REQ-DASOBO-00223850_WebHosting_CWD_OED_CPOSigned~1.pdf

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REQUEST FOR SPECIAL PROCUREMENT (SP) No. REQ-DASOBO-00223850

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

1. Requesting Agency Name: Oregon Department of Administrative Services, Procurement Services (DAS SPS), on behalf of the Oregon Employment Department (OED or Agency)

2. Date of Request: September 4, 2026 3. Agency Number: 10700 OBO 47100

4. Agency Contact Name: Ashley Griffin 5. Phone: 971-900-9983

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

7. Time Period Requested: From: January 1, 2027 To: December 31, 2031

8. Total Estimated Cost: $258,386

9. Title: Supplies and/or Services to be Acquired: Web-hosting services and website maintenance and operational (M&O) support used for Workforce Operations Division’s WorkSource Oregon (WSO) website (Services)

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

a. Request:

DAS SPS, on behalf of OED requests approval of this Special Procurement (SP) No. REQ- DASOBO-00223850 to amend Contract No. 22-128 (Contract) with Cascade Web Development, Inc., (CWD) as follows:

1. replace OED with DAS SPS, on behalf of OED, as parties to the Contract, which will result in a change to the contract number;

2. extend the term for a maximum of five (5) years; allowing for either the modernization and potential integration or removal of these Services, once the modernization has been implemented; and

3. increase the total estimated cost from $111,317 to $258,386.

b. Background:

OED’s mission is to support business and promote employment. OED accomplishes its mission through several primary functions:

Supporting Economic Stability: Providing unemployment benefits to workers during periods of temporary unemployment.

Serving Businesses: Recruiting and referring qualified job applicants to employers.

Assisting Job Seekers: Supplying resources and tools to connect diverse candidates with appropriate jobs.

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Delivering Economic Data: Developing and distributing quality workforce and economic information for informed decision-making.

Administering Child Care: Providing access to safe, high-quality, and affordable child care

OED's overarching vision outlined in its strategic framework is to help create an Oregon where meaningful work enables the state's diverse people and businesses to realize their full potential, creating prosperity in every community.

In March 2021, OED conducted an Emergency COVID-19 Intermediate Request for Proposals (RFP). The RFP was sent to State of Oregon vendors, including eleven (11) Certification Office of Business Inclusion and Diversity (COBID) firms, to develop and maintain the Work Source Oregon website. Three (3) Proposals were received and evaluated by the Agency.

In May 2021, OED evaluated three Proposals and selected Cascade Web Development, Inc., as the successful Proposer. On June 17, 2021, Agency awarded Emergency Contract No. COVID- 19-330 to develop a new WorkSource Oregon website that consisted of Oregon’s 12 top translated language pages.

The purpose of the Contract was for the CWD to provide services to OED to develop, support, maintain and enhance the Agency’s WorkSource Oregon (WSO) website. The agency’s 12 priority languages are, English, Spanish, Russian, Traditional Chinese, Simplified Chinese, Korean, Arabic, Farsi, Lao, Somali, Amharic and Vietnamese.

Information accessible on the hosted WSO Oregon public website is classified as Level 1 – Published data per Oregon DAS Statewide Policy 107-004-050. Information at this level is of low risk and low sensitivity. Level 1 – Published data is information that is not protected from disclosure, that if disclosed will not jeopardize the privacy or security of agency employees, clients, and partners. This includes information regularly made available to the public via electronic, verbal, or hard copy media.

On August 31, 2021, Agency accepted the new WorkSource Oregon website and entered into Emergency Contract No. COVID-19-441 to begin hosting services, which include System Administration, Content Delivery Network, Backups, and Database Server. This Contract expired on December 31, 2021. The total not-to-exceed (NTE) was $29,500.

On December 8, 2021, OED posted a Sole Source Determination and Justification No. S-47100- 00001450 on OregonBuys® with the intent of entering into a five (5) year agreement with CWD to provide hosting services and website maintenance. The Notice closed on December 15, 2021, with no known protests received. Contract No. 22-128 was executed December 27, 2021, with an expiration date of December 31, 2026, with a total NTE of $111,317.

c. Current Need:

OED needs to amend Contract No. 22-128 to extend the expiration date and add funding. OED still requires the Contract with CWD to remain active for the purpose of continued hosting, support, maintenance, and enhancement services for the WorkSource Oregon (WSO) website, SP_REQ-DASOBO-00223850_CWD Web-Hosting_OED Page 3 of 5 which serves the public in 12 priority languages. The website contains Level 1 published data, which is low risk and publicly accessible.

The Contract amendment shall be effective on January 1, 2027, and shall expire on December 31, 2031, unless terminated earlier. The Cost Table 10.c.1 below is the estimated annual costs breakdown from January 1, 2027 to December 31, 2031:

Cost Table 10.c.1

ESTIMATED COST BREAKDOWN

Item-Fiscal Year (FY)

2027 2028 2029 2030 2031

Hosting $10,629 $11,054 $11,496 $11,956 $12,434 M&O Support $11,900 $11,900 $11,900 $11,900 $11,900 Additional Work Hours $6,000 $6,000 $,6,000 $6,000 $6,000

Yearly Total $28,529 $28,954 $29,396 $29,856 $30,334

5-yr Total: $147,069

d. Proposed Contracting Procedure:

1. As required by Oregon Administrative Rule (OAR) 125-247-0287, DAS SPS 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 provisions that any Affected Person(s) may protest the approval of the SP.

3. DAS SPS, in collaboration with OED, will respond to and resolve all protests of this SP, if any.

4. If no protests to this SP are received and sustained, DAS SPS will proceed with amending the Contract as set out in Section 10.a above.

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

6. Pursuant to OAR 137-045-0015 and Oregon Revised Statutes (ORS) 291.047, DAS SPS will work with the Department of Justice (DOJ) to obtain 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.

Special Procurement is the most appropriate sourcing method compliant with Oregon’s Public Contracting Code (the Code), set out in ORS Chapters 279A, 279B, and 279C, that best supports the transition of this Contract out of its emergency status. An informal RFP was completed as part of the emergency procurement and remained active for 4 months. The RFP was used to support the creation of the Contract.

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CWD is the host of WSO website. Transitioning away from CWD would create significant implementation costs, operational disruption, transition risk, and resource requirements not practically feasible at this time.

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:

CWD was originally selected through an intermediate competitive process, in which three proposers submitted proposals for development and support of the WorkSource Oregon website.

CWD has consistently delivered high-quality service, including meeting OED’s multilingual requirements across 12 languages. CWD’s pricing remains reasonable, and their performance and responsiveness continue to be exceptional. Additionally, transitioning to a new provider would introduce unnecessary costs during a period of budget constraints, making continued use of CWD both practical and cost-effective. Maintaining the Services with CWD promotes efficient use of invested state resources, maximizing the State’s economic investment.

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:

This SP and Contract amendment will enable OED to continue its website services to the public for accessing their critical services as job seekers, participants, and employers.

The continued website hosting services with CWD provides efficient utilization of existing hardware and software and saves the State considerable downtime and disruption to mission-critical programs. Continuing with CWD would also eliminate the insufficient support and maintenance of key public resources and eliminate the time the public would not be able to access their accounts for services.

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® Date:

Type Name:

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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.

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

APPROVED:

Kathryn Jones, State Chief Procurement Officer Date:

Department of Administrative Services, State Procurement Services

10/14/26