11300 SE Fuller Road, Milwaukie, OR 97222 • 503-742-2600 • www.clackamasfire.com

Trust • Empowerment • Accountability • Mindset • Service

CLACKAMAS FIRE DISTRICT

Here for you

REQUEST FOR SPECIAL PROCUREMENT #S-2027-001

1. Requesting Department: Strategic Services

2. Date of Request: 7/20/2026

3. Contact Name: Assistant Chief Brian Stewart

4. Time Period Requested: From: 8/1/26 To: 7/31/29

5. Total Estimated Cost: $1,322,716

Based on the monthly fees, the maximum of $12,000 per year in reimbursable fees, estimated $4800 per year increase in documented software expense, and an estimated $1,000 per month of after-hours support, the three-year total is estimated at $1,322,716.

6. Funding: Clackamas Fire will utilize general fund dollars.

7. Title: Managed Information Technology Services

8. Request: The District is requesting to contract with Fastech Solutions, LLC for managed IT services for three years.

Background: Clackamas Fire’s procurement policy requires three quotes for personnel services exceeding

$10,000. In 2023, the District conducted an extensive procurement process with four managed service providers.

The District began contracting with Fastech Solutions in August 2023. Fastech now provides onsite support, offsite support, vendor coordination, management coordination, documentation of District systems and processes, product and service recommendations, and technology project support.

Fastech Solutions has completed extensive work including data center and server consolidation, Sandy Fire network integration, network and connectivity improvements, cloud and communication service work, SharePoint security improvements, MFA implementation, CAD and MDC upgrade processes, wireless access point replacement, user account review, Disaster Recovery Plan development, station switch replacement, broader network modernization, and other services requiring additional resources or expertise. Fastech Solutions and its staff have integrated into the Clackamas Fire processes and have built relationships with key partners over the last three years.

9. Proposed Contracting Procedure:

a) In conformance with Oregon Administrative Rule (“OAR”) 137-047-0285 and Oregon Revised Statutes (“ORS”) 279B.085, the District will issue a Public Notice of the approved Special Procurement request on OregonBuys (https://oregonbuys.gov/bso/) with a protest period of seven (7) calendar days.

b) The Public Notice will include provisions that any affected party may protest the approval of this Special Procurement request.

c) The District will respond to and resolve all protest(s), if any.

https://oregonbuys.gov/bso/

d) If no protests to this Special Procurement request are received or sustained, the District will proceed with negotiating and issuing the Contract.

10. Justification for use of Special Procurement:

The District’s IT environment is mission critical. Core systems support emergency response, communications, station connectivity, mobile data workflows, user access, file and email systems, cybersecurity controls, backup and recovery, and administrative operations. Fastech currently functions as the District’s managed IT service provider and is deeply integrated into the District’s network infrastructure, security environment, vendors, projects, and support model.

A standard competitive procurement at this stage would require substantial transition planning, knowledge transfer, system discovery, vendor transfer, documentation transfer, account transition, access-control transition, and potential reconfiguration of core systems. That transition would occur while the District is also pursuing major network modernization and security/compliance work. Staff believe that this creates operational risk, including potential service disruption, cybersecurity exposure, project delay, and diversion of District personnel from core responsibilities.

The public interest is served by maintaining continuity of essential IT services while the District continues implementation of key network and security improvements and the Tablet Command implementation. Continued managed services from the current provider reduce transition risk, preserve institutional knowledge of the

District’s technology environment, and support reliable operation of systems used to serve the communities of

Clackamas Fire.

11. Findings to Satisfy the Required Standards: The proposed special procurement:

X (a) Is unlikely to encourage favoritism in the awarding of public contracts or to substantially diminish competition for public contracts because:

• The recommended special procurement is based on operational considerations rather than preference for a particular contractor. The District previously conducted a selection process with four companies before beginning IT services with Fastech. The current justification rests on continuity of critical services, the District’s integrated IT environment, and the operational risks associated with transitioning core technology systems during active network, security, and infrastructure work.

and

(b)(A) Is reasonably expected to result in substantial cost savings to the contracting agency or to the public or

X (b)(B) Otherwise substantially promotes 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.

• The special procurement substantially promotes the public interest by preserving continuity of essential IT services, minimizing security and service-disruption risk, supporting emergency response and administrative systems, and allowing the District to complete network modernization, account review, MFA, backup, SharePoint, disaster recovery, and station connectivity work without the added risk and resource burden of an IT provider transition.

STATUTORY AND RULE AUTHORITY

ORS 279B.085(2) states the local contract review board (CFD Board of Directors acts as the District’s local contract review board under ORS 279A.060) may approve a special procurement if the Board 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 Board:

a) Is unlikely to encourage favoritism in the awarding of public contracts or to substantially diminish competition for public contracts; and

b) (A) Is reasonably expected to result in substantial cost savings to the contracting agency or to the public; or

(B) Otherwise substantially promotes the public interest in a manner that could not practicably be realized by complying with requirements that are applicable under ORS 279B.055 (Competitive sealed bidding), 279B.060

(Competitive sealed proposals), 279B.065 (Small procurements) or 279B.070 (Intermediate procurements) or under any rules adopted thereunder.

In conformance with OAR 137-047-0285, the District will post Public Notice on the State of Oregon’s eProcurement system, OregonBuys at https://oregonbuys.gov/bso/. The Special Procurement may not be used until after the completion of the seven (7) day notice period.

__X__ APPROVED by Clackamas Fire Board of Directors, acting as the District’s Local Contract Review Board under

ORS 279A.060, on July 20, 2026.

https://oregonbuys.gov/bso/