SRCI PVI SPECIAL PROCUREMENT SIGNED BY DPO.pdf

DOC ADAPTED FORMAT REVISED 5/6/2021 – DOC ONLY – NOT FOR DAS REVIEW

REQUEST FOR SPECIAL PROCUREMENT

1. Requesting Agency Name: Oregon Department of Corrections (DOC)

2. Date of Request: 3/11/22 3. Agency Number: 29100

4. Agency Contact Name: Tamera A. Bowser 5. Phone: 503.910.7902

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

7. Time Period Requested: From: 3/11/22 To: 3/11/27

8. Total Estimated Cost: $ 140,000.00

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

PVI Hot Water Heaters, Repair Parts and Supplies

10. Request, Background and Proposed Contracting Procedure:

a. Request:

Snake Rivers Correctional Institution (SRCI) is requesting approval of this special procurement to purchase a PVI TurboPower Hot Water Heater and any future water heaters, supplies and repair parts.

b. Background:

The boiler system at SRCI is manufactured by PVI and has been in service since 1998. SRCI has 11 PVI Systems in Service. Currently SRCI has a need to purchase an additional PVI TurboPower Water Heater System. The PVI brand has been described in the Determination of Brand Name Specifications to be the only supplies and parts that will adequately perform, “fit, form, and function” of the PVI Boiler System. Proctor Sales Inc. (PSI) has exclusive reginal territorial sales rights.

c. Proposed Contracting Procedure:

Direct Award as outlined in ORS 421.438 which allowed DOC to enter into contracts for facility or property maintenance operations.

11. Justification for use of Special Procurement:

• PVI Goods have exclusive regional territorial distributors. Proctor Sales Inc. is the

Oregon/Washington/Alaska and Northern Idaho sole distributor.

• SRCI already has in place multiple hot water heaters that are PVI brand. Purchasing the same brand of hot water heater will allow for use of existing parts and provides continuity though out

SRCI.

• This allows savings in parts or supplies as they maybe interchangeable, but also in repairs that the staff may deal with in the event of an emergency. Staff are well trained with this brand and no extra training is required.

DOC ADAPTED FORMAT REVISED 5/6/2021 – DOC ONLY – NOT FOR DAS REVIEW

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:

PVI products are sold by territorial rights and are only sold by Proctor Sales Inc. for the State of Oregon.

and

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

SRCI already has in place multiple hot water heaters that are PVI brand. Purchasing the same brand of hot water heater will allow for use of existing supplies and repair parts. If SRCI was to purchase a different brand of hot water heater, this would increase costs to the Agency as additional spare and repair parts for a new brand of hot water heater would need to be purchased and stored on-site at SRCI. Parts between existing hot water heaters and a new brand of hot water heater may not be interchangeable. Purchasing the current brand of Hot Water Heater will also allow staff to have a knowledge base of only one (1) brand to make repairs.

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:

13. Signature: The electronic signature of the Designated Procurement Officer is required on this Request.

Toni Payseno Designated Procurement Officer Electronic Signature and Date