SPR _Equipment Repair and Overhaul - 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: June 3, 2024

TO: April Brenden-Locke, Designated Procurement Officer

FROM: Terry L Blessing Jr.

RE: Request for Special Procurement by Rule—Equipment Repair and Overhaul Per OAR 125-247-0288 and ORS 279B.085 Ranney Well #1 Pump Inspection and Repair

Fish Division requests a determination of use of Special Procurement by Rule under ORS 279B.085 for the Ranney Well #1 Pump Inspection and 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 services for the extraction of pump, shaft, and column for inspection and repair. 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: 05/28/2024 To: 07/31/2024

3. Total Estimated Cost: $$50,000

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

a. Request:

Irrigon Hatchery is in need of pulling a turbine style pump, well casing, and shaft for inspection and repairs. The electrical motors to drive these pumps will also be inspected and re-wound if necessary.

Due to unknown service or parts required without extensive preliminary dismantling, we are seeking authorization for equipment repair and overhaul pursuant to OAR 125-247-0288.

b. Background:

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Irrigon Hatchery is requesting approval of this SP to accomplish any necessary repairs essential to the operations and security of fish production programs. This request is annual for varying pumps to accomplish these goals.

Current Need:

Pump has been in continuous use since 2021. Efficiency in water production over electrical cost has fallen resulting in need for inspection and repairs.

c. Proposed Contracting Procedure:

Trade services contract

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.

Components for extraction that make up the ‘pump’ are eighty feet in the ground and submersed in a column of water, with no possible means of inspection without extraction.

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. There are only two service providers that have historically been able to provide us the services we need, one of which we had to stop working with due to quality of work and timeliness which became unreliable and costly.

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:

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Inability to provide sufficient water for our fish programs would directly impact public interest, in that we would not be able to provide current fishing opportunity both public, commercial, and tribal.

Approval of Special Procurement by Rule

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

6/3/2024