SP_DASOBO-115428_RecreationHubMgtSystem_DOJFinal 6.18.26.pdf

SP DASOBO-115428, Integrated Recreation Hub Mgt System & Services Page 1 of 12

REQUEST FOR SPECIAL PROCUREMENT No. REQ-DASOBO-00115428

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

1. Requesting Agency Name: Oregon Parks and Recreation Department (“OPRD” or the “Department”)

2. Date of Request: January 27, 2025 3. Agency Number: 63400

4. Agency Contact Name: Brittiny Vollmar 5. Phone: 503-779-7834

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

7. Time Period Requested: From: June 1, 2026 To: December 31, 2046

8. Total Estimated Cost: The approximate cost of this Special Procurement is estimated to be $7.5 Million, including all system implementation and Amendments.

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

Integrated Recreation Hub Management System and related Services (e.g., Hosting, System Maintenance and Support, Customer Support, System Transition Services)

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

a. Request:

OPRD’s contracting activities for information technology are subject to the Public Contracting Code established in Oregon Revised Statutes (“ORS”) Chapters 279A and 279B. Under ORS 279A.050(6)(d), OPRD has independent contracting authority, separate from Oregon Department of Administrative Services (“DAS”), “to procure or supervise the procurement of all goods, services, public improvements and personal services related to state parks.” The Recreation Hub Management System (“Recreation Hub”) – envisioned to provide an integrated experience for purchasing reservations for campgrounds, day-use facilities, events, and related services and amenities – falls within this scope as it will support state parks operations. While DAS is not the contracting authority to acquire the Recreation Hub and related services described in this Request for Special Procurement, ORS 279B.085(2) gives DAS the sole authority to approve special procurements for state contracting agencies subject to the Public Contracting Code, including for agencies that have contracting authority independent of DAS.

Accordingly, OPRD requests DAS’ approval of this Special Procurement Request #DASOBO-115428 (the “SP”) to authorize the use of the alternative procurement process outlined in Section 10.d below and to negotiate a contract with the selected vendor for delivering a modern, sustainable Recreation Hub and related services, as detailed in this SP.

In addition to requesting approval to use the alternative procurement process outlined in Section 10.d, OPRD requests that DAS’s approval of this SP also authorize OPRD to negotiate and execute an amendment to OPRD Contract No. 5124 (Central Reservation System and Services) with OPRD’s current vendor to ensure uninterrupted public reservation services while OPRD completes the Special Procurement process, conducts the competitive solicitation described in this SP, and transitions to a replacement solution. The original procurement for Contract No. 5124 established a total contract duration limit of fifteen (15) years, and that limit has been reached; accordingly, a DAS-approved Special Procurement is required to support a limited interim extension to avoid service disruption.

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The amendment shall be limited to the shortest period necessary and shall terminate earlier of: (i) implementation of the replacement solution, (ii) Agency termination for convenience upon notice, or (iii) an outside date of no later than December 31, 2029. The interim extension shall not be used to select or favor any vendor for the replacement Recreation Hub solution, nor shall it replace the competitive process described in Section 10.d.

b. Background:

OPRD’s mission is to provide and protect outstanding natural, scenic, cultural, historical, and recreational sites for the enjoyment and education of present and future generations. The Department manages 258 park areas and 107,960 acres of land that provide camping and day-use opportunities throughout Oregon. In addition, it oversees programs to protect and provide public access to natural and historic resources within the state, including the State Historic Preservation Office, Oregon Heritage Commission, Oregon Commission on Historic Cemeteries, recreation trails, the Ocean Shores Recreation Area, scenic waterways and the Willamette River Greenway.

The Oregon State Parks system has a long tradition of delivering outdoor recreation experiences and is one of the most famous park systems in the country. Oregon ranks seventh among U. S. state park systems with nearly 875,000 nights rented. The 51.2 million day-use visitors a year have earned our parks third place in the nation in terms of daily use.

In 2023, OPRD issued a Request for Proposals, OregonBuys Bid# S-63400-00004769 (the “RFP”), to replace its current Recreation Management System with a modern platform. OPRD envisioned the new system providing an integrated experience that encompasses the purchase of reservations for campgrounds, day-use facilities, and events, as well as related services and amenities.

The RFP process included an evaluation and selection phase, resulting in an intent to award. However, negotiations with the apparent successful proposer were unsuccessful, leading OPRD to cancel the RFP.

Through an after-action review of the canceled solicitation process, discussions with potential vendors, and a review of emerging market technologies, OPRD concluded that an alternative approach to selecting a vendor for the replacement Recreation Management System would better align with its needs. Several key factors outlined below, support OPRD’s decision to pursue the alternative approach described in this SP.

1. Evolving Marketplace The traditional suite of reservation system software products currently available does not align with OPRD’s overarching vision for a single, fully integrated “Recreation Hub.” Many vendors continue to run legacy platforms that, while serviceable in isolated functions (e.g., reservations, event scheduling, or payment processing), cannot easily scale or adapt to the interconnected experience OPRD envisions for customers.

2. Lessons Learned from the RFP During the previous RFP process, OPRD found that existing software solutions, even those from industry leaders, do not offer the necessary modularity, modern architecture, or user-focused features needed for a seamless, integrated platform. Many of these solutions depend on outdated technology stacks, which would require significant customization to meet OPRD’s new requirements. This would lead to increased costs and complicate long-term maintenance.

3. Vision for a Single Integrated Recreation Hub OPRD is looking for a recreation platform that not only manages campsite reservations but also integrates day-use facilities, events, permitting, and other services. Research and user studies conducted by OPRD emphasize the need for a flexible, human-centered design that allows visitors to

SP DASOBO-115428, Integrated Recreation Hub Mgt System & Services Page 3 of 12 seamlessly engage in various activities through a single interface. Currently available "out-of-the-box" solutions typically do not offer this level of integration or user-friendly design.

4. Collaboration and Human-Centered Design OPRD envisions a collaborative partnership with a vendor that is modernizing or re-platforming its system. Such a vendor could benefit from OPRD's research into visitor needs and behaviors, while OPRD would gain a solution tailored to the unique requirements of Oregon. By participating in the development of a platform with a partner focused on continuous innovation and human-centered design, OPRD aims to establish a new standard for public park management systems.

5. Suitability of a Special Procurement Many next-generation reservation and recreation management platforms are still in development, which makes them difficult to assess through a traditional Request for Proposal process. Strict evaluation criteria typically require fully functional products with documented performance in similar settings. However, OPRD acknowledges that these emerging platforms have the potential to meet and possibly exceed the Department’s needs once they are fully developed. The alternative procurement process described in this SP will enable OPRD to:

o Engage Innovative Vendors: Collaborate with companies that are modernizing their systems instead of forcing them to conform their proposed solutions to the prescriptive requirements of an RFP.

o Influence Product Direction: Provide early input on requirements, functionality, user experience design, and integration needs, increasing the chances that the final product meets OPRD’s vision.

o Foster Agile Implementation: Adopt a more flexible procurement and contracting structure to support iterative development and rapid testing of new features as they are defined and implemented.

c. Current Need:

OPRD believes that the alternative procurement process described in this SP is crucial for securing the next-generation Recreation Hub that will serve both visitors and staff for many years. By engaging with a vendor that is currently re-platforming or modernizing its solution, OPRD can leverage human-centered design principles, cutting-edge technology, and a fully integrated experience that supports parks, facilities, day-use sites, events, and more. Utilizing the alternative procurement process described in this SP is the most effective way to achieve this goal in a market in which the capabilities of new platforms are still evolving and cannot be adequately assessed within the limitations of the Request for Proposal process currently prescribed in ORS Chapter 279B and related administrative rules.

Through this SP, OPRD seeks to identify and collaborate with potential vendors in the hospitality industry who can provide or are actively modernizing a comprehensive and integrated platform for Oregon's recreation services. In the following areas, OPRD can evaluate innovative solutions still in development to ensure alignment with the Department's vision for a unified Recreation Hub that provides a seamless, user-focused experience.

Evolving Hospitality Industry Solutions The hospitality industry has seen significant technological advancements in recent years, with many vendors reimagining their platforms or launching modernization initiatives. These new or updated solutions often include integrated capabilities across accommodations, events, services, and digital engagement. This aligns closely with OPRD’s vision of a single, integrated Recreation Hub. However, because these systems are still actively being developed or have recently been implemented, a traditional RFP process may unintentionally overlook promising vendors whose platforms are not yet fully established or widely adopted.

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Broadening the Scope Beyond Conventional Vendors Historically, OPRD has collaborated with solution providers that specialize in reservation systems for state parks and government entities. While these vendors offer features tailored to public parks, they may not always reflect the best practices from the broader hospitality sector, especially concerning user experience, scalability, and integrated ecosystem capabilities. By inviting a wider range of vendors from the hospitality industry to present their platforms, OPRD aims to promote a more user-centered and innovative selection of potential solutions that focus on creating seamless customer journeys and utilizing modern architecture.

Integrated Recreation Hub Vision OPRD aims to create a unified platform where visitors can easily book campsites, reserve day-use facilities, purchase permits or passes, register for events, and access related services all in one seamless and user-friendly digital environment. This approach demands a level of flexibility and integration that goes beyond traditional reservation-only systems. Many modern hospitality solutions already provide multi-faceted guest experiences, making them strong candidates for a future-ready Recreation Hub.

Encouraging Modernization and Re-platforming Many of the most innovative solutions available are currently being modernized or re-platformed.

While these emerging systems may not yet be fully developed, they have great potential to meet OPRD’s objectives, especially if created in collaboration with a forward-thinking partner. The proposed Alternate Procurement Process described in section 10.d enables OPRD to assess these new platforms based on their potential and future plans, rather than disqualifying them for lacking a complete feature set at the time of evaluation.

Human-Centered Design and Customer Experience The hospitality industry puts a strong emphasis on guest satisfaction and creating seamless customer experiences. By partnering with vendors that have established success in this field, OPRD can adopt customer-focused strategies to develop a Recreation Hub that enhances user experience throughout every stage whether it's reservation, facility usage, event participation, or beyond. By integrating recognized hospitality standards and human-centered design practices, OPRD's Recreation Hub will be user-friendly, accessible, and in line with modern consumer expectations.

Continuity of Operations While OPRD explores and evaluates potential new solutions through the proposed Alternate Procurement Process detailed in section 10.d, the Department will continue to use its existing reservation management system. This strategy ensures that there are no disruptions to current services or visitor experiences, allowing OPRD to maintain continuity in its park operations. After the new integrated solution has been thoroughly tested, aligned with OPRD’s vision, and deemed ready for implementation, the Department will transition from the current system while minimizing the impact on end users. OPRD’s current reservation system is mission-critical for public access and park operations and must remain fully supported during the procurement and implementation timeframe.

Because the original procurement for Contract No. 5124 established a total duration limit of fifteen

(15) years and the current term ends December 31, 2026, OPRD requires approval under this SP to execute a concurrent limited interim extension Amendment to maintain continuity until the replacement solution is approved and implemented.

Cost Methodology and Financial Benefits By soliciting updated cost proposals from potential vendors, OPRD may assess various pricing structures, such as per-reservation fees or tiered service charges.

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Example Pricing Structure: Based on a five-year initial contract term, a hypothetical per-reservation fee of $4.25 to $5.00, and an estimated 450,000 reservations per year, the financial benefits for the successful vendor in this example scenario would be:

o $4.25 x 450,000 = $1,912,500 x 5 years = $9,562,500

OR

o $5.00 x 450,000 = $2,250,000 x 5 years = $11,250,000

The ability to consider traditional and non-traditional (innovative) pricing frameworks is anticipated to help lower overall expenses while also incorporating additional user features and integrations. It is also expected to support long-term value by allowing vendors to propose adaptable pricing strategies that remain cost-effective over time, reduce the risk of expensive customizations, and enhance the overall user experience.

OPRD intends to award one (1) contract with an initial term that will be flexible, based on the successful vendor's Notice of Interest content, demonstrated value, and negotiated terms. While a five-year term is a common baseline, OPRD may choose a shorter or longer duration if the vendor's solution offers compelling benefits or cost efficiencies. To foster a long-term partnership and minimize disruptive system transitions, OPRD intends to include contract term extension options that can be exercised in different increments, such as 3, 5, or 10 years. These increments will depend on marketplace changes, value propositions, and mutually agreed-upon terms.

d. Proposed Contracting Procedure:

OPRD’s proposed Alternate Procurement Process aims to invite vendors to participate openly, including both established providers with strong hospitality platforms and those who are updating or modernizing their solutions. By fostering a flexible and collaborative environment for evaluation, OPRD can identify and support the most promising partners to deliver a modern and sustainable Recreation Hub that will benefit Oregon’s parks and visitors for years to come.

STEP ONE: Interim Extension of Existing Reservation Services (Contract No. 5124).

Following DAS approval of this SP and completion of any required notice or protest process, OPRD will negotiate and execute a limited amendment to Contract No. 5124 solely to maintain continuity of reservation services while OPRD conducts the competitive process described in this SP and implements the replacement solution. The interim extension shall be limited to the shortest period necessary, shall include an outside date no later than December 31, 2029, and shall be terminable by the Agency upon notice once the replacement solution is approved and implemented.

STEP TWO: Special Procurement Notice

1. As required by ORS 279B.085(5), OPRD will issue a public notice (the “Notice”) of the DAS-approved SP on OregonBuys for a period of seven calendar days.

2. The Notice will include provisions that any affected party may protest the approval of the SP.

3. DAS will respond to and resolve all protests, if any.

4. If no protests are received or sustained, OPRD will proceed with Step Three below.

STEP THREE: Alternate Procurement Process OPRD will conduct an Alternate Procurement Process in the following two phases.

Phase 1: Integrated Recreation Hub Opportunity

1.1. Opportunity Notice

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OPRD will provide public notice of the Phase 1 Opportunity (the “Phase 1 Notice”) on OregonBuys and may also use any combination of the media and sources listed below to reach interested vendors.

However, only OregonBuys will be used to conduct and document the entire Integrated Recreation Hub Opportunity process. Interested parties (vendors) are solely responsible for checking OregonBuys to obtain current information throughout Integrated Recreation Hub Opportunity Phase 1 and Phase 2.

• OPRD’s website

• Social media platforms (e.g., LinkedIn)

• Industry-specific platforms

• Targeted email communications to provide courtesy notice to specific vendors known to have significant hospitality or reservation management market presence.

The Phase 1 Notice will include:

1.1.1. General Description: An overview of OPRD’s Recreation Hub vision, highlighting OPRD’s desire to implement integrated functionality for campsite reservations, day-use facilities, events, permits, passes, and other visitor services and amenities.

1.1.2. Instructions for Submitting Questions and Clarification Requests: The Phase 1 Notice will identify an OPRD point of contact, include instructions on how to submit questions and clarification requests, and provide a deadline (due date and time) by which the questions and clarification requests must be submitted. A running list of submitted questions and clarification requests along with the state’s official answers will be posted on OregonBuys.

1.1.3. Online Questions and Answers (“Q/A”) Session: OPRD intends to conduct a voluntary online Q/A Session with interested vendors. The date, time, and platform to be used (e.g., Zoom, Microsoft Teams) will be outlined in the Phase 1 Notice.

1.1.4. Notice of Interest Submission Requirements: The Phase 1 Notice will provide instructions on how to submit a Notice of Interest (“NOI”), including page requirements, content requirements, and the deadline (due date and time) after which OPRD will no longer accept submissions.

NOI content requirements may include:

• Cover Letter

• Platform Overview

• Content Management (CMS) Approach

• Influence and Collaboration with Clients

• Development Roadmap

• Pricing Model; Cost Methodology

• Current State of Platform Development

• Compliance with Accessibility and human-centered design (“HCD”) Standards

1.2. Initial NOI Evaluations: OPRD’s initial evaluation of potential vendors in Phase 1 may include any of the following activities:

• Vendor Written Material Review

• Vendor Interviews or Presentations

• Vendor Reference Checks

• Review of Solution In-Progress Developments

• Human-Centered Design & Accessibility Assessment

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At the conclusion of Phase 1 evaluations, OPRD will advance to Phase 2 those vendors demonstrating the strongest ability to meet the Department’s functional, technical, and strategic goals for the Recreation Hub. OPRD will notify each vendor of their status – whether they are advancing to Phase 2 or not – along with the reasons for its decision. OPRD’s decision(s) are final.

Phase 2: Discussions, Negotiations, and Selection

2.1. Preliminary or Detailed Discussions and Negotiations

2.1.1. To determine which vendor offers OPRD the best value and inspires the most confidence in its ability to deliver the integrated Recreation Hub, OPRD may engage in preliminary or detailed discussions or negotiations with one or multiple potential vendors. OPRD will use this flexible approach to compare and contrast each vendor’s offerings (including financial terms), proposed timelines, and collaboration models.

2.1.2. During discussions and negotiations:

• vendors will be encouraged to expand on their Phase 1 submissions, including demonstrations of updates to their platforms (if any) or overviews of their development roadmaps.

• OPRD will share relevant HCD research findings, user insights, and design principles with potential vendors.

2.1.3. OPRD will conduct Phase 2 discussions and negotiations in accordance with the general principles established in Oregon Administrative Rule (“OAR”) 137-047-0261(7).

2.2. Selection and Intent to Award

2.2.1. OPRD may select a vendor to provide the Recreation Hub at any point during Phase 2.

The selection process will take into consideration OPRD’s determination of its business goals related to the state parks under its management and the selected vendor’s:

• Cost methodology and related financial benefits to the State.

• Project approach and collaboration strategies that best align with OPRD’s needs.

• Solution – both its current state and future plans - and its alignment with OPRD’s

Recreation Hub vision.

• Experience, capabilities, personnel, or any other relevant criteria outlined by

OPRD.

2.2.2. During the discussions and negotiations phase, OPRD may negotiate contract documents - including terms and conditions, statements of work, licenses, and service level agreements - to a near-final state.

2.2.3. If OPRD selects a vendor, OPRD will post a notice of Intent-to-Award a contract on OregonBuys.

2.2.4. OPRD will accept and resolve protests of the Intent-to-Award (if any) in accordance with the principles set forth in OAR 137-047-0740, before continuing negotiations with the selected vendor.

2.2.5. OPRD will prepare written notes and other documentation throughout the selection process to document its decision-making process, will make such notes and other documentation part of its procurement file, and will retain that material consistent with applicable law.

2.2.6. OPRD will work with Oregon Department of Administrative Services, Enterprise Information Services (“EIS”) and obtain its endorsement prior to executing a contract for an Integrated Recreation Hub Management System and related Services, if required.

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2.2.7. Pursuant to ORS 291.047 and related administrative rules, OPRD will work with Oregon Department of Justice (“DOJ”) and obtain legal sufficiency approval prior to executing a contract for an Integrated Recreation Hub Management System and related Services, if required.

11. Justification for use of Special Procurement:

In 2023, OPRD issued an RFP in accordance with ORS 279B.060, Competitive Sealed Proposals, to solicit a modern reservation and recreation management solution. While the procurement did not result in a contract, the proposal evaluations revealed that many existing, production-ready platforms do not fully align with the Department’s vision for a unified Recreation Hub; one that seamlessly integrates campsites, day-use facilities, event management, and permits/passes.

Through market research, OPRD has identified several promising vendors currently re-platforming or modernizing their software. However, the rigid requirements of a traditional RFP create challenges, making it difficult to:

• Evaluate solutions still in development, including those that are more likely to align with OPRD's Recreation Hub vision.

• Evaluate solutions offering cutting-edge features such as mobile responsiveness, accessibility compliance, and robust data analytics, which cannot be strictly evaluated against conventional, production-ready checklists.

• Consider innovative, non-traditional cost models that may, for instance, leverage OPRD’s knowledge and collaborative partnership.

The Alternate Procurement Process outlined in section 10.d, Step Two, provides OPRD with greater flexibility to explore innovative solutions, address emerging considerations during simultaneous discussions with prospective vendors, and conduct iterative negotiations with one or more prospective vendors. This approach aims to secure a contract that leverages OPRD’s significant HCD research and strong desire to collaborate with the selected vendor to guide product design, ideally minimizing or completely eliminating the need for full custom development. The procurement processes mandated by the Public Contracting Code do not provide the level of flexibility OPRD needs for this approach, making a Special Procurement the only viable path for requesting and obtaining approval.

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:

All providers of recreation management solutions, whether fully developed or in the process of updating, modernizing, or re-platforming, will have the opportunity to compete for a contract.

The interim extension of Contract No. 5124 shall be limited in scope and duration and is intended solely to prevent disruption of critical public services during the competitive procurement and implementation period.

The interim extension shall not select a vendor for the replacement solution, shall not limit vendor participation in the competitive process described in Section 10.d, and is terminable by the Agency upon approval and implementation of the replacement solution.

1. Maintaining a Competitive Environment

• Broad Outreach and Public Notice: OPRD’s proposed Alternate Procurement Process includes advertising a public notice of the Integrated Recreation Hub Opportunity on OregonBuys and other procurement platforms. This approach will cast a wide net to reach a diverse array of

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• Oregon’s Spirit of Competition: The proposed Alternate Procurement Process, combined with the broad outreach efforts outlined in this SP, will enhance competition.

• Two-Phase Process: By implementing a transparent, two-phase solicitation process—Phase 1 for initial outreach of the Integrated Recreation Hub Opportunity and Phase 2 for deeper engagement in discussions and negotiations—all qualified and interested vendors will have ample opportunities to submit relevant information, ask questions, and showcase their solutions and capabilities. This structured approach minimizes the risk of inadvertently excluding any legitimate competitors (i.e., competitors who can provide or are actively modernizing a comprehensive and integrated platform that will meet OPRD’s vision for the Recreation Hub).

2. No Preferential Treatment

OPRD will establish clear criteria for evaluation, including platform capabilities, vendor experience, modernization roadmaps, and adherence to HCD and accessibility standards. These criteria will apply equally to all respondents to the Integrated Recreation Hub Opportunity, creating a level ‘playing field’ and preventing favoritism.

3. Encouraging Fair and Open Innovation

Traditional procurement processes are structured in a way that often prioritizes vendors with fully developed products, which can limit competition to a small group of established solution providers. The Alternate Procurement Process outlined in this SP encourages vendors who are actively modernizing or re-platforming their solutions to participate in the Integrated Recreation Hub Opportunity. This approach aims to enhance competition by expanding the vendor pool to include those with evolving solutions that are being updated to a more modernized platform, better meeting the state park reservation needs of today’s customers.

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:

1. Determining Best Value: The Alternate Procurement Process described in section 10.d allows OPRD more flexibility in determining the factors it uses to determine best value in a manner not otherwise provided by existing procurement processes. The Competitive Sealed Bid (ORS 279B.055) or Competitive Sealed Proposal (ORS 279B.060) processes under the Public Contracting Code require contracting agencies to essentially make apples-to-apples comparisons of potential vendors and their solutions.

OPRD’s proposed Alternate Procurement Process is solution-based, which allows OPRD to compare multiple factors – including those listed below - to determine best value from among a variety of proposed solutions, which the procurement methods established in the Public Contracting Code do not allow.

• Platform Overview

• Content Management (CMS) Approach

• Influence and Collaboration with Clients

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• Development Roadmap

• Pricing Model; Cost Methodology

• Current State of Platform Development

• Compliance with Accessibility and HCD Standards

2. Addressing Evolving, Integrated Solutions: A strong, future-oriented Recreation Hub directly benefits the public by enhancing visitor services, optimizing park operations, and increasing accessibility for all users. Restricting OPRD to legacy solutions through a traditional RFP could stall innovation and produce suboptimal results. Approval of this SP will enable OPRD to collaborate with vendors who are actively improving their platforms, ensuring that Oregon residents and park visitors have access to cutting-edge features and exceptional user experiences.

3. Promoting Collaboration and Human-Centered Design: By ensuring HCD principles are built into the design and functionality of the envisioned Recreation Hub, the final solution will cater to a wider range of visitor needs through enhanced accessibility, simplified usage, and eliminated barriers that may discourage outdoor recreation.

4. Achieving Efficiency and Cost-Effectiveness: A quicker and more efficient implementation process benefits taxpayers by reducing administrative costs, speeding up solution delivery, and minimizing the risk of downtime or service disruptions. Additionally, partnering with vendors who are upgrading their platforms may lead to lower total ownership costs in the long run. This approach allows OPRD to avoid custom one-off solutions and instead leverage the vendor’s continually improving - and potentially industry-leading - technology.

5. Fostering Innovation Without Sacrificing Fairness or Competition: Innovation flourishes when competition is balanced with adaptable evaluation methods. This dynamic environment leads to enhanced product features, improved user experiences, and opportunities for collaboration across sectors, such as with innovators in the hospitality industry. As a result, the public gains access to solutions that are not only cutting-edge at the time of launch but also able to evolve alongside technological advancements.

6. Economies of Scale Through User-Driven Innovation

• OPRD’s human-centered design (HCD) research provides real-world insights that the vendor can apply across its broader customer base.

• By incorporating feedback from OPRD and its iterative testing, vendors can provide more competitive pricing options, such as volume-based incentives, discounts, or tiered pricing for each reservation, resulting in cost savings throughout the duration of the contract.

7. Lower Total Cost of Ownership (“TCO”)

• The collaborative approach to selecting a vendor, which is described throughout this SP, will lead to a result that better aligns with OPRD’s workflows and operational realities. This minimizes the need for costly modifications, reduces training burdens, and decreases ongoing support costs.

8. Long-Term Partnership and Strategic Pricing

• The Alternate Procurement Process described in this SP enables OPRD to negotiate flexible, performance-based pricing options, such as per-reservation fees or multi-tiered pricing models.

These arrangements allow costs to align more closely with actual usage and future enhancements. Vendors who are interested in collaboratively developing their platforms with OPRD may also offer incentives, discounts, or other considerations to acknowledge the agency's role in enhancing their products.

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9. Enhanced Public Value and Operational Efficiency

• A user-friendly integrated platform benefits park visitors and streamlines internal processes, increasing staff efficiency while reducing administrative burdens, leading to administrative cost savings.

• Enhanced access features for facilities, such as real-time availability and online permit management, further encourage public engagement, which may enhance the use of fee-generating OPRD services and amenities, and decrease manual tasks for OPRD staff, leading to administrative cost savings.

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 OregonBuys. Agency may elect to attach a signed Request.

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

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) 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

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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.

APPROVED:

Kathryn Jones, State Chief Procurement Officer Date:

Department of Administrative Services, State Procurement Services

6/11/26

Phase 2: Discussions, Negotiations, and Selection