SOLE SOURCE DETERMINATION

MEMBRANE COVERED YURTS, REPLACEMENT PARTS, AND SERVICE

No. REQ S-63400-00006225

Date: March 21, 2023

To: Bill Beaty, Designated Procurement Officer

From: Winona Butler, Senior Procurement Specialist

Authority: Oregon Revised Statute (ORS) 279B.075, ORS 279A.050(6)(d), ORS 279B.215, and Oregon Administrative Rule (OAR) 137-047-0275

Estimated Contract Value: $650,000/10 years; $65,000 per biennium (not to exceed 5 biennia or 10 years)

Subject of Contract: OPRD purchase of new membrane covered yurts and replacement parts/components.

1. Background:

The State of Oregon Parks and Recreation Department (OPRD) has membrane covered and wooden yurts in the rental inventory at state parks. OPRD currently maintains 186 rentable yurts and 6 rentable meeting yurts for customer use. These rentals are a revenue stream and offer park visitors an alternative camping method. During 2022 fiscal year, OPRD generated an estimated 2.5 million dollars from all rentable yurt sales.

Pacific Yurts, Inc., an Oregon manufacturer based in Cottage Grove, Oregon, has supplied OPRD with membrane covered yurts, replacement parts, and customer service for approximately 30 years. Pacific Yurts has knowledge of Oregon’s weather and terrain and responds with durable, quality membrane covers that meet and exceed OPRD needs. Pacific Yurts has the ability to assure product safety by providing specified products according to locations by using snow and wind loads. When a park has heavier snow loads requirements, Pacific Yurts offers an additional central column to increase snow capacity. Yurt specifications and customer instructions are available online and through Pacific Yurts customer service. OPRD has product tested and approved the membrane covered yurts from Pacific Yurts. OPRD staff have knowledge of the product requirements to prepare new yurt sites for Pacific Yurts. If an urgent replacement part or component is needed, Pacific Yurt is available to provide the needed items. If additional set-up instructions are needed, Pacific Yurt provides customer service during regular business hours. Replacement parts or components that are compatible with Pacific Yurts products in OPRD’s existing inventory are not available from other sources.

OPRD staff have an extensive background in the construction of the base platforms per manufacturer specifications and how to erect Pacific Yurt membrane covered yurts, increasing the efficiency of building new yurts and repair of existing units.

OPRD has determined that a Sole Source Procurement is appropriate to ensure the efficient use of existing yurts.

OPRD has determined that utilization of existing yurts requires acquiring new yurts that are compatible with existing units, because this allows OPRD to maintain a uniform inventory that is more efficient to maintain and service. Additionally, a source is appropriate for replacement parts because Pacific Yurts is the only manufacturer that can supply compatible parts for the existing inventory. The use of Pacific Yurts for both new yurts and replacement parts will result in substantial cost savings to OPRD as a result of institutional knowledge of existing yurts and savings on additional staff time and training. OPRD will award one Price Agreement for up to ten (10) years based on Sole Source approval. By creating yurt uniformity within state parks, staff will increase efficiency in the construction, maintenance, and repair of rental yurts and customers will experience consistency in yurt rentals regardless of where they stay in Oregon parks.

2. Findings:

Market Research.

OPRD’s performed market research to determine manufacturers that meet OPRD needs for yurts and replacement parts and components. OPRD staff consulted with yurt manufacturers, conducted searches online, and searched their database of yurt assets, purchasing history, and practices.

Company Compatible

Replacement Parts and Components

Membrane Yurts

Resident Bidder

Statewide Experience

Pacific Yurts, Inc. X X Yes X

Octobie Yurts, Inc. Yes X

NW Legacy Contractors, LLC *

*This entity submitted a bid in response to a previous procurement for yurts and yurt replacement parts and components, but based on OPRD’s research, it appears that this entity is not a manufacturer of yurts or supplier of yurt replacement parts.

Findings of Fact:

Pursuant to ORS 279B.075(2)(a), ORS 279B.075 (2)(d), and ORS 279B.215: 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.

Pacific Yurts, Inc, which has a 30 year relationship with OPRD, is the only membrane yurt manufacturer who can replace fitted parts and components of the current OPRD membrane yurt inventory. Replacement parts and components available from other yurt manufacturers do not have the same specifications and dimensions as the materials needed for the current inventory. Additionally, other yurt companies do not provide membrane yurts that would be compatible with the existing yurts in OPRD’s inventory. OPRD will extend efficiencies with their knowledge of repair and maintenance of consistent units and by contracting with Pacific Yurt, Inc for new purchases and for fitted parts and components.

Therefore, pursuant to ORS 279B.075(2)(a) and (d), OPRD finds that the current contractor, Pacific Yurts, Inc. is the only contractor that can supply and the goods associated services to repair and maintain the current inventory and to ensure that any new goods are compatible with existing inventory. OPRD intends to award a sole source Price Agreement with Pacific Yurts, Inc.

Approved by: __________________________________________________________________________ Bill Beaty, Designated Procurement Officer Date

Bill Beaty (Mar 21, 2023 10:50 PDT) Bill Beaty 03/21/23 https://oregonparks.na2.echosign.com/verifier?tx=CBJCHBCAABAAbsa1pDju4THUUUyqPdtI2sHnW_uqH6xz