Vidyo_-_No_Substitution_Justification.pdf

(03/09/2018)

NO SUBSTITUTE

JUSTIFICATION FORM

This form is to be used when an agency believes the acquisition is no substitute and the acquisition dollar amount is above $5,000. ALP Certified Buyers can approve only up to their delegated authority, but not to exceed $50,000.

The Agency Head or Agency Head Delegate must sign if the acquisition is over $50,000. If the request is over the ALP authority of the certified buyer or over $50,000, the form must be submitted for approval to: Department of Administration, Office of State Procurement, 112 Administration Building, 50 Sherburne Avenue, St. Paul, MN 55155. Type in the shaded fields on this form, “save as” a Word document, and print it. The signed form must be retained in the purchasing file.

DEPARTMENT NAME

MN Dept. of Human Services

DIVISION NAME

SSEA Vidyo Telepresence

NAME OF PRODUCT:

Vidyo

Manufacturer: Enghouse Systems Limited 433 Hackensack Avenue Hackensack, NJ 07601 866-99-84396 201-289-8597 info@vidyo.com

DATE NEED IDENTIFIED

5/3/2023

REQUESTED DELIVERY

DATE 1/1/2024

ESTIMATED PRICE

$218,516.00

NO SUBSTITUTE CATEGORY (Check applicable box and attach documentation, or provide explanation below.)

☐Legislation or appropriation mandates use of ☐Software license renewals, additions, or upgrades available product (Legislation attached) ☒Brand compatibility ☐Must use stated product because of warranty ☐Copyrighted material requirements in effect ☐Other

THIS PROCURMENT MUST BE NO SUBSTITUTE BECAUSE (attach additional page if needed) Explain why the specifications cannot be written allowing substitutes. Include the reason why a competitive process cannot be used to verify that this is the only product in the marketplace that meets the need.

Vidyo hardware and software available from this contract must be compatible with the current hardware and software comprising the existing Vidyo environment at DHS. Over the course of any contract resulting from the next No Sub solicitation, DHS will evaluate their ongoing and future needs to determine if other products would be acceptable or if the need can be met by other tools already in place at the State.

DHS has made a significant investment in Vidyo Hardware, both infrastructure and endpoints, that necessitate the continued use of Vidyo support. There are no other solutions that directly integrate with the Vidyo Platform.

There are technical and warranty requirements that only manufacturer-certified software will run on the existing infrastructure and be compatible with hardware and software already comprising the Vidyo Platform operated by

DHS.

DESCRIPTION OF PRODUCT REQUIRED:

Vidyo personal telepresence products and support for personal telepresence for client services in homes and other client settings within DHS Direct Care and Treatment and partner groups. Product is to provide Vidyo Software Licenses, Hardware, Maintenance and Support and Training Upon Request.

DocuSign Envelope ID: 6C17A354-1524-488A-A58D-B2EABC8ED851 mailto:info@vidyo.com

NOTE: The following are unlikely to be sufficient “no substitute” justifications:

♦ Personal or agency preference for a product ♦ Agency perception that the product is the best choice (This should be determined through a competitive process.)

♦ Lack of agency planning resulting in limited time to prepare competitive specifications ♦ Past or existing relationship with a vendor ♦ Special incentive or deal offered (can be assessed in open and competitive solicitation) ♦ Agency convenience

SEARCH

Explain how you researched the marketplace to determine that there was only one product to meet the agency’s needs.

A search was conducted consisting of: (check all that apply)

☒Internet search ☒Market research / other vendors contacted ☐Public notice given on OSP website ☐Other

RESULTS

AFTER THE SEARCH…

☒No alternatives were identified ☐No alternatives were deemed acceptable because (explain below):

Describe the search from above in detail: Limited information is available on Vidyo vendors in the state.

An internet search was conducted of service providers in Minnesota that yielded limited results. We are also investigating with the manufacturer Enghouse Vidyo if they have any additional certified providers in Minnesota. There are no known products that meet the need to integrate fully with Vidyo available from other manufacturers.

CERTIFICATIONS

I certify all of the following (all boxes must be marked):

☒I certify I have reviewed the information and materials relevant to this procurement, and am requesting an approval to use “No Substitute” for this acquisition.

☒I certify this request to use “No Substitute” is not the result of inadequate advance planning or for purposes of securing a preferred product.

1. Signature of Person Requesting the No Substitute Status (Required)

Printed Name Signature Date Title Phone Number E-mail Fax Number

2. ALP Certified Buyer (ALP Certified Buyers can approve only up to their delegated authority, but not to exceed $50,000.) ☐Approved & within my delegated authority ☐Reviewed & forwarded to OSP

Printed Name Signature Date

Title Phone Number E-mail Fax Number

SEND TO OSP WHEN ABOVE THE AGENCY BUYER’S DELEGATED ALP AUTHORITY

3. Agency Head or Agency Head Delegate Signature (Agency Head or Agency Head Delegate must sign if the request is over $50,000. The request must then be sent to OSP) Signature: Date:

Title: E-mail: Phone Number: _

4. Dept. of Admin, OSP (ALP Certified Buyers can approve only up to their delegated authority, but not to exceed $50,000. All other requests must be sent to OSP for consideration of the appropriate OSP staff.)

☐Approved. You are given a one-time special delegation to process this No Substitute acquisition. State “no substitute will be accepted” in the solicitation. If the estimate is over $10,000 and within your ALP authority, you must also advertise on the OSP website.

☐Approved. Please send an Open Market Requisition (OMR) to OSP to process.

☐Not Approved. Reason:

Signature: Date:

Title: _ _ E-mail: _Phone Number: _

Jane Davison jane.davison@state.mn.us

11/29/2023

System Analyst Unit Supervisor, DX and Telepresence teams651-338-1494

651-201-1290 doug.snyder@state.mn.usBuyer II

Doug Snyder 11/29/2023

Procurement Director Tracy.Gerasch@state.mn.us

11/29/2023

651-358-8808 andy.doran@state.mn.us

X

651-201-2459

11/29/2023

IT Acquisitions Supervisor

SEND TO OSP WHEN ABOVE THE AGENCY BUYER’S DELEGATED ALP AUTHORITY