Item 25 - Approve an agreement with Questica Software Ltd. for citywide budget Management Software

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EXHIBIT 2 CITY OF SANTA ANA FINANCE & MANAGEMENT SERVICES AGENCY PURCHASING DIVISION 20 CIVIC CENTER PLAZA M-16 SANTA ANA, CA 92701 PHONE (714) 647-5460 1 FAX (714) 647-6944 REQUEST FOR EXCEPTION TO COMPETITIVE BIDDING PROCESS Requests for exceptions to the competitive bidding process require detailed justification. This form must accompany your requisition whenever an exception to the competitive bidding process is requested. Such a request should not be made unless supported by factual statements that will pass an independent audit. The request must be approved the executive director or their designee. City Manager approval may be required for contracts exceeding $25,000. Failure to respond fully to any of the questions could result in delay or rejection of your request due to inadequate justification. DepartmentlSection: Requested By: Date: Finance/ Budget Office Shannon McCarron 10/07/2022 Recommended Vendor: Vendor's Email/Phone No. Vendor Contact: QueStica, LTD prabeau@questica.com 1-877-707-7755 x4613 Type of Contract: ❑One-time m Multi -Year Requisition No.: Amount: Renewal ❑Change Order ❑Increase $231,804 If the contract type is a Renewal, Amendment or Increase, please provide previous contract information Attachments: with this request (PO, RFCA, etc.). ®Yes ❑ No One or more of the following circumstances, with adequate justification, may serve as the basis for an Exception to Competitive Bidding (SAMC Sec. 2-807). Check off all that apply. ❑ Sole Source — only one known or reasonably available source due to a patented or proprietary feature exists and there is no acceptable substitute available for the product or service requested; ❑ Materials, supplies, labor, and equipment are necessary for the preservation of life, health or property; ❑ Formal solicitation attempted, but no bids were received or all bids were rejected and Council determined materials can be obtained at a lower cost; and ❑ Piggyback — purchases from vendors whose names are on current established lists and have been awarded the same type of purchase contract by another public agency (i.e. federal, state county, city, water district, school district, etc.) after a competitive bidding process. Other reasons for an exception to the competitive bidding process may include: ❑ Grant requires the use of a specific vendor; ❑ Purchase of used equipment is available at a significant discount; ❑ A one -of -a -kind product not available from more than one supplier, such as the procurement of a product with intrinsic historic, artistic or educational value; and The City desires to maintain an established aesthetic standard and/or functional characteristic for the purpose of preserving appearance and/or costs savings. NOTE: Please attach documentation to support justification (e.g. sole source letter, patent/proprietary information, solicitation number if attempted or piggybacking, market research, etc.) Rev 04-2019 Page 1 of 2