2 Request for Special Procurement S-2026-001.pdf

11300 SE Fuller Road, Milwaukie, OR 97222 • 503-742-2600 • www.clackamasfire.com

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CLACKAMAS FIRE DISTRICT

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REQUEST FOR SPECIAL PROCUREMENT #S-2026-001

1. Requesting Department: Emergency Services- Operations

2. Date of Request: 3/16/26

3. Contact Name: Assistant Chief Dan Mulick

4. Time Period Requested: From: 7/01/26 To: 6/30/36

5. Total Estimated Cost: $3,650,000

$900,000 implementation and licenses for CFD devices $2,750,000 regional interoperability (managed by CFD and reimbursable through IGAs)

$3,650,000 TOTAL

6. Funding: Clackamas Fire District will utilize funds available within the General Fund.

7. Title: Tablet Command Incident Management Software

a) Two-Way Mobile CAD Interface

b) Real time Incident Management, Resource Accountability and Enhanced Situational Awareness

c) Detailed Incident Documentation, including CAD notes, incident symbology and notes in a single platform

8. Request: The District is requesting Tablet Command Incident Management software to modernize our CAD interface, incident response, and management tools.

As an all-hazard agency, the District must ensure that personnel responsible for managing or operating with the Incident Command System have up-to-date tools to ensure accurate tracking of people and resources.

Accountability, or lack thereof, is a consistent theme in NIOSH Line of Duty Deaths; Tablet Command provides real-time accountability and situational awareness by centralizing staffing and response data into a single CAD Interface platform that is fully compatible with the District’s iOS tablet and mobile devices.

9. Background: Tablet Command Incident Management software will be utilized by personnel who respond to incidents (Operations, Public Information Officer, Investigators, Training, etc.) It will be used to provide two-way CAD interface (unit status, AVL, active incidents), manage incidents, mapping, and overall situational awareness for the organization.

Tablet Command and iPad combination will replace the current and more costly Mobile Data Computers (Toughbook) and Mobile X software.

10. Proposed Contracting Procedure:

a) In conformance with Oregon Administrative Rule (“OAR”) 137-047-0285 and Oregon Revised Statutes

(“ORS”) 279B.085, the District will issue a Public Notice of the approved Special Procurement request on OregonBuys (https://oregonbuys.gov/bso/) with a protest period of seven (7) calendar days.

b) The Public Notice will include provisions that any affected party may protest the approval of this Special Procurement request.

c) The District will respond to and resolve all protest(s), if any.

d) If no protests to this Special Procurement request are received or sustained, the District will proceed with negotiating and issuing the Contract.

11. Justification for use of Special Procurement: Clackamas Fire District could not locate another product/service like Tablet Command that combines mobile two-way CAD interface, incident management, personnel accountability/daily staffing, navigation, and pre-plans into a single unified platform that is fully compatible with the District’s iOS tablet and mobile devices. Tablet Command streamlines operations, reduces cognitive load, and ensures every responder works from the same live incident picture.

The District could not utilize a bid-process for the services nor was an RFP appropriate as there are no other known competitors.

Proprietary functions of the Tablet Command Incident Management software which are required by the District include:

a) CAD Interface: Provides a user-friendly CAD interface that supports efficient day-to-day operations and remains intuitive and reliable during emergency responses.

b) Single Platform: An intuitive unified platform that eliminates the need to access multiple programs.

c) Command Board: A streamlined command board with drag-and-drop functionality that supports all essential unit and accountability assignments. Automatic timestamps and live map accountability ensure accurate, real-time tracking throughout the incident.

d) District Specific and Customizable: Pre-built tactical worksheets and checklists specific to our fire rescue protocols by incident type that provides guidance/direction to incident commanders. Remains flexible enough to be adjusted based on incident needs.

e) Accountability Features: Includes roster integration with the District’s staffing platform, Personnel

Accountability Report (PAR) timers, crew work-time tracking, and fatigue reminders.

f) Enhanced Situational Awareness: Incident command board, on-tablet fire mapping, and other information is accessible to all personnel with access to Tablet Command. Enables remote team members or responding units to gain real-time awareness to an active and/or expanding incident.

g) Incident Documentation: All entries become part of the permanent incident record. At the conclusion of the incident, a PDF that includes the incident map, CAD notes, incident notes, check lists, and other information can be created and filed as part of the incident report.

https://oregonbuys.gov/bso/

12. Findings to Satisfy the Required Standards: The proposed special procurement:

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

• Clackamas Fire Operations evaluated the upcoming Mobile X CAD program but found the demo to lack required incident management and accountability features that would streamline our operations.

• Clackamas Fire Operations participated in a trial period with Emergent, however, the demo lacked clarity and a reliable timeline as it was in the early stages of development. Emergent did not have any CAD interface capabilities at the time of trial.

• Tablet Command, TC mobile, and the TC web portal version are the only products to fully meet the District’s tablet and mobile software requirements for CAD interface and incident management.

• Tablet Command is the sole manufacturer and seller of the technologies listed above.

• Tablet Command is the only company that can provide the total package: software, support, and training.

• Tablet Command is the only company to meet the functions above and operate seamlessly with iOS tablet and mobile devices. The District currently deploys iPhones to personnel across the organization. To ensure operational efficiency, reduce IT support burdens, minimize training requirements, and maintain compatibility with the District’s existing mobile device environment, the selected platform must function seamlessly within the District’s iOS-based mobile infrastructure.

and

(b)(A) Is reasonably expected to result in substantial cost savings to the contracting agency or to the public or

X (b)(B) Otherwise substantially promotes the public interest in a manner that could not practicably be realized by complying with requirements that are applicable under ORS 279B.055, 279B.060, 279B.065 or 279B.070 or under any rules adopted thereunder.

• Tablet Command serves the public interest by providing real-time situational awareness, and faster, accurate communication during emergencies.

• Tablet Command incident management software serves public interest by digitally tracking resources, enhancing accountability, ensuring crews are monitored and accounted for during rapidly changing operations. This will better protect CFD firefighters and the communities we serve.

• Tablet Command has been adopted in several agencies across the state and, increasingly, more agencies are interested in the platform. For example, in southern Oregon, Jackson County fire agencies have adopted Tablet Command and Clackamas Fire District has engaged Jackson County Fire District 3 on its robust implementation of the program. In the Portland Metro Area, Clackamas Fire District, Scappoose Fire District, Columbia River Fire and Rescue, and Mist-Birkenfeld Rural Fire Protection District are using Tablet Command. These agencies, as well as fourteen others, utilize the same dispatch system. With the joint CAD system, the region has improved response interoperability during mutual aid and conflagration incidents. Utilizing Tablet Command in a similar manner, but with the enhanced benefits of including staffing, fire mapping, incident management, and incident benchmarking will realize the same enhancements in local and regional service delivery.

• Having a common operating picture and platform is essential in mitigating emergencies quickly, limiting the number and duration of resources committed, and improving firefighter safety through enhanced situational awareness and personnel tracking tools. To have these capabilities, the intent is to have one version of Tablet Command across the agencies currently sharing CAD. Having one version, hosted by Clackamas Fire District, would best serve that common operating picture and platform as any update—whether to incident activities, street map, or intelligence overlays—would be present across all agencies’ tablets.

There would be no need to update the backend for one agency’s tablets and then another’s tablets. The instance would be shared and there would be no interface between instances of Tablet Command that would need to be managed or subject to failure.

• Clackamas Fire District being the enterprise host for a regional Tablet Command account will improve firefighter safety and greater efficiency and effectiveness in response across the region. If the special procurement is approved, a portion of licenses managed by CFD will be reimbursed through IGAs with regional agencies, further increasing regional interoperability.

STATUATORY AND RULE AUTHORITY

ORS 279B.085(2) states the local contract review board (CFD Board of Directors acts as the District’s local contract review board under ORS 279A.060) may approve a special procurement if the Board finds that a written request submitted under ORS 279B.085(4) demonstrates that the use of a special procurement as described in the request, or an alternative procedure prescribed by the Board:

a) Is unlikely to encourage favoritism in the awarding of public contracts or to substantially diminish competition for public contracts; and

b) (A) Is reasonably expected to result in substantial cost savings to the contracting agency or to the public; or

(B) Otherwise substantially promotes the public interest in a manner that could not practicably be realized by complying with requirements that are applicable under ORS 279B.055 (Competitive sealed bidding), 279B.060 (Competitive sealed proposals), 279B.065 (Small procurements) or 279B.070 (Intermediate procurements) or under any rules adopted thereunder.

In conformance with OAR 137-047-0285, the District will post Public Notice on the State of Oregon’s eProcurement system, OregonBuys at https://oregonbuys.gov/bso/. The Special Procurement may not be used until after the completion of the seven (7) day notice period.

____ APPROVED by Clackamas Fire District Board of Directors, acting as the District’s Local Contract Review Board under ORS

279A.060, on March 16, 2026.

https://oregonbuys.gov/bso/