REQ-10700-00112131 Simple Software Signed.pdf

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REQUEST FOR SPECIAL PROCUREMENT No. REQ-10700-00112131

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

1. Requesting Agency Name: Oregon Department of Administrative Services, State Procurement Services (“DAS SPS”) on behalf of DAS Enterprise Asset Management, Fleet and Parking Services (“EAM FPS” or “Fleet”)

2. Date of Request: February 17, 2026 3. Agency Number: 10700 OBO 107103

4. Agency Contact Name: Brian Eilerts 5. Phone: (971) 283-5302

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

7. Time Period Requested: From: May 31, 2023 To: May 31, 2028

8. Total Estimated Cost: $313,821

9. Title: Supplies and/or Services to be Acquired: Maintenance and Support Service(s) (collectively “Services”) for the Fleet Management Information system provided exclusively by Simple Software Solutions, Inc.

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

a. Request:

DAS SPS, on behalf EAM FPS, requests approval of this Special Procurement (“SP”) Request No. REQ- 10700-00112131 to reinstate and amend Contract No. 107-2014-09 (“Contract”) with Simple Software Solutions, Inc. (“Simple Software” or “Contractor”) as follows:

• reinstate the Contract in accordance with Oregon Administrative Rule (“OAR”) 125-246-0570, making the Contract in full force and effect as of May 31, 2023;

• extend the Term of the Contract to May 31, 2028;

• true up the Contract, adding $202,655 to the not-to-exceed (“NTE”); and

• increase the Contract NTE by $313,821 for a Maximum Total Compensation of $1,025,821.

b. Background:

EAM FPS acts as the automobile leasing entity for the State of Oregon. Fleet is headquartered in Salem with sites in Portland and Eugene and with electronic card reader sites in Central, Eastern, and Southern Oregon. Fleet manages approximately 4,000 vehicles which are leased to state, county, and city governments covering all areas of Oregon. Vehicles range from sedans to 12-passenger vans and include sports-utility-vehicles, police vehicles, and pick-ups.

The custom-built Fleet Management Information System (“FMIS”), used by Fleet since 1999, became the combined billing system in 2003 and has several important aspects critical to Fleet operations. The billing system creates monthly motor pool invoices that recover the costs associated with operating and managing Fleet operations from day to day. The FMIS also creates several billing reports associated with invoicing. These reports include but are not limited to: Vehicle Usage Summary, Fuel Purchases, Work

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Order Charges, Vehicle Usage, Agency Permanently Assigned Vehicles List, and other Services. Several reports are generated to identify data errors for correction prior to processing the final invoice amounts by Agency.

FIMS also contains several reports on vehicle usage and maintenance and creates the American Standard Code for Information Interchange (“ASCII”) files sent to the State Financial Management System (“SFMS”). These ASCH files create electronic online billing transactions to allow state agencies to use an electronic payment system to pay monthly invoices. The SFMS file layouts are complex and must be exact or the system will not accept Fleet's billing data. There are additional reports used monthly such as:

Negative Miles Report, High Miles Report, Billing Summary, Billed Adjustments, Entry Review, Plate Changes and the No Miles Report.

The electronic card reader sites have proprietary Simple Software operated automated fuel systems. The automated fuel systems control up to five basic fuel dispensers and quart oil dispensers, gates, and car and truck wash functions. The automated fuel system also interfaces with an INCON bulk fuel tank monitoring system. THE ICON monitoring system is our current but older tank level senser/system that is required by the Oregon Department of Environmental Quality (DEQ) for fuel and oil tanks monitoring.

Also known as an automatic tank gauging (ATG) system used for monitoring underground storage tanks (USTs) or aboveground storage tanks (ASTs) for fuel and line leaks testing, seen in fuel station settings.

The fueling facilities have a variety of services available 24 hours a day, seven days a week. Data collected by the automated fuel systems are downloaded into the current Fuelforce fuel management system for vehicle history and billing purposes. Fuel purchased from other sources is also data entered or downloaded into the Fuelforce fuel management system.

In addition, the FMIS has several key features important to EAM FPS. This system contains the main depreciation system capturing monthly depreciation for vehicles and other EAM FPS assets. This report is used by EAM FPS to accurately manage the inventory and account for EAM FPS assets. The depreciation portion of the system also contains reports that identify new purchases, sold vehicles, and a report that flag issues with the sales process and vehicle disposition.

This custom-built system, specifically built to the specifications of EAM FPS for maintenance and support for the FMIS software has been in use since 1999. The software was developed, heavily modified, and customized for EAM FPS Fleet by Phil Raffel in 1999 while operating under the Company name of Raffel Systems. In 2011, the Contract expired and another Sole Source was issued to extend the contract through 2016. In 2016, Phil Raffel moved his operations from Raffel Systems to Simple Software Solutions, Inc., and a sole source justification to move the contract to Simple Software Solutions, Inc, was issued and approved. The Contract was migrated from Orpin in In 2021, creating Contract #107-2014-09 in the OregonBuys procurement system. Contract #107-2014-09 expired on May 31, 2023. Replacement of the Contractor would be costly and require Fleet resources not available for a project of this size.

For additional historical and background information see SP Attachment 1, Sole Source Letter from the

Contractor.

c. Current Need:

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The Contract with Simple Software Solutions, Inc. expired on June 30, 2023. Without a valid contract in place, Fleet will be unable to manage the day-to-day operations required to keep state vehicles on the road. Due to the heavy modifications and customization of the current software, only Phil Raffel with Simple Software can update the application without nullifying the agreement.

In late 2024, DAS SPS on behalf of EAM FPS, secured a Contract with AssetWorks for Fleet Management Modules to replace the current Simple Software System. EAM FPS is currently in the process of rolling out those new modules provided by AssetWorks. EAM FPS anticipates the full rollout of the new AssetWorks modules and full functionality by May 31, 2028. At that time, DAS EAM Fleet will be fully migrated to the new AssetWorks modules, making the Simple Software solution no longer needed by the State.

Table 10c.

Annual Support Through May 31, 2028 Cost Annual Support (2026) $46,000.00 Annual Support (2027) $46,000.00 Annual Support (2028) $19,166.67 Sub-Total Annual Support $111,166.67 True Up (May 2023 – May 2025) $202,655.00 Total $313,821.67

Services Notes:

Services to be capped at $40,000 per year, $160 hourly Rate 2026 Service Cap $40,000 2027 Service Cap $40,000 2027 Service Cap $16,666.67 (Ending 5/31/28)

d. Proposed Contracting Procedure:

1. As required by OAR 125-247-0287, DAS SPS will issue a public notice (the “Notice”) on OregonBuys® regarding approval of this SP Request for a period of seven (7) calendar days.

2. The Notice will include provisions that any Affected Person(s) may protest the approval of this SP Request.

3. DAS SPS will respond to and resolve all protests, if any.

4. If no protests to this approved SP Request are received and sustained, DAS SPS, on behalf of EAM FPS, will proceed with reinstating and amending the Contract as set out in Section 10.a above.

5. DAS SPS and EAM FPS will work with Enterprise Information Services (“EIS”) and obtain its endorsement prior to executing the Contract amendment, if required.

6. Pursuant to OAR 137-045-0015, DAS SPS will work with Oregon Department of Justice (“DOJ”) and obtain its legal sufficiency approval prior to executing the Contract amendment, as required. DAS SPS will also work with DOJ if Ratification of the Contract is required in accordance with Oregon Revised Statute (“ORS”) 291.049 and OAR 137-045-

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0090.

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

The ability to reinstate and amend the Contract for the Services listed in Section 9 can only be solicited and approved through a Special Procurement request under Oregon’s Public Contracting Code (“the Code”), found in ORS 279A, 279B, and 279C, and OAR Chapter 125, Divisions 246, 247, and 248.

1. EAM FPS has utilized FMIS since 1999. Introducing a temporary system for only three years before transitioning to AssetWorks would create unnecessary disruption, duplicate costs, and operational inefficiencies.

2. The current System is heavily modified and customized to meet the needs of the day-to day operations of EAM FPS.

3. Simple Software is the only vendor with the expertise and knowledge of the system to perform seamless maintenance to ensure the system is functional and stable.

4. EAM FPS requires the use of the current system until the new AssetWorks modules are deployed and operational prior to May 31, 2028.

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:

1. EAM FPS conducted extensive research of the internet, Daily Trade Journal (local trade journal), EAM FPS and DAS SPS supplier/contractor lists and files and contracted with Information Technology development firms to verify the ability for another supplier to provide FMIS software. The only supplier providing this software, support, and service is Simple Software Solutions, Inc.

2. Letter dated September 5, 2025, from Simple Software Solutions, Inc. warrants and represents the sole ownership and sole provider of the Fleet Management Information System. The product is proprietary; therefore, Simple Software Solutions, Inc. is the sole source provider for maintenance of the software.

3. DAS SPS and EAM FPS have made the determination that the most efficient utilization of existing data within its FMIS requires software, support, and service from Simple Software Solutions, Inc. The interdependence of several linked software systems, along with customized reporting/inquiry between different subsystems requires the unique and exclusive service and support that only Simple Software Solutions can provide.

4. The inability to use the current FMIS software would disable the integrity of the data and the ability to obtain use and cost information vital to Fleet Management. In addition, the FMIS provides administration, centralized assignments, billing, and inventory management that would be rendered

REQ-10700-00112131_SimpleM&O_FPS_v3 Page 5 of 7 useless making it almost impossible to manage Fleet operations, track assets, and costs associated with the Fleet program.

5. FMIS provides for the efficient utilization of many existing software programs and management processes used by Oregon State and Local Governments and Agencies.

and

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

or

__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 FIMS system is mission critical to EAM FPS operations by collecting and tracking important data such as Vehicle Usage Summary, Fuel Purchases, Work Order Charges, Vehicle Usage, Agency Permanently Assigned Vehicles Lists, and other Services thus ensuring the protection and maintenance of vehicles thus protecting the public interest.

Approval of this SP substantially promotes the public’s interests by giving EAM FPS the tools it needs to track and monitor EAM FPS vehicles to protect Oregon consumers and the assets managed under

EAM FPS.

EAM FPS requires support from Simple Software Solutions until the AssetWorks replacement modules are fully functional prior to May 31, 2028.

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:

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

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(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 Special Procurement 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 Special Procurement.

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

APPROVED:

Kathryn Jones, State Chief Procurement Officer Date:

Department of Administrative Services, State Procurement Services

4/22/26

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Attachment 1 Vendor Sole Source Document

Simple Software Solutions, LLC Phil Raffel praffel@raffelsystems.com 602-954-9099

9/5/2025

Department of Administrative Services Inga Duncan, Dan Wright 1100 Airport Road Salem, OR 97301-6082

RE: Sole Source Justification

Simple Software Solutions is the sole developer and servicer of the following applications:

1) Multi Tracker

2) FA Reports

3) Motor Pool Availability

4) Multibilling, Combined Billings System (CBS)

5) WEB Accident Module

Simple Software developed and supports these custom application for DAS, Department of Administrative Services.

Sincerely, Phil Raffel Simple Software Solutions, LLC