FI1107-22 - RFI.pdf

REQUEST FOR INFORMATION

for

SOLE SOURCE PROCUREMENT

FI1107-22

OregonBuys # C25102-00002705 for

CobbleStone Contract Insight Ongoing Maintenance and Support

Release Date: April 5, 2022

Response Due Date: 2:00 PM – April 12, 2022

Submit questions and responses to:

Toby Giddings tgiddings@co.marion.or.us

Electronic copies of this Request for Information (RFI) and attachments, if any, can be obtained from the OregonBuys website at www.oregonbuys.gov and view the Marion County Opportunity Number.

SECTION 1: INTRODUCTION

Marion County Finance Department (County) is planning to award a Contract & Purchase Order to CobbleStone Systems Corp. for CobbleStone Contract Insight Ongoing Maintenance and Support as a Sole-Source award. The County is required to demonstrate that these services are available from only one source. The County is seeking information from individuals, firms, teams, or consultants, with knowledge and experience related to this request.

SECTION 2: SPECIFICATIONS

Ongoing Maintenance and Support of CobbleStone Contract Insight System.

SECTION 3: BACKGROUND

Located in the heart of the Mid-Willamette Valley, Marion County has a population of 347,818, stretches from the Willamette River to the Cascade Mountains, and encompasses nearly 1,200 square miles. Marion County has 20 cities, including the Oregon’s capital, Salem. The Marion County government organization is headed by an elected Board of Commissioners and has 15 departments, seven of which are headed by elected officials.

In 2015 Marion County utilized a GSA Advantage contract to purchase Contract Insight, a contract management system developed by CobbleStone Systems, Corp. Beginning in 2016 the county was required to purchase annual licenses, maintenance, and support for continued use and updates to the system.

mailto:tgiddings@co.marion.or.us http://www.oregonbuys.gov/

SECTION 4: PURPOSE

This RFI is being issued to ensure that the services described in Section 2 are only available from one source, as stated in Section 1. If the responses or lack of responses from this RFI confirm these services are only available from one source, a Sole Source Contract & Purchase Order will be awarded in accordance with MCPCR 20-0275 and ORS 279B.085.

SECTION 5: FINDINGS

CobbleStone Systems Corp. is the developer of the Contract Insight system and has not franchised the maintenance and support services to third parties. The county is conducing this Request for Information (RFI) as additional market research to support the findings.

In 2016 and again in 2019, Marion County conducted Sole Source procurements for ongoing maintenance and support. Both times the procurements were posted to the Oregon Procurement Information Network (ORPIN) and received no responses.

And

1. Pursuant to MCPCR 20-0275(2)(a): Compatibility. Provide findings supporting your determination that the efficient utilization of existing goods requires the acquisition of compatible goods or services from only one source.

Contract Insight is the system currently employed by the County for contract management.

Failure to purchasing the maintenance and support would render the system inoperable.

SECTION 6: REQUEST

Submit a response to this RFI if you are able to provide the services described in section 2.

SECTION 7: PUBLIC RECORDS

Respondents should be aware that any records they submit to the County shall become the property of the County and a public record, subject to public disclosure as provided under Oregon’s Public Records Law.

If it is necessary to submit trade secrets or other confidential information in order to comply with the terms and conditions of this RFI, Responders shall label any information that it wishes to protect from disclosure to third parties as a trade secret under ORS 192.501(2) with the following: "This material constitutes a trade secret under ORS 192.501(2) and is not to be disclosed except as required by law." Each page containing the trade secret or other confidential information must be so marked.

The County shall take reasonable measures to hold in confidence all such labeled information, but shall not be liable for release of any information when required by law or court order to do so, whether pursuant to the Oregon Public Records Law or otherwise and shall also be immune from liability for disclosure or release of information under the circumstances set out in ORS 646.473(3).

In submitting a response, each respondent agrees that the County may; (a) reveal any trade secret or other confidential materials contained in the proposal to County staff and to any outside consultant or third party who is hired by the County and (b) post the response on the County’s intranet for purposes related to its evaluation. Furthermore, each proposer agrees to indemnify and hold harmless the County and each of its officers, employees, and agents from all costs, damages, and expenses incurred in connection with refusing to disclose any material that the respondent has designated as a trade secret and/or as confidential information. Any respondent that designates its entire response as a trade secret may be disqualified.

SECTION 8: DISCLAIMER

This RFI is issued solely for determining findings to support a Sole Source award; it does not constitute a solicitation. There will not be an evaluation or scoring of the material submitted.

No information received in response to this RFI will be returned. Responses to this notice are not an offer and cannot be accepted by the County to form a binding contract. Respondents will not necessarily be notified the result of this RFI, or future solicitation opportunities.