2023 Laserfiche Rio Sole Source_Final.pdf

SOLE-SOURCE DETERMINATION AND JUSTIFICATION

FOR SUPPLIES AND SERVICES

No. S-44000-00006298

To: Miriha Aglietti, Designated Procurement Officer

Department of Consumer and Business Services

From: Nicholas Brooks, Procurement Specialist

Date: March 28, 2023

Re: Sole Source Determination pursuant to Oregon Revised Statute (ORS) 279B.075 and Oregon Administrative Rule (OAR) 125-247-0275

Part A

1. Authority to enter into a Sole-Source Contract: OAR 125-246-0170(2)(c)(H)

2. Estimated Total Value of Contract: $78,257.80

3. Subject of Contract: Laserfiche Rio software

4. Background:

It is Agency’s intent to renew Laserfiche Rio software. This software is being used by the Building Codes Division in conjunction with their ePermit System.

The Department of Administrative Services (DAS) issued Request for Proposal (RFP) #102-1221-17 for an ePermit System on behalf of the Department of Consumer and Business Services (Agency) in July 2007. This RFP resulted in an awarded contract to Accela, Inc., DASPS-1126-09, renumbered as DASPS-1471-16 in 2017, and provides proprietary off-the-shelf software, hosting services, an ePortal, and related technical services for Agency, the state’s building code jurisdictions, and the building construction industry. The ePermit System contract is effective through September 30, 2026.

The ePermit System is an online permitting process that includes construction plan review, permit application, and approval, inspection, and project tracking activities at the jurisdiction level (city and county). In addition, the contract includes all the required software, interfaces, maintenance, technical support, professional services, and training services necessary. This system is being used by 60+ municipalities.

Laserfiche Rio is a hosting service that Building Codes Division (BCD) uses to back up data from the ePermit System, specifically for manufactured housing ownership documents. The software was initially purchased on April 18, 2016 with PO #70-633 though state price agreement #2590 with SHI – Software House International. It was subsequently renewed for three years under PO #13-723 through state price agreement #6454 with SHI – Software House International.

On April 15, 2021, Procurement requested and was granted an exception to PUR-06 to renew Laserfiche Rio for an additional year. This was due to late notice from the vendor that the software was no longer on price agreement after asserting that it was on price agreement. For this current renewal, BCD looked at the use of the hosted service and determined that there are no other options to maintain the current data in time for this renewal. As a result, PO 13-981 renewed the service for one year.

On April 6, 2022, Procurement posted sole-source notice S-44000-00002558 on to OregonBuys for the renewal of the Laserfiche Rio through Cities Digital. No protest were received. As a result, PO 13-981 was renewed for a one year term.

This hosted service is also approved for use by DAS Enterprise Information Services. The license expires April 14, 2023.

There has been significant Agency data saved in the Laserfiche Rio service since 2018. Any alternative service will require the migration of the current data in addition to onboarding a new vendor and potentially changing the backup process. Pursuing an alternative will require the involvement of DAS and EIS to look at whether BCD should keep the current back up process or set up a new process with another service provider. The time frame for this will require a minimum of three to six months. There is inadequate time to complete this process for the current renewal. Therefore Agency is seeking renewal of the current license, to maintain the current data, and will pursue EIS and DAS input in how to proceed with continuing a back up process prior to the next renewal.

The total spend to date, including the time on price agreement, is $59,561.22. For this current renewal, the cost is $18,696.58, which would bring the total to $78,257.80.

5. Findings:

Agency’s sole source determination is based on the following information:

Agency currently has approximately 5 years of manufactured housing ownership data maintained in a hosted service within Laserfiche Rio, and needs to keep this data for search and retrieval purposes. To continue maintaining this data, Agency needs to continue the current hosted service.

A. Market Research Overall Finding.

Agency reviewed its use of the Laserfiche Rio service and determined that it is the only available service to maintain the current data repository at this time.

And

B. Findings of Fact pursuant to OAR 125-247-0275(2) must include, at a minimum, one of the following:

1. Pursuant to OAR 125-247-0275(2)(a): Compatibility. Provide findings supporting your determination that the efficient utilization of existing goods requires the acquisition of compatible goods or services from only one source.

Agency has archived approximately 5 years of manufactured housing ownership documents from the ePermit System into the Laserfiche Rio hosted service for search and retrieval purposes. In order to access and maintain this data, Agency must continue the Laserfiche Rio service.

2. Pursuant to ORS 279B.075 (2)(b): Exchange of Software or Data. Provide findings supporting your determination that the goods or services required for the exchange of software or data with other public or private agencies are available from only one source.

The manufactured housing ownership documents are downloaded to Laserfiche Rio through an Agency request to Accela, Inc. Currently, this is the only Accela, Inc. approved exchange of manufactured housing ownership documents from the ePermit System to DCBS.

3. Pursuant to ORS 279B.075 (2)(c): Pilot or Experimental Project. Provide findings supporting your determination that the goods or services are for use in a pilot or an experimental project.

Not Applicable

4. Pursuant to ORS 279B.075 (2)(d): Other findings that support the conclusion that Supplies and Services are available from only one source may include but are not limited to considerations of: unique design, availability, geographic location, exclusive authorized representative, cost of conversion, and warranty services.

The manufactured housing ownership data downloaded from the ePermit System is available to Agency for search and retrieval only with the Laserfiche Rio hosted service. Any efforts to move the data, and change vendors, will require a minimum of a three to six months process to engage DAS and EIS, coordinate with Accela, Inc., the ePermit System contractor, and possibly include involvement with DOJ to negotiate an IT rider to the Laserfiche Rio license agreement.

In consideration of the information provided above, and in the best interest of BCD and the State, this has been determined to be a Sole Source procurement pursuant to ORS 279B.075.

Approved By: ____________________________________________________________________ Miriha Aglietti, Designated Procurement Officer Date:

3/29/2023