159-26_Special Procurement by Rule Request_Umatilla Hatchery Pump 4 Repairs_abl.pdf

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M E M O R A N D U M Oregon Department of Fish and Wildlife

Intra-Agency

DATE: April 22, 2026

TO: April Brenden-Locke, Designated Procurement Officer

FROM: Andria Shelton, Umatilla Hatchery Manager

RE: Request for Special Procurement by Rule—Equipment Repair and Overhaul Per OAR 125-247-0288 (6) and ORS 279B.085 Umatilla Hatchery Ranney Well Pump #4 Repairs

Fish Division requests a determination of use of Special Procurement by Rule under ORS 279B.085 for the Umatilla Hatchery Ranney Well Pump #4 repairs project. This project requires a contracting procedure that differs from the procedures described in ORS 279B.055, 279B.060, 279B.065 and 279B.070 for the procurement of the pulling of the pump #4 pump and shaft for inspection and repairs. This request outlines the situation, the justification for the Special Procurement, and findings to satisfy the required standards. Approval of the request activates the proposed process to produce the needed Public Contract.

Special Procurement Under Rule as per OAR 125-247-0288(6)

1. Type: Equipment Repair

2. Time Period Requested: From: 04/22/2026 To: 07/31/2026

3. Total Estimated Cost: $50,000

4. Request, Background, Current Need, and Proposed Contracting Procedure:

a. Request:

Umatilla Hatchery is requesting to pull the Ranney well pump #4 as it has failed to start. Also pulled will be the pump shaft. These will be inspected and repaired so that the pump may be put back in operation. Due to unknown service or parts required without extensive preliminary dismantling, we are seeking authorization for the equipment repair pursuant to OAR 125-247-0288(6).

b. Background:

Umatilla Hatchery depends entirely on groundwater sources for fish‐rearing operations, including one Ranney collector well and four vertical wells. During routine water adjustments, pump #4 in the Ranney well failed to operate. The pump attempted to start but did not engage. Temporary adjustments were made using other available water sources; however, the facility will reach peak production in

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August, and existing capacity will not be sufficient without this pump. To ensure reliable water supply during peak demand, it is necessary to pull, inspect, and repair pump #4 as soon as possible.

c. Current Need:

The pump and pump shaft for pump #4 in the Ranney well needs to be pulled, inspected and repaired so that it can be returned to service as quickly as possible.

d. Proposed Contracting Procedure: Trade Services Contract

5. Conditions: This proposed special procurement meets one of the following:

____X____(a) Service or parts required are unknown and the cost cannot be determined without extensive preliminary dismantling or testing;

• The pump, screen, and column pipe are submerged in an fifty foot deep well and cannot be inspected for repair without being extracted. The extraction consists of the use of a crane to remove the roof of the building, electric motor, and begin disassembling the column pipe piece by piece to bring the pump to the surface. Only at that time can the pump be inspected, tested, and serviced. Repair costs cannot be determined without extensive preliminary dismantling.

OR

________(b) Service or parts required are for sophisticated equipment for which specially trained personnel are required and such personnel are available from only one source

6. Findings to Satisfy the Required Standards: This proposed special procurement:

__X____ (a) will be unlikely to encourage favoritism in the awarding of public contracts or to substantially diminish competition for public contracts because:

• Only two vendors provide this specialized service in the area. The hatchery has selected the current vendor due to ongoing performance issues with the alternative provider. The selected vendor has developed essential knowledge of our complex water supply system, which includes multiple high-capacity wells and interconnected components. The selected vendor has consistently been able to complete the work reliably within the narrow operational windows when system components can be taken offline without impacting fish production.

AND

______ (b)(i) will result in substantial cost savings to the contracting agency or to the public because:

OR

___X___ (b)(ii) will otherwise substantially promote the public interest in a manner that could not practicably be realized by complying with the requirements of ORS 279B.055, 279B.060, 279B.065, or 279B.070, or any rules adopted thereunder because:

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Not being able to use this pump to supply water to the hatchery would have an immediate and significant impact on the public. Adequate water is essential for rearing fish; without it, we risk losing fish production, which could result in the loss of an entire salmon return to the Umatilla River. This would prevent us from meeting mitigation and production goals. The hatchery supports harvest opportunities for recreational, commercial, and tribal fisheries across Oregon, Washington, Idaho, and coastal ocean fisheries. Any disruption to water supply directly affects these fisheries and, in turn, the public interest.

Approval of Special Procurement by Rule

April Brenden-Locke, Contracts Manager/DPO Date Oregon Department of Fish and Wildlife

4/27/26