CSR 113-26_Special Procurement Request_ Equipment Repair and Overhaul.pdf

Rev. 4/10/25 Page 1 of 2

M E M O R A N D U M Oregon Department of Fish and Wildlife

Intra-Agency

DATE: April 6th, 2026

TO: April Brenden-Locke, Designated Procurement Officer

FROM: Keenan Schmidt, Irrigon Hatchery Manager 2

RE: Request for Special Procurement by Rule—Equipment Repair and Overhaul Per OAR 125-247-0288 and ORS 279B.085 Well Station #1 Inspection and Repair

Fish Division requests a determination of use of Special Procurement by Rule under ORS 279B.085 for the Well Station #1 project. This project requires a contracting procedure that differs from the procedures described in ORS 279B.055, 279B.060, 279B.065 and 279B.070 for the procurement of extraction of pump, shaft, and column for inspection and repair along with an inspection of the electrical motor. This request outlines the situation, the justification for the Special Procurement, and findings to satisfy the required standards. Approval of the request activates the proposed process to produce the needed Public Contract.

Special Procurement Under Rule as per OAR 125-247-0288(6)

1. Type: Equipment Repair and Overhaul

2. Time Period Requested: From: 05/01/2026 To: 09/30/2026

3. Total Estimated Cost: $80,000

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

a. Request:

Irrigon Hatchery is requesting to complete repairs to two pumps in Well #1 and replace a failed surge suppression air valve. The electrical motors to drive these pumps will also be inspected and re-wound if necessary. Due to unknown service or parts required without extensive preliminary dismantling. We are seeking authorization for equipment repair and overhaul pursuant to OAR 125-247-0288.

b. Background:

Irrigon Hatchery is requesting approval of this Special Procurement to accomplish any necessary repairs essential to the operations and security of fish production programs.

Current Need:

A 100hp and 40hp pump in Well Station #1 have been under continuous use since last serviced. The pumps and motors are losing efficiency and need to be inspected and repaired. The surge suppression air valve has failed and needs to be replaced.

c. Proposed Contracting Procedure: Trade Services Contract

Rev. 4/10/25 Page 2 of 2

5. Conditions: This proposed special procurement meets one of the following:

____X____(a) Service or parts required are unknown and the cost cannot be determined without extensive preliminary dismantling or testing.

• The pump, screen, and column pipe are submerged in an eighty foot deep well and cannot be inspected for repair without being extracted. The extraction consists of the use of a crane to remove the roof of the building, electric motor, and begin disassembling the column pipe piece by piece to bring the pump to the surface. Only at that time can the pump be inspected, tested, and serviced. Repair costs cannot be determined without extensive preliminary dismantling.

or

________(b) Service or parts required are for sophisticated equipment for which specially trained personnel are required and such personnel are available from only one source.

6. 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:

• Only two vendors provide this specialized service in the area. The hatchery has selected the current vendor due to ongoing performance issues with the alternative provider. The selected vendor has developed essential knowledge of our complex water supply system, which includes multiple high-capacity wells and interconnected components. The selected vendor has consistently been able to complete the work reliably within the narrow operational windows when system components can be taken offline without impacting fish production.

and

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

or

___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:

Not being able to supply water to the facility for our fish programs would directly impact public interest.

Without water to rear fish we would not be able to meet mitigation and production goals. The hatchery provides harvest opportunities to the public, commercial fisheries, and the tribes in Oregon, Washington, and Idaho.

Approval of Special Procurement by Rule

April Brenden-Locke, Contracts Manager/DPO Date Oregon Department of Fish and Wildlife

4/7/2026