Sole Source Determination Harvey S-13700-00001173 final 11-15-21.pdf

Fund SOLE-SOURCE DETERMINATION AND JUSTIFICATION

FOR SUPPLIES AND SERVICES

OregonBuys S-13700-00001173

To: Designated Procurement Officer

Oregon Department of Justice

From: Ashley Buol on behalf of the Crime Victim and Survivor Services (CVSSD)

Designated Procurement Officer: Archana Thapa-Sherpa, DPO

Agency Analyst/Procurement Specialist: Ashley Buol, Procurement and Contract Specialist

Date: November 15, 2022

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: $14,000

3. Subject of Contract: Mass Violence Incident (MVI) Coordinator

4. Background:

The Department of Justice (“DOJ”) intends to secure the professional services of Diane Harvey (“Contractor”) by December 1, 2021. Contractor’s consultation services are needed related to the Crime Victims and Survivor Services Division’s (CVSSD) Mass Violence Incident (MVI) program. Specifically, Contractor will update and further develop CVSSD’s MVI team response protocol, transfer knowledge to current CVSSD staff, and assist with the development and presentation of MVI training materials at the 2022 Oregon District Attorney Association (ODAA) Conference. Contractor will work with stakeholders in various Victim Assistance Programs (VAP) to develop MVI agreements and protocols. As the former developer and implementor of CVSSD’s MVI program.

Contractor is uniquely suited to provide these services. DOJ is seeking this procurement method due to Diane Harvey’s institutional knowledge and credentials to act as a consultant for completion of the MVI program tasks referenced herein. It is DOJ’s finding that no other individual or firm has the expertise to fulfill this need. The estimated not to exceed amount for this contract is $14,000.

5. Findings:

Contractor held the role of Fund Coordinator and MVI Lead at DOJ from 06/19/2017 to 08/31/2021 and therefore has awareness of the intricacies associated with CVSSD’s MVI protocols. Contractor is certified in crisis response through the Basic and Advanced National Organization of Victim Assistance (NOVA) Crisis Response Team (CRT) training and has completed the Basic and Advanced OR State Victim Assistance Academy. Contractor participated on the OHA state mass casualty planning team and the State Medical Examiner’s MVI/FAC (Family Assistance Center) team. Contractor has first-hand experience responding on scene to multiple mass violence incidents, including Clackamas Town Center (where she led and coordinated the local and statewide advocate response), Reynolds High School and Umpqua Community College.

Contractor’s former role provided a fundamental understanding of all components of the MVI program, including an in-depth knowledge of the stakeholders involved and business goals and objectives expected as outcomes. This combined knowledge will significantly reduce both time and costs of bringing any other contractor up to speed on this limited duration project.

A. Market Research Overall Finding.

After conducting searches in ORPIN, OregonBuys, and online, DOJ has been unable to locate a vendor qualified to provide these services. There is no individual or firm that has the specific competencies Diane Harvey possesses.

And

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

Pursuant to ORS 279B.075 (2)(d): Other findings that support the conclusion that 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.

Based on the findings and market research summarized above, the uniqueness of the project currently being undertaken, and the ability of Diane Harvey alone to meet the needs at hand, sole-source procurement is appropriate in this circumstance. Any other available means used to attempt to provide this opportunity to the vendor community would be cost prohibitive, unproductive, and result in significant detrimental delays with regard to the ongoing projects.

Approved By: ____________________________________________________________________ Archana Thapa-Sherpa, Designated Procurement Officer Date:

11/15/2021