REQ-10700-00200814_AMD-5_FileMaker_SSP_Approved.pdf

SP_REQ-10700-00200814, AMD-5, Oregon Reuse_SSP Page 1 of 5 (Original SP #30791, 33801 (AMD-1), 48624 (AMD-2), 85111 (AMD-3), 123709 (AMD-4)

REQUEST FOR SPECIAL PROCUREMENT (“SP”) No.

REQ-10700-00200814, Amendment No. 5

(Original SP #30791, 33801 (AMD-1), 48624 (AMD-2), 85111 (AMD-3), 123709 (AMD-4))

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 DAS State Surplus Property (“SSP”)

2. Date of Request: April 14, 2026 3. Agency Number: 10700

4. Agency Contact Name: Marc Monetti 5. Phone: (971) 301- 0760

6. Type of Request: ___ Class Special Procurement _X_Contract-Specific Special Procurement

7. Amendment Time Period Requested: From: October 1, 2026 To: March 30, 2027

8. Total Estimated Cost for Amendment Time Period: $5,250

Note: With approval of this SP Amd-5 Request and execution of the anticipated Contract Amendment #8, the cumulative Contract Maximum NTE Compensation (the “NTE”) will be $273,850.

9. Title: Supplies and/or Services to be acquired:

Maintenance and Support Services (collectively “Services”) for the “Oregon Reuse” web-enabled database inventory program, which is written on the FileMaker platform.

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

a. Amendment Request:

DAS SPS, on behalf of DAS SSP, seeks approval of this Special Procurement (“SP”) REQ-10700- 00200814, Amendment No. 5 (“Amd-5”) to amend Contract #4209 (“Contract”) issued to Direct Impact Solutions USA, Inc. (“Contractor”) as follows:

1. extend the term of Contract an additional 6 months through March 30, 2027; and

2. increase the Maximum Not-to-Exceed (“NTE”) compensation by an estimated $5,250 for six months additional maintenance and hosting support.

b. Background:

DAS SSP provides a central distribution point for useable personal state and federal property with a focus on reutilization of property within the public sector. DAS SSP occupies a 72,000 sq. ft.

warehouse in Salem, Oregon half of which is dedicated to state surplus property and the other half is dedicated to federal surplus property which is conveyed by multiple federal agencies such as the U.S. Department of Defense, U.S. Forest Service, and U.S. Department of Interior, Bureau of Land Management.

SP_REQ-10700-00200814, AMD-5, Oregon Reuse_SSP Page 2 of 5

1. Federal property is made available for one year to government and non-profit organizations. If the property doesn’t sell within one year, it is sold to the public through GSA auctions online.

2. State property is made available for onsite public shopping in the warehouse “General Store” and the onsite lot for (used) state vehicles. The public can also obtain state property through in-house computer bidder terminals and online auctions.

For inventory management, DAS SSP uses a system called “Oregon Reuse” to sell state and federal surplus property. Oregon Reuse, which employes a FileMaker back-end database program, has been in place for 15 years. The FileMaker system is crucial to facilitating the electronic sale of surplus property.

In order to continue providing availability of Federal and State property to government, non-profit and the public while a replacement solicitation can be completed through a Request for Proposals (“RFP”) solicitation, the Contract needs to be extended and the NTE increased to allow for the RFP to be fully completed.

For additional historical and background information see SP Attachments 1-5.

c. Current Need:

DAS SSP was informed on February 24, 2026 that federal WCAG 2.1 upgrades were required for the current Oregon Reuse system by April 24, 2026.

SSP and SPS consulted with DOJ on the required upgrades and were advised to start the upgrades immediately. SSP and SPS requested upgrade costs from current vendor Direct Impact and began planning to complete WCAG upgrades immediately to the Oregon Reuse system.

Also, the pending RFP No. S-10700-00015616 for DAS SPS’ Maintenance and Support Services of FileMaker’s Oregon Reuse system was required to have additional WCAG language added to it to meet WCAG 2.1 requirements. These updates to the RFP were completed, but delayed planned posting of the RFP by two months.

On April 20, 2026 the Federal Department of Justice announced that the mandated WCAG upgrade deadline was being extended to April 26, 2027. SSP chose to delay the WCAG upgrade work until the RFP was completed. Thus ,the current need is an extension of the term and NTE of the Contract to allow time for the RFP to be completed.

d. Proposed Contracting Procedure:

1. DAS SPS will issue a public notice (“Notice”) advising of this approved SP Amendment in

OregonBuys for a period of seven (7) Calendar Days as required by Oregon Administrative Rules (“OAR”) 125-247-0287.

2. The Notice will include provisions that any Affected Person(s) may protest the approval of SP Amd-5.

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

SP_REQ-10700-00200814, AMD-5, Oregon Reuse_SSP Page 3 of 5

4. If no protests to this SP Amendment are received or sustained, DAS SPS, on behalf of SSP, will proceed with execution of amendment(s) to the Contract to extend the term and increase the NTE for services described in this Special Amendment Request.

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

6. Pursuant to Oregon Revised Statutes (“ORS”) 291.047 and related administrative rules, DAS SPS will work with Oregon Department of Justice (“DOJ”) and obtain legal sufficiency approval prior to executing the Contract amendment, if required.

11. Justification for use of Special Procurement:

With the approval of the Original SP (“SP Attachment -1”), all subsequent SP Amd-1-5, and Contract Amendments, the SP and Contract became intertwined. Therefore, the Contract cannot be amended as outlined in Section 10.a.above, without first obtaining approval of this Special Procurement Amendment No. 5 request.

SPS forecasts an additional six months to complete the pending RFP review, posting, selection, and negotiations due to the interruption the WCAG upgrade mandate matter caused to the pending RFP. The six-month extension will require continued monthly maintenance and support services while the RFP is being completed.

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:

The Contract was established through a competitive process and conducted in accordance with Oregon Statutes and administrative rules.

The planned new procurement is anticipated to be issued on OregonBuys in the 3rd quarter of 2026, allowing open-market competition to all qualified public providers of the Maintenance and Support Services.

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:

SP_REQ-10700-00200814, AMD-5, Oregon Reuse_SSP Page 4 of 5

The Oregon Reuse system is mission critical to DAS SSP’s operations. Used state and federal personal property items that still have a useful life are made available to state agencies, local governments and nonprofit organizations at reduced prices. By leveraging this program:

1. Reuse of excess personal property is maximized.

2. Eligible government agencies and nonprofit organizations can stretch their budgets further.

3. Completion of the pending RFP which will select a new will make the Oregon Reuse system accessible to more of the public and thus expand its usefulness to a wider audience and also assist in meeting federal requirements.

13. Signature: The actual signature of the Agency Head or designee (e.g., Designated Procurement Officer) is not required on the Request submitted through OregonBuys®. Agency may elect to attach a signed Request as a pdf file through OregonBuys® or submit a signed hard copy Request.

Signature: e.g. Electronically in OregonBuys® _________________ Name/Title: Date:

SP_REQ-10700-00200814, AMD-5, Oregon Reuse_SSP Page 5 of 5

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(s) 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.

3. Authorized Agency shall comply with all Enterprise Information Services (“EIS”) conditions and requirements prior to Contract amendment execution, if any.

APPROVED:

Kathryn Jones, State Chief Procurement Officer Date:

Department of Administrative Services, State Procurement Services

5/13/26