Notice of Intent to Award - Frontline Technologies

NOTICE OF INTENT TO AWARD A CONTRACT WITHOUT ENGAGING IN A STANDARD PROCUREMENT PROCESS Issuing and Conducting Procurement Unit: Alpine School District In accordance with Utah Code Part 63G-6a Part 8 and Utah Administrative Code R33-108, this is a notice of intent to award without engaging in a standard procurement process. It is not a request for quotes, bids or proposals. DO NOT submit questions, bids, no-bids or other information in this system. NO ACTION IS REQUIRED IF YOU AGREE WITH THIS NOTICE. If there are any other qualified vendors that meet the specifications of this notice, any such vendor must submit the following information via email only to Kimberly Richards at kwrichards@alpinedistrict.org prior to the event close date. The name of the contesting vendor and contact person, and a detailed explanation of the challenge, including documentation showing that there are other competing sources for the procurement item. In addition, a vendor must include: Documentation that the vendor can provide a comparable or better procurement item that meets or exceeds the specifications; documentation that the vendor can also provide the same proprietary procurement item or an equivalent procurement item; and if transitional costs are identified as the justification for this notice, submit a cost comparison of the identified transitional costs with the vendor's anticipated transitional costs. The item must already exist and have been tested to qualify. NOTICE OF INTENT TO AWARD WITHOUT ENGAGING IN A STANDARD PROCUREMENT PROCESS The Utah Procurement Code provides that a purchase may be made without engaging in a standard procurement process if it can be determined in writing that: there is only one source for the procurement item; transitional costs are a significant consideration in selecting a procurement item; or the award of a contract is under circumstances, described in rules adopted by the applicable rule making authority, that make awarding the contract through a standard procurement process impractical and not in the best interest of the procurement unit. Alpine School District Purchasing Department has received a request to make the following award without engaging in a standard procurement process: Requesting School/Department: Human Resources Product and/or service to be purchased: Hiring and Recruiting Software Proposed Supplier: Frontline Technologies Group Anticipated expenditure for the next 5 years: $450,000 Notice of Intent to Award Without Engaging in a Standard Procurement Process Reference: Utah Administrative Rule R33-108-101(3)(c) In November 2024, voters approved the division of Alpine School District (ASD) into three separate districts, with ASD formally dissolving on June 30, 2027. This decision will have a significant impact on operations during the 2025-2026 and 2026-2027 school years. During this transition, Alpine School District will continue to operate existing systems while simultaneously preparing the technical environments necessary for the establishment of three new, fully independent school districts. This places a unique and significant workload on ASD's IT Department, which must sustain four operational environments concurrently. Each new district will retain the autonomy to determine which systems it will procure. However, such decisions will not be finalized until at least spring 2026, once new district leadership teams are in place. To preserve IT capacity and ensure system continuity, ASD leadership has recommended minimizing major system changes until that time. ASD's current contract with Frontline Technologies Group, which provides the District's recruiting and hiring platform, is set to expire on June 30, 2026. To avoid disruption, ASD intends to award a contract extension to Frontline without engaging in a standard procurement process, in accordance with Utah Administrative Rule R33-108-101(3)(c). This action will: Maintain stability during the transition period. Allow ASD to preserve existing vendor relationships and processes without creating an excessive burden on limited resources. Provide the newly formed districts the necessary time to select and implement systems that meet their unique needs. Under this extension, any district formed from the Alpine School District may continue to utilize the contract through 2030, if both parties agree, or earlier if the newly formed districts choose to establish their own vendor agreements.