if supplier is not known

ATS Inland NW

Duration *

One-Time purchase Ongoing

Anticipated Total Cost * $105,618.30

Background * Describe the circumstances

The Idaho Division of Veterans Services - Lewiston Veterans Home is in need of entering into contract with ATS Inland NW to maintain the HVAC control cards and software systems for its HVAC system Controls. The value of the contract is estimated based on a 4% increase each year after the first year of the potential agreement.

This field has a 500 character limit

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

In 2002 under DPW project #02-600, the Lewiston Veterans Home was renovated and new Alteron HVAC logic control cards and software were installed in the facility by ATS Inland NW. The HVAC system logic control cards require factory trained service technicians to service and maintain them for proper operations. The maintenance staff at the facility are not trained, qualified or licensed on the Alteron logic control card systems and the control cards/software are proprietary to ATS Inland NW and ATS is the only Alerton dealer directly authorized to sell, install and maintain the systems in Idaho, Washington, Wyoming, Montana, certain parts of Oregon and North Dakota as stated in the letter from ATS.

Description * Describe the extent to which competition is possible

In accordance with IDAPA 38.05.01.042.05b competition would be impractical and unreasonable under the circumstances, for reasons such as special market conditions and unique property conditions.

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.

File Upload

Alerton Letter - ATS Inland NW_7-10-25.pdf 109.94KB

Maximum File Size 250 MB

Agency Representative * Date of Submittal * 2025-07-11 https://adminrules.idaho.gov/rules/current/38/380501.pdf

Approval - EFC

Administrator Intends to approve (pending legal notice). *

Yes No

Optional Posting? * This exemption will be sent for posting before final approval.

Yes No

Notes Public View

This field has a 300 character limit

File Upload

Maximum File Size 250 MB

Date Time * 2025-07-11