S-10000-00001316 Sole Source Memo Final~1.pdf

SOLE-SOURCE DETERMINATION MEMO

FOR SUPPLIES AND SERVICES

Date: 11/16/2021 Sole source number: S-10000-00001316

To: Kirk N. Rhoades, Designated Procurement Officer DHS Office of Contracts & Procurement

Requestor: Max Seiler Agency/division: Oregon Department of Human Services (ODHS), herein after referred to as “Agency” Program/office: Emergency Management Unit Contract specialist: Bill Evans

Agency Sole source rule: Sole source authority:

DHS OAR 125-247-0275 OAR 125-246-0170(2)

DAS Delegation 649-11, as amended

Estimated total contract value: $456,599.33

Description of goods or services: High Impact Technology Surge Kit and Shelter City

1. Background:

This sole source justification applies to the purchase of High Impact Technology (HIT) LLC’s Surge Kit and Shelter City components (See Attachment 1), herein after referred to “Evacuation Assembly Point” (EAP), which HIT will build, provide, and set-up at three (3) demonstrations in Oregon for the Agency’s Able Readiness (FFE and Demonstration) Exercise (See Attachment 2 ) in January 2022.

Due to the multiple Oregon wildfires that occurred in 2020 and the ongoing disasters that are occurring in Oregon, the Agency has realized the critical need for a mass care solution of emergency sheltering and supplies for Oregonians and developed a pilot project for mass care solutions in the event of a disaster. The Able Readiness (FFE and Demonstration) Exercise is the first exercise being conducted as part of the Agency’s Mass Care Capability Pilot Project.

Under the State’s Comprehensive Emergency Management Plan the Agency (ODHS) is the Primary State Agency responsible for Emergency Support Function 6 and State Recovery Function 4 to provide Mass Care, Emergency Assistance, and Social Services to Oregonians in the event of a natural or catastrophic disaster. Mass Care Capability includes, but is not limited to, Sheltering; Feeding operations; Emergency first aid; Bulk distribution of emergency items, and; Collecting and providing information on those affected by a disaster to family members. Emergency Assistance includes, but is not limited to, Family reunification; Sheltering for household pets and service animals, and Distribution of donated goods.

2. Prospective contractor/vendor:

Legal entity name: High Impact Technology LLC

DBA:

Address: 2895 Valpak Rd NE, Salem, OR 97301 Contact person: Eric Dodge Phone: 503-639-0044 Email:

Protests are due by 3:00 PM within seven calendar days after the first date the notice is posted on OregonBuys. Protests must be sent via email, mail, or hand carried to the following address: (Protests via telephone or fax will not be accepted.)

Oregon Department of Human Services Office of Contracts and Procurement ATTN: Bill Evans Address: 635 Capital St NE, Suite 350, Salem, OR 97301 Phone: 503-945-5657 Email: william.f.evans@dhsoha.state.or.us

Agency reserves the right to purchase additional goods, services, or repairs from the vendor (unless available on DAS statewide price agreement). A State of Oregon Purchase Order or Contract will be used by the Agency to make any purchases resulting from this Sole Source. Any Purchase Order or Contract that exceeds $150,000.00 must be reviewed by DOJ for Legal Sufficiency prior to award.

3. Written findings of fact (market research):

The findings below must include factual information supporting the determination that meet the sole source requirement in statute.

Pursuant to ORS 279B.075, Agency must conduct market research that supports the assertion that there is only one source that can provide the goods or services. Market research includes utilization of the internet, trade journals, agency vendor lists, professional organizations, studies, catalogs/industrial periodicals, vendor sources, yellow pages, etc.

Agency must select at least one of the findings and prepare the determination as it specifically relates to the good or service being procured. More than one finding can be addressed. The findings are as follows:

Pursuant to ORS 279B.075 (2)(a): Provide findings supporting the determination that the efficient utilization of existing goods requires the acquisition of compatible goods or services from only one source.

or Pursuant to ORS 279B.075 (2)(b): Provide findings supporting the 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.

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

• The Agency’s Emergency Management Unit (EMU) has been tasked with doing a statewide able readiness demonstration functional exercise at three (3) integral locations in Oregon to demonstrate their mass care capabilities (shelter/feeding/human services) in the event of a disaster. The audience in attendance at the three (3) demonstrations will primarily be for local community partners, such as Emergency Managers and Legislators, so they can receive input on the mass care solutions demonstrated and so they can also provide feedback to the Agency if the mass care solutions demonstrated will meet their community’s needs in the event of a disaster. These demonstrations will be the first exercise conducted in association with the Agency’s Mass Care Capability Pilot Project.

• A major piece of equipment identified by the Agency’s EMU and that will be demonstrated is an Emergency Assembly Point (EAP) kit which is built and assemble by HIT. The EAP kit is a series of tents for sheltering as well as a Command Center, and the necessary equipment to run the kit (e.g. beds, tables, a generator, etc.).

• Agency EMU has conducted market research of various vendors and that market research concluded that HIT is the only vendor who has a strong supply chain position and the adequate staffing to create, provide and set-up the EAP kits for the pilot project demonstrations in January 2022.

or Pursuant to ORS 279B.075 (2)(d): Any other findings that support the conclusion that the goods or services are available from only one source.

APPROVED:

By:

Signed by DPO electronically via OregonBuys Kirk N. Rhoades or acting DPO

Attachment 1

EAP Components

(Under Separate Cover)

Attachment 2

Able Readiness (FFE and Demonstration) Exercise

(Under Separate Cover)