Special Procurement by Rule Request_Used Property - Signed.pdf

Special Procurement by Rule Request_Used Property - Pending Signature.docx Page 1 of 2

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

Intra-Agency

DATE: May 17, 2024

TO: Ken Loffink, Contract Services Administator

FROM: Daniel Somers

RE: Request for Special Procurement by Rule—Purchase of Used Personal Property Per OAR 125-247-0288 or OAR 137-049-0150 and ORS 279B.085 Purchase of Used Dump Truck

John Day Watershed Wildlife Habitat Program (JDWWHP) requests a determination of use of Special Procurement by Rule under ORS 279B.080 for the purchase of a used dump truck. 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 (Used Equipment). 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 (10) Type: Purchase of Used Personal Property

Time Period Requested: From: 5/13/2024 To: 6/30/2024

Total Estimated Cost: $94,900

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

a. Request:

The John Day Watershed Wildlife Habitat Program would like to purchase a used dump truck.

b. Background:

The John Day Watershed Wildlife Habitat Program uses a variety of heavy equipment and materials to maintain 6 wildlife areas. Proper maintenance of these areas is paramount to ensure their sustainability and functionality. One crucial aspect of maintenance operations is the transportation and disposal of various materials, including debris, soil, and organic matter. Currently, the lack of a dedicated dump truck severely hampers our ability to efficiently execute maintenance tasks.

Special Procurement by Rule Request_Used Property - Pending Signature.docx Page 2 of 2

c. Current Need:

The current need is to replace our 32 year old flatbed truck, which is under powered and requires extensive maintenance every year in order to meet DOT inspections and acquire a used dump truck specifically tailored to the unique requirements of wildlife area maintenance. This vehicle will enable our teams to streamline the collection, transportation, and disposal of materials and hauling of heavy equipment, enhancing overall operational effectiveness of our program.

d. Proposed Contracting Procedure:

Purchase via Purchase Order procedure and post on OregonBuys for 7 day protest.

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:

There are limited options for the purchase of used dump trucks locally. In addition, the local dealer lowered the listing price to meet or beat competitors prices.

and

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

Any potential savings made in the purchase of a similar dump truck would be lost traveling to a distant dealer.

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:

Approval of Special Procurement by Rule

Date

Ken Loffink, Administrative Services Division Administrator Oregon Department of Fish and Wildlife

5/17/24