NPMP_2024_SR_ApexRetro_Sole_Source_Determination v1.pdf

SOLE-SOURCE DETERMINATION & JUSTIFICATION

FOR SUPPLIES AND SERVICES

To: Contract Services

From: Grant Waltz Date: 7/22/2024

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:

Describe Goods or Services you wish to purchase. Give sufficient details: make, model, manufacturer, part number, quantity, etc.

This request is for electrofishing vessel retrofits for two Smith-Root Extra Heavy Duty 18’ vessels.

These will retrofit the existing, obsolete GPP electrofishing system to the factory supported EHX Apex Electrofisher system. In total, we are requesting two retrofits.

Reason for Need:

Describe the background or environment leading to need. Describe what it is that you need:

functionality, outcome, results, unique qualities, expertise, etc.

The existing electrofishing systems are powered by generator technology that is no longer supported by the manufacturer. This has necessitated the change in generator power for these electrofishing systems by Smith-Root. This also necessitates a change in the electrofishing system. Without these retrofits, our current electrofishing vessels will be powered by unsupported factory equipment without a source of factory parts. Smith-Root is the original builder of the vessels in our fleet and electrofishing systems used by this program. Smith-Root has unique knowledge and skills for the proprietary systems and build processes used for their vessels.

Single of Multiple Purchases:

Specify if this justification is for a single purchase or multiple purchases.

This justification is for the purchase of two electrofishing system retrofits.

Estimated Cost:

Total estimated dollar value of the purchase or contract.

Research Leading to Determination:

Describe the Market Research that was conducted that supports the sole source purchase of the requested product or service.

This program has been using Smith-Root electrofishing vessels for decades. These vessels provide a consistent tool that is used during long-term monitoring efforts of Columbia and Snake River fish populations. Smith-Root also provides service and technical assistance for their products in a timely manner, often outside of business hours when our crews are operating these vessels. Both of these traits greatly minimize downtime when vessels need to go in for service or break during operation.

Smith-Root is located in Vancouver, Washington further reducing downtime due to regular maintenance or system repairs. Other vendors of electrofishing systems are not located on the west coast of the United States (e.g., Midwest Lake Electrofishing, ETS) complicating logistics should they offer similar electrofishing system retrofits and follow-on system maintenance and support. Also, to acquire similar generator upgrades using electrofishing companies other than Smith-Root, we would likely need to purchase complete vessels which would be more expensive than the requested amount for two retrofits. Furthermore, if we were to use a different company to retrofit our electrofishing vessels, we risk adding discontinuity in the core tool used to sample fish populations in these rivers, skewing the results of our monitoring efforts and diminishing or negating the value of more than three decades of ODFW effort.

Analysis of Research / Findings of Fact:

x Pursuant to OAR 125-247-0275(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.

Smith-Root is the only company that can retrofit its boats to comply with the new technological requirements. In addition, continuing to use this equipment for our fish sampling ensures continuity of our fish sample data.

Pursuant to ORS 279B.075 (2)(b): Exchange of Software or Data.

Provide findings supporting your 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.

Pursuant to ORS 279B.075 (2)(c): Pilot or Experimental Project.

Provide findings supporting your determination that the goods or services are for use in a pilot or an experimental project.

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 attached letter.

APPROVED BY:

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

8/7/24

July 22, 2024

RE: SMITH-ROOT BOAT REPAIR/RETROFIT GPP CONVERSION TO APEX

SOLE SOURCE INFORMATION

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Smith-Root, Inc. is the manufacturer/seller of the product and has no resellers within the United States.

Purchases and/or services will be direct as we are in the business of manufacturing Electrofishing Systems and Electrofishing Boats used for fisheries research and conservation. Smith-Root Electrofishing boats are custom built, equipped with our electrofishing systems and manufactured by Smith-Root in Vancouver, WA The equipment cannot be purchased or repaired by any other source.

Smith-Root Electrofishing Boats were equipped with GPP electrofishers until 2019. Crucial parts were no longer available; therefore, GPPs were discontinued in 2019. The Apex Electrofisher was developed with new advanced technology and our technicians can retrofit into customers with existing Smith-Root Boats, rather than the high costs of a complete boat replacement.

Smith-Root Electrofishing Systems and boats are made from proprietary arts patented by Smith-Root, Inc. by trained technicians al Lhe factory in Vancouver, Washington in which they perform all repairs and modifications. The repairs are done accordance with strict guidelines in compliance with safety requirements and certifications. The complex wiring of a Smith-Root Boat runs under the floorboard, integrated, and hardwired to the center console, command center. Only Smith-Root, trained technician, are qualified to perform the conversion with the proprietary wiring schematics.

If you have any questions or if you need additional information, please contact this office.

Thank you for your interest in our electrofishing equipment.

Regards, Tammy Lucas Sales Manager 360-573-0202/2103

16603 NE 50th Ave.

Vancouver, WA 98686 USA

Phone: (360) 573-0202 Fax: (360) 573-2064