Notice of Request for Special Procurement.pdf

SO1575-24 - 2024-25 Oregon Marine Board Boat Replacement Page 1 of 3

NOTICE OF

REQUEST FOR SPECIAL

PROCUREMENT

SO1575-24

for

2024-25 Oregon Marine Board Boat Replacement

Release Date: Monday, August 19, 2024

Response Due Date: Tuesday, August 27, 2024, at 5:00 PDT

1. INTRODUCTION

Marion County Sheriff's Office (County) is planning to seek a Request for Special Procurement from the Contract Review Board for the use of written quotes in accordance with ORS 279B.070 (up to $250K) to facilitate the purchase of an Oregon State Marine Board (OSMB) replacement boat for the current Marine Patrol Program.

2. 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.

The Marion County Sheriff’s Office has been contracting with the State of Oregon acting by and through its State Marine Board (OSMB) to provide law enforcement services related to recreational boating on OSMB public waterways within Marion County for more than twenty years. The current intergovernmental agreement (IGA) is effective from July 1, 2023, through June 30, 2025. Under this agreement the OSMB supplies the Sheriff’s Office with a fleet of watercrafts to be used while providing law enforcement services within the terms of the intergovernmental agreement. The watercrafts provided are essential to support community safety and the core functions of the Sheriff’s Office.

The Sheriff’s Office received notice from the OSMB on July 1, 2024, that one of the watercrafts issued to the MCSO for use to provide law enforcement services was identified as needing to be replaced according to review of the OSMB’s boat replacement and retention ranking system. The OSMB’s Law Enforcement Advisory Group (LEAG) has approved the recommendation to

SO1575-24 - 2024-25 Oregon Marine Board Boat Replacement Page 2 of 3 replace the MCSO’s current 2003 North River (OR 393 XCX) boat based on the ranking detail and other calculated findings.

To offset the cost of the replacement boat, the county is expected to liquidate the 2003 North River and trailer. The funds received from the liquidation sale will be used in full towards the purchase of the new watercraft. Any additional funds needed to complete the purchase will be provided by OSMB to the County through an amendment to the current intergovernmental agreement once the new watercraft build is complete.

3. PURPOSE

The purpose of this Notice is to provide an opportunity to the public to protest the Request for Special Procurement. If no protests are received or no received protests are founded, the Request for Special Procurement will be presented to the Marion County Contract Review Board who will then consider approval of the request.

4. PROPOSED PROCESS

The OSMB shall solicit a Request for Quotes (RFQ) on behalf of Marion County according to ORS 279B.070 for intermediate procurements, which states, “A contracting agency may award a procurement of goods or services that exceeds $10,000 but does not exceed $250,000 in accordance with intermediate procurement procedures…”. MCSO will use the findings from the RFQ to issue a Purchase Order(s) (PO) to the lowest bidder.

5. REQUEST

Pursuant to MCPCR 20-0700, An affected person may protest the approval of or the request for approval of a special procurement.

A. Pursuant to MCPCR 20-0700(3) The written protest must include:

i A detailed statement of the legal and factual grounds for the protest;

ii A description of the resulting harm to the affected person; and iii The relief requested.

B. Protests must:

i Be emailed to the Marion County Contracts and Procurement Manager at PO_Contracts@co.marion.or.us.

ii Reference SO1575-24.

iii Identify prospective Proposer’s name and contact information.

iv Be signed by an authorized representative.

SO1575-24 - 2024-25 Oregon Marine Board Boat Replacement Page 3 of 3 v Specify the grounds for the protest.

vi Be received by the date and time specified on the Notice.

C. Response to Protest

County will address all timely submitted protests within a reasonable time and will issue a Written decision. Protests that do not include the required information may not be considered by County.

6. 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 Notice, 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.

7. DISCLAIMER

This Notice is issued solely for determining findings to support a Special Procurement; 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 Notice 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 of the result of this Notice, or future solicitation opportunities.