Notice of Intent to Award Without Engaging in a Standard Procurement Process - Quintessential School Systems

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 Adar Livni at alivni@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. 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.
Granite School District Purchasing Department has received a request to make the following award without engaging in a standard procurement process:
Requesting School/Department: information systems
Product and/or service to be purchased: maintenance and support renewal for district financial system
Earliest date purchase may occur: 03/05/2025
Proposed Supplier: Harris School Solutions DBA Quintessential School Systems
Justification:
*R33-108-101a(2(a)): an exclusive maintenance, service, or warranty agreement. 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.
This system has been the district financial system for many years and as such has been customized to meet the continued needs of the district. The system includes payroll, personnel, budget, fixed assets, warehouse inventory and orders, and purchase requisitions/orders. Transitioning to a new financial system would involve significant costs, extensive time, and substantial training, as this system is integral to nearly every aspect of district operations.
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: approximately $264,000 annually with around 10% annual increases; approximately $1,600,000 over five years