7057 A-I_Smartsheet Enterprise_BrandNameJustification-EXECUTED.pdf

OHCS 06/15/20

DETERMINATION

OHCS Brand Name Specification

PART A.

1. Agency Name: Oregon Housing and Community Services

2. Date: 10/19/2021 3. Agency Number: 91400

4. Contract Administrator: Liana Webb 5. Phone: 971-718-1026

6. Total Estimated Cost: $132,289.69

Consideration: Spend-to-date is $22,289.69, starting in 2018; current annual estimate for the Enterprise version is $550.00 per license with an estimated 40 licenses agencywide = $22,000. With the projected life of software being about five years, with possible renewals the life cycle would be $110,000. Grand total for estimated life cycle is then $132,289.69 ($22,289.69+ $110,000.00 = ~$132,289.69).

7. Brand Name to be Acquired: SmartSheet

9. Background: The Smartsheet application is a web-based tool that can be used to create forms, notify individuals that those forms are available for input and allow multiple users to modify them. This product can be used to manage program pipelines. The agency is using this product and it is deeply embedded in the procurement process. Other sections see the value in the flexibility of this product and it is being used in various ways around the agency. Our goal is to move to the Enterprise version of the software to take advantage of the ability to have an Administrator console and added features and security this product provides for our program needs. Presently, this application will be used in the Homeowner Assistance Fund program for tracking applications of homeowners that apply for this program. In this program a specific group of people will be using the product to track the applications. The intent is to have a master document with links to specific documents that can only be accessed by users who have permission to the HCS network and a specified locked directory. While Smartsheets allows documents to be attached to the sheet, no documents will be attached directly to the Smartsheet.

10. Findings that satisfy the required standards based on one or more of the following (a-d) pursuant to ORS 279B.215(2)(a-d)

Agency determines that:

(a) Use of a Brand Name Specification is unlikely to encourage favoritism in the awarding of Public Contracts or substantially diminish competition for Public Contracts because:

(b) Use of a Brand Name Specification would result will result in substantial cost savings to the contracting agency because: The use of Smartsheet will add cost savings, sparing the use of any public funds towards legal fees. There’s an existing State of Oregon Smartsheet Services Agreement and Software Rider that our agency can utilize. Therefore, our agency won’t need to renegotiate terms and conditions to align with Department of Justice guidance.

(c) There is only one manufacturer or seller of the product of the quality, performance or functionality required because:

OHCS 06/15/20

This product is unique in its functionality as it is more than a standard project management tool. Using this product has increased efficiency in the procurement process and Housing Stabilization by automating, grouping and managing tasks. Other sections use this product in different ways to help manage tasks, projects, and to bring the right people in at the right time for approvals and input. The cost per license is less than popular project or program management tools that do not contain the desired functionality that Smart Sheets has built in. In addition, the vendor offers employees training on Smartsheet, saving public funds from being spent on training on alternative software. And, since our agency won’t need to renegotiate terms and conditions to align with DOJ guidance, this will also add cost savings, sparing the use of any public funds towards legal fees. Due to its unique features and project management value, in association with existing training and State of Oregon licensing, Smartsheet is the only manufacturer able to fulfill this software need. Upgrading to the Enterprise version of this product will provide increased security for the documents created and stored there.

(d) Efficient utilization of existing Supplies/Goods requires the acquisition of compatible Goods or Services because: Since Smartsheet has been used by our agency for multiple years, it has been set-up to streamline processes and many employees are already trained on its use. It therefore is advantageous to add capacity and features to existing protocols rather than endure the cost and challenge of migrating and training on a new one.

The use of Smartsheet will greatly assist the Agency in processing the volume of applications to avoid manual data entry, resource capacity issues, slower application processing time, and potential for data entry error.

PART B. Law and Rule, Authority and Approval of Brand Name Specification.

STATUTE AND RULE: ORS 279B.200-215, OAR 125-247-0691, as applicable, OAR 813-005, and OAR 813- Since this technology need follows under our agency’s own procurement authority through 279A.050(6)(g), OAR 125-247-0691 (4) does not apply. Rather, this procurement is being conducted according to ORS 279B.215.

AUTHORITY TO APPROVE BRAND NAME SPECIFICATIONS: ORS 279A.025(2)(o), ORS 279A.050(6)(g), OAR 125-246-0170 (3), as applicable, OAR 813-005, and OAR 813-006

FINDINGS: The findings are accepted, adopted, and incorporated by reference herein.

APPROVED BY:

Margaret Salazar, Director of Oregon Housing and Community Services Date

RECOMMENDED APPROVAL BY CHIEF INFORMATION OFFICER:

Approved By: ________________________________________________________________________________________ Liana Webb, Chief Information Officer Date

RECOMMENDED APPROVAL BY DESIGNATED PROCUREMENT OFFICER:

Approved By: ________________________________________________________________________________________ Sandra Flickinger, Procurement & Grant Compliance Manager Date lwebb Typewriter 10/22/2021 sflickinger Typewriter 10/22/2021 ckennedy Typewriter Margaret Salazar approved via email 10/23/2021