SP_Attachment-2_SP_Amd-1_10700-00033801~3.pdf

SP_REQ-10700-00033801, Amd-1_OR Reuse – Filemaker Services Page 1 of 3 (formerly SP_REQ-10700-00030791)

REQUEST FOR SPECIAL PROCUREMENT No.

REQ-DASOBO-10700-00033801, Amendment No. 1 to SP-REQ-10700-00030791

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

1. Requesting Agency Name: Department of Administrative Services

2. Date of Request: January 19, 2023 3. Agency Number: 10700

4. Agency Contact Name: Cort Dokken 5. Phone: 971-283-0023

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

7. Amendment Time Period Requested: From: 2-1-2023 To: 2-1-2024

8. Total Estimated Cost for Amendment Time Period:

Due to a mathematical error the original posting showed the NTE for the life of the contract at $175,000.00. Additional information shows the NTE to be $184,830.00 or rounded to $185,000.00

9. Title: Supplies and/or Services to be acquired:

Services are exactly the same as in attachment 1.

10. Amendment Request, Background, Current Need, and Proposed Contracting Procedure:

a. Amendment Request:

Due to a mathematical oversight the total value of the contract over its life was under estimated The term and other information remains the same.

b. Background:

DAS Surplus has been using the “Reuse” system, a Claris Filemaker DB for many years to manage their surplus systems. See attachment 1 for further information. This amendment is not for time or additional services but to correct a mathematical error.

c. Current Need:

Reuse is the system of record for the surplus property.

d. Proposed Contracting Procedure:

The same contracting method as described in attachment 1 will be used.

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

The current contract expires 1/31/23 and the RFP for a replacement will not be posted by that time. The system will be replaced within the year. The system is vital to the operations of surplus property.

SP_REQ-10700-00033801, Amd-1_OR Reuse – Filemaker Services Page 2 of 3

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

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

See attachment 1.

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:

Reuse is the system of record for Surplus in addition it is the system that allows management of and resale to the citizens of Oregon property held by Surplus.

13. Signature: The actual signature of the Agency Head or designee (e.g., Designated Procurement Officer) is not required on the Request submitted through OregonBuys. Agency may elect to attach a signed Request as a pdf file through OregonBuys or submit a signed hard copy Request.

Signature: Cort Dokken __1/19/2023_______________ Name/Title: Procurement Date:

SP_REQ-10700-00033801, Amd-1_OR Reuse – Filemaker Services Page 3 of 3

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 ORPIN. The Special

Procurement may not be used until after the completion of the seven (7) 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 contract amendment execution, if any.

APPROVED:

Kelly Mix, State Chief Procurement Officer, Date Department of Administrative Services