Vehicle Repairs

State of Maine Procurement Justification Form PJF Page 1 of 2 Rev. 1/29/2020 This form must accompany all contract requests and sole source requisitions (RQS) over $5,000 submitted to the Division of Procurement Services. INSTRUCTIONS: Please provide the requested information in the white spaces below. All responses (except signatures) must be typed; no hand-written forms will be accepted. See the guidance document posted with this form on the Division of Procurement Services website (Forms page) for additional instructions. PART I: OVERVIEW Department Office/Division/Program: MaineDOT Region 2 Fleet Department Contract Administrator or Grant Coordinator: Michael Colson (If applicable) Department Reference #: Amount: (Contract/Amendment/Grant) $9,754.53 Advantage CT / RQS #: CONTRACT Proposed Start Date: 12 May 2021 Proposed End Date: 27 May 2021 AMENDMENT Original Start Date: Effective Date: Previous End Date: New End Date: GRANT Project Start Date: Grant Start Date: Project End

Date: Grant End Date: Vendor/Provider/Grantee Name, City, State: Cliff’s Heavy Truck Painting, Whitefield, ME Brief Description of Goods/Services/Grant: Cab floor repair to 2010 truck T11-579 PART II: JUSTIFICATION FOR VENDOR SELECTION Mark an “X” before the justification(s) that applies to this request. (Check all that apply.) A. Competitive Process G. Grant B. Amendment H. State Statute/Agency Directed X C. Single Source/Unique Vendor I. Federal Agency Directed D. Proprietary/Copyright/Patents J. Willing and Qualified E. Emergency K. Client Choice F. University Cooperative Project L. Other Authorization PART III: SUPPLEMENTAL INFORMATION Please respond to ALL of the following: 1. Provide a more detailed description and explain the need for the goods, services or grant to supplement the response in Part I. T11-579’s cab floor, crossmembers on right side and rear cab sill were rusted beyond repair and needed to be replaced. Repairs totaling $9,754.53 were completed on this 2010 patrol truck. The decision to move forward with these repairs was made consistent with Maine DOT Fleet Management's guidance considering the vehicles age, mileage, and anticipated replacement schedule. The estimated replacement cost for this vehicle is $188,000.00. This unit is not currently on the replacement schedule. The decision to use a commercial repair facility was made after careful consideration of the availability and expertise of Department personnel and the RQS 17D 20210611*1187 DocuSign Envelope ID: 20B0EE15-51D5-4591-9160-E68B113782E7 State of Maine Procurement Justification Form PJF Page 2 of 2 Rev. 1/29/2020 PART III: SUPPLEMENTAL INFORMATION operational need to get the equipment back in service. 2. Provide a brief justification for the selected vendor to supplement the response in Part II. This work could not be completed in-house, the Fleet Augusta facility does not have technicians trained in this type of repair. The magnitude of this repair was considered, and the logical decision was to send this unit to the vendor who has the expertise, knowledge and experience required for this work. 3. Explain how the negotiated costs or rates are fair and reasonable; or how the funding was allocated to grantee. Cliff's Heavy Truck Painting and Blasting has done work for the Department in the past with blast and paint contracts they have also done other cab repair work for MaineDOT. The rates quoted for this work are in line and comparable with the rates for other contracted services provided by this vendor. 4. Describe the plan for future competition for the goods or services. If we could convince more heavy truck and equipment body, paint blast facilities to move into more locations in the state it would potentially foster better competition. PART IV: APPROVALS Signature of requesting Department’s Commissioner (or designee): By signing below, I signify that I approve of this procurement request. Printed Name: Date: Signature of DAFS Procurement Official: Printed Name: Date: David Bernhardt 6/9/21 DocuSign Envelope ID: 20B0EE15-51D5-4591-9160-E68B113782E7 Michelle Fournier 6/14/2021