Special Procurement by Rule Request_Equipment Repair and Overhaul.pdf

Rev. 5/22/24 Page 1 of 3

M E M O R A N D U M Oregon Department of Fish and Wildlife

Intra-Agency

DATE: 03/12/25

TO:

FROM:

RE:

1. Type: Equipment Repair and Overhaul

2. Time Period Requested: From:03/04/25 To: 04/15/25

3. Total Estimated Cost: $21,538.46 approx.

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

a. Request:

Repair of large excavator

b. Background:

Special Procurement- We have acquired a large excavator from ODF and is now in the possession of R&E in the fish Division of ODFW and we have been using it for large scale R&E projects for the last few years and this alone has saved ODFW $$$. We let Warmwater use this excavator for large scale work that was done at St. Louis ponds and after that use it was broken and was in need of some major repairs. To make the excavator safe to use it again we had to take it to PAPE machinery by lowboy trailer and semi to the closest location in Eugene, OR. Pape is highly trained and specializes in working on such large excavators and certified to work on this large excavator. We have had them quote every needed repair and they have given us estimates on the

April Brenden-Locke, Designated Procurement Officer

Jeff Davis/Bryce Hansen Fish Division/R&E

Request for Special Procurement by Rule—Equipment Repair and Overhaul Per OAR 125-247-0288 and ORS 279B.085 Hitachi Excavator repairs 2025

Fish Division R&E requests a determination of use of Special Procurement by Rule under ORS 279B.085 for the Hitachi Excavator Repairs 2025 project. This project requires a contracting procedure that differs from the procedures described in ORS 279B.055, 279B.060, 279B.065 and 279B.070 for the procurement of (Equipment Repair and Overhaul). This request outlines the situation, the justification for the Special Procurement, and findings to satisfy the required standards. Approval of the request activates the proposed process to produce the needed Public Contract.

Special Procurement Under Rule as per OAR 125-247-0288(6)

Rev. 5/22/24 Page 2 of 3 repairs. Originally the repairs were looking into the $35-40K range, but I was able to talk with them and negotiated repair costs down into $21-25K range they were wanting to help ODFW with their mission to get this repaired properly. Working on this type of large-scale sized equipment is best handled by PAPE that has the parts inventory, outfitted with the specialized tools and equipment, specialized trained techs for such large heavy equipment needs and repairs in the quickest turnaround time with transportation to pick it up and the willingness to deliver it by Semi and lowboy trailer. By getting this excavator repaired it supports the mission of ODFW and R&E to provide access to fishing for ADA and all types of customers for improved fishing access for many generations to come. If we don't get this excavator fixed it would limit us to only a few projects a year if that, by having the excavator we are able to do a lot of work ourselves which saves ODFW many thousands of dollars per project instead of having to pay a contractor to do this same work for us. We are needing this excavator as soon as possible for up coming projects, including a slip pipe installation at EE Wilson, Empire Lake gangway footing build, and Yellow Jacket Lake dock installation just to name a few.

c. Current Need:

Repairing of Hitachi excavator for use on projects ASAP

d. Proposed Contracting Procedure:

5. Conditions: This proposed special procurement meets one of the following:

____X____(a) Service or parts required are unknown and the cost cannot be determined without extensive preliminary dismantling or testing;

In order to determine the cost of the repairs, an extensive investigation is necessary. This involves the dismantling of the excavator to diagnose issues.

or

___X____(b) Service or parts required are for sophisticated equipment for which specially trained personnel are required and such personnel are available from only one source

Being able to handle the large excavator to take it apart and have the expertise to fix it and do the repairs in a timely manner. Pape is the only company that has the knowledge and specialized equipment and work force to give us the least amount of downtime and get the excavator fixed on a quicker turnaround deadline and have it delivered to us at the next job site at no charge after it has been fixed. They picked it up already and went through the machine for no charge and quoted everything that needed to be fixed. They have the largest heavy equipment parts inventory in the west and will get us back working quicker to save us time and money. They have the specialized equipment and specialized trained techs to be able to handle the extensiveness of the repairs.

6. 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:

Rev. 5/22/24 Page 3 of 3

Only a few locations in Oregon work on large equipment and have the facilities to handle taking apart of a large piece of equipment PAPE has many locations throughout the west. They are authorized to work on Hitachi excavators. Plus, they have the largest parts inventory in the west to be able to find parts for an older excavator and get us back up and running faster and less delays for projects that are coming up ASAP.

and

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

Cost savings was approximately $14,000-18,000. Also, PAPE picked it up and will deliver it for no cost to us and that is normally $500-1000 each way.

or

______ (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:

[Provide specific information that demonstrates how the proposed Special Procurement meets this requirement. You can include savings along with public interest.]

Approval of Special Procurement by Rule

_________________________________ 3/13/2025 April Brenden-Locke, Contracts Manager/DPO Date Oregon Department of Fish and Wildlife