Attachment_1_Genasys Sole Source.docx

SOLE-SOURCE DETERMINATION MEMO

FOR SUPPLIES AND SERVICES

ODHS Office of Contracts & Procurement

DAS Delegation REQ-10000-00020921 (was 649-11), as amended

DAS Delegation REQ-10000-00020921 (was 649-11), as amended

Estimated total contract value:

$3,695,000.00 (5-year term) See attachment GP-EVAC-Proposal & Quote#Q-11849 (5-16-24)

Description of goods or services:

Genasys Zone-Based Evacuation Management Software as a Service (SaaS), formally known as Zonehaven. Also known as Genasys Protect EVAC.

1. Background: This sole source justification applies to the purchase of:

a) Provide a brief description of the contract or contracts to be covered including contemplated future purchases:

i. Agency seeks to negotiate and direct award purchase of Genasys Protect EVAC subscription services and reserves the right to purchase additional renewals and related services.

b) Describe the product or service to be purchased:

During an emergency, Genasys EVAC helps agencies act quickly, make joint decisions about evacuations, and share updates with other agencies and the public instantly. Genasys provides smart pre-built evacuation zones that helps provide those involved in emergency management and evacuations making informed decisions evacuation decisions and facilitate communication with collaborators and the public alike. This helps the Oregon Department of Human Services (ODHS) and the Oregon Office of Emergency Management (OREM) protect people in Oregon during disasters, as part of their role under the state's emergency plan.

i. This tool does the following:

1) Creates Smart Evacuation Zones for all communities in Oregon, using data to make decisions.

2) Makes evacuation plans based on where people live, buildings, traffic, and other important information like past events and local hazards.

3) Zones are part of a public safety app that everyone involved in emergency response can use.

4) Uses real-time traffic information to help with evacuations.

5) Uses real-time information to predict where wildfires might spread and who needs to leave.

6) Emergency responders like firefighters and police can train together using this tool, using simulations based on real situations.

7) During an emergency, firefighters, police, and other responders can use the tool to decide which areas need to evacuate and tell people right away, without needing to do it manually.

8) Has a website for the public to use. People can type in their address and find out which evacuation zone they're in. They can also see if roads are closed and where shelters are during an emergency.

c) Describe the reasons the agency is seeking this procurement method:

i. The agency's decision to pursue sole source procurement for Genasys EVAC stems from its unmatched capabilities and sole source features. With extensive pre-built evacuation zones, field-tested algorithms, seamless integration with Esri products, and the provision of printable/shareable PDF evacuation plans, Genasys EVAC emerges as the optimal solution for the agency's immediate emergency evacuation needs. Its real-time traffic information and modeling further enhance its effectiveness, making it the unparalleled choice for addressing the agency's requirements. Thorough market research completed by OREM reveals no comparable alternative available from other vendors, solidifying Genasys EVAC as the clear choice for ensuring efficient and effective emergency evacuation procedures. See supporting document attachments GP-EVAC-Sole Source_Letterhead (6-5-24) and OSU Policy Analysis Report (3-1-23) Evac Platforms.

Specifically:

1) Sole Provider of Zone-Based System:

A. Genasys (formerly Zonehaven) stands alone in offering a zone-based evacuation planning and management system, employing advanced proprietary algorithms to create Intelligent Evacuation Zones and data-driven decision tools. These are essential for critical event decision-making and effective communication across multiple channels.

2) Pre-Built Evacuation Zones:

A. With 1,500 customized evacuation zones already established for specific counties and a total of 5,000 intelligent evacuation zones covering the entire state of Oregon, Genasys drastically reduces implementation time and ensures readiness for emergency deployment. This is a key feature for the system as the most comparable system found in market research, Perimeter, requires users to develop evacuation zones from the ground up, requiring extensive development time. Most local jurisdictions have very limited staffing capacity for emergency management (1-2 staff in some cases), meaning development of the zones could take months if not years for all of the counties across the state. Genasys offers pre-built zones and can be utilized “off the shelf” with minimal development.

3) Proven Track Record and Interconnectivity:

A. With successful implementation in Deschutes and Josephine Counties, Genasys facilitates seamless connectivity and collaboration within a shared system, aligning with the agency's goal of close collaboration with local jurisdictions.

4) Integration Capabilities:

A. Genasys seamlessly integrates with existing notification applications like Everbridge, expediting the notification process to residents. Furthermore, its compatibility with popular public applications such as Waze enhances public awareness and response.

5) Urgent Deployment Requirement:

A. The agency targets deployment by June 2024, anticipating a high wildfire risk summer. Genasys is the sole commercially available SaaS system capable of meeting this urgent need.

2. Prospective contractor/vendor:

DBA:

Protests are due by 3:00 PM within seven calendar days after the first date the notice is posted on OregonBuys. Protests must be sent via mail, fax, email, or hand carried to the following address: Protests via telephone will not be accepted.

Oregon Department of Human Services

Office of Contracts and Procurement

Agency reserves the right to purchase additional goods, services to include on-call maintenance, preventative maintenance, repair (unless available on DAS price agreement), or training.

3. Written findings of fact (market research):

The findings below must include factual information supporting the determination that meet the sole source requirement in statute.

Pursuant to ORS 279B.075, Agency must conduct market research that supports the assertion that there is only one source that can provide the goods or services. Market research includes utilization of the internet, trade journals, agency vendor lists, professional organizations, studies, catalogs/industrial periodicals, vendor sources, yellow pages, etc.

Agency must select at least one of the findings and prepare the determination as it specifically relates to the good or service being procured. More than one finding can be addressed. The findings are as follows:

|_| Pursuant to ORS 279B.075 (2)(a): Provide findings supporting the determination that the efficient utilization of existing goods requires the acquisition of compatible goods or services from only one source.

or |_| Pursuant to ORS 279B.075 (2)(b): Provide findings supporting the determination that the goods or services required for the exchange of software or data with other public or private agencies are available from only one source.

or |_| Pursuant to ORS 279B.075 (2)(c): Provide findings supporting the determination that the goods or services are for use in a pilot or an experimental project.

or |X| Pursuant to ORS 279B.075 (2)(d): Any other findings that support the conclusion that the goods or services are available from only one source.

In accordance with "ORS 279B.075 (2)(d)," which outlines the criteria for sole source procurement, our investigation has revealed several sole source and critical aspects of the Genasys Protect EVAC system needed by the Agency:

1. Dynamic Zone Management: The system offers the capability to dynamically split and re-combine evacuation zones, automatically adjusting data such as population estimates, vehicle counts, and area measurements based on originating zone data.

2. Integration with WAZE: Genasys EVAC seamlessly integrates with WAZE to reroute traffic away from affected areas during evacuations, while also providing real-time notifications to individuals within evacuation zones.

3. Real-time Wildfire Modeling: Utilizing multiple data sources, including live incident weather data, Genasys EVAC generates real-time wildland fire modeling to identify evacuation zones. This feature aids decision-makers in projecting hazard growth and facilitates the evacuation planning process.

4. Data-driven Smart Evacuation Zones: The system employs a consistent and repeatable process, utilizing both automated and manual methods, to create Smart Evacuation Zones. These zones incorporate fire, traffic, and threat modeling to enhance evacuation planning.

5. Unlimited User Access: Genasys EVAC allows for an unlimited number of approved users for its public safety application, eliminating the need for individual licensing for each subscriber unit.

6. Up-to-date Evacuation Plans: Printable and shareable PDF evacuation plans are available for each Smart Zone, ensuring that evacuation plans are always current with the latest information.

7. Proprietary Algorithms: Genasys EVAC utilizes proprietary algorithms to develop Smart Evacuation Zones, considering factors such as current traffic data, emergency traffic flow modeling, population targets, and threat modeling (including topography and fuel).

8. Unlimited Zone Updates: The system offers unlimited flexibility to update Smart Evacuation Zones and manage hyper-local information about each zone, ensuring adaptability to evolving circumstances.

9. Two-way Viewing: Genasys EVAC provides public safety personnel with complete access to mission-critical information, while also offering limited view capability to the public platform for community situational awareness.

10. Support for Live Evacuations: The system supports live evacuations by identifying zones using fire perimeter modeling and sending multi-modal notifications to predefined distribution lists, social media accounts, and WAZE.

11. Community-facing Website: Genasys EVAC includes a community-facing website with real-time access to evacuation status, suggested evacuation routes, and information about shelters, enhancing public awareness and preparedness during emergencies.

APPROVED:

By:

Signed by DPO electronically via OregonBuys

Kirk N. Rhoades or acting DPO

BRAND NAME DETERMINATION:

If a brand name is involved, Agency must also satisfy the requirements of OAR 125-247-0691 by completing Attachment 1.

ATTACHMENT 1

DETERMINATION OF BRAND NAME SPECIFICATION

DAS Delegation REQ-10000-00020921 (was 649-11), as amended

DAS Delegation REQ-10000-00020921 (was 649-11), as amended

Total estimated cost: $3,695,000.00 (5-year term) See attachment GP-EVAC-Proposal & Quote#Q-11849 (5-16-24)

1. Background: This sole source justification applies to the purchase of:

a) Provide a brief description of the contract or contracts to be covered including contemplated future purchases:

i. Agency seeks the direct award purchase of Genasys Zone-Based Evacuation Management Software as a Service (SaaS) (Also known as Genasys Protect EVAC.), formally known as Zonehaven, subscription services and reserves the right to purchase additional renewals and related services.

b) Describe the product or service to be purchased:

During an emergency, Genasys EVAC helps agencies act quickly, make joint decisions about evacuations, and share updates with other agencies and the public instantly. Genasys provides smart pre-built evacuation zones that helps provide those involved in emergency management and evacuations making informed decisions evacuation decisions and facilitate communication with collaborators and the public alike. This helps the Oregon Department of Human Services (ODHS) and the Oregon Office of Emergency Management (OREM) protect people in Oregon during disasters, as part of their role under the state's emergency plan.

i. This tool does the following:

1) Creates Smart Evacuation Zones for all communities in Oregon, using data to make decisions.

2) Makes evacuation plans based on where people live, buildings, traffic, and other important information like past events and local hazards.

3) Zones are part of a public safety app that everyone involved in emergency response can use.

4) Uses real-time traffic information to help with evacuations.

5) Uses real-time information to predict where wildfires might spread and who needs to leave.

6) Emergency responders like firefighters and police can train together using this tool, using simulations based on real situations.

7) During an emergency, firefighters, police, and other responders can use the tool to decide which areas need to evacuate and tell people right away, without needing to do it manually.

8) Has a website for the public to use. People can type in their address and find out which evacuation zone they're in. They can also see if roads are closed and where shelters are during an emergency.

c) Describe the reasons the agency is seeking this procurement method:

i. The agency's decision to pursue sole source procurement for Genasys EVAC stems from its thorough market research revealing unmatched capabilities and unique features which are not currently available by any other vendor in the marketplace. With extensive pre-built evacuation zones, field-tested algorithms, seamless integration with Esri products, and the provision of printable/shareable PDF evacuation plans, Genasys EVAC emerges as the optimal solution for the agency's immediate emergency evacuation needs. Its real-time traffic information and modeling further enhance its effectiveness, making it the unparalleled choice for addressing the agency's requirements. There's simply no comparable alternative available from other vendors at this time, solidifying Genasys EVAC as the clear choice for ensuring efficient and effective emergency evacuation procedures. See supporting document attachments GP-EVAC-Sole Source_Letterhead (6-5-24) and OSU Policy Analysis Report (3-1-23) Evac Platforms.

Specifically:

1) Sole Provider of Zone-Based System:

A. Genasys stands alone in offering a zone-based evacuation planning and management system, employing advanced proprietary algorithms to create Intelligent Evacuation Zones and data-driven decision tools. These are essential for critical event decision-making and effective communication across multiple channels.

2) Pre-Built Evacuation Zones:

A. With 1,500 customized evacuation zones already established for specific counties and a total of 5,000 intelligent evacuation zones covering the entire state of Oregon, Genasys drastically reduces implementation time and ensures readiness for emergency deployment. This is a key feature for the system as the most comparable system found in market research, Perimeter, requires users to develop evacuation zones from the ground up, requiring extensive development time. Most local jurisdictions have very limited staffing capacity for emergency management (1-2 staff in some cases), meaning development of the zones could take months if not years for all of the counties across the state. Genasys offers pre-built zones and can be utilized “off the shelf” with minimal development.

3) Proven Track Record and Interconnectivity:

A. With successful implementation in Deschutes and Josephine Counties, Genasys facilitates seamless connectivity and collaboration within a shared system, aligning with the agency's goal of close collaboration with local jurisdictions.

4) Integration Capabilities:

A. Genasys seamlessly integrates with existing notification applications like Everbridge, expediting the notification process to residents. Furthermore, its compatibility with popular public applications such as Waze enhances public awareness and response.

5) Urgent Deployment Requirement:

A. The agency targets deployment by June 2024, anticipating a high wildfire risk summer. Genasys is the sole commercially available SaaS system capable of meeting this urgent need.

2. Brand name to be acquired:

DBA:

3. Findings to satisfy required standards:

|X| Use of a brand name specification is unlikely to encourage favoritism in the awarding of public contracts or substantially diminish competition for public contracts because:

1) The sole source procurement of Genasys EVAC subscription services is justified due to its current position as a sole source provider with essential capabilities, comprehensive coverage with pre-built zones, proven track record, and urgent deployment requirements. The Genasys EVAC system offers unmatched functionalities such as intelligent evacuation zones, real-time traffic information, and seamless integration with existing systems. No comparable alternatives are available, making it the only viable solution for the agency’s immediate emergency evacuation needs, ensuring public safety without favoritism or reduced competition.

or |X| Use of a brand name specification would result in substantial cost savings to the agency or the public because:

1) The procurement of Genasys EVAC as a brand name specification result in substantial cost savings by reducing implementation time and resources with its pre-built evacuation zones, enhancing efficiency and effectiveness through advanced algorithms and real-time data integration, and leveraging existing systems to avoid additional infrastructure investments. Its proven track record in Deschutes and Josephine Counties ensures reliability and reduces the risk of unexpected costs. The system's ability to meet urgent deployment requirements ahead of high wildfire risk further mitigates potential disaster response costs. Additionally, by selecting a comprehensive solution, the agency avoids long-term costs associated with inadequate or piecemeal alternatives.

or |X| There is only one manufacturer or seller of the product of the quality, performance or functionality required; because:

1) Genasys is the only manufacturer offering Genasys Protect Evac which offering meets the required quality, performance, and functionality for the agency's needs. It provides advanced proprietary algorithms for intelligent evacuation zones, real-time traffic information, seamless integration with existing systems like Esri and Everbridge, and pre-built evacuation zones across the state. No other product matches these capabilities, ensuring that only Genasys Protect EVAC can meet the agency’s specific requirements to ensure effective and efficient emergency evacuation management.

or |_| The efficient utilization of existing goods requires the acquisition of compatible goods or services because: NA

FINDINGS

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