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Sole Source Market Research Worksheet PUBLISHED DATE: June 6, 2024

Per the Sole Source Contracts Policy, section 10, agencies must conduct sufficient market research prior to filing a new sole source contract or an amendment that extends the period of performance or proposes scope changes. In order to demonstrate that a particular vendor is a sole source for a good/service, agencies must present compelling evidence to DES that the agency conducted market research for each contract term (including each/any term extension) and amendments. This optional worksheet can be used to assist with meeting this requirement.

Note: this worksheet is not an exhaustive list of market research techniques. If you have any questions or require assistance using this worksheet, please contact the Policy Team via email, DES.Contracting@des.wa.gov.

Jump to section:

(A) Determining Business Need

(B) Market Research Techniques

1. Reviewing past solicitations

2. Internet search

a. Market Analysis

3. Database Searches

a. WEBS

b. Statewide contracts

c. OMWBE

4. Conducting an RFI

5. Additional Market Research Techniques

a. Contacting peer agencies

b. Interviewing vendors

c. Trade publications

d. Other/Assistance mailto:DES.Contracting@des.wa.gov https://des.wa.gov/sites/default/files/policy-documents/Policy-DES-140-00SoleSource.pdf mailto:DES.Contracting@des.wa.gov

2 | Sole Source Market Research Worksheet

A. Determining Business Need Understanding the business need of your agency is the key to successful market research.

Before drafting your sole source justification, take steps to understand the specific business need of the agency, the pool of potential vendors, the services they are able to offer, and whether sole source is the appropriate procurement route; per RCW 39.26.010(23), “the contractor is clearly and justifiably the only practicable source to provide the goods or services”.

This is primarily accomplished through the following steps prior to market research:

• Understand previously delivered services (i.e., performance and specification requirements)

• Understand your target population (i.e., conduct stakeholder work to assess the needs of those that will receive the service and/or good)

• Understand the legal requirements (i.e., review legislative requirements, policy changes, environmental considerations)

Once you have determined the business need, you can proceed with conducting market research.

B. Market Research Techniques

1. Reviewing past solicitations If your agency has procured the commodity or service in the past, reviewing the previous solicitation(s) can potentially provide evidence to support sole source determination, such as if there is a documented history of only one responsive/responsible vendor.

Has the agency purchased the good/service before? If yes, provide the results of the previous solicitation:

Date of purchase Procurement Type Notes supporting sole source determination

2025 Sole Source Contract DES approved an amendment to the sole source contract in order to continue consistent kelp mapping methods, necessary for valid data interpretation and analysis. Contract 93- 108075.

2024 Sole Source Contract Requested and obtained DES approval for a sole source contract in order to achieve continuation of consistent kelp mapping methods, necessary for valid https://app.leg.wa.gov/RCW/default.aspx?cite=39.26.010

3 | Sole Source Market Research Worksheet data interpretation and analysis.

Contract 93-108075.

2021 (for 2021- 2023 biennium)

Sole Source Contract Mapping of kelps from imagery is an interpretive science and varies substantially among observers;

therefore, it was determined that having another contractor conduct this work would introduce unacceptable uncertainty to the comparability of data products across this long-term dataset.

DES approved under filing #48275-00 (DNR contract #93-102292).

2019 (for 2019- 2020 biennium)

Sole Source Contract Consistency of this dataset (which can only be achieved by a specialized contractor conducting the work in the same way each year) is absolutely imperative for creating a useable dataset product that can be compared across years. Hence DNR requested and DES approved a sole source contract for this service under filing #47565-00 (DNR contract #93-097267).

2017 (for 2018- 2019 biennium)

Sole Source Contract The deliverables provided are specialized expert services of the contractor. The deliverables are an integrated package that cannot be contracted separately due to the expertise needed to analyze the imagery and continuity in collection and processing. Hence DNR requested and DES approved a sole source contract for this service under filing # 42520-00 (DNR contract #16-215).

2015 (for 2015- 2017 biennium)

Sole Source Contract Continuity in data collection, analysis, and interpretation is fundamental to the value of this long-term data stream which is why this contract was executed with the same provider.

2013 (for 2013- 2014 biennium)

Sole Source Contract For this contract, the deliverables provided are specialized expert services

4 | Sole Source Market Research Worksheet of the contractor that are consistent with the past 25+ years. Contract was posted in WEBS under customer reference number 2013_2014_kelp.

2011 (for 2011- 2012 biennium)

Pre-dates current DES solicitation policies

Consistent expertise is needed to analyze the imagery and to provide continuity in collection and processing.

Contract was posted in WEBS under Customer reference #12-182.

2009 (for 2009- 2010 biennium)

Pre-dates current DES solicitation policies

It was determined that having another contractor conduct this work would introduce unacceptable uncertainty to the comparability of data products across this long-term dataset.

2007 (for 2007- 2008 biennium)

Pre-dates current DES solicitation policies

Long-term continuity in data collection, processing, and mapping is required for this long-term data stream which is why this contractor was used.

2005 (for 2005- 2006 biennium)

Pre-dates current DES solicitation policies

Consistency of this dataset (which can only be achieved by a specialized contractor conducting the work in the same way each year) is absolutely imperative for creating a useable dataset product that can be compared across years, which is why this contractor was used.

2003 (for 2003- 2004 biennium)

Pre-dates current DES solicitation policies

The deliverables provided are specialized expert services of the contractor, since the required data interpretation and analysis must be consistent over time, which is why this contractor was used.

2001 (for 2001- 2002 biennium)

Pre-dates current DES solicitation policies

The deliverables provided are specialized expert services of the contractor. Consistency is required for data analyses of kelp changes over decades, which is why this contractor was used.

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Annually from 1989 until 2000 (except 1993)

Pre-dates current DES solicitation policies

Expertise in collecting aerial imagery;

expertise in processing imagery to identify floating kelp species and distribution; expertise in analyzing floating kelp spatial data and producing maps and production data sets, which is why this contractor was used.

2. Internet search Internet searches are helpful to understand what similar programs exist and what contractors or organizations might be able to meet your agency’s business needs. Many state governments publicly post their RFPs online, so you may be able to find good examples of RFPs for similar services.

Use a spreadsheet or table (see example below) to track businesses you identify through your internet search.

Search terms used: “kelp mapping contract”, “nearshore mapping contract”

Business name Date & Method of Contact (phone, email, etc.)

Notes (can/cannot meet the business need, explanation)

Overwatch Imaging Website review, 6/18/2026

This company cannot meet DNR’s business need. They provide imagery and processing software, but do not conduct surveys. Also, they do not have the specialized experience to classify floating kelp canopies using the specialized methods necessary for this project.

NV5 Geospatial, Inc. Website review, 6/18/2026; DNR is familiar with capabilities due to ongoing Work Order under contract 93- 102831

This company cannot meet DNR’s business need as they do not have specialized experience to identify and classify floating kelp canopies using the specialized methods needed for this project.

Barnacle Foods Website review, 6/18/2026

This company cannot meet DNR’s business need. They do local mapping of kelp beds in Alaska using drones.

6 | Sole Source Market Research Worksheet

However, this will not meet the program’s need as they use drones not aircraft and therefore cannot cover the large extent of the survey area.

Fugro Website review, 6/18/2026

This company cannot meet DNR’s business need. They do conduct mapping and surveys, but do not have specialized experience to identify and classify floating kelp canopies using the specialized methods needed for this project.

Nearmap Website review, 6/18/2026

This company cannot meet DNR’s business need. While they do collect aerial imagery, there is no mention on their website of nearshore mapping and no evidence of specialized experience necessary to identify and classify floating kelp canopies using the specialized methods needed for this project.

Record research results about the commodity/service industry that support sole source determination here:

While other companies provide aerial imaging services, none were found that have the experience and specific capability required to conduct the specialized image interpretation and analysis consistently with previous years.

3. Database searches DES Statewide Contracts

1. Navigate to the DES Statewide Contracts Search Tool

2. Enter keyword(s) related to your commodity/service/business need.

3. Search terms used: “kelp”, “kelp mapping”, “nearshore mapping”, "aerial imagery”

4. Record search results:

https://apps.des.wa.gov/DESContracts/

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Statewide Contract No.

Contractor Name

Method of Contact (phone, email, etc.)

Notes (can/cannot meet the business need, explanation)

No statewide contracts were found for any of these search terms. Updated search completed on 6/18/2026.

5. Did you locate a statewide contract that can meet your agency’s business need? For more information, see How to use statewide contracts. DES manages statewide contracts that leverage the state’s collective buying power to help agencies save money, reduce risk, and streamline purchasing. Agencies should use statewide contracts and/or DES-approved cooperative agreements (i.e., NASPO ValuePoint contracts) before any other procurement method.

WEBS

Searching for Similar Solicitations posted by other agencies.

1. Navigate to the Washington Electronic Business Solution (WEBS) for Government Customers webpage.

2. Navigate to the “Search for Solicitations” tab.

3. Select relevant commodity codes:

4. Open solicitations from the search results to review details.

5. Call or email the agency contact if more information is needed.

6. Record results:

Solicitation title Cust. Ref # Notes

No similar solicitations.

Searching for Vendors

1. Navigate to the Washington Electronic Business Solution (WEBS) for Government Customers webpage.

2. Navigate to the “Search for Vendors” tab:

3. Select relevant commodity codes:

https://des.wa.gov/purchase/how-use-statewide-contracts https://pr-webs-customer.des.wa.gov/ https://pr-webs-customer.des.wa.gov/

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Commodity codes selected: Aerial Surveys and Mapping Services (See 962-52 for Standard Survey and Mapping Services) [905-10], Aerial Photography [905-05], Aerial Photogrammery Services [905-04]

4. Record search results:

Contractor Name

Method of Contact (phone, email, etc.)

Notes (can/cannot meet the business need, explanation)

Aerial Whidbey https://www.aerialwhidbey.com/ Website review 6/18/2026

They cannot meet the business need as imagery is collected by unmanned aerial vehicles (drones), which cannot collect the large area required for the business need.

Aero Air https://www.aeroair.com/ Website review 6/18/2026

They cannot meet the business need as the company provides services for chartered flights, medical flights, and tanker flights, not kelp surveys.

Alpha Eagle Technology www.alphaeagletechnology.com;

website reviewed 6/18/2026

They cannot meet the business need as their imagery is collected by unmanned aerial vehicles (drones), which cannot collect the large area required for the business need.

Bridger Aerospace Group, LLC https://www.bridgeraerospace.com/;

website reviewed 6/18/2026

They cannot meet the business need since the company has expertise in https://www.aerialwhidbey.com/ https://www.aeroair.com/ http://www.alphaeagletechnology.com/

9 | Sole Source Market Research Worksheet wildfire monitoring and fighting, but no evidence of experience with or focus on kelp mapping.

DJ & A www.djanda.com website reviewed 6/18/2026

They cannot meet the business need as their website makes no mention of nearshore surveys or kelp.

They do not have specialized experience related to conduct kelp mapping as required for the business need.

Kettler & Kowalski Co.

wecanscanit.com website reviewed 6/18/2026

Their website is defunct.

Previous review demonstrated they were not able to meet the business need as they provide LIDAR and 3D-scanning services rather than kelp mapping services.

Larry Steele & Associates lsasurvey.com website reviewed 6/18/2026

They cannot meet the business need as they provide land surveying services only, rather than kelp mapping services.

Owyhee Air Research LLC owyheeair.com; website reviewed 6/18/2026

They cannot meet business need since there is no evidence of specialized expertise with kelp mapping necessary for this project.

Sitts & Hill www.sittshill.com website reviewed 6/18/2026

They cannot meet the business need as they provide civil and structural engineering, architectural, and land surveying services, rather than kelp mapping services as required for this project.

Ward C.

Muller and Associates wcmassoc.com website reviewed 6/18/2026

They cannot meet the business need as they provide http://www.djanda.com/ http://www.sittshill.com/

10 | Sole Source Market Research Worksheet land surveying services, not kelp mapping services.

OMWBE Directory of Certified Businesses

1. Navigate to the Office of Minority and Women’s Business Enterprises (OMWBE)’s

Certified Business Directory.

2. Use search criteria/search terms relevant to your agency’s business need.

3. Contact OMWBE staff for assistance if your search results is zero vendors, contact technicalassistance@omwbe.wa.gov.

4. Record search results:

Contractor Name

Method of Contact (phone, email, etc.) Notes (can/cannot meet the business need, explanation)

OverSite LLC Website Review, https://oversite.tech/ 6/18/2026

They cannot meet business need since their imagery equipment does not include fixed-wing aircraft and thus it is not possible for them to be able to survey the full area extent needed for the business need.

EG Inspection Website review, https://eginspection.com/ 6/18/2026

They cannot meet business need as they do conduct construction inspections and imagery and do not have specialized experience with kelp mapping necessary for business need.

Freya Fennwood Photography

Website review, https://freyafennwood.com/ 6/18/2026

They cannot meet business need as they provides adventure photography and https://omwbe.diversitycompliance.com/FrontEnd/SearchCertifiedDirectory.asp mailto:%20technicalassistance@omwbe.wa.gov https://oversite.tech/ https://eginspection.com/ https://freyafennwood.com/

11 | Sole Source Market Research Worksheet branding services, not aerial surveys of kelp.

Goodspeed Advisors LLC

DBA

Luminary Advisors

Website review, https://luminaryadvisors.com/ 6/18/2026

Their website is defunct. Previous review demonstrated that they cannot meet the business need as they provide advisory and contracting services, not aerial surveys of kelp.

Gregor Media Website review, https://www.gregorelgee.com/ 4/3/2025

Their website is defunct. Previous review demonstrated that they cannot meet business need as they provide multimedia production, cinematography and photography, not aerial surveys of kelp

MorLo Aerial Imaging

Website review, https://www.morloaerial.com/ 6/18/2026

They cannot meet the business need as they provide mapping and orthomosaics for land surveys rather than kelp surveys. They uses UAS (drones) which cannot capture entire survey area for this project.

RW West Consultants Inc.

Website Review, https://rwwestcommercialinspections.com/, 4/3/2025

They cannot meet the business need as they provide commercial inspection services and do not provide specialized services for kelp mapping.

Standridge Design Inc

Website Review, https://www.standridgeinc.com/ 6/18/2026

They cannot meet the business need as they provide mapping and https://luminaryadvisors.com/ https://www.gregorelgee.com/ https://www.morloaerial.com/ https://rwwestcommercialinspections.com/ https://www.standridgeinc.com/

12 | Sole Source Market Research Worksheet orthomosaics for land surveys. They use UAS (drones) which cannot capture entire survey area for this project.

Sky Bear Media

Website Review, https://www.skybearmedia.com/ 6/18/2026

They cannot meet the business need as they provide video production services, not specialized kelp mapping services.

Zephyr UAS, Inc

Website Review, http://www.zuirail.com/, 6/18/2026

They cannot meet the business need as their imagery equipment does not include fixed-wing aircraft and it is not possible to survey the full area extent needed for the business need without aircraft.

Additionally, this business is focused on construction management and the rail industry There is no evidence of expertise in floating kelp imagery interpretation and analysis.

4. Conducting an RFI An RFI is an informal solicitation of ideas, solutions and/or recommendations (usually to assist in the development of a scope of work for an RFP; an RFI does NOT result in a contract being awarded). An RFI can strengthen sole source determination as it can be used to gather additional information about the marketplace (such as vendor availability and interest).

DES provides a Request for information (RFI) template with examples of questions that may be helpful to gather information.

After conducting an RFI, the results can be saved to the contract file. Record results that support sole source determination here: An RFI was not conducted for this project.

https://www.skybearmedia.com/ http://www.zuirail.com/ https://des.wa.gov/sites/default/files/2022-11/RFI-Template.docx

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5. Additional Market Research Techniques Depending on the commodity and/or service being procured, there may be additional or alternative market research techniques that are applicable.

No additional research conducted as extensive research was performed using techniques above.

Contacting Peer Agencies Speaking with peer agencies, associations, cities, counties, states etc., can be an easy way to understand what best practices exist in contracting for a specific service or product. It is likely that others have experienced some of the same challenges you have. Know who your sister agencies and counterparts are and reach out.

Contact Name Date/Method of Contact (phone, email, etc.) for follow-up, if applicable

Notes

Interviewing Vendors Pending the results of a database search or RFI, the agency may be able to conduct interviews with vendors for collecting information on the market. Interviews can be conducted in-person, virtual, by phone, or written via email. Interview questions include:

1. Briefly describe your idea/technology to meet the agency’s business need.

2. Who is your direct competition?

3. Are there any other potential markets and/or possible emerging markets?

If your search turns up a large number of vendors, it may be faster to conduct a survey via email instead of reaching out to vendors individually.

Record results of interviews here:

Contact Name Date/Method of Contact (phone, email, etc.) for follow-up, if applicable

Notes

Trade Publications Trade Publications (i.e., trade journals, industrial publications/catalogues/magazines) are a great source for industry information, as they are published by and for people in a

14 | Sole Source Market Research Worksheet particular industry. Historically these publications were print only, but many are now available online and easily accessible. Trade publications are periodicals that keep professionals up to speed on a given industry’s trends and best practices.

You can search for trade publications using an internet search engine or through specific databases for trade journals. The way the search is conducted will be very specific to the commodity/service area, so we suggest working closely with your SMEs/program staff to assess which sources are appropriate.

Other Methods This worksheet is not an exhaustive list of market research methods. Some commodities or services will require a different approach. For example, if the purchase is for social or human services, it may be necessary to take additional steps to understand the needs of the population receiving your services and how the target population will be matched and referred to the services. Understanding the business need of your agency is key to successful market research.

If you have any questions or require assistance, please reach out to the Policy Team via email, DES.Contracting@des.wa.gov.

mailto:DES.Contracting@des.wa.gov