SP-1285-21_Final~1.pdf

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REQUEST FOR SPECIAL PROCUREMENT No. SP-1285-21

PART A. Requesting Agency must complete Items 1 through 13.

1. Requesting Agency Name: Department of Administrative Services (DAS), Procurement Services (DAS PS) on behalf of the Oregon Health Authority (OHA), Oregon State Hospital (OSH)

2. Date of Request: October 6, 2021 3. Agency Number: 107090

4. Agency Contact Name: Sara Stone 5. Phone: (971) 707-1658

6. Type of Request: Class Special Procurement _X_ Contract-specific Special Procurement

7. Time Period Requested: From: April 1, 2021 To: October 31, 2027

8. Total Estimated Cost: $391,113

9. Title: Supplies and/or Services to be Acquired: A security systems support program for the Oregon State Hospital (OSH) in Junction City. Continuation of the security systems support and maintenance program, which includes base and extended support services.

10. Request, Background and Proposed Contracting Procedure:

a. Request:

DAS PS, on behalf of OHA, requests approval of this Special Procurement (SP) No. SP-1285-21 to amend Contract No. OHA-147867-15 (Contract) with Convergint Technologies, LLC to bring the contract under DAS authority, add required security language, extend for six (6) years beyond the current term of the Contract and to increase the Contract not-to-exceed (NTE) by $391,113 for a new NTE of $1,344,961.

b. Background:

OSH relies on its security systems to keep staff, clients and visitors in a secure environment. Systems include, but are not limited to cameras, services, video recorders, Personal Mobile Transmitter (PMT) systems, Lenel access control and Programmable Logic Control (PLC). Continuing the Customer Support Program (CPS) is paramount to ensuring the security systems are running at peak performance.

Under the Oregon State Hospital Replacement Project (OSHRP), OHA used the construction manager/general contractor (CM/GC) contracting method for construction of hospitals in Salem and Junction City. In 2007, Hoffman Construction Company (HCC) submitted proposals for the Salem hospital and the Junction City hospital in 2010, and was the successful vendor for both sites.

On May 1, 2015, Special Procurement No. OHA-4003-15 was posted on the Oregon Procurement Information Network (ORPIN) for seven (7) calendar days, with no protests received. OHA Contract No. OHA-147867-15 was executed on October 13, 2015, with Convergint Technologies, LLC, to provide the comprehensive support program needed to operate and maintain the integrated security

SP-1285-21 Page 2 of 8 system for the Junction City hospital, optimize the systems performance and integrity, and extend its life. The Contract expires on October 13, 2021; however, the term of the original SP expired on March 31, 2021. This SP will align both the procurement and the contract maximum terms.

Current Need:

A comprehensive support program is still needed to operate and maintain the integrated security system for the Junction City hospital, optimize the systems performance and integrity, and extend its life.

Year 1 2 3 4 5 6

Total 6 Year Cost

Base Support Services $48,602 $50,106 $51,655 $53,253 $54,899 $56,598 Discretionary Funds Account $12,000 $12,000 $12,500 $13,000 $13,000 $13,500

Total Annual Cost $60,602 $62,106 $64,155 $66,253 $67,899 $70,098 $391,113

For additional historical and background information, see Attachment No. 1, Original SP No. OHA- 4003-15.

c. Proposed Contracting Procedure:

• DAS PS will issue a public notice on OregonBuys, as required by Oregon Administrative Rule (OAR 125-247-0287), for a period of seven (7) calendar days, regarding approval of this SP.

• Advertisement of the SP will serve as notification to the supplier community that DAS PS, on behalf of OHA, intends to amend Contract No. OHA-147867-15 as indicated in this SP and will include a provision that any affected person may protest the approval of the SP.

• If no protests to the SP are received or sustained, DAS PS will proceed with the amendment to bring the contract under DAS authority, add required security language, increase the Not-to-Exceed (NTE) and extend for six (6) years.

• Pursuant to OAR 137-045-0015, DAS PS will obtain all necessary approvals, including Department of Justice (DOJ) legal sufficiency review and approval, and approval from Enterprise Information Services (EIS) as may be required.

11. Justification for use of Special Procurement: Describe the circumstances that justify the use of a Special Procurement. Attach relevant documentation.

• As the systems integrator for the original construction of the security systems, Convergint is well qualified, and has the experience to effectively and efficiently provide the maintenance and support.

• The work included a custom developed interface between the Lenel system and PLC, which is proprietary to Convergint.

• OHA has procured additional equipment and security system enhancements required to operate the Junction City hospital that must be compatible with the security systems provided by Convergint and the subcontractors.

• To transition to a new Contractor would be time consuming and have high costs and no discernable value to the State.

12. Findings to Satisfy the Required Standards: This proposed special procurement:

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__X__ (a) will be unlikely to encourage favoritism in the awarding of public contracts or to substantially diminish competition for public contracts because:

• This SP allows for the support and maintenance for the integrated security system for the Junction City hospital, which is an extension of the services already provided under Contract No. OHA-147867-15.

• No protests were received against Special Procurement Notice (public notice) No. OHA-4003-15, and closed on May 8, 2015.

and

______ (b)(i) will result in substantial cost savings to the contracting agency or to the public because:

or

__X__ (b)(ii) will otherwise substantially promote the public interest in a manner that could not practicably be realized by complying with the requirements of ORS 279B.055, 279B.060, 279B.065, or 279B.070, or any rules adopted thereunder because:

• Continuing the support and maintenance through Convergint will allow OHA to leverage existing processes, procedures, new equipment and upgrades for OSH.

• Utilizing another vendor for support and maintenance, transition and migration would require significant costs for developing new processes and procedures.

13. Signature: The actual signature of the Agency Head or designee (e.g., Designated Procurement Officer) is not required on the Request if it is submitted through ORPIN. Agency may elect to attach a signed Request.

Signature: e.g. Electronically in ORPIN _________________ Type Name: Date:

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PART B. The Department of Administrative Services completes Part B.

STATUTORY AND RULE AUTHORITY:

ORS 279B.085(2) states the Director of the Department of Administrative Services may approve a special procurement if the Director finds that a written request submitted under ORS 279B.085(4) demonstrates that the use of a special procurement as described in the request, or an alternative procedure prescribed by the Director will:

(a) Be unlikely to encourage favoritism in the awarding of public contracts or to substantially diminish competition for public contracts; and

(b) (A) Result in substantial cost savings to the contracting agency or to the public; or

(B) Otherwise substantially promote the public interest in a manner that could not practicably be realized by complying with requirements that are applicable under ORS 279B.055, 279B.060, 279B.065 or 279B.070 or under any rules adopted thereunder.

OAR 125-246-0170 delegates the authority of the Director of the Department of Administrative Services to approve special procurements to the State Chief Procurement Officer. OAR 125-247-0285 through 125-247- 0288 implement ORS 279B.085.

OAR 125-247-0700(2) Protests and Judicial Review of Special Procurements designates the State Chief Procurement Officer as the Contract Review Authority.

FINDINGS: The findings are accepted, adopted, and incorporated by reference herein.

CONDITIONS OF APPROVAL:

1. Notice Period. The Authorized Agency shall post the Public Notice on OregonBuys. The Special

Procurement may not be used until after the completion of the seven (7) calendar day notice period required pursuant to OAR 125-247- 0287(4), and either:

a. No Written protests are received by the Contract Review Authority, State Chief Procurement Officer, from an Affected Person in response to the notice, or

b. If any protest is received during the notice period, then not until:

i. the State Chief Procurement Officer or delegate issues a written disposition of the protest in accordance with ORS 279B.400 and OAR 125-247-0700 and OAR 137-047-0700, and

ii. confirms in writing the first possible date of use of the Special Procurement.

2. ORS 279A.165 Requirements. Authorized Agency shall comply with the requirements of ORS

279A.165 and OAR 125-247-0287(12) regarding a report about this Special Procurement. Agency shall use a form and follow the instructions provided by the State Chief Procurement Officer or delegate.

3. Authorized Agency shall comply with all Enterprise Information Services (EIS) conditions and requirements prior to execution of any contracts or amendments and will obtain Department of Justice (DOJ) legal sufficiency review and approval, as may be required.

APPROVED:

Debbie Dennis, State Chief Procurement Officer, Date:

Department of Administrative Services

10/6/21

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Attachment No. 1, Original SP No. OHA-4003-15

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