ODF Sole Source NOTICE_S-62900-00015794_fire reporting and data software_011626.pdf

Sole Source Notice S-62900-00015794

Oregon Department of Forestry’s (“ODF” or “Agency”) intends to enter a sole source Contract with Spinning your web for fire reporting services and data software application.

Pursuant to OAR 125-247-0275(2)(a): That the efficient utilization of existing goods requires acquiring compatible goods or services;

Efficient utilization of existing goods requires that software and licensing is compatible with: Smoke detection system, fire reporting capability and CAD. COMPUTER AIDED DISPATCH (CAD): for incident data management and fire reporting with complete service support and training.

SMOKE DETECTION ENHANCEMENT COMPATIBILITY: This software application enhances the current smoke detection services utilized and the operational interdependence between organizations necessitates a unified compatible solution. The Forest Protective Associations are intrinsically reliant on the continuation of the ODF relationship with Spinning your web (FireWeb) for detection enhancement in the below ways:

• An Association Detection Center has responsibility to provide smoke detection services to an Agency District(s), or

• An Agency Detection Center provides smoke detection services for an Association(s).

FIRE REPORTING COMPATIBILITY: Statewide fire reporting requirements mandate that both ODF and FPA’s have full access to a single statewide fire reporting system. Since workflows are closely intertwined, delivering independent solutions would create inefficiencies and operational conflicts. Agreements with Federal agencies require ODF to provide fire reportable data from a single source. Failure to do so may result in non-compliance with Federal requirements.

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.

This software application currently exchanges software with external platforms for smoke detection, situational awareness and up-line fire reporting. These platforms are State, regional and national and include, but are not limited to the detection system, situational awareness, fire intelligence and Federal reporting system.

For Federal reporting requirements, the fire data must originate from a single centralized platform and must be integrated with other systems in real time as well as access via mobile devices.

Pursuant to ORS 279B.075 (2)(d): Other findings that support the conclusion that the goods or services are available from only one source.

Market research as well as a Request for Information (RFI) posted on OregonBuys S-62900-00008318 as well as direct contact with neighboring state and wildland fire Agencies indicated that Spinning your web is the provider that meets the requirements of the fire reporting data integration, detection enhancement and CAD services into a unified software platform solution. Additionally, Spinning your web is the only provider with the capability to integrate other data sources, such as real time weather tracking, public tax lot data, resource tracking, camera imagery from multiple sources and cost estimation. This sole source applies to the purchase of a software as a service (SaaS) solution with unique technology, that meets the requirements described in TECHNICAL REQUIREMENTS section, below.

TECHNICAL REQUIREMENTS:

The vendor must provide Software as a Service (SaaS) application / platform / solution that meets and includes the following specifications:

1. All modules and features, detection, CAD, Fire reporting must be available on mobile devices.

2. Provide a single statewide fire reporting system that has interagency and agency/FPAs dispatch centers.

3. Must be compatible with current statewide fire detection system, infrastructure and equipment.

4. Must have the ability to incorporate (report/query) a minimum of 10 years of historical Fire data.

5. Software must integrate with external data platforms, including but not limited to the following:

ArcGIS, Intterra, IRWIN, IROC, WildCAD, InForm and other Federal Platforms determined solely by ODF in its discretion.

6. Computer-aided dispatch (CAD) features must include: live fire incident data capture, dispatch logs, incident complexing, incident conflict resolution, resource ordering and tracking, reporting integrity checks, and cost and finance data, such as daily cost estimates.

7. Advanced Computer-aided dispatch (CAD) workflow must include: dashboards with graphs and fire report review and validate/certify workflows.

8. Required Training must include but not limited to: annual in person training for staff, knowledge base articles, user guides or desk manuals and targeted topic video training sessions.

9. Ongoing Service and Support requirements: 24/7/365 Help Desk Support with ticket tracking. Future custom development and feature enhancement capability, as needed.

PROTEST:

Any vendor that wishes to protest this sole source must prove that their software solution is fully compliant with all applicable federal, state and local regulations and policies, meets or exceeds the Technical Requirements outlined above for Agency use.

In order to protest this sole source determination, a protestor must present detailed proof that they are able to provide all software and associated services specific to Agency, described in the Technical Requirements above.

If another Vendor believes they can provide the required software and services while meeting all regulatory and technical requirements described in this notice, they have until 1/23/2026 at 12:00PM to submit a protest. Protests must include the OregonBuys solicitation number, S-62900-00015794, in the subject line of the email and be emailed to the Single Point of Contact (SPC) identified below:

Attn: Shannon LeClaire

Email: Shannon.LeClaire@odf.oregon.gov

ODF is not responsible for incomplete protests that were not correctly addressed to the email of the above SPC.

mailto:Shannon.LeClaire@odf.oregon.gov