RVCOG_Mon Ami Sole Source.pdf

ROGUE VALLEY COUNCIL of GOVERNMENTS

SOLE SOURCE DETERMINATION and JUSTIFICATION

Between $10,000 and $150,000

To: RVCOG Procurement Officer

From: Constance Wilkerson

Date: 11-10-22

Re: Sole Source Determination pursuant to ORS 279B.075 and OAR 125-247-0275

1. Authority to enter into a Sole Source Contract: OAR 125-245-0170(2)(c)(H)

2. Estimated Total Value of Contract: $60,000 ($20,000 for 3 years)

3. Scope of Work:

The development of a modern Operating System for Aging and Disability Services with the following licensed product modules: case management/care coordination; events management;

volunteer management; telephone reassurance, and meals management. Services must include the ability to input data from existing system, train staff and volunteers on the modules, provide consulting services and report generation; all of which must be included in package cost.

Consulting services will include dedicated weekly time during onboarding to support the agency’s growth of its case management programs. System must use HIPAA-compliant client-tracking, be cloud-based, mobile and tablet friendly, and capture all interactions with clients with structured tags for accurate reporting. Services must include the development of new reports, as necessary, without the incurring of additional fees.

4. Background:

a. Include an overview of previous competitive solicitations, if applicable.

b. Describe the reasons the agency is seeking this procurement method.

i. The current database, Access, we use for some of our program is obsolete. We have to contract with offsite IT to manipulate the system for our reports.

ii. The current database does not track many of the data points we need for state reporting.

iii. The current database does not allow for events or volunteer management.

iv. The current database does not provide a masked number for our volunteers when they are making Disaster Registry calls; this has led to some of the volunteers resigning because they do not want clients having their personal contact data.

v. The current database does not allow for care coordination across programs.

c. Identify the prospective Contractor and provide information proving that this Contractor is the only one capable of completing the Scope of Work.

Since becoming SDS Director in January 2021, I have researched operating systems for aging and disability services. Mon Ami is the only contractor that provides all the modules our department needs. I have solicited program descriptions from multiple operating system companies, watched webinars, attended trade show luncheons, etc. None compares in price or functionality with Mon Ami.

5. Findings:

The findings much include FACTUAL information supporting the determination.

a. Market Research Overall Findings: Describe the market research conducted that demonstrates there is only one source that can provide the goods or services. This would include research of the internet, trade journals, agency vendor lists, professional organizations, studies, catalogs/industrial periodicals, vendor sources, yellow pages, etc.

I have solicited program descriptions from multiple operating system companies, watched webinars, attended trade show luncheons, etc. since January 2021. None compares in price or functionality with Mon Ami.

b. Findings of Fact pursuant to OAR 125-247-275(2) must include, at a minimum, one of the following:

i. Pursuant to OAR 125-247-0275(2)(a): Compatibility. Provide findings supporting your determination that the efficient utilization of existing goods requires the acquisition of compatible goods or services from only one source.

ii. Pursuant to ORA 279B.075 (2)(b): Exchange of Software or Data. Provide fundings supporting your determination that the goods or services required for the exchange of software or data with other public or private agencies are available from only one source.

iii. Pursuant to ORS 279B.075(2)(c): Pilot or experimental project. Provide findings supporting your determination that the goods or services are for use in a pilot or an experimental project.

iv. Pursuant to ORS 279B.075 (2)(d): Other findings that support the conclusion that supplies and services are available from only one source that may include but are not limited to considerations of: unique design, availability, geographic location, exclusive authorized representation, cost of conversion, and warranty services.

We approached Mon Ami with our functional and data needs. Mon Ami is willing to discount its annual price of $35,000 to $20,000 and waive the implementation fee. It is the only operating system that provides the 5 modules we need for the programs we currently administer. The Mon Ami designers will continue to work with us on changing design and reporting metrics to meet our emerging needs.Am

SUBMIT to RVCOG Procurement Officer

OregonBuys Public Notice Post Date:

7 Day Waiting Period ends:

Protest for Sole Source: Yes No

If a protest is received, after review, the Procurement Officer shall review and provide a written determination of the protest and shall attach the protest and determination to this document.

Determination of Protest: Upheld Denied

RVCOG Procurement Officer has reviewed the information provided and has made a determination for this request for Sole Source Determination and Justification.

Approved Denied

RVCOG Procurement Officer Date