REQ-DASOBO-00074995_TreePlotterSW_ODF_Approved.pdf

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REQUEST FOR SPECIAL PROCUREMENT (SP) No. REQ-DASOBO-00074995

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 Department of Forestry (ODF) (Agency)

2. Date of Request: May 8, 2024 3. Agency Number: 10700

4. Agency Contact Name: Jay Jung 5. Phone: 971-283-0023

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

7. Time Period Requested: From: September 1, 2024 To: August 31, 2029

8. Total Estimated Cost: $624,680

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

Subscription for the TreePlotter software and related implementation services, data storage, enhancements, and training for the mobile GIS-based tree inventory and canopy management software program.

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

a. Request:

DAS PS, on behalf of ODF, requests the approval of SP No. REQ-DASOBO-00074995 to amend ODF’s current Contract No. ODF-1147A-19 (Contract), with PlanIT Geo, LLC., extending the contract date by three (3) years with the option to renew for an additional two (2) years, and increase the not-to-exceed (NTE) to $624,680 to expand PlanIT Geo, LLC’s TreePlotter software services (Services).

b. Background:

The Oregon Department of Forestry (ODF) was established in 1911. ODF’s mission is to serve the people of Oregon by protecting, managing, and promoting stewardship of Oregon’s forests to enhance environmental, economic and community sustainability.

The purpose of this Service, as mandated by 2023 enrolled House Bill (HB) 3409, is to provide a comprehensive statewide urban tree canopy assessment tool for the State of Oregon. HB 3409 requires immediate action for the preservation of human health, safety, and peace thus declaring an emergency to address the pest and pathogen, climate, and global warming crises.

The software currently in use by ODF is the solution resulting from Request for Proposals (RFP) No. ODF- 1147-19 posted on the Oregon Procurement Information Network (ORPIN) in April 2019, with a closing date of May 7, 2019. The original solicitation was for a web-based statewide community tree data aggregation solution. PlanIT Geo, LLC., was determined to be the highest-ranking Proposer out of the six

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(6) who submitted responsive proposals to be evaluated and scored. Year to date (YTD), a total of $141,309 has been spent under Contract No. ODF-1147A-19. After extensive market research, ODF has found that TreePlotter’s tools and functionality remain unmatched by any other vendors in the field and most closely aligns with the requirements and needs established under HB 3409.

c. Current Need:

The Oregon Department of Forestry (ODF) requires an easy to use, web-based, statewide urban tree data aggregation, analysis, and hosting system. The goals of this project include:

• Sharing, capturing, and combining information from cities and other entities about urban tree species, condition, and location across the state;

• Encouraging cities and other entities to proactively manage urban trees; and

• Developing accessible, user-friendly tools, workflows, data capture interfaces, and tutorials for city managers, staff, community groups, and other approved users.

• Aggregation of data to enable the assessment of the structure, composition, condition and ecosystem benefits of the urban forest at a variety of spatial scales including community, metro area, county, region and statewide.

TreePlotter’s Inventory and Canopy tools will continue to serve as a vital resource for informed decision-making and action aimed at enhancing environmental, social, and economic well-being within the state.

The solution offers a range of features, including geospatial mapping of urban tree canopies at the census tract level, integration of community data covering demographics, economics, social factors, and health, and a thorough inventory of tree canopies on public and private lands. Additionally, the Service provides insights into rights of way, vegetation health within green spaces, and a nuanced analysis of tree canopy cover along the urban-rural gradient. The software’s utility role extends further by enabling the integration of data from other Agency mapping tools, ensuring its alignment with broader environmental justice initiatives. The Service is accessible to the public through a website, supported by guidance on its effective use.

As directed by HB 3409, this tool will allow the Forestry Department to designate green infrastructure improvement zones in areas marked by high poverty density and specific criteria such as low tree canopy cover, poor vegetation health, risks of pests or diseases, and the need for revegetation or native plant restoration. In essence, this stands as a crucial tool for advancing sustainable and informed urban forestry management, reinforcing the State's commitment to environmental, social, and economic well-being.

ODF will make the inventory software available for use by communities in Oregon at no charge to the community or municipality during the duration of the contract. Time is of the essence in meeting the requirements of HB 3409 and to have a solution in place by September 1, 2024.

Current Users Listing

City of Albany Hagg Lake City of Milton-Freewater City of Sutherlin

City of Bandon City of Happy Valley ODF Campus (Salem) City of Sweet Home

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City of Beaverton City of Hillsboro Oregon Country Fairgrounds City of Talent

City of Burns Hiroshima Peace Tree City of Portland City of Tangent

Centro Cultural City of Hood River City of Redmond City of the Dalles

City of Cornelius City of Keizer City of Salem City of Veneta

City of Dallas City of Klamath Falls City of Seaside Warner Pacific University

City of Eugene City of La Grande City of Sheridan Washington County

City of Florence City of Lane County City of Silverton City of Wilsonville

City of Grants Pass City of Malin City of Sisters City of Springfield

Travel Oregon City of Medford Oregon State Fair Grounds Central Oregon Community College

Cost Table for TreePlotter Subscription and Services

Description 2019 – Current

Year 1-3 Year 4 Year 5 Totals

Year to Date (YTD) Spend Inventory tool Canopy tool (Washington County)

$141,309 $141,309

CANOPY

Geospatial mapping tool

$150,830 $150,830

CANOPY Landing Page $3,000 $3,000

CANOPY

Includes landing page

$24,000 $24,000

CANOPY Surcharge Rate increase, not to exceed 10%

$2,090 $2,090

CANOPY

Includes landing page and full Canopy data update

$102,831 $102,831

CANOPY Surcharge Rate increase, not to exceed 10%

$2,090 $2,090

INVENTORY

GIS-based tree inventory tool

$60,000 $60,000

INVENTORY Landing Page $3,000 $3,000

INVENTORY Discount 15% multi-year contract discount

-$9,450 -$9,450

INVENTORY

Includes landing page

$33,800 $33,800

INVENTORY Surcharge Rate increase, not to exceed 10%

$2,090 $2,090

INVENTORY

Includes landing page

$33,800 $33,800

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INVENTORY Surcharge Rate increase, not to exceed 10%

$2,090 $2,090

Optional Item:

• 2-page fact sheet for 36 counties

$43,200

Contingency Fund:

• Future enhancements/modules

• Data acquisition and integration by vendor from alternate sources into PlanIT Geo platform

$30,000

Grand Total $624,680

d. Proposed Contracting Procedure:

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

2. The Notice will include a provision that any affected party may protest the approval of the SP.

3. DAS PS, along with ODF, will respond to and resolve all protest(s) of the SP, if any.

4. If no protests are received and sustained, DAS PS will proceed with negotiating and executing the amendment to PlanIT Geo, LLC., as set out in Section 10 (a) above.

5. DAS PS, on behalf of ODF, will work with Enterprise Information Services (EIS) and obtain its endorsement prior to executing the contract amendment, if required.

6. DAS PS will obtain Department of Justice (DOJ) legal sufficiency approval before executing the contract amendment in accordance with ORS 291.047.

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

ODF is seeking a Special Procurement for Contract Amendment to expand the use of the PlanIT Geo, LLC’s TreePlotter software. TreePlotter most closely aligns with the needs and requirements of HB 3409, in addition to the time, effort, and funds already invested into developing and customizing the tree inventory data collection application that has been used by cities throughout Oregon since 2019.

TreePlotter also includes vital tree canopy data for Washington County, the epicenter of a recent Emerald Ash Borer infestation. ODF requires a product developed by certified arborists and foresters to collect tree inventory data and calculate tree benefits based on the latest data from i-Tree research. With many leading state forestry agencies using PlanIT Geo, LLC's Tree Plotter tools (e.g. Wisconsin, Florida, Idaho, New Mexico) and the U.S. Forest Service contracting with PlanIT Geo, LLC., to create a national data set, these acts reinforce the State of Oregon's impetus for building an accredited tree inventory data set that contributes toward streamlining integration at a national level with its Federal partners.

ODF has conducted extensive market research of other potential vendors and software options through internet searches and discussions with colleagues from other state government agencies. PlanIT Geo, LLC., has the demonstrated software capabilities that provide statewide tree canopy analytics, planning tools, and a tree inventory platform accessible to community partners throughout the State with the caliber of performance, data integration, and customer responsiveness. While another industry-leading

Page 5 of 7REQ-DASOBO-00074995_TreePlotterSW_ODF provider does offer a comparable tool, switching to a completely new platform would mean that the State starts from scratch, losing about five (5) years of fiscal investment in the platform, community momentum, and the associated strong working relationships. This would not only be a significant setback for the State, but also for urban forestry community and municipal partners who have invested significant time and volunteer energy in familiarizing themselves with PlanIT Geo, LLC’s tree inventory and canopy analysis platform.

The Contract was established by means of a competitive solicitation, where PlanIT Geo, LLC., was the highest-ranking Proposer. The ability to amend the Contract for expanded services and time can only be requested and approved through a Special Procurement.

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:

In 2019, ODF engaged in market research to determine the baseline for software as a solution (SaaS) products available to design, implement, and maintain a Statewide tree inventory tool. With no price agreement available to address the nuanced SaaS product needed for Urban forestry communities, ODF proceeded with a Request for Proposal (RFP) to solicit open market, competitive bids. PlanIT Geo, LLC., was selected as the apparent successful Proposer. As a result of the ease of use and data integrity of the tree inventory tool, ODF piloted PlanIT Geo, LLC’s new service for a tree canopy tool in Washington County. Since the addition of this new service and a mandate by the Oregon Legislature (2023 enrolled HB 3409), ODF is seeking an expansion of the tree canopy tool for all counties in Oregon and a continuance of the tree inventory tool.

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:

Compatibility with Existing Systems: PlanIT Geo, LLC's TreePlotter Inventory and Canopy products are already seamlessly integrated with ODF's Urban and Community Forest management system, which ensures a harmonious and efficient continuation of this integration. This compatibility eliminates the need for extensive and costly system modifications or transitions.

Data Integrity: Continuation of the TreePlotter Inventory and Canopy products ensure that ODF's valuable urban forest data and configurations remain intact. This preservation of data integrity is of paramount importance, reducing the risk of data loss or discrepancies.

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Cost Savings: The decision to continue with PlanIT Geo, LLC., reduces the expenses associated with the procurement process and rebuilding a customized program from scratch that has already been created with TreePlotter. ODF has already invested extensive work and resources in PlanIT Geo, LLC's Services and functionality. Continuing with PlanIT Geo, LLC. further leverages this investment, allowing for cost savings in terms of new system implementation, training and onboarding.

Streamlined Operations: ODF has experienced streamlined and efficient operations facilitated by PlanIT Geo, LLC's software solutions. By continuing with the Inventory and Canopy products, ODF leverages the already established synergy between the two products, resulting in greater operational efficiency, consistency, and continuity.

Operational Continuity: The continuity in vendor Services guarantees uninterrupted support and assistance from PlanIT Geo, LLC., a vendor with a proven track record of responsiveness and effectiveness in addressing ODF's needs. The request is not for a new program or system, the tree inventory data hosted in this application has been the result of years of management, maintenance and resources - an investment of both time and budget. Failure to renew would result in the loss of many of these benefits. The software application that will be renewed is already set up and configured, along with user accounts.

As stated in Section 10(c); Time is of the essence in meeting the requirements of HB 3409 and to have a solution in place by September 1, 2024.

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: Shannon Rand - Electronically in OregonBuys 5/8/24 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 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.

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

APPROVED:

Jay Jackson, Procurement Policy Officer Date:

Department of Administrative Services, Procurement Services

08/19/2024