5529-0~2.pdf

SOLE-SOURCE DETERMINATION MEMO

FOR SUPPLIES AND SERVICES

Date: September 7, 2022 Sole source number: 44300-00004302 (Internal

#OHA-5529)

To: Kirk N. Rhoades, Designated Procurement Officer DHS Office of Contracts & Procurement

Requestor: Amanda Couch Agency/division: Oregon Health Authority/Public Health Division, herein after referred to as “Agency” Program/office: Injury and Violence Prevention Program Contract specialist: Andria Otjen

Agency Sole source rule: Sole source authority:

OHA OAR 137-047-0275 ORS 413.033

Estimated total contract value: $90,000.00 ($18,000.00 annually for five years)

Description of goods or services: Occupational Research and Assessment, Inc. (ORA, Inc.) proprietary MDILog subscription.

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

a) Agency intends to purchase MDILog subscription for five years from Occupational Research and Assessment, Inc (ORA, Inc). This subscription is used by the Public Health Division/Injury & Violence Prevention Program/Oregon Violent Death Reporting System (ORVDRS). ORVDRS is the recipient of a grant from the Centers for Disease Control (CDC), which requires that Medical Examiner records of all violent deaths in Oregon be used in the fulfillment of grant objectives. The MDILog Account will enable on-demand desktop access to the Oregon State Medical Examiner (OSME) raw case data. OSME uses MDILog as their exclusive records management program to record Medical Examiner reports.

b) Occupational Research and Assessment, Inc. (ORA, Inc.) owns the proprietary MDILog software.

c) Access to OSME Medical Examiner reports are only available through Occupational Research and Assessment, Inc. (ORA, Inc.) via their program, MDILog. The purchase of this annual subscription via purchase order will enable ORVDRS to export OSME raw case data for specific case investigations (e.g., drug-involved deaths, violent deaths, child deaths, etc.). Annual subscription costs include set-up, maintenance, and support of an epidemiologist user account (price based on population) for download of raw case data. The Agency is seeking a sole source procurement of the annual subscription to the MDILog Epidemiology Account because it is the only portal to access the raw data required to fulfill grant objectives for the Violent Death Reporting System grant.

2. Prospective contractor/vendor:

Legal entity name: Occupational Research and Assessment, Inc.

DBA:

Address: 124 Elm Street, Big Rapids, MI 49307 Contact person: Jennifer Proctor Phone: 231-796-2822 Email: office@orainc.com

Protests are due by 3:00 PM within seven calendar days after the first date the notice is posted on the Oregon Buys 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 ATTN: Andria Otjen Address: 635 Capitol St NE Salem, OR Phone: (971) 208-4125 Fax: 503-378-4324 Email: Andria.otjen@dhsoha.state.or.us

Agency reserves the right to purchase additional subscriptions for 10 years or $150,000 whichever comes first.

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.

mailto:Andria.otjen@dhsoha.state.or.us

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.

MDILog is the web-based medicolegal records management program used by the OSME. Access to the OSME data is only available through Occupational Research and Assessment, Inc. (ORA, Inc.) via their program, MDILog.

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:

Pursuant to ORS 279B.075 (2)(a): Provide findings supporting the determination that the efficient utilization of existing goods requires the acquisition of compatible goods or services from only one source.

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: Oregon State Medical Examiner (OSME), a state agency, has contracted with ORA, Inc. the maker of MDILog. MDILog is the only source of OSME Medical Examiner records and data.

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.

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.

APPROVED:

By:

Signed by DPO electronically via Oregon Buys Kirk N. Rhoades or acting DPO Oregon Department of Human Services

BRAND NAME DETERMINATION:

If a brand name is involved, Agency must also satisfy the requirements of OAR 125-247- 0691 by completing Attachment 1.