Approved_Special_Procurement_REQ-DASOBO-00226778_AMD-1_File360.pdf

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REQUEST FOR SPECIAL PROCUREMENT No. REQ-DASOBO-00226778 (previously REQ-DASOBO-000071862), Amendment No. 1

PART A. Requesting Agency must complete Items 1 through 13.

1. Requesting Agency Name: Oregon Department of Veterans’ Affairs (“ODVA”)

2. Date of Request: September 1, 2026 3. Agency Number: 27400

4. Agency Contact Name: Tina Reniere 5. Phone: 503.551.5302

6. Type of Request: X Contract-specific Special Procurement

7. Time Period Requested: From: October 1, 2026 To: September 30, 2027

8. Total Estimated Cost for Amendment Time Period: $47,900.97

9. Title: Supplies and/or Services to be Acquired:

File360 Electronic Records Management System Software Licensing, Maintenance, and Support Services (collectively "Software and Services”) including:

Software and Services:

• KOFILE Color Indexing PAK-MVCS

• File360 Basic Data Entry Module

• File360 Micrographics Module

• File360 Computer Output Module

• File360 EXT Database Interface

• File360 Request Processing

• File360 Automated Data Entry Module

• File360 Kodak IMS Workstation Module (2)

• Enhanced Server Module

• File360 Base Server Module

• File360 User Licenses (15)

• Global360 Extended Support

10. Request, Background, Current Need, and Proposed Contracting Procedure:

a. Request:

Oregon Department of Veterans’ Affairs (“ODVA” or “Agency”) seeks approval of this Special Procurement (“SP”) Request No. REQ-DASOBO-00226778, Amendment No. 1 (“SP AMD-1”) to ratify and amend Contract No. PO-27400-00053557 (“Contract”) with Image Access Corp., to extend Software Licensing, Software Maintenance, and related Software Support service for the File360 Electronic Records Management System (“File360 ERMS” or “File360”) for one (1) year through September 30, 2027 and increase the total estimated cost by $47,900.97.

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b. Background:

The Department of Administrative Services (“DAS”) approved SP No. REQ-DASOBO-00071862 in May 2024. The public Notice No. S-27400-00010398 was posted to OregonBuys® on May 13, 2024 and closed on May 20, 2024, with no protests received. ODVA subsequently extended its Contract with Image Access Corp., pursuant to its procurement authority, under Oregon Revised Statute (“ORS”) 279A.050 (6)(j), as a system of record for all things related to home loans, for the ongoing Software maintenance and technical support (“Software and Services”). Contract No. PO-27400- 00053557 was executed on September 23, ,. The current Software and Services term will expire September 30, 2026; however, ODVA will need to maintain both the Software and Services for one additional year, while the transition to a new records management platform takes place.

In late 2025 and through the first half of 2026, ODVA conducted a comparison of products to replace the aging File360 ERMS by analyzing features, hosting environments, cost, and the potential to modernize and streamline existing business processes. Based on the ability to host a large number of complex documents and files in a secure cloud-based environment, while also enriching the content and providing detailed organization, retention, and access controls, the addition of external file sharing and signature capabilities, and having the best cost-to-feature set of capabilities of reviewed products, a replacement records management system was selected.

The overall cost of the replacement records management system through the anticipated five years of use did not trigger or exceed established procurement or legal oversight thresholds and per Oregon PA No. #PO-10700-00014971 the replacement system was chosen via “Cost Comparison” with no further procurement delegation or legal sufficiency approvals required. Investment approval was obtained through Enterprise Information Services, system security was reviewed by ODVA and Cyber Security Services, and licensing for the replacement records management system was purchased through Oregon’s Software Value Added Reseller (SVAR). On July 1st ODVA began engaging with the new vendor to discuss and plan the migration of records from File360 to the new records management system, but due to the age of the system, which has restricted export options and formats, the complexity of exporting roughly 3 million documents while maintaining organization, metadata, and security, and technical challenges, it is necessary to extend licensing for the File360 ERMS for one additional year.

For additional historical and background information see SP Attachment No. 1:

Original SP No. REQ-DASOBO-00071862.

c. Current Need:

ODVA is in the early stages of transitioning away from the File360 Records Management System to a new electronic records management solution, but due to the complexity and sheer number of records present in File360; file export, organization, and change management are taking an extended period of time. Until the transition to a replacement application can be completed, renewal of Software and Services is necessary to ensure continuity of operations and the security of records vital to ODVA and its customers.

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Over the course of the 1-year term requested in this SP AMD-1 Request, ODVA intends to:

• export all data from the File360 ERMS and Import that data into the replacement records management system;

• implement data and record governance and conduct formal change management procedures; and

• retire the File360 ERMS and deactivate associated server(s) currently at Data Center Services

(“DCS”).

This SP AMD-1 Request seeks to amend the Contract with Image Access Corp., for:

• Continued File360 ERMS Software and Services for up to one (1) additional year.

The following Table 10.c.1 provides a breakdown of the estimated costs for Services from October 1, 2026 through September 30, 2027.

Table 10.c.1

Description

Estimated Annual

Cost

Estimated One Time

Cost

Estimated Cumulative Total Cost

1 Year Software and Services Term: October 1, 2026 – September 30, 2027 $47,900.97

Total: $47,900.97

d. Proposed Contracting Procedure:

1. As required by Oregon Administrative Rule (“OAR”) 125-247-0287, ODVA will issue a public notice (“Notice”) of the approved SP AMD-1 on the OregonBuys® eProcurement system for a period of seven (7) calendar days.

2. The Notice will include provision that any Affected Person(s) may protest the approval of the

SP AMD-1.

3. DAS State Procurement Services, in collaboration with ODVA, will respond to and resolve all protest(s) of the SP AMD-1, if any.

4. If no protests are received and sustained, ODVA will proceed with amending the Contract with Image Access Corp., as set out in Section 10.a above.

5. ODVA will work with Enterprise Information Services (“EIS”) and obtain its endorsement prior to executing the Contract amendment, if required.

6. Pursuant to ORS 291.047 and OAR 137-045-0015, ODVA will work with Oregon Department of Justice (“DOJ”) and obtain legal sufficiency approval prior to executing the Contract amendment.

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11. Justification for use of Special Procurement: Describe the circumstances that justify the use of a Special Procurement. Attach relevant documentation.

With the approval of the Original Special Procurement (Attachment 1) in 2024, the SP and the Contract became intertwined. As a result, the Contract cannot be further amended as outlined in Section 10.a without first obtaining DAS approval through this Special Procurement Amendment Request.

Due to the complexity and number of records present in the File360 system, as well as the limited support available for ODVA’s locally hosted version of the software, migration away from the File360 system is taking longer than anticipated, necessitating the renewal of the software for one additional year to ensure successful migration and change management, while preserving business continuity and data governance.

The same justification statements detailed in the Original SP, (Attachment 1) are still applicable.

12. Findings to Satisfy the Required Standards: This proposed special procurement:

X (a) will be unlikely to encourage favoritism in the awarding of public contracts or to substantially diminish competition for public contracts because:

The same findings statements detailed in the Original SP, (Attachment 1) are still applicable.

and

X (b)(i) will result in substantial cost savings to the contracting agency or to the public because:

or

______ (b)(ii) will otherwise substantially promote the public interest in a manner that could not practicably be realized by complying with the requirements of ORS 279B.055, 279B.060, 279B.065, or 279B.070, or any rules adopted thereunder because:

The same findings statements detailed in the Original SP, (Attachment 1) are still applicable.

13. Signature: The actual signature of the Agency Head or designee (e.g., Designated Procurement Officer) is not required on the Request if it is submitted through OregonBuys®. Agency may elect to attach a signed Request.

Signature: e.g. Electronically in OregonBuys® _________________ Type Name: Date:

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PART B.

STATUTORY AND RULE AUTHORITY:

ORS 279B.085(2) states the Director of the Department of Administrative Services may approve a special procurement if the Director finds that a written request submitted under ORS 279B.085(4) demonstrates that the use of a special procurement as described in the request, or an alternative procedure prescribed by the Director will:

(a) Be unlikely to encourage favoritism in the awarding of public contracts or to substantially diminish competition for public contracts; and (b)(A) Result in substantial cost savings to the contracting agency or to the public; or

(B) Otherwise substantially promote the public interest in a manner that could not practicably be realized by complying with requirements that are applicable under ORS 279B.055, 279B.060, 279B.065 or 279B.070 or under any rules adopted thereunder.

OAR 125-246-0170 delegates the authority of the Director of the Department of Administrative Services to approve special procurements to the State Chief Procurement Officer. OAR 125-247-0285 through 125-247- 0288 implement ORS 279B.085.

OAR 125-247-0700(2) Protests and Judicial Review of Special Procurements designates the State Chief Procurement Officer as the Contract Review Authority.

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

CONDITIONS OF APPROVAL:

1. Notice Period. The Authorized Agency shall post the Public Notice on OregonBuys®. The Special Procurement may not be used until after the completion of the seven (7) day notice period required pursuant to OAR 125-247-0287(4), and either:

a. No Written protests are received by the Contract Review Authority, State Chief Procurement Officer, from an Affected Person(s) in response to the notice, or

b. If any protest is received during the notice period, then not until:

i. the State Chief Procurement Officer or delegate issues a written disposition of the protest in accordance with ORS 279B.400 and OAR 125-247-0700 and OAR 137-047-0700, and

ii. confirms in writing the first possible date of use of the Special Procurement.

2. ORS 279A.165 Requirements. Authorized Agency shall comply with the requirements of ORS 279A.165 and OAR 125-247-0287(12) regarding a report about this Special Procurement. Agency shall use a form and follow the instructions provided by the State Chief Procurement Officer or delegate.

3. Authorized Agency shall comply with all Enterprise Information Services (“EIS”) conditions and requirements prior to contract amendment execution, if any.

APPROVED:

Kathryn Jones, State Chief Procurement Officer Date:

Department of Administrative Services, State Procurement Services

9/19/26