Sole Source Determination_2-4-25_Redacted.pdf

SOLE-SOURCE DETERMINATION & JUSTIFICATION

FOR SUPPLIES AND SERVICES

To: Contract Services

From: Gway Rogers-Kirchner Date: 1/28/2025

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

Description of Goods or Services:

We request contracting with PC Database Solutions (PDS) to add a data importer into the Fixed Gear Logbook database they previously designed for us.

Reason for Need:

The ODFW Marine Resources Program (MRP) has historically provided paper logbooks to fishers to use for documenting their fishing trips. Fishers are required by statute to fill out and return their logbooks to us for every fishing trip. Beginning in 2025, the National Marine Fisheries Service (NMFS) will require that all fixed gear fishing trips that happen in federal waters will use a new federal logbook that will be entered into their new logbook database.

The MRP had a FoxPRO version of a Fixed Gear database but Microsoft was pulling support for their FoxPRO software. In 2009, we decided to contract with PC Database Solutions to have them build us an MS Access version of our database so we could continue to enter the Fixed Gear logs after fishers sent them to us.

Our database allows MRP biologists to quality check the data and determine the best way to handle possible errors. We also connect ODFW’s fish ticket data to our database. Each trip has a landing receipt (fish ticket) pertaining to it. This allows us to estimate total pounds by logbook line or Set based on the fishers’ estimates of catch on each line. These are called Adjusted Hails and they get used by fisheries stock assessment scientists and other researchers for fisheries management. NMFS has no plan to do something similar with the logbook data they collect. Each line of the logbook also provides information on the position of a Set and the amount of time fished or Effort. Therefore, for each vessel’s trip there is Set location, fishing Effort, and estimated Pounds of fish caught by species. These data are very useful for providing information to fisheries managers.

Now that NMFS will be collecting the logbook data from fishers, the MRP will no longer get the Fixed Gear logbooks. However, the MRP still needs the logbook data for our fisheries management work. Therefore, we requested and have received permission from NMFS to get extracts of the federal Fixed Gear data for Oregon fishers so we can import it into our current Access database. This will be an ongoing need.

Since the need to import the federal Fixed Gear log data will be ongoing, we determined that our best path forward in the short term will be to have PC Database Solutions add an import tool into the existing database they developed for us. This database has a large amount of proprietary code in the back end and screen forms in the database VBA that they designed to work well together. Long term, the Agency will be working internally to develop a new SQL database to import and house this logbook data.

Single of Multiple Purchases:

Single – Create a data importer for our Fixed Gear database.

Estimated Cost:

Research Leading to Determination:

The database that we need a data importer for was built for us by PC Database Systems (PDS) in 2009. The database has several Access forms and a large amount of proprietary VBA back-end code that was designed to run the various forms and processes necessary for us to use the database in our work. PDS knows and understands the VBA code complexities and nuances. The database has a highly normalized structure with a suite of API forms which makes building a tool and importing data tricky. Therefore, a data importer tool should be built by a developer that has familiarity with the database and its VBA back-end code.

The data in the database is a critical piece of Oregon’s fisheries data that is used for by researchers, but more importantly, for ocean fisheries management.

Analysis of Research / Findings of Fact:

Pursuant to OAR 125-247-0275(2)(a): Compatibility.

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

Pursuant to ORS 279B.075 (2)(c): Pilot or Experimental Project.

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.

Please see attached letter from PDS.

APPROVED BY:

April Brenden-Locke, DPO, ODFW Contract Services Manager Date

2/4/2025