44300-00015622 Sole Source Final.docx

SOLE-SOURCE DETERMINATION MEMO

FOR SUPPLIES AND SERVICES

ODHS Office of Contracts & Procurement

Estimated total contract value: $200,000.00

Description of goods or services: Portable shelter system

1. Background: This sole source justification applies to the purchase of:

a) The State of Oregon has been experiencing several disasters beginning in 2020 and continuing through 2021, and under the State’s Comprehensive Emergency Management Plan ODHS is the Primary Agency responsible for Emergency Support Functions 6 and State Recovery Function 4 to provide Mass Care, Emergency Assistance, and Social Services. Mass Care includes: Sheltering; Feeding operations; Emergency first aid; Bulk distribution of emergency items, and; Collecting and providing information on those affected by disaster to family members. Emergency Assistance includes: Family reunification; Sheltering for household pets and service animals, and Distribution of donated goods.

b) Due to the multiple wildfires in 2020, the Agency realized the critical need for a mass care solution of emergency sheltering and supplies. The Agency purchased the emergency tents/shelters, hygiene equipment (potable water, restrooms, handwash and shower), power systems and supportive equipment to provide food, shelter, medical, and a command center for an emergency response.

c) The key drivers in this system are based on a 15’ x 18’ shelter, which can be applied in multiple roles. Additional components have been added to the system to incorporate additional support components to make a holistic Emergency Evacuation Assembly Point. Other Agencies (ODHS) have purchased same Brand/System and integration is key for compatibility.

· Tents/Shelters

· Shelter tents, central triage tent (32’ X 21”), X-Series Connector and X-Hub, doors, waterproof vinyl floor,

· 2-Portable Climate Control Units

· Power

· 20 kVa Generator with 50amp Power Distribution Panel

· Trailer

· DLX Cargo Trailer 8.5’ X 20’

d) OHA intends to build ready to go evacuation assembly point and warming/cooling/clean air packages that can be prepositioned and deployed to incidents.

2. Prospective contractor/vendor:

Protests are due by 3:00 PM within seven calendar days after the first date the notice is posted on OregonBuys. Protests must be sent via mail, fax, email, or hand carried to the following address: Protests via telephone will not be accepted.

Oregon Department of Human Services

Office of Contracts and Procurement

Agency reserves the right to purchase additional goods, services to include on-call maintenance, preventative maintenance, repair (unless available on DAS price agreement), or training.

3. Written findings of fact (market research):

The findings below must include factual information supporting the determination that meet the sole source requirement in statute.

Pursuant to ORS 279B.075, Agency must conduct market research that supports the assertion that there is only one source that can provide the goods or services. Market research includes utilization of the internet, trade journals, agency vendor lists, professional organizations, studies, catalogs/industrial periodicals, vendor sources, yellow pages, etc.

For information technology contracts, any ownership or proprietary issues should be fully addressed with written documentation to support facts.

Agency must select at least one of the findings and prepare the determination as it specifically relates to the good or service being procured. More than one finding can be addressed. The findings are as follows:

For example, if OHA purchased another tent system from the open market, it would not be compatible and able to connect to our existing tents. This may lead to OHA not being able to appropriately control the environment within a shelter or properly secure it. The cases the tents fit in have a company and interlocking design. Purchasing other cases would mean the cases would not properly stack, meaning everything could not properly be stored on the trailers they are deployed from.

or |_| Pursuant to ORS 279B.075 (2)(b): Provide findings supporting the 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. [Enter supporting documentation] or |_| Pursuant to ORS 279B.075 (2)(c): Provide findings supporting the determination that the goods or services are for use in a pilot or an experimental project. [Enter supporting documentation] or |_| Pursuant to ORS 279B.075 (2)(d): Any other findings that support the conclusion that the goods or services are available from only one source. [Enter supporting documentation]

APPROVED:

By:

Signed by DPO electronically via OregonBuys

Kirk N. Rhoades or acting DPO

Level 3 - Restricted