333-24 Special Procurement by Rule Request_Used Property-Excavator.pdf

333-24 Special Procurement by Rule Request_Used Property-Excavator.docx Page 1 of 2

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

Intra-Agency

DATE: January, 13th 2025

TO: April Brenden-Locke, Contract Services Manager

FROM: Michael Jensen

RE: Request for Special Procurement by Rule—Purchase of Used Personal Property Per OAR 125-247-0288 or OAR 137-049-0150 and ORS 279B.085 John Day Screen & Passage Program

Fish Division requests a determination of use of Special Procurement by Rule under ORS 279B.080 for the John Day Screen & Passage Program. 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 a used 130G John Deere Excavator (or equivalent). 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 (10) Type: Purchase of Used Personal Property

Time Period Requested: From: February 1st, 2025 To: December 31st, 2025 (funding deadline)

Total Estimated Cost: $85,000

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

a. Request:

The John Day Screen & Passage Program will be purchasing a used 130G John Deere Excavator, or of equal quality and the same weight class available from another manufacturer.

b. Background:

The request was asked in July of 2024, as a Line Item Amendment to our FY2024 BPA budget. This was not approved, but the request was still pending. BPA approved the FY2025 BPA budget with an excavator as a capital item purchase (line item). This is cost code 45310 303000 20.

c. Current Need:

This excavator will provide the ability for us to complete installation of screen and passage projects, as well as maintenance on existing sites, rather than acquiring rental equipment for this purpose.

333-24 Special Procurement by Rule Request_Used Property-Excavator.docx Page 2 of 2

d. Proposed Contracting Procedure: 2/1/2025 to 12/31/2025

12. 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:

Quotes will still be received as usual without limitations regarding brand name, manufacturer, or distributor.

and

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

By reducing rental costs (upwards of $25,000 per year for anticipated rental cost), the program will save the state and BPA money. Also, it will save time for program staff and HQ procurement/fiscal staff by reducing contracting paperwork for rental searches and agreements.

or

______ (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:

[Provide specific information that demonstrates how the proposed Special Procurement meets this requirement. You can include savings along with public interest.]

Approval of Special Procurement by Rule

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

1/15/2025