Sole Source Determination Request - Ricoh Printer Renewal (002).pdf

SOLE-SOURCE DETERMINATION AND JUSTIFICATION

FOR SUPPLIES AND SERVICES

To: DELC Procurement Director

Procurement Specialist: Ashley Griffin

Date: 1/13/2025

Re: Sole Source Determination pursuant to Oregon Revised Statute (ORS) 279B.075 and Oregon Administrative Rule (OAR) 137-047-0275

Part A

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

2. Estimated Total Value of Contract: $191,500.00

Breakdown:

Printer leases (36 months):

C4510 MFP (10) = $99,331.20 (36 months) IM C300F MFP (1) = $2,083.32 (36 months) Usage is about $30,000 annually ($90k for 36 months)

3. Subject of Contract: Ricoh Printer Leases

4. Background:

DELC inherited Ricoh printer leases when DELC split form ODE in July 2023. At that time, DELC evaluated the fleet inherited and removed, downgraded and purchased what DELC felt was adequate for DELC’s new agency footprint. DELC kept the leases from ODE for a year to be able to better evaluate DELC’s need going forward. It’s now time to look for a more permanent solution for our agency. IT did a cost break down and has advised to downgrade all printers to IM C4510’s (10), returning 4, and leave a small printer in HR (IM C300F MFP).

5. Findings:

The requested printers are only available from Ricoh. Ricoh is a price agreement with the State of Oregon. In addition to having the existing fleet, DELC has been working to lower our fleet over time.

DELC will sign a 36 month lease agreement with Ricoh and make fleet adjustments again after 36 months.

A. Market Research Overall Finding.

DELC will renew the lease per Master Blanket Purchase Order PO-10700-00035484 (the PA with the State of Oregon).

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.

DELC inherited the printer leases from ODE. If DELC switched providers, DELC would have to remove and reinstall the new printers. This would result in office printing downtime and increased costs for removal and re-install. In addition, Ricoh offers the faxing solution and fleet management services as an add on that DELC would like to purchase to enhance our fleet and ease IT support .

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.

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.

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.

All the products listed exist on the Price Agreement between Ricoh and the State of Oregon. DELC currently has Ricoh printers we inherited from ODE. DELC would like to purchase the asset management software Ricoh offers and the faxing services as an add on to DELC’s Ricoh leases to enhance security, reduce costs, and ease user experience overall.

Part B - Conditions of Approval will be inserted by DAS.

Approved By: ____________________________________________________________________ Lori Nordlien/Procurement Director Date:

1/13/2025