24-003 Salem Convention Center - Sole Source Determination.pdf
PDF 558 KB Posted
- Attached to
- ABS Conference 2024
- Solicitation number
- S-52500-00010396
- Issued by
- Marion County, Oregon
About this file
This document is a Sole-Source Determination and Justification for the rental of facility space, hotel rooms, catering, and audio-visual equipment for the 2024 Adult Basic Skills (ABS) Education Summit to be hosted by the Higher Education Coordinating Commission (HECC) in Salem, Oregon. HECC intends to contract with the Salem Convention Center and the Grand Hotel for the event, which is expected to host 300-400 attendees. The justification cites that only the Salem Convention Center can meet the agency's specific requirements, which include a large plenary/eating room and 4-6 breakout rooms that accommodate over 50 people each in a classroom setting, as well as the need for onsite hotel rooms for attendees. The total estimated value of the contract is approximately $40,000.
The document outlines the market research conducted by HECC, which determined that the Salem Convention Center is the sole source that can meet all of the agency's specifications for the 2024 ABS Education Summit. This sole-source determination is based on the unique location, facility requirements, and availability considerations outlined in the justification.
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Text version
SOLE-SOURCE DETERMINATION AND JUSTIFICATION
FOR SUPPLIES AND SERVICES
Designated Procurement Officer: Derek Dizney, DPO
Agency: Higher Education Coordinating Commission
Date: May 13, 2024
Re: Sole Source Determination pursuant to Oregon Revised Statute (ORS) 279B.075 and Oregon Administrative Rule (OAR) 125-247-0275.
1. Authority to enter into a Sole-Source Contract: OAR 125-246-0170(2)(c)(H).
2. Estimated Total Value of Contract: Approximately $40,000 total.
3. Subject of Contract: Adult Basic Skills Education Summit 2024.
4. Background:
HECC intends to enter into a contract within seven days with the Salem Convention Center and the Grand Hotel, contracting with The Salem Group Conference Center Company, LLC, d.b.a.
The Salem Convention Center, and The Salem Group, LLC d.b.a. The Grand Hotel, respectively.
This sole source justification applies to the rental of the facility space, hotel rooms, catering, and audio-visual equipment for the 2024 ABS Education Summit.
HECC is utilizing this procurement method because no other venue in Salem, Oregon can meet the agency’s needs for space and hotel rooms. Those requirements include:
Located in Salem, Oregon One plenary/eating room large enough to fit 300-400 attendees seated at 72” rounds
(tables) 4-6 breakout rooms that fit >50 people set up in classroom style Hotel rooms for onsite attendees
5. Findings:
Pursuant to ORS 279B.075 and OAR 125-247-0275, HECC has determined that only one facility in Salem, Oregon meets the specifications required to host the 2024 ABS Education Summit.
A. Market Research Overall Finding.
The program and procurement conducted research options available in Salem, Oregon for the 2024 ABS Education Summit. Two venues emerged as possibly viable.
Salem Convention Center and Grant Hotel Meets all of the above required specifications.
Holiday Inn This facility meets all of the requirements except for a sufficient number of breakout rooms large enough to set up classroom style to meet HECC’s needs. Please see the below verification.
And
B. Findings of Fact pursuant to ORS 279B.075(2)(d) and OAR 125-247-0275(2):
HECC has determined that there are 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.
Approved By: ____________________________________________________________________ Derek Dizney, Procurement Manager Date:
5/13/2024
File details come from the government source that posted it. Updated .