Special Procurement by Rule Request_Umatilla Pump Repairs_signed.pdf

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

Intra-Agency

DATE: December 1, 2025

TO: April Brenden-Locke, Designated Procurement Officer

FROM: Andria Shelton, Umatilla Hatchery Manager Ashley Kallberg, Procurement & Contract Specialist

RE: Request for Special Procurement by Rule—Equipment Repair and Overhaul Per OAR 125-247-0288 and ORS 279B.085 Umatilla Hatchery Sump/Oxygen Pump Repair

Fish Division requests a determination of use of Special Procurement by Rule under ORS 279B.085 for the Umatilla Hatchery Sump/ Oxygen Pump Repair 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 pump inspection and repairs. 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)

1. Type: Equipment Repair and Overhaul

2. Time Period Requested: From: 12/1/2025 To: 5/31/2026

3. Total Estimated Cost: $70,000

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

a. Request:

Umatilla Hatchery to complete inspection and repairs to two sump/oxygen pumps that have been pulled and for two more pumps to be pulled and replaced with the repaired pumps. Then have to two additional pulled pumps inspected and repaired.

b. Background:

Umatilla Hatchery relies very heavily on these sump/oxygen pumps for hatchery production. The pumps are used to provide water to the incubation tower which in turn provides water to our incubation and troughs. Additionally, the pumps are used in the rearing ponds to provide supplemental oxygen.

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We could not rear our production without the use of these pumps. They are critical to hatchery operations.

c. Current Need:

We have two pumps that currently need inspected then repaired. Once that is completed, they will need swapped out with two pumps that have failed that are currently in ponds. Those two failed pumps will then need inspected and repaired so that we will have back up pumps available in the event of an emergency.

d. Proposed Contracting Procedure:

Use of a purchase order to pay for parts and services.

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

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

Until the pumps are pulled out of the ponds, dismantled and inspected, the full repair needs will not be known.

or

________(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

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:

In our area there are no contracts established for this type of work. Only two companies service our area. Since 2018 we have been using Schneider Water Works (SWW. Prior to 2018 Purswell Pumps provided the service. The change to SWW was made after unsatisfactory work was repeatedly performed by Purswell Pumps. SWW has also proven to be capable of performing the required work within timelines allowed by fish productions.

and

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

[Cost savings and Public Interest are alternative. You don’t need to complete both 12bi and 12bii. For 12bi provide the estimated cost savings to be gained (real money saved, not employee process time saved) and the rationale for determining the cost savings.] or

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___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:

Not being able to supply water and/or oxygenated water to our fish programs would directly impact public interest. We could lose an entire return of salmon to the Umatilla River and not meet mitigation and production goals. This hatchery provides harvest opportunities to recreational, commercial and tribal fisheries in Oregon, Washington and beyond in the ocean.

Approval of Special Procurement by Rule

James Spencer, CFO Date Oregon Department of Fish and Wildlife

12-10-2025