7081_HDS_DelegationofProcurementRequest.pdf

7081_HDS_DelegationofProcurementRequest

Oregon Department of Administrative Services

Delegation of Procurement Authority Request

A delegation request under ORS 279A.075 and OAR 125-246-0170 is submitted to the state Chief Procurement Officer (CPO) at the Department of Administrative Services, Procurement Services (DAS PS) through ORPIN. A request must be approved by the agency Designated Procurement Officer (DPO) or designee before sending to DAS. This delegation of procurement authority request is to be used by all state agencies subject to DAS procurement authority pursuant to ORS 279A.140.

TO: Chief Procurement Officer (CPO) Phone: 503-378-4642 DAS Procurement Services Fax: 503-373-1626 1225 Ferry Street SE U140 Salem, Or 97301-4268

Date: October 19, 2021 Agency Name: Oregon Housing and Community Services Department

Agency 5-digit Number: 91400 Name of Designated Procurement Officer* (DPO):

Sandra Flickinger

Address: 725 Summer Street NE, Suite B Salem, OR 97301

*DPO Phone Number:

971-719-6957 DPO Fax Number: NA

Expenditure Account Number:

DAS PS Use Only:

Received Date: _____________________________ DAS PS File # ______________

AGENCY MUST PROVIDE THE FOLLOWING INFORMATION

YES NO Does a price agreement exist for any or all of the product(s) or service(s)?

YES NO Is the product(s) or service(s) available through the Inmate Program?

YES NO Is the product(s) or service(s) available through the Qualified Rehabilitation

Program?

YES NO Is the product(s) available through the State Surplus?

A. Project Description:

Agency has an active contract (#555) with Housing and Development Software LLC for the Section 8 Contract Administration and Section 811 PRA Upgrade module. The contract provides a perpetual license and maintenance and support of the Section 8 Contract Administration software and is currently managed on-site. Agency oversees the Housing and Urban Development (HUD) federal Section 8 program in Oregon. The Section 8 Contract Administration software provides core functionalities of program management: Demographic information, property amenities and contacts; correspondence communication log; date tracking for project management; Tenant Rental Assistance Certification System (TRACS) features; baseline information; voucher processing, generation, editing and approval; HUD contract information; tracks rent schedules and unit rent history; records Housing Assistance Payment deductions, cash receipts and disbursements; and creates budgets. HDS is the only known vendor providing a comprehensive software solution with modules that manage all of the tasks required under the HUD Performance-Based Contract awarded to Agency.

Agency is preparing to renew purchase of software licenses, maintenance, and support from HDS to the Section 8 Contract Administration with Section 811 PRA Upgrade software. Agency intends to enter into a new Agreement with HDS to continue the perpetual license, maintenance and support and procure HDS Hosting Services. HDS Hosting is a complete turnkey that ensures that HDS is up and running at the latest updates and features. HDS Disaster Recover and Business Continuity is included in the HDS Hosting Services which affords an additional layer of redundancy whereby an off-site date and system back-up feature is provided, and the HDS application can easily be redeployed in the event of a disaster.

B. Statement of Need:

In March 2003, the Agency purchased from HDS HUD Section 8 Contract Administration and Project Management Database software licenses (“Section 8 System”) Implementation Support Services. The terms and conditions for this purchase were set forth in Agency Contract #204.

In June 2005, Agency posted Sole Source Notice #91400-555-5 for the purchase of Section 8 IBPS, MOR Server, TRACS Module, MOR laptop, Form Generator (collectively referred to as “APM Software Module”) to be integrated with the Section 8 System. The Sole Source identified the vendor as HDS and the not to exceed fee totaled $59,540.00. Agency files do not show that the Sole Source Notice resulted in any contract with HDS or any other vendor.

In August 2005, Agency posted RFP #914-0555-5 for the purchase of an APM Software Module. The successful Proposer was HDS. Agency entered into Contract with HDS for the APM Software Module effective as of December 15, 2005, Agency Contract #555. Pursuant to Contract #204 and Contract #555, the Section 8 System and the APM Software Module licenses are perpetual licenses.

In November 2009, Agency posted Sole Source Notice #914-2142-09 to enable the Agency to purchase continuing maintenance and support from HDS for its existing APM Software Module purchased under Contract #555 and the Section 8 System purchased under Contract #204.

In June 2017, Agency posted Sole Source Notice #914-SS-581-17 to enable Agency to renew annual HDS license agreements, maintenance and support for up to 4 years. Agency entered into an Amended and Restated Contract #555 on September 10, 2018, which was approved by DOJ on August 29, 2018.

The Agency is preparing to post a sole source notice to procure form HDS ongoing annual maintenance and support of the perpetual licenses for the Section 8 System and Section 811 PRA Upgrade, as well as the professional services (as needed) to provide HUD support services to Oregon citizens for an additional 5 years, effective January 1, 2022 through December 31, 2026.Upon review by DAS Enterprise Information Services (EIS), it has been determined that this investment qualifies as a Non-Project investment and may not require formal Project Oversight, however we are working with Jennifer Lechuga-Berg who is tracking this investment. Agency will seek DOJ review and approval.

The HDS Section 8 System and the Section 811 PRA Upgrade module are proprietary components to a proprietary web-based portal for HDS licenses customers (“HDS Suite”). Information on the HDS Suite is protected by copyright and is only intended for current client access. The HDS Suite includes windows and web-based solutions, and a universal mobile strategy. The HDS portal is a centralized location where clients can report system issues, find recent documented information, request a modification, training, and other features. The MyHDS Portal also includes a User Community Forum where industry/agency questions are posted for feedback from other agencies and/or HDS.

Based on the information above and the critical dates of this project, Agency is requesting delegated authority for all contract actions and future work related to HDS Section 8 Contract Administration and Section 811 PRA Upgrade modules software.

C. Estimated number of contracts resulting from this D. Estimated total value of contract(s):

delegation of procurement authority: 5 $ 235,000.00 ($47,000 annually)

E. Provide the contract(s) term dates: Annual renewal beginning January 1, 2022 through December 31, 2026.

F. Project Cost Savings: DAS Administrative time and costs will be saved. Agency procurement personnel are already familiar with the project and will not need to get up to speed on the specifics of the project.

G. Proposed Procurement/Contracting Method:

Under ORS 279B.075 and OAR 125-247-0275, Agency will be submitting a Sole Source Determination in order to move forward with the direct award to Housing and Development Software, LLC.

H. [Agency] requests the authority to conduct a Special Procurement for this project. Please see Special Procurement Request No. SP-NA, which is attached and incorporated by reference herein.

I. Provide the Agency’s staffing plan for carrying out this delegation of procurement authority:

OHCS DPO, Sandra Flickinger, and Procurement Lead, Jessica Nelson (PCS3) are both state certified in Procurement and each have over a decade’s experience in State Procurement. Additional team members have their OPBC and IT procurement experience such as Christine Kennedy. Agency is working collaboratively with EIS/CSS and will be seeking all appropriate approvals from both EIS/CSS and DOJ.

J. Identify the individual(s) who will be assigned to conduct the procurement and contract activities for this delegation of procurement authority.

DPO, Sandra Flickinger has processed the sole source solicitation, will develop and execute the direct award contract and will manage the project in conjunction with CIO, Liana Webb, Assistant Director of Portfolio Administration, James Hackett, and HUD Contract Administrator, Matthew Perry.

Matthew Perry, HUD Contract Administrator is the Contract Administrator for this project.

K. Please check the contract type that you will apply in conducting the procurement and contracting process:

Trade Services Public Improvements Ordinary Construction Personal Services Non-IT Personal Services IT Supplies Non-IT Supplies IT Architectural, Engineering, Land Surveying & Related Services (Div. 248)

Check all that apply to this delegation of procurement authority and list what policies and procedures that apply internally.

(*Designated Procurement Officer means the individual designated and authorized by the head of an Authorized Agency to perform certain Procurement functions in accordance with OAR 125-246-0170(2)(b).)

By signing this request for delegation of procurement authority the Agency agrees to follow all applicable procurement laws, rules, and DAS policies and procedures for procuring the identified supplies or services. The Agency further agrees to abide by any special conditions that may be identified in a delegation of procurement authority agreement.

Designated Procurement Officer Date sflickinger Typewriter 11/7/2021