REQ-10700-00106854_ADSS_EIS_Approved.pdf

SP #REQ-10700-00106854_ADSS_EIS Page 1 of 4

REQUEST FOR SPECIAL PROCUREMENT No. REQ-10700-00106854

PART A. Requesting Agency must complete Items 1 through 13.

1. Requesting Agency Name: Department of Administrative Services, State Procurement Services (DAS SPS) on behalf of Enterprise Information Services (EIS)

2. Date of Request: June 17, 2025 3. Agency Number: 10700 OBO 107040

4. Agency Contact Name: Sara Stone 5. Phone: (971) 707-1658

6. Type of Request: Class Special Procurement __X__ Contract-specific Special Procurement

7. Time Period Requested: From: April 1, 2022 To: June 30, 2025

8. Total Estimated Cost: $566,360

9. Title: Supplies and/or Services to be Acquired: Ongoing Microsoft Active Directory Synchronization

Services (ADSS)

10. Request, Background, Current Need, and Proposed Contracting Procedure:

a. Request:

DAS SPS, on behalf of EIS, requests approval of this Special Procurement (SP) No. REQ-10700-00106854 to bring into compliance Work Order Contract (WOC) #RK061912-270562-321397 and its amendments for Microsoft’s ADSS, extending the WOC to April 30, 2025, with the options to renew to June 30, 2025 for a total maximum compensation of $566,360.

b. Background:

The mission of EIS is to ensure accessible, reliable and secure state technology systems that equitably serve Oregonians. ADSS are used to synchronize user and group information between different Active Directory (AD) domains primarily between on-premises environments. Early in the M365 migrations, email systems routed through a system called CENDIR and through a Global directory. Keeping ADs in sync for agencies across different M365 Tenants with cloud and on-premises gear is critical for delivery of services, and security.

On Saturday, March 7, 2020, the Governor of Oregon declared a state of emergency as a direct result of the COVID-19 pandemic’s impact on Oregonians. The WOC was put into place to ensure that the multiple state tenants were able to sync users during the COVID-19 Emergency and was authorized by the Emergency Procurement declaration (see SP Attachment-1). More specifically Microsoft Active Directory Synchronization Service is used to keep multiple tenants in sync. These services were originally procured to keep the Oregon Department of Human Services (ODHS), Oregon Health Authority (OHA), Department of Corrections (DOC), Department of Education (ODE), Oregon Department of Transportation (ODOT), Oregon State Policy (OSP), Oregon Youth Authority (OYA), Public Employees Retirement System (PERS), SP #REQ-10700-00106854_ADSS_EIS Page 2 of 4

Oregon State Legislature, Oregon State Treasurer, Oregon Lottery, Department of Justice (DOJ), Oregon Judicial Department (ODJ), and Oregon Public Defense Commission (OPDC) tenants in sync.

On March 17, 2022, former Governor Kate Brown issued Executive Order (EO) 22-03, which officially terminated the COVID-19 State of Emergency in Oregon effective April 1, 2022. However, these services continued to be in use beyond the duration of the Covid Emergency duration until 2025, when other technical mechanisms were put into place to replace the ADSS services.

c. Current Need:

These services have been deprecated and are no longer needed beyond June 30, 2025.

d. Proposed Contracting Procedure:

• DAS SPS will issue a public notice (Notice) on OregonBuys, as required by Oregon Administrative Rule

(OAR 125-247-0287), for a period of seven (7) calendar days, regarding approval of this SP.

• Advertisement of the SP will serve as notification to the supplier community that DAS SPS, on behalf of EIS, intends to extend the WOC as indicated in this SP and will include a provision that any Affected Person(s) may protest the approval of the SP.

• If no protests to the SP are received or sustained, DAS SPS will proceed with extending the WOC as set out in Section 10.a above.

• Pursuant to OAR 137-045-0015 and Oregon Revised Statute (ORS) 291.049, DAS SPS—on behalf of EIS—will work with DOJ and obtain its legal sufficiency approval prior to executing any WOC amendment(s), if required.

11. Justification for use of Special Procurement: Describe the circumstances that justify the use of a Special Procurement. Attach relevant documentation.

The use of ADSS services will not be needed after June 30, 2025. Therefore, a new procurement and on boarding a new vendor will not be required. The use of a Special Procurement method under ORS 279B.085 is the only procurement method to remove a contract from under an Emergency Procurement found in Oregon’s Public Contracting Code: ORS 279A, 279B, and 279C, and OAR Chapter 125, Divisions 246, 247, and

248. The approved SP will allow the contract to be in compliance and allow the ADSS to be completed. With the services not required after June 30, 2025, no competition is harmed.

12. Findings to Satisfy the Required Standards: This proposed special procurement:

__X __ (a) will be unlikely to encourage favoritism in the awarding of public contracts or to substantially diminish competition for public contracts because:

This will be a one-time purchase to remedy the final invoices for the ADSS services rendered after the agreement ended. These specific ADSS are only available from Microsoft and are not resold as a licensed product through any other provider.

and

______ (b)(i) will result in substantial cost savings to the contracting agency or to the public because:

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__X___ (b)(ii) will otherwise substantially promote the public interest in a manner that could not practicably be realized by complying with the requirements of ORS 279B.055, 279B.060, 279B.065, or 279B.070, or any rules adopted thereunder because:

The need for these services is ending June 30, 2025. Oregonians have benefited, because agencies have been able to utilize ADSS. With ADSS allowing directories to be in sync, users are able to locate recipients at each of the synced tenants’ various agencies and branches of government in a global address list.

Additionally, the synchronization of multiple tenants improved the state’s security posture to ensure consistent access controls across environments, and support for distribution lists and contacts. It is critical that the WOC remain in place through June 30, 2025.

13. Signature: The actual signature of the Agency Head or designee (e.g., Designated Procurement Officer) is not required on the Request if it is submitted through OregonBuys. Agency may elect to attach a signed Request.

Signature: e.g. Electronically in OregonBuys _________________ Type Name: Date:

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PART B. The Department of Administrative Services completes Part B.

STATUTORY AND RULE AUTHORITY:

ORS 279B.085(2) states the Director of the Department of Administrative Services may approve a special procurement if the Director finds that a written request submitted under ORS 279B.085(4) demonstrates that the use of a special procurement as described in the request, or an alternative procedure prescribed by the Director will:

(a) Be unlikely to encourage favoritism in the awarding of public contracts or to substantially diminish competition for public contracts; and

(b)(A) Result in substantial cost savings to the contracting agency or to the public; or

(B) Otherwise substantially promote the public interest in a manner that could not practicably be realized by complying with requirements that are applicable under ORS 279B.055, 279B.060, 279B.065 or 279B.070 or under any rules adopted thereunder.

OAR 125-246-0170 delegates the authority of the Director of the Department of Administrative Services to approve special procurements to the State Chief Procurement Officer. OAR 125-247-0285 through 125-247-0288 implement

ORS 279B.085.

OAR 125-247-0700(2) Protests and Judicial Review of Special Procurements designates the State Chief Procurement Officer as the Contract Review Authority.

FINDINGS: The findings are accepted, adopted, and incorporated by reference herein.

CONDITIONS OF APPROVAL:

1. Notice Period. The Authorized Agency shall post the Public Notice on OregonBuys. The SP may not be used until after the completion of the seven (7) day notice period required pursuant to OAR 125-247-0287(4), and either:

a. No Written protests are received by the Contract Review Authority, State Chief Procurement Officer, from an Affected Person in response to the notice, or

b. If any protest is received during the notice period, then not until:

i. the State Chief Procurement Officer or delegate issues a written disposition of the protest in accordance with ORS 279B.400 and OAR 125-247-0700 and OAR 137-047-0700, and

ii. confirms in writing the first possible date of use of the SP.

2. ORS 279A.165 Requirements. Agency shall comply with the requirements of ORS 279A.165 and OAR 125-247- 0287(12) regarding a report about this SP. Agency shall use a form and follow the instructions provided by the State Chief Procurement Officer or delegate.

3. Upon completion of the Notice (section 1), the DAS Procurement Policy Officer’s (DAS PPO) approval of this SP applies retroactively to the Effective Date (April 1, 2022).

Note: The DAS PPO’s approval of this SP does not apply to payments made for work performed after the expiration of the WOC (April 1, 2022).

APPROVED:

Jay Jackson, Procurement Policy Officer Date:

Department of Administrative Services, State Procurement Services

6/18/2025