Attachment 1_134890_AutoParts-Svcs_DAS_Approved.pdf

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REQUEST FOR SPECIAL PROCUREMENT No. REQ-10700-00134890

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

1. Requesting Agency Name: Oregon Department of Administrative Services, State Procurement Services (“DAS SPS”), on behalf of State of Oregon Agencies, Oregon Cooperative Purchasing Program (“OrCPP”) members, the State of Washington’s Master Contract Usage Agreement (“MCUA”) participants, and Other Authorized Purchasers

2. Date of Request: July 21, 2025 3. Agency Number: 10700

4. Agency Contact Name: Vickie Tipton 5. Phone: 971-349-2399

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

7. Time Period Requested: From: November 6, 2025 To: November 5, 2026

8. Total Estimated Cost: $640,000 ($80,000 per Price Agreement)

9. Title: Supplies and/or Services to be Acquired: Auto Parts and Equipment, including training, installation and related services

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

a. Request:

DAS SPS, on behalf of State of Oregon Agencies, the Oregon Cooperative Purchasing Program (“OrCPP”) members, the State of Washington’s Master Contract Usage Agreement (“MCUA”) participants, and Other Authorized Purchasers, requests approval of this Special Procurement (“SP”) No. REQ-10700- 00134890 to amend Price Agreement(s) #5590-Quality Chain Corporation, #5591-Peerless Chain Corporation, #5592-Factory Motorparts Corporation, #5593-Genuine Parts Company, dba NAPA Corporation, #5594 Pewag Corporation, #5597-Landmark Ford Corporation, #5598 Battery Systems Corporation, and #5601 Stertil-Koni Corporation (collectively “PAs”) extending one (1) year beyond the maximum term of ten (10) years to allow sufficient time to conduct a competitive solicitation for future products and services.

b. Background:

On March 10, 2015, DAS SPS issued a Request for Proposal (“RFP”) No. DASPS-2059-15 for the purpose of establishing PAs with qualified providers of Auto Parts, Aftermarket Auto Parts, Rebuilt Auto Parts, Used, Recycled or Repurposed Auto Parts, Remanufactured Auto Parts, Auto Shop Equipment, Traction Chains, Training, Installation and related services. The RFP stated the initial term of the PAs would be five (5) years, with the option to additional one (1) year periods, not to exceed a cumulative term of ten (10) years.

Twelve (12) bids were received and evaluated in accordance with the evaluation criteria and process set out in the RFP, resulting in the award of eight (8) PAs to the following suppliers listed in Table 10.b.(1):

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Table 10.b.(1)

Price Agreement # Contractor Name: PA Term dates:

5590 Quality Chain Corporation 11/9/2015-11/5/2025 5591 Peerless Chain Corporation 11/9/2015-11/5/2025 5592 Factory Motorparts Corporation 11/9/2015-11/5/2025 5593 Genuine Parts Company, dba NAPA Corporation 12/17/2015-12/16/2025 5594 Pewag Corporation 11/9/2015-11/5/2025 5597 Landmark Ford Corporation 10/16/2015-10/15/2025 5598 Battery Systems Corporation 11/9/2015-11/5/2025 5601 Stertil-Koni Corporation 11/9/2015-11/5/2025

All eight (8) PAs have been extended to their maximum term and will expire in accordance with its terms as noted above. Extending these eight (8) PAs to all end on 11/5/2026 would allow for DAS SPS to run a new solicitation and create new contracts.

c. Current Need:

DAS SPS will be issuing a new Request for Proposals (“RFP”) for Auto Parts and related services as listed above and is anticipated to result in multiple PA awards. The new set of PAs will be available for use statewide by Oregon State Agencies and Other Authorized Purchasers. The RFP is expected to be developed and completed during the one (1) year extension and have the new PAs in place by the new termination dates of the current PAs in November 2026.

The modest one (1) year term extension of these PAs requested in this SP will ensure Authorized Purchasers have seamless access to the Auto Parts and related services necessary to carry out the duties and responsibilities of their agencies and keep state vehicles running in good condition.

A Volume Sales Report (“VSR”) requested on July 14, 2025 was used to establish the following estimated spend for the requested period.

d. Proposed Contracting Procedure:

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

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

Price Agreement # Contractor Name Spend for 2024 5590 Quality Chain Corp $479,166.01 5591 Peerless Chain $81,486.68 5592 Factory Motorparts $305,146.03 5593 Genuine Parts $1,826,905.51 5594 Pewag Inc $122,575.11 5597 Landmark Ford $907,051.99 5598 Battery Systems Not Received 5601 Stertil-Koni No Sales

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3. DAS SPS will respond to and resolve all protest(s), if any.

4. If no protests to this SP are received or sustained, DAS SPS will proceed with amending the PAs as set out in Section 10.a., extending the Term for one (1) additional year, through November 5, 2026.

5. Pursuant to Oregon Revised Statute (“ORS”) 291.047 and related administrative rules, DAS SPS will work with Oregon Department of Justice (“DOJ”) and obtain legal sufficiency approval prior to executing the PA amendment(s), if required.

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

The PAs have no renewal Terms available beyond 2025. The only procurement method available through which the PAs can be amended and extended for time is the Special Procurement process under ORS 279B.085. This SP Request, which seeks to amend all eight (8) PAs and extend the Term one (1) additional year, will support uninterrupted access to various Auto Parts by State Agencies and all Authorized Purchasers.

Current PAs will be replaced with a new set of PAs that will be established through a new competitive solicitation to be developed and completed during the one (1) year extension and have the new PAs in place by the new termination dates of the current PAs in November 2026.

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:

• RFP No. DASPS-2059-15, issued in 2015, sought to award multiple PAs for various types and brands of Auto Parts for different brands/models of vehicles. The RFP:

o was publicly noticed on the Oregon Procurement Information Network (“ORPIN”), the states former eProcurement system of record, which held a roster of 40,000+ registered Suppliers.

o was conducted in accordance with applicable statutes and rules to foster maximum competition.

o resulted in multiple PA awards, identified in Section 10.b above.

• The new RFP is to be developed for various brands of Auto Parts and related services for many different brands/models of vehicles:

o seeks to award multiple PAs.

o be issued on the state’s current eProcurement system, OregonBuys, which holds a roster of

23,000+ Vendors (“Suppliers”).

o be structured to encourage maximum competition to the extent possible.

o enable all providers of the requisite products and services to compete for a PA award.

and

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

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X (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:

Amending the PAs and extending the Term one (1) additional year substantially supports the reliability of all vehicles, keeping them accessible to all Authorized Purchasers utilizing these PAs and their employees.

Failure to amend and extend these PAs Terms will:

o result in undue burden for all Authorized Purchasers, in sourcing and purchasing the Auto Parts and related services necessary to keep the publicly-owned vehicles in good working order for their employees to carry out their duties and responsibilities.

o prevent access to these products and could result in the Authorized Purchasers’ fleet of automobiles not being in top working condition and being unsafe to drive.

o create a break in access to the correct parts for each fleet vehicle could lead to having less vehicles in working order for Authorized Purchasers to use, which would create additional risk of driving a personal vehicle for state business.

o save the Authorized Purchasers’ revenue, if an agency or organization is paying mileage on workers’ personal vehicles, while still paying insurance on the fleet vehicles, costing those agencies or organization(s) excess dollars out of budget.

o create an unacceptable risk for the Authorized Purchasers, employees who drive these vehicles as part of their job duties.

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. The Department of Administrative Services completes 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 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.

APPROVED:

Jay Jackson, Procurement Policy Officer Date:

Department of Administrative Services, State Procurement Services

7/24/2025