Request for Special Procurement S-2026-002 Integrated Community Risk Module.pdf

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CLACKAMAS FIRE DISTRICT

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REQUEST FOR SPECIAL PROCUREMENT #S-2026-002

1. Requesting Department: Strategic Services

2. Date of Request: 3/16/2026

3. Contact Name: Assistant Chief Brian Stewart

4. Time Period Requested: From: 3/17/26 To: 7/9/28

5. Total Estimated Cost: $35,358

The cost of this module through 7/9/28 is $35,358. This addition would bring the total for the District’s Darkhorse contract to $350,677.

6. Funding: Clackamas Fire District will utilize a combination of ARPA grant funds through 10/31/26 followed by the District’s General Fund beginning 11/1/26.

7. Title: Darkhorse Emergency community risk module

Clackamas Fire has beta-tested and provided feedback on Darkhorse Emergency’s community risk analysis module. Seamlessly integrating into our existing Darkhorse platform, this module brings over 40 metrics into our analysis of risk. The module provides visualization and quantified data analysis of hazards and impacts. These tools allow us to analyze our risk through layering demographics of our communities, our building stock, hazards, and our emergency response data. As with its other tools, Darkhorse has provided an excellent partnership in the community risk module.

Staff recommend that the District purchase and incorporate Darkhorse Emergency’s community risk analysis module into its planning processes. By using the module as its community risk reduction analysis toolset, Clackamas Fire will be able to visualize and analyze risk within the same platform as the District has used for emergency response information. The District will also benefit from Darkhorse overlaying the response data into the risk data and not having additional integration burdens as would be necessary using different platforms. This integrated risk reduction module provides efficiencies while driving data-informed risk reduction strategies. This contract for this additional module will co-terminate with Darkhorse Emergency.

8. Request: The District is requesting to add the fully integrated community risk module onto its Darkhorse Emergency contract.

9. Background: Clackamas Fire currently uses the Darkhorse Emergency data analytics and predictive modeling tool to provide timely, accurate reporting of response performance and allow for modeling based on projected changes in the community (e.g., growth, zoning, roadways) for resource optimization and long-range capital planning.

Clackamas Fire has a need to add the community risk analysis module to its existing Darkhorse Emergency platform. This module was not yet available at the time of the District’s original procurement and contract with Darkhorse.

10. 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.

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

11. Justification for use of Special Procurement:

The community risk module seamlessly integrates with the District’s existing Darkhorse platform, without the need for additional costs such as vendor implementation and staff time. The community risk module brings over 40 metrics into our analysis of risk. The module provides visualization and quantified data analysis of hazards and impacts. These tools allow the District to analyze our risk through layering demographics of our communities, our building stock, hazards, and our emergency response data. By using the module as its community risk reduction analysis toolset, Clackamas Fire will be able to visualize and analyze community risk within the same platform that the district has used for emergency response information.

12. 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 District has already implemented Darkhorse’s emergency response information tools through 7/9/28.

• Darkhorse Emergency’s community risk module is the only community risk product to seamlessly integrate with Darkhorse’s software suite, without requiring additional setup costs such as vendor implementation and staff time.

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.

https://oregonbuys.gov/bso/

• The public will benefit from Darkhorse’s community risk module because the District will be able to visualize and analyze risk within the same platform that’s being used for emergency response information. The community risk module will seamlessly overlay response data with community risk data, driving efficient and data-informed risk reduction strategies for the community. Clackamas Fire’s Operations and Planning divisions will utilize this integrated data to improve prevention and response strategies in the communities we serve.

STATUATORY 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 District Board of Directors, acting as the District’s Local Contract Review Board under

ORS 279A.060, on March 16, 2026.

https://oregonbuys.gov/bso/