Hereford_Lotek_Sole Source Determination_20220719_abl.pdf

SOLE-SOURCE DETERMINATION & JUSTIFICATION

FOR SUPPLIES AND SERVICES

To: Contract Services

From: Mark Hereford Date: 8/19/2022__

Sole Source Determination pursuant to Oregon Revised Statute (ORS) 279B.075 and Oregon Administrative Rule (OAR) 125-247-0275 for:

Description of Goods or Services:

130 count Lotek Freshwater NanoTag, Coded VHF Radio Transmitters. Model NTF3-2.

These radio transmitting tags are for use in small freshwater fish such as salmon smolts. The unique characteristic of these tags that only Lotek can provide is their ability to produce a unique code that can only be detected by Lotek brand receivers (already on hand). This unique coding allows for studies that track individual fish throughout a landscape. I am the Principal Investigator of a study that will be tracking juvenile salmon as they migrate through a landscape and the use of Lotek’s coded system is the only product on the market that will allow for this data collection. Lotek is the only manufacturer that produces and sells radio transmitters and radio receivers (receivers already in-hand) that are fully compatible with Lotek’s proprietary coding system. Tags need to be small enough to insert in juvenile Chinook Salmon smaller than 120mm in length and less than 40g in weight, and tags need to last longer than 100 days.

Reason for Need:

I am leading a study that will be tracking juvenile Chinook Salmon through a landscape. Tagged fish will be released at multiple locations and times and will then be tracked via stationary radio telemetry stations and mobile tracking. To accomplish this, I need radio transmitting tags that are small enough for juvenile salmon and can be identified at the individual level. The weight of the tag cannot exceed .60 grams and the battery needs to last over 100 days with a ping rate of around 5 seconds. Lotek is the only company that can provide a product with this specification. Along with this, I will be using radio frequency detection receivers that have already been purchased from pervious projects and working with partner organizations that use receivers manufactured by Lotek. The proposed purchased goods (tags) are only compatible with Lotek receivers and vice versa.

Single of Multiple Purchases:

This will be a single purchase but may need to purchase annually depending on future funding availability. We would be ordering the tags in the next two months, receiving them beginning of 2023, putting them in fish in April of 2023 and the tags would be working through August of 2023. So, November of 2022 through September of 2023 would be the duration of the study (for the life of the tags).

Estimated Cost:

130 units @ $174.00 per unit plus shipping = $22,740.00

Research Leading to Determination:

• Source of the information – After extensive research through searches on the internet, peer reviewed scientific journals, communication with several State and Federal agencies wo work on similar projects and attending multiple professional meetings such as the annual Oregon chapter of the American Fisheries Society Meeting it has become apparent that there are two companies in North America that produce appropriate and reliable radio transponder tags.

These two companies are Lotek and Advanced Telemetry Systems (ATS). Each manufacturer provides specific products for specific needs. I need uniquely coded transponder tags that identify individuals that are small enough for juvenile salmon less than 120mm in length, and less than 40g in weight that also have a battery life of over 100 days. Through market research I have found that Lotek is the only one capable of these specifications.

• Supporting Documentation – please find the attached document (attachment A) that includes a comparison of available products from both Lotek and ATS manufactures of radio transmitting tags.

• Compatibility – The radio transmitter tags needed are for the continuation of a study investigating the movement and survival of juvenile Chinook Salmon. The initiation of the study involved the use of Lotek’s Freshwater NanoTags Radio transmitters. To fully replicate the initial study, the same equipment needs to be used. This study also already has in-hand 10 Lotek receivers that are only compatible with Lotek’s unique coded transmitter tags. For these reasons, the continuation of this study requires the sole source purchase of Lotek Freshwater Nanotags.

Analysis of Research / Findings of Fact:

Pursuant to OAR 125-247-0275(2)(a): Compatibility.

Lotek is the only manufacturer that produces and sells radio transmitters and radio receivers that is fully compatible with Lotek’s proprietary coding system. See Attachment 2 (letter from product manufacturer).

Pursuant to ORS 279B.075 (2)(d): Other findings that support the conclusion that Supplies, and Services are available from only one source may include but are not limited to considerations of:

unique design, availability, geographic location, exclusive authorized representative, cost of conversion, and warranty services.

See Attachment 2 (letter from product manufacturer).

APPROVED BY:

April Brenden-Locke, DPO, ODFW Contract Services Manager Date

9/9/2022

Attachment 1

Attachment 2