Notice of Intent to Award Without Engaging in a Standard Procurement Process - PCS Revenue Control Systems Software Maintenance Renewal - TrakNOW, RightNOW, FastrakScMP and PCS Forms Balance Tracking

Project Description: Issuing and Conducting Procurement Unit: Granite 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 Jared Gardner at jbgardner@graniteschools.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.
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.
The Purchasing Department has received a request to make the following award without engaging in a standard procurement process:
Requesting School/Department: Nutrition Services
Product and/or service to be purchased: PCS Revenue Control Systems Software Maintenance Renewal - TrakNOW, RightNOW, FastrakScMP and PCS Forms Balance Tracking.
Earliest date purchase may occur: June 4, 2025
Proposed Supplier: PCS Revenue Control Systems
Justification:
Transitional costs are a significant consideration in selecting a procurement item and the results of a cost-benefit analysis demonstrate that transitional costs are unreasonable or cost prohibitive, and that the award of a contract without engaging in a standard procurement process is in the best interest of the procurement unit.
The district has been using these products as an integrated lunchroom management system. The cost to maintain the products is significantly less expensive than replacing the system with a competing program. The transitional costs exceed the potential value that would be obtained through a potential replacement.
Length of notice: Granite School District intends to purchase these products for the next five years, thus this notification will be considered official notification for the subsequent five years through 06/30/2030
Anticipated expenditure: $93,720.80 for FY26 with industry average increases year over year.