REQ-10700-00152656_AMD-1_Medeco_EAM_Approved~1.pdf

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REQUEST FOR SPECIAL PROCUREMENT (“SP”) No. REQ-10700-00152656 (previously SP-817-16), Amendment No. 1

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 Oregon Department of Administrative Services, Enterprise Asset Management

(“DAS EAM”)

2. Date of Request: September 10, 2025 3. Agency Number: 107123

4. Agency Contact Name: Nathan C. Ramos 5. Phone: (971) 707-0016

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

7. Amendment Time Period Requested: From: January 27, 2026 To: January 31, 2036

8. Total Estimated Cost for Amendment Time Period: $500,000

Note: With approval of this SP AMD-1 Request, the cumulative Total Estimated Cost approved under the SP will be $900,000.

9. Title: Supplies and/or Services to be Acquired: Medeco High Security Keyway System (“System”)

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

a. Amendment Request:

DAS SPS, on behalf of DAS EAM, requests the approval of this Special Procurement No. REQ-10700- 00152656 (previously SP-817-16), Amendment No. 1 (“SP AMD-1”) for direct award purchases to Oregon Lock & Access, Inc, (“Oregon Lock”) for equipment and services related to the Medeco High Security Keyway System. The approval of SP AMD-1 will extend the expiration date by ten (10) years to January 31, 2036, and increase the “Total Estimated Cost” to $900,000.

b. Background:

DAS EAM is responsible for all phases of the life cycle of state assets including facilities, real estate, vehicles and property slated for disposal. Providing these value-added services frees our customers to focus on their primary mission.

In the late 1970’s DAS Management determined that there was a need to secure DAS owned/and maintained operated buildings at a level of security higher than a standard lock and key system. DAS EAM requested and received approval of SP-817-16 for Medeco High Security Keyway Systems on June 16, 2016. No protests were received.

The original supplier of the Medeco Keyway System was Oregon Builders Hardware. However, this business was closed in the 1980’s and Oregon Lock was able to become the sole distributor of the DAS Keyway System.

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For additional historical and background information see the Original SP-817-16 as SP Attachment 1

c. Current Need:

The System is used on all DAS owned/ maintained and operated buildings and needs to be maintained in order to assure access security at these buildings. DAS EAM has continued with this proprietary system since it was first installed in the 1970’s.

As certain components of the Keyway System age, they need to be replaced, or updated, and new Keyway Systems need to be installed as new assets come under the DAS EAM facilities umbrella. It is also not unusual for a current building to need the Keyway System added to or modified with building designs and upgrades.

Below is a Cost Table 10.c.1 reflecting the total estimated cost until 2036.

Cost Table 10.c.1

SERVICE YEAR ESTIMATED COSTS

2026 $42,000 2027 $42,200 2028 $42,200 2029 $42,200 2030 $42,200 2031 $42,200 2032 $42,200 2033 $42,200 2034 $42,200 2035 $42,200 2036 $42,200

*Contingency Funds $78,200 Total Estimated Costs 2026-2036 $500,000

d. Proposed Contracting Procedure:

1. DAS SPS, on behalf of DAS EAM, will issue a public notice (“Notice”) on OregonBuys®, for a period of seven (7) calendar days, as required by Oregon Administrative Rules (“OAR”) 125-247-0287, regarding approval of the SP AMD-1.

2. Advertisement of the SP AMD-1 and Notice will include provisions that any Affected Person(s) may protest the approval of the SP AMD-1.

3. DAS SPS will respond to and resolve protests, if any, as required by OAR 125-247-0700.

4. Upon completion of the Notice and protest period, DAS EAM will issue purchase orders to Oregon

Lock, Inc. at the beginning of each month. Oregon Lock will then invoice the costs for the month to DAS EAM. DAS EAM will track the monthly spend and produce an annual report for DAS SPS upon request.

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

The only way to extend the ability to purchase the System equipment from Oregon Locks as approved in the Original SP-817-16 is through a Special Procurement Amendment Request.

The same justification, findings and supporting facts provided in SP_Attachment-1 still apply.

Currently DAS EAM has a portfolio of forty-six (46) buildings that have the Medeco Keyway System installed and operational. See EXHIBIT A - STATE-OWNED AND OPERATED BUILDINGS LIST.

Continued use of the proprietary System will maintain a level of standardization essential for the security of the State buildings owned and maintained/operated by DAS EAM. Use of multi-manufacturers is not possible to maintain DAS EAM’s long-term goals of a centralized building security system. The standardization of the maintenance, and future expansion of the Medeco Keyway System.

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 Special Procurement does not encourage favoritism in the continued awarding of public contracts or diminish competition because, while several sources can supply Medeco products (keys and locks), Oregon Lock is the only authorized company that can provide the building security System that is proprietary to the State as noted in SP Attachment-2, Sole Source Letter from Oregon Locks.

The same justification and supporting facts provided in SP_Attachment-1 still apply.

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 use of multi-manufacturers is not possible to maintain DAS EAM’s long-term goals of a centralized building security System. The standardization eliminates the need for duplication of multiple inventories.

It will result in maintaining better control of the maintenance, and future expansion of the System. It also reduces the potential for confusion about how to manage access to a particular building during emergency conditions. Continued use of the Medeco Keyway System will maintain a level of standardization essential for building security and ease of maintenance for DAS EAM staff.

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The same findings and supporting facts provided in SP_Attachment-1 still apply.

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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REVISED EXHIBIT A

STATE-OWNED AND OPERATED BUILDINGS LIST

SALEM AREA BUILDINGS

SITE

# BLDG # BLDG TYPE

APPROX

GROSS SQ

FT

# OF

FLOOR

S

BUILDING NAME ADDRESS CITY

APPROX #

KEYWAYS

1 110123 Office 2,063 2+B ADOLPHSON HOUSE 870 D Street NE Salem 9 2 110113 Office 82,444 3+B AGRICULTURE 635 Capitol Street NE Salem 182

3 110118 Office 68,290 2+B ARCHIVES 800 Summer Street NE Salem 64

4 110603 Parking 250,000 2 CAPITOL MALL PARKING STRUCTURE 900 Chemeketa Street NE Salem 55

5 110104 Office 33,354 2+B COMMERCE BUILDING 158 12th Street NE Salem 36 6 110403 Office 17,181 4+B EMPLOYMENT 875 Union Salem 216 7 110115 Office 63,691 5 EXECUTIVE BUILDING 155 Cottage Street Salem 100 8 110600 Parking/Office 60,236 3 FERRY STREET PARKING STRUCTURE 1240 Ferry Street SE Salem 30

9 110102 Office 2,843 2 FORD HOUSE 810 D Street NE Salem 14

10 110118 Shop/Office 1,617 1 GARDEN PRIDE BUILDING 155 Waverly Street NE Salem 17

11 110111 Office 73,525 2+B GENERAL SERVICES 1225 Ferry Street SE Salem 51

12 110114 Office 3,380 1 GENERAL SERVICES ANNEX 1257 Ferry Street SE Salem 14

13 110302 Residential 11,409 3+B GOVERNOR'S RESIDENCE (MAHONIA HALL) 533 Lincoln Street S Salem TBD

14 110119 Parking/Office 285,461 5+B HUMAN SERVICES BUILDING 500 Summer Street NE Salem 239

15 110103 Office 2,074 2+A HUNTINGTON HOUSE 830 D Street NE Salem 5

16 110121 Office 2,153 2+B IRWIN HOUSE 850 D Street NE Salem 5

17 110106 Office 98,690 5+B JUSTICE BUILDING 1162 Court Street NE Salem 126

18 110112 Office 183,760 4+B LABOR & INDUSTRIES 350 Winter Street NE Salem 243

19 110304 Shop/Office 16,536 1 MAINTENANCE SHOPS/ OFFICE/ STEAM PLANT 1240 Ferry Street SE Salem 34

20 110301 Office 2,384 2 McGILCHRIST HOUSE 885 Summer Street NE Salem 17

21 110122 Office 111,170 3 NORTH MALL OFFICE BUILDING 725 Summer St NE Salem 180 22 110101 Office 2,296 2+B PERRY HOUSE 880 Winter Street NE Salem 14 23 110116 Shop/ Office 75,545 1 PRINT PLANT 550 Airport Road SE Salem 83

24 110307 Warehouse/Office 70,050 1+M PROPERTY DISTRIBUTION CENTER 1655 Salem Industrial Drive NE Salem 31

25 110110 Office 169,187 5+B PUBLIC SERVICE BUILDING 255 Capitol Street NE Salem 155

26 110120 Office 109,000 2+B PUBLIC UTILITY COMMISSION 550 Capitol Street NE Salem 128

27 110109 Office 13,390 1 REAL ESTATE 1175 Center Street NE Salem 24

28 110117 Parking/Office 249,262 5+B REVENUE 955 Center Street NE Salem 510

29 110306 Shop/Office 13,531 1+M SALEM MOTOR POOL 1100 SE Airport Road Salem 43

30 110453 Office 44,500 1+ STATE DATA CENTER 530 Airport Rd SE Salem 47

31 110107 Library/Office 81,860 4+B STATE LIBRARY 250 Winter Street NE Salem 125

32 110105 Office 3,437 2+B STIFF-JARMAN HOUSE 796 Winter St NE Salem 6

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PORTLAND AREA BUILDINGS

SITE # BLDG # BLDG TYPE

APPROX

GROSS SQ

FT

# OF

FLOOR

S

BUILDING NAME ADDRESS CITY

33 110204 Office 51,534 1 ALBINA STATE OFFICE BUILDING 30 North Webster Street Portland 70

34 110305 Office 27,126 1+B BLIND COMMISSION 535 SE 12th Avenue Portland 66

35 110454 Lab/ Shop/ Office 85,750 1 DEQ / HEALTH LAB 3150 NW 229th Avenue:

PHL = Ste 100 DEQ = Ste

Hillsboro

36 110357 Lab/ Office 62,139 2 PORTLAND CRIME LABORATORY 13309 SE 84th Avenue Clackamas TBD

37 110203 Parking/ Office 252,829 11+B PORTLAND STATE OFFICE BUILDING 800 NE Oregon Avenue Portland 319

PENDLETON AREA BUILDINGS

APPROX

GROSS SQ

FT

# OF

FLOOR

39 110351 Shop 1,860 1 PENDLETON STATE OFFICE – GARAGE 417 SE 7TH Street Pendleton TBD

40 110202 Office 46,606 3+B PENDLETON STATE OFFICE - NEW 700 SE Emigrant Pendleton 71

41 110201 Office 16,465 1+B PENDLETON STATE OFFICE - OLD 700 SE Emigrant Pendleton 40

GROSS SQ

FT

# OF

FLOOR

42 110200 Office 29,420 3 EUGENE STATE OFFICE BUILDING 165 East 7th Eugene 63

DAS MAINTAINED/OPERATED BUILDING

(NOT DAS OWNED)

GROSS SQ

FT

# OF

FLOOR

43 110405 Office 3+B STATE LANDS 775 Summer St NE, Suite 100 Salem 100

NOT DAS MAINTAINED/OPERATED

BUILDINGS AND NOT DAS OWNED, BUT

USING DAS KEYWAY SYSTEM

GROSS SQ

FT

# OF

FLOOR

44 110353 Office 19,656 1 CENTRAL POINT OSP CRIME LAB-ADMIN 4500 North Pacific Highway

Central Point

TBD

45 110354 Shop 5,211 1 CENTRAL POINT OSP CRIME LAB-SHOP 4500 North Pacific Highway

Central Point

TBD

46 110314 Office 1 Anderson Readiness Center 3225 State Street SE Salem 39

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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 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. 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.

3. Reporting Requirements. During the term of this Special Procurement, DAS EAM will track the following information for all procurements, including those DAS SPS conducts on its behalf, to ensure that the cumulative total does not exceed $900,000.

a. PO Number

b. Term of PO

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c. PO Value

d. Description of Supplies or Services, or both

DAS EAM will submit a report (e.g., Excel report or Word Document) to DAS SPS detailing the above information 1) before pursuing an amendment to this Special Procurement and 2) upon request of the State Chief Procurement Officer (“CPO”), DAS Procurement Policy Officer (“PPO”), or delegate(s).

APPROVED:

Jay Jackson, Procurement Policy Officer Date:

Department of Administrative Services, State Procurement Services

10/28/2025