291-24 IHEA-Sole-Source Determination and Justification.pdf

Sole-Source Determination_rev01-31-24 (ODFW 3/11/2025) Page 1 of 3

SOLE-SOURCE DETERMINATION AND JUSTIFICATION FOR

SUPPLIES AND SERVICES

Date: July 3, 2025 To: April Brenden-Locke, Designated Procurement Officer, Contract Services, Administrative Services Division

From: Jered Goodwin, Statewide Hunter Education Program Coordinator Rhea Rodriguez, Procurement and Contract Specialist

RE: Sole Source Determination pursuant to Oregon Revised Statute (ORS) 279B.075 and

Oregon Administrative Rule (OAR) 125-247-0275

CSR: 291-24 - VR Hunting Training Simulator

Part A

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

2. Estimated Total Value of the Procurement: $30,000

3. Background:

The Oregon Department of Fish and Wildlife (ODFW) Hunter and Education program is seeking to procure a Virtual Reality (VR) Field Trial Program to be used as both an educational tool in hunter education classes and an outreach experience at public events. This VR program serves as a training aid in situations where traditional field trial setups are not feasible, such as in urban environments with limited outdoor space (e.g., a parking lot instead of a natural field setting). The Virtual Reality (VR) game is expected to be:

• focused on shoot/don’t shoot decision-making, with an emphasis on Zone-of-Fire awareness and ethical hunting practices

• delivered in an immersive VR format, the game will simulate a variety of realistic hunting scenarios, including upland bird and big game hunts

• developed in environments that will reflect diverse terrains and wildlife species representative of multiple states, helping to educate users on regionally relevant hunting conditions

• designed as both an educational and safety training tool

• designed to provide users with real-time feedback, including on-screen text reminders for unsafe shots and visual indicators highlighting vital organ hits during safe, ethical shots. Through this interactive approach, users will gain a deeper understanding of firearm safety, shot placement, and responsible hunting behavior.

To develop the VR Field Trial Program ODFW along with Fish and Game Departments across multiple states collaborated with Boise State University (BSU) - a State of Idaho public institution of higher education located at 910 University Drive, Boise, Idaho 83725-1135 as BSU had prior expertise in designing a skinning program on the same platform for hunter education. The original intent was for

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ODFW and the collaborating parties to contract directly with BSU to acquire the VR program. However, due to administrative and legal burdens associated with establishing formal agreements with each of the collaborating partners, BSU entered into an agreement with International Hunter Education Association U.S.A (IHEA-USA), a nonprofit organization, to serve as the primary distributor of the VR program.

IHEA-USA now holds exclusive distribution rights to the VR Field Trial Program for all collaborating Fish and Game agencies. As a result, IHEA-USA is the only entity authorized to provide access to the VR program.

5. Findings:

The attached letter from International Hunter Education Association U.S.A (IHEA-USA) indicated that IHEA-USA is the only organization authorized by BSU to coordinate the distribution of the VR Game software with the State Wildlife Agencies collaborators including ODFW. (See attachment A – Letter from IHEA-USA).

Given these unique circumstances, including IHEA-USA’s exclusive access and distribution authority, procurement from any other vendor is not possible.

A. Market Research Overall Finding.

ODFW initially planned to enter a direct contract with BSU through ORS 190. Subsequently, BSU opted to partner with IHEA-USA to oversee and coordinate the contracting process among all involved partners.

Given BSU’s decision to delegate coordination to IHEA-USA, contracting directly with BSU is no longer viable or practical. IHEA-USA has effectively become the sole coordinator with the authority to manage the distribution of the VR Game.

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.

Not applicable.

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 VR game developed by BSU is customized for State and Game Departments.

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.

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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.

Due to this exclusive distribution arrangement, procurement from any other vendor is not possible without infringing on BSU’s authorized partnership. No other source is authorized or able to provide the VR game software in a manner that meets the distribution and support terms established by BSU.

Part B - Conditions of Approval will be inserted by ODFW-DPO.

April Brenden-Locke, Contract Services Manager, ODFW Date

7/3/2025