SP_REQ-DASOBO-00034069_EmergencyGrantsMgtSaaS_Approved.pdf

SP_REQ-DASOBO-00034069_ODEM Emergency Grants Management SaaS Solution Page 1 of 12

REQUEST FOR SPECIAL PROCUREMENT No. REQ-DASOBO-00034069

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

1. Requesting Agency Name: The Department of Administrative Services, Procurement Services (“DAS PS”) on behalf of the Oregon Department of Emergency Management (“ODEM”, “OEM”, or “Agency”)

2. Date of Request: August 1, 2023 3. Agency Number: 10700

4. Agency Contact Name: Rachael Rosendahl 5. Phone: (971) 707-0137

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

7. Time Period Requested: From: December 31, 2023 To: December 31, 2028

8. Total Estimated Cost: $4,371,233

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

Grants Management Software-as-a-Service (“SaaS”) Solution for Emergency Services (the “Solution”)

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

a. Request:

DAS PS, on behalf of ODEM, requests approval of this Special Procurement (“SP”) Request No. REQ- DASOBO-00034069 to conduct an alternate Request for Proposal (“RFP”) procurement process and award a contract (the “Contract”) for a SaaS Emergency Grants Management Solution. The alternate procurement process will be conducted solely on OregonBuys, the State’s eProcurement System of record, and will:

1. employ an accelerated time frame as permitted in Oregon Administrative Rule (“OAR”) 125-247- 0305 (4)(d) to support the inevitable, multiple declarations of emergency which are sure to follow cataclysmic events such as wildfires, floods, drought, and other disasters that threaten the health and safety of Oregon resources, citizens and visitors. ODEM anticipates a 6-month timeline for Solution implementation and ‘Go Live’ in a production environment.

2. limit participation in the opportunity to the Solution Providers listed in Table 10.a below (the “List”) and identified by ODEM as meeting the Federal Emergency Management Agency (“FEMA”) requirements, which are included in the ‘Grant Management Modernization (“GMM”) Requirements’ excel spreadsheet attached hereto as ‘SP_Attachment-1’, and yellow-highlighted.

ODEM-specific GMM SaaS Solution Requirements are also documented in SP_Attachment-1 and are not highlighted.

DAS PS may expand the List if DAS PS receives and accepts any Notice of Participation Requests (“NPRs”) from other software providers. The NPR process is set out in Section 10.d below.

SP_REQ-DASOBO-00034069_ODEM Emergency Grants Management SaaS Solution Page 2 of 12

Table 10.a: List of Solution Providers

Provider Solution Civix EMGrants

Odysseus Solutions™ GMT (Grants Management Tool)

ICF International, Inc. disasTRAX

Storm Petrel, LLC Tempest GEMS

Submittable, Inc Submittable

b. Background:

ODEM is Oregon’s primary agency for emergency response, preparedness, mitigation, and recovery. The Agency has five Sections through which it carries out its responsibilities: Director’s Office, Finance and Compliance, Technology and Response, Operations and Preparedness, and Mitigation and Recovery Services. The Drought Council and Oregon Seismic Safety Advisory Commission (“OSSPAC”) also operate out of ODEM.

ODEM Responsibilities ODEM’s responsibilities are established in Oregon Revised Statutes (“ORS”) Chapter 401 and include:

• coordinating and maintaining a statewide emergency services system for emergency and disaster communications.

• awarding grant funding to local governments.

• coordinating search and rescue efforts and the State 9-1-1 Program, which provides assistance and oversight to Oregon’s 9-1-1 call centers.

ORS 401.092 establishes the Director of ODEM (aka OEM) as the responsible party for coordinating all public and private organizations that provide emergency services within Oregon and for staffing the State of Oregon Emergency Coordination Center (“ECC”), a dual-function facility located within ODEM’s building.

• Response to emergencies or disasters that affect all or part of the state takes place at the local level, in the city or county in which the emergency or disaster occurs.

• In a large incident, or one that affects multiple jurisdictions, ODEM may support a coordinated response. The ECC may be activated in a multi-jurisdictional emergency or disaster and serves as a communications hub to ensure all participating response agencies are coordinated.

ODEM supports the emergency management offices of 36 counties, 241 cities, 1000 special districts, and 9 tribes throughout the state (“Subrecipients”) through:

• the conduct of its 18 Emergency Support Functions (“ESFs”) and 7 State Recovery Functions (“SRFs”) established in the Oregon Comprehensive Emergency Management Plan (“CEMP”), Volume III Emergency Operations Plan (“EOP”).

• grant funding subawards.

Federal Grant Funds Pursuant to ORS 401.096, ODEM is a state agency obligated to receive and administer federal funds (primarily grants) awarded to the State of Oregon (“the State”) by the federal government; primarily the

SP_REQ-DASOBO-00034069_ODEM Emergency Grants Management SaaS Solution Page 3 of 12

U.S. Department of Homeland Security (“DHS”) and its FEMA. Government grants are not direct assistance to individuals, but rather fund state and local programs (“Programs”) providing help to those in need. Through FEMA, grant funds are awarded to eligible Programs such as ODEM for non- and post-emergency or disaster related projects in four emergency management program areas: Preparedness, Response, Recovery, and Mitigation. The federal funds then pass through ODEM and flow down to Subrecipients to carry out part of a federal award.

ODEM currently has multiple grant program opportunities available to Subrecipients including, but not limited to:

1. Emergency Management Performance Grant Program (“EMPG”)

2. Hazard Mitigation Assistance (“HMA”) Grant Program

3. State Homeland Security Grant Program (“HSGP”)

4. Non-Profit Homeland Security Grant Program

5. Urban Area Security Initiative Grant Program (Portland Metro)

6. State Preparedness Incident Response Equipment (“SPIRE”)

7. Regional Catastrophic Preparedness Grant Program

8. State and Local Cybersecurity Grant Program (“SLCGP”)

9. National Earthquake Hazard Reduction Program

10. National Tsunami Hazard Mitigation Program

11. (3) Emergency Operations Center Grant Programs Each grant program has specific requirements regarding the application, administration and management processes.

Federal Grant Lifecycle At a high level, the federal grant lifecycle includes:

1. Federal grant-making agencies create and announce funding opportunities.

2. ODEM, as the State Administrating Agency (“SAA”), interprets federal Notice of Funding

Opportunities (“NOFOs”) to identify eligibility requirements and creates technical assistance documents to assist potential applicants.

3. ODEM identifies potential sub-applicants through the response and recovery phases.

4. ODEM issues NOFOs to eligible jurisdictions.

5. Sub-applicants submit grant applications (aka application packages).

6. Federal funding agencies review submitted applications, including ODEM’s application as the SSA and sub-applications from eligible jurisdictions, and issue notices of award.

7. The federal funding agency (aka Grantor) and Awardee (aka Recipient or Subrecipient) work together to finalize the funding agreement.

8. Funding is disbursed to Awardee as pass-through entity.

9. Subrecipient requests reimbursement(s) from the Awardee.

10. Awardee conducts grant management responsibilities including fund distributions to Subrecipients, monitoring, risk assessment, compliance, reporting and close out activities.

Grant Monitoring & Reporting As a Recipient and pass-through entity for the State, ODEM assures the federal funding agency (Grantor) that it will comply with all funding agreement terms and conditions, which may include any combination of applicable federal statutes and regulations (“Code of Federal Regulations” or “CFRs”); Grantor’s program guidebook, regulations and policies; and presidential executive orders. Minimally, ODEM – on

SP_REQ-DASOBO-00034069_ODEM Emergency Grants Management SaaS Solution Page 4 of 12 behalf of the State – must comply with 2 CFR Part 200 which establishes uniform administrative requirements, cost principles, and audit requirements for Federal awards to non-Federal entities. A Recipient’s failure to comply with 2 CFR Part 200 and all grant agreement terms and conditions may result in one or more enforcement actions including disallowing costs for reimbursement, withholding further grant awards, or suspending the grant in whole or in part, pending corrective action. Loss of federal funding impacts the Recipient, Subrecipients, and the grant project.

Over the last 3-years, the combined FEMA Response, Recovery, and Mitigation funding awarded to the State for six (6) different disasters/emergencies, including multiple wildfires and Covid-19, exceeds $1.5 billion dollars, all of which is subject to federal and state monitoring, reporting, and auditing requirements.

Current Grant Management System For the last several years, ODEM has primarily used a manual system of processes (e.g., Microsoft’s Excel, Access, and PowerPoint; Zoom and YouTube streaming services; etc.) to manage and administer awarded grant funds. This antiquated and siloed approach to grant management has not bode well for ODEM in audits conducted by the Oregon Secretary of State and FEMA. Subsequent audit reports from both agencies identified gaps in ODEM’s monitoring of grant Subrecipients and fiscal internal controls, and specifically site the lack of an automated grant management solution as the root cause.

FEMA Enhanced Status FEMA’s Hazard Mitigation Assistance Grants (HMA Grants) provide funding to eligible jurisdictions so they can develop hazard mitigation activities and rebuild in a way that reduces, or mitigates, future disaster losses in their communities. The State receives a percentage (minimum of 15%) of the total federal share of a presidential declared (Stafford Act) disaster, which is used to fund mitigation projects throughout the State.

An enhanced state mitigation plan documents a proven commitment to long-term risk reduction. Being ‘enhanced’ recognizes a state’s ongoing and coordinated work to reduce losses from natural hazards, protect life and property, and create more resilient communities. Enhanced states’ mitigation plans go beyond the minimum requirements. These plans represent holistic mitigation programs integrated across partners, staff and offices. The commitment to mitigation is demonstrated both in the plan and in day-to-day operations. Enhanced states have the capacity, resources, and/or skills to build resilience for communities across the state.

Enhanced status shows that a state has a comprehensive mitigation program and can manage increased funding for its mitigation goals. Enhanced states receive an additional 5% in Hazard Mitigation Grant Program (“HMGP”) funds after a disaster. This means they receive 20% of estimated eligible Stafford Act assistance instead of 15%. Enhanced states share the responsibility for reducing risk across state agencies and departments. This ‘sharing the load’ reduces risk more efficiently. It also connects the right resources with community needs.

ODEM lost enhanced status largely in part due to the lack of a robust grant management software, resulting in a 5% reduction in federal disaster funds.

Grant Management Modernization Solution Effort ODEM has established the GMM Solution effort as one of its top priorities. This effort – and the contemplated Solution resulting from this effort - will position ODEM to:

• align internal Agency Sections responsible for grants management through a single data management Solution.

SP_REQ-DASOBO-00034069_ODEM Emergency Grants Management SaaS Solution Page 5 of 12

• develop and plan corrective actions in response to audit findings.

• meet certain Governor-issued expectations, viewable at https://www.oregon.gov/gov/news/Documents/01.11.23_Oregon-Agency-Expectations.pdf, including:

o Managing Information Technology Progress o Audit Accountability o Agency Emergency Preparedness

• align with Enterprise Information Services’ (“EIS”) 2023-2026 Strategic Framework, viewable at https://www.oregon.gov/eis/siteassets/eis-strategic-framework-2023-26-20230116.pdf, and specifically:

o OBJECTIVE: Mature Project Transparency and Accountability o OBJECTIVE: Mature Legacy System Modernization Strategy

• support EIS’ Cloud Forward Framework, viewable at https://www.oregon.gov/eis/siteassets/eis-cloud-forward-20230116.pdf.

• align with Oregon’s Data Strategy viewable at https://www.oregon.gov/eis/data-governance-and-transparency/pages/data-strategy.aspx. The intent of the data strategy is to help State agencies within the Executive Branch better utilize, manage, govern, analyze and share the data assets they create and maintain on behalf of Oregonians.

Alternatives Analysis ODEM conducted an Alternatives Analysis that evaluated the following four (4) options.

1. Status Quo: Continuation of the current manual system of processes was determined to provide no benefits and multiple, unacceptable risks, several of which are detailed in Section 12(b)(ii) below.

2. Existing State Solution: While there is potential to leverage existing state-owned resources through ORS Chapter 190 agreements (i.e., Interagency Agreements or Intergovernmental Agreements), the solutions are not designed for emergency management and would require significant customization.

3. Innovative Solution: A customized solution would require multiple biennia to procure and implement. Similar efforts in other state agencies average 2 – 5 years. The extended time to implement presents potential risks in attrition, additional unfavorable audit findings, and inability to achieve and maintain FEMA Enhanced Funding Status. The benefits identified mirrored those of a SaaS Solution (bullet #4 below).

4. SaaS Solution: A solution delivered to ODEM via the internet (aka cloud delivery method) revealed only one risk, that ODEM my lack sufficient resources to implement within the solution provider’s timeline, and multiple benefits, which are detailed in Section 12(b)(ii) below.

Given ODEM’s urgent need for an automated, end-to-end, Grant Management Solution for emergency services, and factoring in state and federal audit report findings and recommendations as well as the unique requirements of emergency grant management, the Alternatives Analysis Report Recommendation supported a SaaS solution tailored to emergency management.

Market Research Market research and analysis, which is permissible in Oregon statute and administrative rules, provides insight into a procurement need and the market that supplies the product or service. An agency generally conducts market research when the product or service has a high level of expenditure, is subject to https://www.oregon.gov/gov/news/Documents/01.11.23_Oregon-Agency-Expectations.pdf https://www.oregon.gov/eis/siteassets/eis-strategic-framework-2023-26-20230116.pdf https://www.oregon.gov/eis/siteassets/eis-cloud-forward-20230116.pdf https://www.oregon.gov/eis/siteassets/eis-cloud-forward-20230116.pdf https://www.oregon.gov/eis/data-governance-and-transparency/pages/data-strategy.aspx https://www.oregon.gov/eis/data-governance-and-transparency/pages/data-strategy.aspx

SP_REQ-DASOBO-00034069_ODEM Emergency Grants Management SaaS Solution Page 6 of 12 fluctuations in availability or cost due to market volatility, requires a complex procurement, involves inherent risks or is critical to the performance of the organization. The information obtained through market research can be used to:

• Gain knowledge of suppliers and the market.

• Develop specifications and requirements.

• Make fact-based, data-driven procurement decisions.

• Develop procurement strategies.

Analysis of the market can be conducted through a number of channels that may include:

• Industry organizations and publications

• Internet and Google searches

• Advertisements

• Product or service demonstrations from multiple suppliers in target market

• Requests for Information (“RFIs”) from suppliers

• Consultation with other public entities with similar needs, both within and outside of Oregon.

With the Alternatives Analysis completed, ODEM commenced its market research activities for SaaS Solutions available in the market:

• Surveys: ODEM surveyed the Emergency Management (“EM”) agencies in Oklahoma and Texas;

2 of the top 5 most disaster-prone states.

• Consultation: ODEM leveraged SHMONet, a State Hazard Mitigation Officer (“SHMO”) forum (aka Listserv), to consult with SHMOs nationwide and obtain knowledge about the grant management solutions supplier base. ODEM learned that the Solution Providers set out in Table 10.a above are widely used across EM agencies within the United States. ODEM then consulted with the end users of grant management solutions currently in production in other states, including Oklahoma and Texas, and received extremely positive reviews for three (3) of the solutions included in Table 10.a.

• RFI: ODEM contacted Submittable and Civix and requested additional information.

• Internet: ODEM conducted Google internet searches using the following search criteria:

o Federal Grants Management System o States who commonly experience major disasters. This search identified Texas, Florida, and

Oklahoma. ODEM then researched the grant management software program(s) utilized by the emergency management agencies in those states.

• Demonstrations: Two solutions were demonstrated for ODEM.

o The State of Oklahoma conducted an overview of their grant management solution product, Civix’s EMGrants, in a virtual meeting on 5/20/2021. The State of Oklahoma also demonstrated how its emergency management agency uses the same software product and provided feedback on the solution.

o Submittable’s Sales Development Representative, Nathan McDonough, demonstrated the Submittable grants management product for ODEM in a virtual meeting on 3/9/2022.

Following are ODEM’s market research findings:

• A customized solution is not a viable option. It would require many months, if not years, to research, develop, design, build and implement. The extended timeframe could introduce unacceptable risks including attrition, loss of funding, and potential federal enforcement actions.

• Software providers outside the emergency management grant area of expertise would require significant education and training to understand the grant management lifecycle and the nuances of

SP_REQ-DASOBO-00034069_ODEM Emergency Grants Management SaaS Solution Page 7 of 12 the different types of grants ODEM is awarded and manages. This would add time, place additional burden on ODEM staff who are already peak loaded and stretched thin, and could introduce unacceptable risks including attrition, loss of funding, and potential federal enforcement actions.

• A SaaS solution designed specifically for emergency grant management that currently meets and supports FEMA requirements (set out in SP_Attachment-1), is the best option to meet the goals and objectives of the GMM Solution effort.

c. Current Need:

Given the information provided in Section 10.b above, DAS PS – on behalf of ODEM – seeks approval to conduct an alternate procurement process that will compete the Providers and their related solutions set out in Table 10.a above. Other potential providers (if any) with solutions that currently meet the FEMA requirements set out in SP_Attachment-1, and who want to be included in the alternate procurement process to compete for an award, may submit a ‘NPR Packet’ in accordance with the process set out in Section 10.d below.

The successful, awarded Solution Provider (aka contractor) will implement the Solution in Phases.

• Phase 1: will implement the functionality and processes to support ODEMS current Mitigation and

Recovery grant programs.

• Phase 2: may implement additional functionality for other (new) state and federal grant programs.

Table 10.c below sets out the Estimated Costs for the anticipated SaaS Solution over the 5-year Term requested in this SP.

TABLE 10.c: Estimated 5-Year Solution Costs

Budget

*Estimated hours and classifications of position acquisitions not validated by ODEM CFO. Subject to +/- 50% to 150%.

d. Proposed Contracting Procedure:

1. DAS PS will issue a public notice (“Notice”) advising of this approved SP on OregonBuys, the state’s eProcurement system of record, for a period of seven (7) Calendar Days as required by Oregon Administrative Rule (“OAR”) 125-247-0287.

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

SP_REQ-DASOBO-00034069_ODEM Emergency Grants Management SaaS Solution Page 8 of 12

3. DAS PS, working with ODEM, will respond to and resolve protests, if any.

4. Notice of Participation Request Packets: Any software provider of an Emergency Grant

Management SaaS Solution that currently meets all FEMA requirements set out in SP_Attachment- 1 and desires to participate in the alternate RFP procurement process to compete for a contract award can submit a NPR Packet to DAS PS.

a. SP_Attachment-1 Instructions: FEMA requirements are identified in the spreadsheet ‘Requirements’ Tab, Column D, Priority, and are also highlighted in yellow. Using this spreadsheet, Software Provider is required to:

• Populate the ‘Software Provider Name’ cell at the top of the spreadsheet (page 1).

• Populate the ‘SaaS Solution Name’ cell at the top of the spreadsheet (page 1).

• Respond to all FEMA requirements in Column F, Solution Meets Requirements.

Note: ODEM’s Solution requirements, also included in the spreadsheet ‘Requirements’ Tab, are identified in Column D, Priority, as either “Must have” or “Nice to have” and are not highlighted. Software Provider is not required to respond to any ODEM requirements in SP_Attachment-1. ODEM’s Solution requirements are included for Software Provider’s convenience and consideration as the awarded Solution must fulfill all FEMA requirements and ODEM “Must have” requirements at the time the Solution is fully implemented to the benefit of ODEM (i.e., Go-live in the production environment). ODEM’s Solution implementation-to-production timeline is currently 6-months.

b. NPR Packet Content Requirements: NPR Packets must include:

• A completed, signed and dated Notice of Participation Request form, attached hereto as

‘SP_Attachment-2’.

• A copy of SP_Attachment-1 completed as instructed in bulleted item #4.a directly above.

Software Provider must indicate a ‘Yes’ response in column F, Solution Meets Requirements, for each FEMA requirement, affirming that its solution meets each FEMA requirement as of the date of Software Provider’s signature on SP_Attachment- 2.

o If Software Provider’s NPR Packet is accepted and approved by DAS PS, DAS PS will provide written notice confirming Software Provider’s inclusion in the alternate RFP procurement process.

o If Software Provider conditions a ‘Yes’ response, DAS PS will deny Software Provider’s NPR Packet and will provide written notice of such action.

o If Software Provider responds ‘No’ to any FEMA requirement, DAS PS will deny Software Provider’s NPR Packet and will provide written notice of such action.

o If Software Provider fails to respond to any of the FEMA requirements in SP_Attachment-1, DAS PS will deny Software Provider’s NPR Packet and will provide written notice of such action.

Note: If, at any point in the alternate RFP procurement process, DAS PS and ODEM determine that Software Provider’s SaaS Solution does not meet all FEMA requirements set out in SP_Attachment-1, the Software Provider will be immediately eliminated from further consideration and competition. DAS PS will provide written notice of such action.

SP_REQ-DASOBO-00034069_ODEM Emergency Grants Management SaaS Solution Page 9 of 12

c. NPR Packet Submission Requirements: NPR Packets must be submitted to the DAS PS State Procurement Analyst (“SPA”) via email transmission as set out below and must be received by the DAS PS SPA before the Closing Date and Time of the Notice.

NPR Packets will NOT be accepted after the Closing Date and Time of the Notice and will be rejected. DAS PS will provide written notice of such action.

• DAS PS SPA Email Address: Rachael.Rosendahl@das.oregon.gov

• Email Subject Line: Notice of Participation Request_(Company Name)

5. After the Notice has closed, and for all NPR Packets submitted to DAS PS within the allowed seven (7) Calendar Days, the DAS PS SPA will submit the following information to the DAS PS Policy Section:

a. Name of Software Provider

b. Name of SaaS Software Product

c. Status of NPR Packet: Accepted or Denied

• If accepted and approved, confirmation that Software Provider’s name has been added to the List for competition in the alternate RFP procurement process.

• If denied, the reason for such action.

6. If no protests to this SP are received or sustained, DAS PS, on behalf of ODEM, will proceed with the alternate RFP procurement process and subsequent Contract award as described in Section 10.a above.

7. DAS PS, working with ODEM, will obtain Enterprise Information Services (“EIS”) endorsement before executing the Contract, as applicable.

8. Pursuant to OAR 137-045-0015, DAS PS, on behalf of ODEM, will work with Oregon Department of Justice (“DOJ”) and obtain its legal sufficiency approval prior to issuing the RFP. DAS PS will also obtain DOJ legal sufficiency approval prior to executing the Contract, as required.

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

• The conduct of an alternate procurement process, and especially one that will limit the opportunity to a pool of pre-identified Solution Providers, can only be requested and approved in a Special Procurement.

• Internal and external audits as far back as 2007 have recommended and/or mandated a grants management solution to manage the $1.5 billion federal funds that ODEM has received and distributed, and must now track, manage, and report on.

• ODEM lost FEMA Enhanced Funding Status due to its lack of a modern, robust grant management solution.

• ODEM’s current grants management system is largely comprised of manual processes, which increases risks of data degradation and duplicative efforts.

• Fire season in the Pacific Northwest often lasts from May until October. ODEM must have an automated, SaaS Solution fully implemented prior to the start of Oregon’s 2024 wildfire season to ensure its business partners (e.g., jurisdictions, private sector entities, other Oregon state agencies, out of state agencies) have timely and equitable access to hazard mitigation and public assistance grant funding.

mailto:Rachael.Rosendahl@das.oregon.gov

SP_REQ-DASOBO-00034069_ODEM Emergency Grants Management SaaS Solution Page 10 of 12

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 Software Providers of Emergency Grants Management SaaS solutions that currently meet all FEMA requirements (see SP_Attachment-1) will have the opportunity to participate in the alternate procurement process described in this SP and compete for an award.

• Table 10.a (above) contains a List of Providers and related-solutions that ODEM has identified as currently meeting all FEMA requirements set out in SP_Attachment-1. These Providers will be invited to participate in the planned opportunity and compete for a Contract award.

• Any other Software Provider(s) not identified in Table 10.a that offer an Emergency Grants Management SaaS Solution currently meeting all FEMA requirements set out in SP_Attachment- 1, can submit a NPR Packet to DAS PS in accordance with the process set out in Section 10.d, bulleted item #4. If the Software Provider’s NPR Packet is accepted and approved by DAS PS, the Software Provider will be added to the List and may participate in the alternate procurement process and compete for a Contract award.

The alternate procurement process detailed in this SP Request supports maximum competition and does not encourage favoritism.

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:

In the last few years, Oregon has come up against some of the worst disasters in state history including the 2020 and 2021 disastrous wildfires, COVID-19 pandemic, 2022 heatwave, and the 2023 drought conditions in three Oregon Counties. Disasters and emergencies can happen anytime and anywhere. Being prepared can make it easier to recover. This SP Request will support procurement and implementation of a SaaS Grant Management Solution soonest so that ODEM is best prepared to respond to – and effectively manage – the needs of its statewide community partners (e.g., nonprofits, council of governments, offices of emergency management) before the next disaster strikes.

The anticipated Solution is intended to be used as a single system of record for all grant programs through a phased implementation approach and will:

• Better position Oregon for FEMA Enhanced Status in order to receive the maximum federal funding possible.

• Provide ODEM with necessary tools to pass through federal funding to Subrecipients statewide in a timely and accurate manner.

• Increase equity through:

o broadened engagement with tribal partners.

o increased awareness of emergency system enhancement opportunities in underserved communities.

SP_REQ-DASOBO-00034069_ODEM Emergency Grants Management SaaS Solution Page 11 of 12 o improved emergency alert system communications providing translations and interpretive services, and prioritizing plain language, accessibility and ease of use.

• Promote accountability and transparency in grant management and ensure proper fiscal stewardship of federal funds.

ODEM’s inability to quickly procure and implement a SasS Solution specifically design for emergency grant management will adversely impact the State, ODEM’s community partners, regional partners (e.g., first responders, community and public health organizations, educational institutions), business partners, and the whole community of Oregon. Failure to act will result in a sub-optimal statewide emergency system where citizens and visitors may suffer unnecessary harm.

• ODEM may lose funding at the state and federal levels.

• Public confidence in ODEM’s ability to bring projects to fruition and act as fiscal stewards of public monies will be compromised.

• Companion projects such as Next Generation 9-1-1 (“NG9-1-1”) and Oregon Emergency

Modernization will suffer.

• Regional (community) partners will continue to experience increased administrative burden.

This SP Request substantially promotes the public’s best interests.

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:

SP_REQ-DASOBO-00034069_ODEM Emergency Grants Management SaaS Solution Page 12 of 12

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) 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 execution, if any.

4. Before seeking an amendment to this Special Procurement, Authorized Agency must first:

a. consider any Price Agreement(s) or Master Agreement(s) in effect at that time;

b. consider any enterprise grants management solution(s) identified by DAS or EIS that may be available at that time; and

c. document the applicability and findings of both 4.a and 4b in the Procurement File.

APPROVED:

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

Budget