SP S-10700-00002098_WU_OPMCP_Training_Approved.pdf

SP_S-10700-00002098_OPMCP Training_Willamette University Page 1 of 5

REQUEST FOR SPECIAL PROCUREMENT

NO. S-10700-00002098

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

1. Requesting Agency Name: Department of Administrative Services (“DAS PS”) on behalf of DAS Chief Human Resource Office (“CHRO”)

2. Date of Request: 1/4/22 3. Agency Number: 10700

4. Agency Contact Name: Gwen Sunken 5. Phone: 503-798-1209

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

7. Time Period Requested: From: September 16, 2022 To: September 30, 2032

8. Total Estimated Cost: $4,000,000.00

Note: This Special Procurement (“SP”) Request seeks an increase of $4,000,000.00 to the current Contract value of $3,000,000.00. With approval of this SP Request, the cumulative Contract value will be $7,000,000.00.

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

Training Development and Delivery Services for:

a. Oregon Project Management Certification Program (“OPMCP”) Core Courses based on PMI standards.

b. Project Management, Portfolio Management, Program Management, Business Analysis, and other related Advanced, Continuing Education and Refresher Courses

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

a. Request:

DAS PS, on behalf of DAS CHRO, requests approval of this Special Procurement (“SP”) to amend Agreement to Agree (“ATA” or “Contract”) #102-1979-12 with Willamette University (“Contractor”) to:

extend the Contract Term up to 10 additional years, not to extend beyond September 30, 2032; and increase the Contract value an additional $4,000,000.00.

b. Background:

Oregon state government has a wide spectrum of project managers directing varied projects in the areas of information technology, facilities, road construction, infrastructure, product development, finance, and other government functions. Prior to 1997, the project management methodologies used throughout the state were inconsistent, making it difficult for legislators and executive management to accurately evaluate project status and for staff to understand and achieve the desired project outcomes. After a series of failed projects, the Oregon State Legislature mandated that DAS coordinate a training program to teach project

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1999: DAS, Information Resources Management Division (“IRMD”) developed and launched the Oregon Project Management Certification Program (“OPMCP”) based on A Guide to the Project Management Body of Knowledge (“PMBOK”), published by the Project Management Institute

(“PMI").

2006: IRMD restructured as DAS Enterprise Information Strategy and Policy Division (“EISPD”).

The OPMCP training program transitioned to DAS’ Human Resource Services Division (“HRSD”). However, given HRSD’s lack of internal resources to fully administer the OPMCP training program, DAS contracted with Systemation to deliver project management training using Systemation’s ‘off the shelf’, PMBOK-based curriculum and instructors.

2009: HRSD disbanded its training unit due to budget reductions and the OPMCP training was no longer available to state employees.

2012: DAS, Chief Human Resources Office (“CHRO”) (formerly HRSD) received funding for one training position and the OPMCP training effort resumed.

o On March 22, 2012, DAS issued Request for Proposal (“RFP”) #102-1905-12 seeking a ‘refresh’ to the OPMCP training curriculum to address current state requirements as well as changes made to the project management profession and the PMI professional standards over the previous 10+ year period.

o Three (3) responsive Proposals were timely submitted and evaluated in accordance with the evaluation and scoring criteria set out in the RFP. Willamette University prevailed as the highest ranked Proposer and was issued the Contract effective September 17, 2012.

Since Contract execution, Contractor has worked with DAS CHRO and the Oregon Project Management Advisory Board to develop a new, customized OPMCP program. The curriculum, which is owned by Contractor, has integrated state-specific content and examples, and aligns with PMI professional standards.

The OPMCP certification program includes 14 training classes (modules) that are taught by DAS-selected instructors over a 4 – 5 month period. To received certification, students must pass a post-test after each module and a final exam (“Knowledge Assessment”). Students who pass the Knowledge Assessment, which is proctored by Contractor through its online system, are then certified as an Oregon Project Management Associate (“OPMA”) and receive a certificate signed by the Governor.

Under Contract section 1.B, Required Services, DAS has reserved the right to expand the list of courses for all training set out in SP section 9 (above).

c. Current Need:

The RFP anticipated an award for up to 10-years. The Contract has been amended twice, exhausting all renewals terms. Without approval of this SP Request, the Contract will expire September 16, 2022.

Extending the Contract Term up to 10 additional years will support the state customized OPMCP program and delivery of the related courses, which remain in high demand.

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DAS CHRO offered three OPMCP cohorts and 14 standalone courses covering introductory and intermediate topics related to project management and business analysis. All training programs have a maximum attendance capacity of 25 participants per course. Each OPMCP cohort and standalone course met those capacity limits and several of them had waiting lists.

o DAS CHRO has two (2) OPMCP cohorts currently scheduled. Both cohorts have the maximum students enrolled with all training fees prepaid.

o There is a waiting list for an anticipated third cohort offering at the end of 2022.

o DAS CHRO has 14 standalone courses scheduled through June 2022. Over half of these courses have the maximum number of students enrolled with all training fees prepaid.

o DAS CHRO anticipates offering another 14 standalone courses starting in July of 2022 to meet the needs of those on the waiting lists.

d. Proposed Contracting Procedure:

1. As required by Oregon Administrative Rule (“OAR”) 125-247-0287, DASPS will issue a public notice regarding approval of this SP Request on the OregonBuys eProcurement system for a period of seven (7) calendar days.

2. The public notice will include provisions that any affected party may protest the approval of this SP Request.

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

4. If no protests to this SP are received or sustained, DAS PS will negotiate a Contract amendment (“Amendment #3”) as set out in Section 10.a above.

5. Pursuant to OAR 137-045-0015, DAS PS will work with the Oregon Department of Justice (“DOJ”) and obtain legal sufficiency approval prior to executing Contract Amendment #3, if required.

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

1. Willamette University has worked with DAS over the last 10-years to develop training that is customized to the state’s needs and requirements, including the OPMCP program and other project management-related courses. Willamette University owns the developed products (i.e., curriculum).

2. ORS 276A.203 (4)(H) provides that the Oregon State Chief Information Officer (“State CIO”) shall “Develop and promote training programs in information technology, information systems security, geographic information systems, enterprise architecture and project and portfolio management.” The State CIO looks to DAS CHRO to deliver these statutorily required training programs.

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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:

1. The Contract was established through a competitive procurement process in accordance with Oregon statute and rules.

2. The Contract advertised a potential 10-year Contract Term, which would have generated sufficient interest from the vending community.

3. All Work Products developed under the Contract, including the OPMCP training curriculum, post-tests, and Knowledge Assessment are the exclusive property of Willamette University.

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. Disruption of the Training Development and Delivery Services describe in this SP Request could, once again, introduce:

inconsistent application of project management methodologies throughout the state.

difficulties for legislators and executive management to accurately evaluate project status.

difficulties for staff to understand and achieve the desired project outcomes.

increased possibility of failed state projects.

It is in the public’s interest for DAS to demonstrate good stewardship of taxpayer dollars by supporting state project managers with essential training and tools required for successful project outcomes.

2. Significant funds have been expended ($3M) designing, customizing, and delivering the OPMCP curriculum and other project management-related trainings. Keeping the Contract in force will ensure DAS’ compliance with law and will preserve the monetary investment to date.

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:

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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 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. 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:

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