S-44000-0006804 Laserfiche Rio Add On Sole Source_ signed.pdf

SOLE-SOURCE DETERMINATION AND JUSTIFICATION

FOR SUPPLIES AND SERVICES

No. S-44000-00006804

To: Miriha Aglietti, Designated Procurement Officer

Department of Consumer and Business Services

From: Nicholas Brooks, Procurement Specialist

Date: May 3, 2023

Re: Sole Source Determination pursuant to Oregon Revised Statute (ORS) 279B.075 and Oregon Administrative Rule (OAR) 125-247-0275

Part A

1. Authority to enter into a Sole-Source Contract: OAR 125-246-0170(2)(c)(H)

2. Estimated Total Value of Contract: $95,808.72

3. Subject of Contract: Laserfiche Rio software upgrade

4. Background:

It is Agency’s intent to purchase an upgrade to our Laserfiche Rio software. This software is being used by the Building Codes Division (BCD) in conjunction with their ePermit System.

The Department of Administrative Services (DAS) issued Request for Proposal (RFP) #102-1221-17 for an ePermit System on behalf of the Department of Consumer and Business Services (Agency) in July 2007. This RFP resulted in an awarded contract to Accela, Inc., DASPS-1126-09, renumbered as DASPS-1471-16 in 2017, and provides proprietary off-the-shelf software, hosting services, an ePortal, and related technical services for Agency, the state’s building code jurisdictions, and the building construction industry. The ePermit System contract is effective through September 30, 2026.

The ePermit System is an online permitting process that includes construction plan review, permit application, and approval, inspection, and project tracking activities at the jurisdiction level (city and county). In addition, the contract includes all the required software, interfaces, maintenance, technical support, professional services, and training services necessary. This system is being used by 60+ municipalities.

Laserfiche Rio is a hosting service that BCD uses to back up data from the ePermit System, specifically for manufactured housing ownership documents. The software was initially purchased on April 18, 2016 with PO #70-633 through statewide price agreement #2590 with SHI – Software House International. It was subsequently renewed for three years under PO #13-723 through statewide price agreement #6454 with SHI – Software House International.

On April 15, 2021, Procurement requested and was granted an exception to PUR-06 to renew Laserfiche Rio for an additional year. This was due to late notice from the vendor that the software was no longer on price agreement after asserting that it was on price agreement. For this current renewal, BCD looked at the use of the hosted service and determined that there are no other options to maintain the current data in time for this renewal. As a result, PO 13-981 renewed the service for one year.

On April 6, 2022, Procurement posted Sole-source notice S-44000-00002558 on OregonBuys for the renewal of the Laserfiche Rio through Cities Digital. No protests were received. As a result, PO 13-981 was renewed for a one year term.

On April 5, 2023, Procurement posted Sole-Source notice S-44000-00006298 on OregonBuys for the renewal of the Laserfiche Rios through Cities Digital. No protests were received. As a result, PO-44000-00018557 was issued to renew the software for a one year term.

This hosted service is also approved for use by DAS Enterprise Information Services. The license expires April 14, 2024.

There has been significant Agency data saved in the Laserfiche Rio service since 2018. The current storage capacity of the service is no longer adequate. The service also requires a new Velosimo connector to integrate with changes to our Accela service. Pursuing an alternative will require the involvement of DAS and EIS to look at whether BCD should keep the current back up process or set up a new process with another service provider, and Agency has already purchased a Laserfiche Rios license. Therefore, Agency is requesting to purchase an upgrade to integrate with our Velosimo Accela Connector and to increase the storage limit for our Accela backup documents. Agency requires this upgrade to continue with business functions.

The total spend to date, including the time on price agreement, is $76,168.72. For this purchase, the cost is $19,640.00, which would bring the total to $95,808.72.

5. Findings:

Agency’s Sole-Source determination is based on the following information:

Agency currently has approximately 5 years of manufactured housing ownership data maintained in a hosted service within Laserfiche Rio, and needs to keep this data for search and retrieval purposes. To continue maintaining this data, Agency needs to upgrade the current hosted service.

A. Market Research Overall Finding.

Agency reviewed its use of the Laserfiche Rio service and determined that it is the only available service to maintain the current data repository at this time.

And

B. Findings of Fact pursuant to OAR 125-247-0275(2) must include, at a minimum, one of the following:

1. 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.

Agency has archived approximately 5 years of manufactured housing ownership documents from the ePermit System into the Laserfiche Rio hosted service for search and retrieval purposes. In order to access and maintain this data, Agency must upgrade the Laserfiche Rio service.

2. Pursuant to ORS 279B.075 (2)(b): Exchange of Software or Data. Provide findings 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.

The manufactured housing ownership documents are downloaded to Laserfiche Rio through an Agency request to Accela, Inc. Currently, this is the only Accela, Inc. approved exchange of manufactured housing ownership documents from the ePermit System to DCBS.

3. 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.

Not Applicable

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

The manufactured housing ownership data downloaded from the ePermit System is available to Agency for search and retrieval only with the Laserfiche Rio hosted service. Any efforts to move the data, and change vendors, will require a minimum of a three to six months process to engage DAS and EIS, coordinate with Accela, Inc., the ePermit System contractor, and possibly include involvement with DOJ to negotiate an IT rider to the Laserfiche Rio license agreement.

In consideration of the information provided above, and in the best interest of BCD and the State, this has been determined to be a Sole Source procurement pursuant to ORS 279B.075.

Approved By: ____________________________________________________________________ Miriha Aglietti, Designated Procurement Officer Date:

05/03/2023