Sole Source Request - Full Document - Final.pdf

Request for Sole Source Authorization_updated 7/2015 Page 1

Request for Sole Source Authorization (SSA) Division of Purchasing (DOP)

Email Completed Request Form to DOP at purchasing@adm.idaho.gov

New Request (Answer Questions 1-5)

Request to Renew SSA# (Answer Questions 6-8)

(Check this box to request an additional term for the same goods/services)

Request to Amend SSA# (Answer Questions 9-10) (Check this box to request a change to the goods/services, term, or other conditions of the SSA)

Agency Purchasing Representative (Name):

E-mail/Phone:

Name of Agency:

Request for the Purchase of:

Requested Supplier (vendor name):

Cost Estimate (attach quote):

Desired Term: Start Date: to End Date:

(For one-time purchases, please enter a one-year term from the date on which you wish to place the order)

Do you anticipate the need for renewals? Yes No

Sole Source History (renewals and amendments):

Provide a history of the sole source including: SSA number, date issued, term, cost, and brief description for original SSA and each renewal/amendment; and total value to date. See SSA Instructions for examples.

IDAPA 38.05.01.045 provides that sole source purchase shall be used only if a requirement is reasonably available from a single supplier.

NEW REQUESTS (complete #1-5)

1. Describe the Product or Service.

2. Describe your Agency’s Business Need for the requested product or service.

DOP use only:

SSA#

mailto:purchasing@adm.idaho.gov

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3. Justification: Check each box that applies and attach required documentation.

Sole source provider of a licensed or patented good or service (attach provider’s letter) Sole manufacturer AND distributor (attach manufacturer’s letter) Sole provider of factory-authorized/warranty service (attach provider’s letter) Sole provider of items that are compatible with existing equipment, systems, programs, etc.

Other (attach description and justification)

4. Describe what makes this Product or Service unique.

5. Provide a list of other suppliers contacted and describe the method for determining that there are no other possible suppliers.

REQUEST TO RENEW (complete #6-8) Note: each agency seeking authorization to renew a current SSA must conduct a business/financial analysis every 5 years, at a minimum, documenting estimated costs (as well as other factors) related to maintaining the current provider versus switching/migrating to a new provider/alternative solution, if one is available.

6. Confirm your Agency’s continuing Business Needs.

7. Justification: Check each box that applies and attach required documentation.

Sole source provider of a licensed or patented good or service (attach provider’s letter) Sole manufacturer AND distributor (attach manufacturer’s letter) Sole provider of factory-authorized/warranty service (attach provider’s letter) Sole provider of items that are compatible with existing equipment, systems, programs, etc.

Other (attach description and justification)

8. Describe the steps taken to confirm that the product/service continues to qualify as a sole source; include a list of suppliers contacted.

REQUEST TO AMEND (complete #9-10)

9. Describe (with specificity) the requested modifications to the scope of work, product requirements, cost or other proposed changes to your current SSA.

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10. Describe your Agency’s business need for the requested modifications.

Agency Certifications:

I certify that the Agency has sufficient appropriation balances for payment of the requested product/service.

(Checking this box takes the place of a DA-1 or IPRO request.)

I am aware that Idaho Code and IDAPA require procurements to be competitively bid unless specifically exempt;

that the statements contained in this Request are complete and accurate, based on my professional judgment and independent investigation; that no personal advantage will accrue to me or any member of my immediate family as a result of this direct procurement; and that based on my analysis of my agency’s business need and research into available products or services, no other vendor can provide the same or similar product or service to meet my agency’s need.

End-User/Program Agency Requestor:

Signature Date

Printed Name Title

Agency Purchasing Representative:

Signature Date

Printed Name Title

Upon approval by the Administrator, the Agency may proceed with the purchase and issue its own purchase order or contract document for this acquisition. The Division of Purchasing’s SSA number noted above (with Administrator approval, below) is the only authorization needed for the Agency to proceed with this purchase. Agency purchases from this sole source authorization shall not exceed the dollar amount listed above unless approved in writing by the Division of Purchasing.

APPROVED REJECTED

DOP ADMINISTRATOR:

Signature Date

Printed Name

Additional Conditions which apply to this approval:

The Agency must consult with its legal counsel regarding terms and conditions prior to entering into a contract with the approved supplier.

The Agency must complete a business/financial analysis prior to any additional renewals of this SSA.

Other (specify):

SOLE SOURCE EXEMPTION REQUEST

ISDA VIRTUAL FENCING

3/20/2024 Property Being Purchased Vence Virtual Fencing Base sta�on, QTY 5 An�cipated Cost $50,000 Business Need (Confirm the Agency’s business need):

Please describe what the product is, what it does, why we need it, and where it will be used.

WHAT IS VIRTUAL FENCING?

Vence virtual fencing system provides livestock management technology that controls catle movement and creates virtual fences that dictate grazing behavior. The system u�lizes remote collars (electrical and auditor s�muli) and transmi�ng base sta�ons to achieve the virtual fence. Virtual fencing is a noteworthy rangeland management tool that has been in limited use in Idaho for just 2 years.

Virtual fencing is similar to an invisible fence a homeowner may have installed to keep their dog on their property. The difference with virtual fencing is the use of geofencing polygons instead of buried electronic fencing.

For virtual fencing, each animal wears a collar that allows for the transmital of virtual fence boundary informa�on, animal health informa�on, and real-�me GPS loca�on informa�on. The collars for this project were provided by project partners.

WHERE IS THIS BEING USED?

The project is under the umbrella of a Challenge Cost Share agreement with the Salmon Challis Na�onal Forest in a fire restora�on area near Salmon, Idaho. In Summer 2022, the Moose Fire burned 141,766 acres near Salmon. The rangeland restora�on project is being managed under a partnership between the U.S. Forest Service, the Idaho State Department of Agriculture, the University of Idaho, and federal grazing permitees. All partners are involved in a post-wildfire grazing study located on the Diamond Moose allotment near Salmon, Idaho.

GRANT FUNDING FOR THIS PURCHASE

ISDA has obtained grant funding for the purchase of five (5) Vence base sta�ons to expand our systema�c explora�on of the uses and limits of this rangeland management technology. The planned purchase is for five (5) Vence brand LoRanWan Solar Base sta�ons that will be used for transmi�ng to and receiving from the Vence collars. These five (5) base sta�ons will supplement the three (3) Vence base sta�ons and the three hundred twenty (320) Vence collars that are already in use for this project and have proven their efficacy in the field.

Confirma�on (Confirm that there are s�ll no alterna�ves (property or suppliers) that could meet the Agency’s business needs. What research was conducted to confirm that no alterna�ves exist?):

There are several manufacturers of virtual fence technology currently opera�ng in the market. Each manufacturer has proprietary systems and so�ware, and each relies on differing forms of transmi�ng and receiving equipment and technology.

One of the challenges of rangeland management in Idaho is the remote and inaccessible landscape. During the early stages of the project, the organizers at University of Idaho selected Vence virtual fencing instead of compe�ng systems due to the company’s proven ability to provide service in areas of remote, rugged terrain similar to the Salmon-Challis project area. The other virtual fence compe�tors u�lize cellphone signal to transmit and receive, but the Diamond Moose allotment restora�on area in the Salmon-Challis Na�onal Forest, like many rangeland areas of Idaho, is not covered by cellphone service providers. Vence is unique in that it u�lizes booster base sta�ons; these booster base sta�ons are the key to viable opera�ons in remote areas like the Salmon-Challis Na�onal Forest.

The Vence booster base sta�ons are the only devices that are compa�ble with the 320 Vence collars and 3 Vence base sta�ons that are currently in use for this rangeland restora�on project. As stated, the market for this technology is limited and the few other service providers do not offer devices that are cross-compa�ble with the exis�ng equipment in use in Idaho.

Vence Quote 1/25/24

Photos

Picture 1- Assembling Vence Base station. Picture 2- solar panel in packing.

Picture 3-Hauling Mobile Base station for deployment.

Picture 4-Mobile Base station deployment in the field

Map: