REQ-DASOBO-00020899_Spartan EOD Robot Upgrades_Approved.pdf

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REQUEST FOR SPECIAL PROCUREMENT No. REQ-DASOBO-00020899

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

1. Requesting Agency Name: The Department of Administrative Services, Procurement Services (“DAS PS”), on behalf of the Oregon State Police (“OSP”)

2. Date of Request: October 27, 2021 3. Agency Number: 107090

4. Agency Contact Name: William Strong 5. Phone: (971) 349-0991

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

7. Time Period Requested: From: December 1st, 2021 To: December 31st, 2027

8. Total Estimated Cost: $713,963.00

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

Spartan Vehicle Upgrade for Andros F6B Explosives Robots

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

a. Request:

DAS PS, on behalf of OSP, is requesting approval of this Special Procurement (“SP”) No. REQ- DASOBO-00020899 to directly negotiate and award a contract to Peraton Remotec, a subsidiary of Pertaon Inc., for the immediate procurement of upgrades to OSP’s existing, mobile robots, including:

technology enhancements hardware accessories support services training.

The initial term of the anticipated contract will be two (2) years with options to extend for up to four (4) additional years.

b. Background:

The Oregon State Police is a multi-disciplined organization charged with protecting the people, wildlife, and natural resources in Oregon. OSP’s responsibilities include:

enforcing the traffic laws on the state’s roadways investigating and solving crimes conducting post-mortem examinations and forensic analysis providing background checks and law enforcement data regulating gaming, the handling of hazardous materials, and fire codes educating the public on fire safety enforcing fish, wildlife, and natural resource laws

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OSP’s Andros F6B Explosive Ordnance Disposals (“EOD”) robots were purchased in 2002 and 2005 and have been in use for approximately 19 years. The EOD’s are used to safely disable explosive ordnances or any type of device that could detonate. These remote controlled robots are designed to allow explosives experts access to situations that are otherwise inaccessible or dangerous to human life. The EOD robots can manipulate objects, are suitable for a range of environments, can gather data through a variety of technologies, and are equipped with varying communication capabilities. The EOD robots are vital to the protection of Oregon citizens and OSP’s tactical professionals.

c. Current Need:

OSP’s Andros F6B EOD robots were last upgraded in 2013 and are in need of modernizing via another upgrade to enhance their capabilities and simplify operating tasks. The decision to upgrade the legacy robots rather than to replace them is based on the following:

1. Remotec has recently developed a way to put a new (improved) arm on the current robot chassis, along with an entirely new electronics package taken from one of their other currently produced robot platforms.

2. OSP conducted market research among the manufacturers of EOD robots and determined that an entirely new version of the same robot, or a comparable robot from another manufacturer, would cost approximately $300,000.00 (not including shipping, maintenance and support services) as compared to the total upgrade cost of $190,346.00 (not including shipping, maintenance and support services) for one of OSP’s EOD robots (see Table 10.C below). That’s a cost savings of $109,654.00 per robot;

$328,962.00 cumulatively for (3) robot upgrades.

TABLE 10.C: EOD Robot Upgrade

Part Number Description Quantity Total Price

LABOR02

F6 to Spartan Upgrade – Receive, Eval, Teardown

7 1,050.00

LABOR02 UPG Drive Motors – Parts and Labor 2 300.00

LABOR02 Lift Pack Upgrade – Parts and Labor 2 300.00

SPARTAN

UPG 0100

F6 Upgraded to Spartan Vehicle 1 129,594.00

LABOR2 Final Assy 20 3,000.00

LABOR2 Testing 5 750.00

LABOR2 Closeout 1 150.00

2463-8700 Operator Control Unit 1 16,236.00

2470-5220 Dual Pan Disrupter Mount Assembly 1 1,136.00

INIT-2CH-FX 2 Channel STI 1 2,237.00

2463-1013-FT SPARE Articulator Tracks (4 tracks = one full set)

4 2,252.00

B2400-1013-FT SPARE Drive Tracks (2 tracks = one full set) 2 542.00

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B2450-0113 SPARTAN Wheel Assy. (Tire, Tube and Rim) 4 500.00

2470-5000 NEW Arm Pan and Tilt Assembly 1 14,730.00

2470-5070 Thermal Camera for Arm Pan and Tilt Assembly

1 6,865.00

2470-3820 Laser Assembly 2 690.00

2470-3825 Camera Sighting Kit 1 901.00

C7055-3830 Laser Filter Assembly 1 885.00

BATTERY-BR-

BB2590

Spare BB2590 Batteries for Vehicle and OCU 11 8,228.00

Total: Upgrade for 1 OSP EOD Robot (not including shipping, maintenance and support services $190,346.00

3. By upgrading the existing EOD robots, OSP can continue using the robot accessory tools it currently owns and eliminate the need to spend additional funds to procure accessory tools for new robots.

4. OSP’s bomb technicians are trained to operate the current OED robots. Much of their training and knowledge base will remain intact with the planned upgrades to the existing robots. Starting over with a different robot model from a different manufacturer will impose a much steeper learning curve for the bomb technicians, which may also increase varied risk factors to some degree.

d. Proposed Contracting Procedure:

As required by Oregon Administrative Rule (“OAR”) 125-247-0287, DAS PS will issue a public notice of the approved SP on the OregonBuys eProcurement system for a period of seven (7) calendar days.

The notice will include provisions that any affected party may protest the approval of the SP.

DAS PS will respond to and resolve protest(s) of the SP, if any. If no protests to this approved SP are received and sustained, DAS PS will move forward with directly negotiating and issuing the contract to Peraton Remotec for the goods and services set out in Peraton Remotec Quote #8142, attached hereto as Attachment #1.

Pursuant to OAR 137-045-0015, DAS PS will work with DOJ and obtain legal sufficiency approval prior to entering into the anticipated contract.

11. Justification for use of Special Procurement:

Tactical robots are vital, life-safety tools used primarily by government (e.g. armed forces), state and local law enforcement entities. Additionally, tactical robots have become a standard tool for SWAT and bomb squads given their versatility in reconnaissance, threat diagnoses, removal and resolution capabilities in addressing explosive threats. It has been 9-years since OSP’s F6B EOD robots were last upgraded. To ensure OSP bomb technicians have the tools and resources they need to perform their jobs safely, efficiently and effectively, it is imperative to upgrade the (3) EOD robots with current day capabilities including hardware and software technology.

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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. Peraton Remotec is the sole manufacturer and distributor of the Andros F6B EOD model, which OSP currently has.

2. Peraton Remotec is the sole manufacturer and distributor of the Spartan EOD model, including Spartan Upgrades.

3. Andros F6B and Spartan EOD parts are available only from Peraton Remotec.

4. Maintenance and Support Services for the Andros F6B and Spartan EOD models are only available from Peraton Remotec.

5. Robotic hardware and software technologies (e.g., platforms, controllers, sensor modules) typically use the manufacturer’s proprietary interface, which makes interchangeability between brands or manufacturers impossible (i.e., robot from Remotec and upgrade parts from another manufacturer).

and

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

1. Upgrading the existing Andros F6B EOD robots with the Spartan upgrade will preserve OSP’s investment to date of $590,520.00, which includes:

Initial Purchase of the (3) Andros F6B EOD robots: $366,360.00 ($122,120.00 per robot); and

Total cost of the 2013 Upgrades: $224,160.00 ($74,720.00 per robot).

2. As detailed in Section 10.c.2 above, upgrading the existing robots vs. buying new will save OSP $328,962.00 (not including shipping, maintenance and support services), calculated as follows:

$900,000.00: (3) brand new robots

- $571,038.00: Total upgrade cost for (3) existing robots

= $328,962.00: Savings 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:

EOD robots detect, confirm, identify and dispose of unexploded explosive ordnance and other hazards from a safe distance, keeping human bomb disposal experts and the public out of harm’s way. Currently, OSP’s Explosives Unit uses the Andros F6B EOD robots, last upgraded in 2013, as its primary response tool to bomb threats. It is in the public’s best interest, in terms of safety and good stewardship of tax payer dollars, for OSP’s (3) EOD robots to be modernized and upgraded soonest with up-to-date hardware and software technologies (Spartan Upgrade).

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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 ORPIN. 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.

APPROVED:

Kelly Mix, State Chief Procurement Officer Date Department of Administrative Services