Sole Source Bulletin - Posted 120823.pdf

Sole Source Notice OregonBuys S-62900-00008867

It is the Oregon Department of Forestry’s (Agency) intent to continue to maintain the existing and build out for the future the statewide smoke detection camera system.

This sole source justification applies to the purchase of providing the Agency with software, software development and upgrades, licensing and maintenance service for fire detection and prevention. The EVS Forest Watch system as utilized by the Agency is made up of 117 individual cameras located at 78 mountaintop sites. Software for this system is proprietary to EVS and must remain compatible to the current configuration of the ODF system of detection cameras located on mountaintop sites and the staffed and monitored fire detection centers located across the state. The system has been in use by the Agency since 2009 and provides fire detection and prevention services for millions of acres of private, industrial and Federal forest lands. It is fiscally prudent to avoid replacement of the existing system and infrastructure.

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.

Continued maintenance and future build out of the EVS ForestWatch system must remain compatible with the existing infrastructure. The possibility that one fire might be missed in a transition period to new software or infrastructure could result in millions of dollars in large fire costs. EVS accounts for nearly 28% of early detections, as part of a suite of early detection tools in the Agency arsenal, making it one of the most effective monitoring and response solutions for the Agency.

EVS ForestWatch has proven over the last 14 years to be reliable and effective. The unique method of utilizing geo-locating by detecting the most minor changes in color or movement at the pixel level is highly reliable in pinpointing smoke location without the need for multi-camera triangulation. The software and systems can be serviced locally either by EVS technicians or by Agency staff. EVS ForestWatch systems have proven resilient in all weathers and able to backhaul large amounts of image data without the need for fiber optic or other high speed internet features, which is highly effective for remote mountaintop installs utilizing solar power and existing infrastructure such as microwave communications radio repeater links. The partnership between the company and the government has been effective and valuable.

Efficient utilization of existing goods requires that software and licensing is compatible with the Contractor’s current service that has been in use for many years and that any new build outs also interface compatibly with the present configuration of equipment on sites and the systems utilized by the Agency and Forest Protective Association Detection Centers. Replacement of components of the existing fully functional and effective system would be unnecessarily costly and may not be able to be completed within weather and fire season windows of opportunity to reach remote sites.

Agency intends to expand into the Northwest Oregon Area, a proposition which may add 30+ sites in a critical Wildland Urban Interface area of high-density population and valuable industrial timber lands. Camera technology in this area or in any new expansion of the system must be compatible with the staffed detection center and EVS ForestWatch model.

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 EVS ForestWatch software is an exclusive proprietary software designed for use by highly trained human operators that are familiar with the EVS Forest Watch software systems. This system relies heavily on the expertise of Agency and Association operators at five (5) staffed Detection Centers located strategically in Southern and Eastern Oregon. The Agency or Associations maintain these centers for the exclusive role of smoke and fire detection. Access to EVS ForestWatch cameras and camera imagery is controlled by Agency or Association and does not rely on a subscription for access.

The three Forest Protective Associations, Douglas FPA, Coos FPA and Walker Range FPA, are outside of the Agency contract for services, however, they are tied to the Contractor services historically and will remain with Contractor service to maintain the current level of fire protection service. The Douglas and Coos FPAs hold long term, standalone agreements with Contractor for service. The Walker Range FPA does not. The Associations will continue to utilize the Contractor services regardless of the Agency relationship with Contractor.

The Associations are intrinsically reliant on the continuation of the Agency relationship with the Contractor in one of two ways:

1. An Association Detection Center has responsibility to provide smoke detection services to an Agency District(s), or

2. An Agency Detection Center provides smoke detection services for an Association(s).

Example: The Agency’s Klamath-Lakeview Detection Center provides detection service for the Walker Range FPA, while the Douglas FPA detection center provides detection service for the Agency’s South Cascade and Western Lane fire districts.

Because of FPA dependency on Contractor services, the Agency and FPAs are intrinsically tied together in fire detection. This demonstrates the necessity for continuation of the compatible system that can only be provided by one source to the Agency in order to sustain this highly effective smoke and fire detection and prevention service with cooperating partners.

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.

Exclusive proprietary software is designed to enhance human judgement, not rely on front end AI technology to inform the user.

Unique technology which exaggerates visual differences, emphasizing changes over very short periods of time. Local image processing via PZC components of the software, reducing the cost and speed of processing vast amounts of raw data. Due to the unique geographic location of the camera and detection sites, the camera detection solution must be able to reliably function on low or no data connectivity (hardwired or high speed internet). Includes the secure storage of historic and evidentiary information on Agency servers, under Agency control.

Ability to troubleshoot issues and perform maintenance using Contractor OR local staff. No reliance on contracted vendor for installation or equipment maintenance.

Operator ability to take direct control of the camera system. Operator decision making. Direct fire management observation and response ability without routing through a third-party contractor AI or other decision-making process. Availability of imagery (not publicly accessible). Agency control of access to imagery. Agency controls storage of data.

Licenses, once purchased, are transferrable to any other site and to any site within Agency. Not reliant on a paid subscription per user. Agency owns all of the physical equipment inventory.

Split system design allows for specific targets to be monitored while maintaining 360° continuous surveillance.

If another fire detection and prevention services provider believes they can provide the software and services described in this notice, they have until 12/18/2023 at 2:00PM to submit a protest.

Protests must be emailed to the Single Point of Contact identified below. Please include the OregonBuys solicitation number S-62900-00008867 in the subject line of the email. ODF is not responsible for incomplete protests that were not correctly addressed to the email of the Single Point of Contact identified below:

Oregon Department of Forestry Attn: Procurement Department - Shannon LeClaire Email: Shannon.LeClaire@odf.oregon.gov

Qualifications: In order to protest this sole source determination, a protestor must present detailed proof that they are able to provide all software and associated services (upgrades, customization of software specific to ODF and the described infrastructure listed above. Software must be compatible with ODF’s existing statewide smoke detection camera system with compatibility determined solely by ODF in its discretion.

mailto:Shannon.LeClaire@odf.oregon.gov