OLCC Emergency Procurement DRAFT 6-21-22.pdf

DAS Procurement Services, Version 1.0 - March 8, 2017 Page 1 of 2

Emergency Procurement Report Form

According to ORS 279B.080, agencies must document the nature of the emergency and describe the method used for selecting the particular contractor. Complete and print this form for agency head approval, then keep in procurement file.

AGENCY NAME: OREGON LIQUOR AND CANNABIS COMMISSION

1. DESCRIPTION OF THE SUPPLIES AND SERVICES

Corrugated Boxes

2. COST OR ANTICIPATED COST

$149,000

3. DESCRIPTION OF THE EMERGENCY CIRCUMSTANCES

OLCC currently has a contract with a vendor who has not been able to supply these items correctly or in a timely manner. OLCC placed a large order with the current vendor on 02/10/2022 with a quantity that would last through the calendar year, leaving plenty of time to complete a new RFP and execute a new contract later this year.

This large order was delivered in April, 2022 and was 100% incorrect, containing boxes that OLCC cannot use.

As of mid-June, this vendor has yet to replace with the correct items or provide an exact delivery date. OLCC depends on these supplies to ship alcohol to liquor stores throughout the State. OLCC will run out of supplies in July 2022.

4. DESCRIPTION OF THE ANTICIPATED HARM FROM FAILING TO ESTABLISH THE CONTRACT ON EXPIDITED BASIS

OLCC will run out of boxes in July 2022. If the correct boxes are not delivered, liquor distribution throughout the State will come to a halt.

5. EXPLANATION OF HOW THE CONTRACT DURATION WAS RESTRICTED TO EMERGENCY CIRCUMSTANCES

Through a competitive RFP process, OLCC is currently selecting new vendor(s) who can supply these goods for the next 5 years and at the quantity that OLCC requires. The new contract(s) are expected to be finalized in August 2022. This emergency procurement is a stop-gap to fix the issue caused by the current vendor's inability to deliver the correct boxes and will provide OLCC with the ability to purchase supplies as needed until a new contract is in place from the current RFP process.

6. DOCUMENTATION OF THE MEASURES TAKEN TO ENCOURAGE COMPETITION

A search on OregonBuys did not produce other State PA contracts for OLCC to utilize. State Contracts such as ULINE and Grainger were considered but they cannot deliver the quantity that OLCC requires.

OLCC directly contacted two responsive vendors to request their quotes.

7. AMOUNT OF BIDS, QUOTES, OR PROPOSALS OBTAINED (IF ANY)

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DAS Procurement Services, Version 1.0 - March 8, 2017 Page 2 of 2

8. REASON FOR SELECTING THE CONTRACTOR

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9. AGENCY HEAD APPROVAL:

Agency Head Signature Date