9418 The Cove MU Septic Services Sole Source Determination - signed.pdf

SOLE SOURCE DETERMINATION FOR

THE COVE MANAGEMENT UNIT SEPTIC SERVICES

DATE: June 5, 2023

AUTHORITY: Oregon Revised Statute (ORS) 279A.050(6)(d) and ORS 279B.075

ESTIMATED CONTRACT: $25,000

BACKGROUND:

Oregon Parks and Recreation is required to maintain septic systems at all of its park sites with facilities. The Cove Management Unit initiated a procurement request for a solicitation for a contract through June 30, 2025.

The initial Invitation to Bid (ITB) was issued February 23, 2023. There were no bidders as closing/opening date approached and two extensions were processed with a final closing/opening date of March 29, 2023. OPRD received one Bid Response and issued an Intent to Award on April 3, 2023 via email. This vendor was determined to be non-responsible on May 1, 2023 after failure to secure Pollution Insurance and issue OPRD the required Certificates of Insurance.

The services were rebid on May 5, 2023 with a closing/opening date of May 23, 2023. The Cove MU staff contacted several vendors in the extended service area to seek interest in providing services. Procurement contacted the three interested vendors when the ITB was issued and sent reminders to all three a few days prior to the closing/opening date. One vendor responded they could not provide all of the needed services listed in the ITB. No bids were received.

OPRD staff contacted Greenbar Excavation and found they would be able to supply the services and would be interested in the contract. OPRD is seeking Sole Source Procurement Approval for Greenbar Excavation LLC to perform septic system services for The Cove Management Unit for contract ending June 30, 2025 with a total Not to Exceed for Services of $25,000. Greenbar Excavation has the resources and experience to perform the services under the Contract

Findings:

OPRD performed two separate procurement processes to obtain the needed services for The Cove Management Unit. OPRD performed additional outreach to vendors, and investigated options for providers.

None of the procurements received viable responses to issue a contract for services.

Additional findings by OPRD include:

1. There are limited vendors in the service for this OPRD site.

2. The use of a local company experienced in supplying the needed services is a benefit for OPRD.

3. Greenbar Excavation LLC has the resources and personnel to perform the services in a timely manner as required by OPRD.

Therefore, pursuant to ORS 279B.075(2)(d), OPRD finds that the current contractor, Greenbar Excavation, LLC is the only contractor who can provide the services needed to The Cove Management Unit sites.

Based on these findings, OPRD intends to enter into a sole source contract with Greenbar Excavation, LLC for septic system services at The Cove Management Unit.

Approved:

Bill Beaty, Procurement and Real Estate Services Manager Date

Bill Beaty (Jun 5, 2023 13:40 PDT) Bill Beaty 06/05/23 https://oregonparks.na2.echosign.com/verifier?tx=CBJCHBCAABAAzSn5Enw0Q9QkxS8Nlze4Kbf3NeZ_U0kn