REQ-DASOBO-00205013 Approved Special Procurement.pdf

SP_REQ-DASOBO-00205013_OEP-LET_ODHS

Contract #181633 (PO#10000-00026732)

REQUEST FOR SPECIAL PROCUREMENT (SP) No. REQ-DASOBO-00205013

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

1. Requesting Agency Name: Oregon Department of Human Services (ODHS)

2. Date of Request: May 22, 2026 3. Agency Number: 10000

4. Agency Contact Name: Kathy McKenzie 5. Phone: (503) 979-3757

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

7. Time Period Requested: From: November 1, 2026 To: March 31, 2027

8. Total Estimated Cost: $3,163,807

9. Title: Supplies and/or Services to be Acquired: Phase V Supplemental Nutrition Assistance Program (SNAP) Accuracy Assessment and Improvement Services (Services)

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

a. Request:

ODHS requests approval of Special Procurement No. REQ-DASOBO-00205013 to amend Contract No. 181633 (OregonBuys® #PO-10000-00026732 ) (Contract), with Public Consulting Group, LLC (PCG) beyond the current contract term ending on October 31, 2026, to March 31, 2027. The requested extension is required to allow completion of Phase V deliverables, including ongoing facilitation and post-implementation assessment reports. There is no change in the not-to-exceed (NTE) cost of $3,163,807.

b. Background:

ODHS, through the Oregon Eligibility Partnership (OEP), entered into the Contract with PCG to support development and delivery of statewide eligibility training and operational improvements for the ONE Eligibility system. The Contract was awarded from Request for Proposals (RFP) No. S- 10000-00005379. One proposal was received. ODHS elected to enter into direct negotiations with PCG and posted an intent to award letter. No protests to the intent to award letter were received.

The Contract was executed on October 31, 2023, with a maximum term of three (3) years.

The Contract includes Phase V: SNAP Accuracy Assessment and Improvement.

Phase V focuses on improving SNAP accuracy and timeliness through governance, assessments, continuous improvement projects, and targeted training for Lead Workers and Support Staff.

Federal Food and Nutrition Service (FNS) approval of the SNAP training and improvement plan required to initiate key Phase V activities was granted earlier this year, which delayed the initiation of the Phase V significantly. This delay was outside of ODHS’ control and directly impacted the timeline for Phase V deliverables.

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c. Current Need:

ODHS requires additional time to complete Phase V deliverables, specifically:

• Ongoing Project Facilitation and Monthly Reporting (Lead Worker and Support Staff); and

• Post-Implementation Assessment Reports (Lead Worker and Support Staff).

These activities are already in progress, but cannot be completed by the current Contract end date due to the delayed start tied to federal approval.

Failure to extend the Contract would result in:

• Incomplete implementation of FNS-approved SNAP improvement strategies.

• Disruption to active continuous improvement projects.

• Inability to complete required evaluation and reporting activities.

All work will remain within the current not-to-exceed contract amount. No additional funding is requested.

d. Proposed Contracting Procedure:

1. ODHS will issue a public notice (Notice) on OregonBuys® as required by Oregon Administrative

Rule (OAR) 125-247-0287, for seven (7) calendar days, regarding approval of the SP request.

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

3. DAS SPS, in coordination with ODHS, will respond to and resolve protests, if any.

4. If no protests to this SP are received or sustained, ODHS will proceed with amending the

Contract as described in Section 10.a.

5. Pursuant to ORS 291.047 and OAR 137-045-0015, ODHS will work with Oregon Department of

Justice (DOJ) and obtain its legal sufficiency approval prior to executing the Contract Amendment, as required.

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

April 13, 2023, ODHS conducted RFP #S-10000-00005379, which established the Contract for the benefit of ODHS. The only procurement method available under Oregon Revised Statutes (ORS) 279B, the Public Contracting Code, through which the Contract can be amended to extend the term for the Services necessary, is a Special Procurement.

• Federal FNS approval of required SNAP improvement activities was delayed beyond ODHS’ control, compressing the timeline for Phase V execution.

• Phase V work is already in progress and requires continuity to complete active improvement initiatives.

• Conducting a new competitive procurement would take more than one year and would not meet federally approved timelines.

• Transitioning to a new vendor would result in significant duplication of costs, including onboarding, knowledge transfer, and rework.

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• Delay or disruption would jeopardize implementation of federally approved SNAP Payment Error Rate (PER) improvement efforts.

• Extension allows completion of work within existing contract value, avoiding additional procurement and administrative costs.

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 request is limited to a short-term extension necessary to complete in-progress work.

• The Contract was competitively procured under RFP #S-10000-00005379 and was posted to

OregonBuys® to encourage competition to the extent available.

• OregonBuys® currently holds a roster of an estimated 33,500 vendors.

• The extension is driven by unforeseen federal approval delays, rather than agency preference.

• Future work beyond this limited extension will be subject to standard procurement requirements.

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:

• It ensures timely completion of federally approved SNAP accuracy improvement efforts tied to FNS requirements.

• It supports reduction of SNAP PER, which directly impacts federal compliance and program integrity.

• It avoids significant delays (greater than one year) that would result from conducting a new procurement.

• It prevents duplication of costs associated with onboarding and transitioning to a new contractor.

• It ensures continuity of critical improvement work already underway, minimizing risk to program outcomes and federal expectations.

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.

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.

APPROVED:

Kathryn Jones, State Chief Procurement Officer Date:

Department of Administrative Services, State Procurement Services

6/5/26