Timmons Sole Source Market Research_Final.pdf

DES.wa.gov For assistance, contact DES.Contracting@des.wa.gov

Sole Source Market Research Worksheet PUBLISHED DATE: June 6, 2024

Per the Sole Source Contracts Policy, section 10, agencies must conduct sufficient market research prior to filing a new sole source contract or an amendment that extends the period of performance or proposes scope changes. In order to demonstrate that a particular vendor is a sole source for a good/service, agencies must present compelling evidence to DES that the agency conducted market research for each contract term (including each/any term extension) and amendments. This optional worksheet can be used to assist with meeting this requirement.

Note: this worksheet is not an exhaustive list of market research techniques. If you have any questions or require assistance using this worksheet, please contact the Policy Team via email, DES.Contracting@des.wa.gov.

Jump to section:

(A) Determining Business Need

(B) Market Research Techniques

1. Reviewing past solicitations

2. Internet search

a. Market Analysis

3. Database Searches

a. WEBS

b. Statewide contracts

c. OMWBE

4. Conducting an RFI

5. Additional Market Research Techniques

a. Contacting peer agencies

b. Interviewing vendors

c. Trade publications

d. Other/Assistance mailto:DES.Contracting@des.wa.gov https://des.wa.gov/sites/default/files/policy-documents/Policy-DES-140-00SoleSource.pdf mailto:DES.Contracting@des.wa.gov

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A. Determining Business Need Understanding the business need of your agency is the key to successful market research.

Before drafting your sole source justification, take steps to understand the specific business need of the agency, the pool of potential vendors, the services they are able to offer, and whether sole source is the appropriate procurement route; per RCW 39.26.010(23), “the contractor is clearly and justifiably the only practicable source to provide the goods or services”.

This is primarily accomplished through the following steps prior to market research:

• Understand previously delivered services (i.e., performance and specification requirements)

• Understand your target population (i.e., conduct stakeholder work to assess the needs of those that will receive the service and/or good)

• Understand the legal requirements (i.e., review legislative requirements, policy changes, environmental considerations)

Once you have determined the business need, you can proceed with conducting market research.

B. Market Research Techniques

1. Reviewing past solicitations If your agency has procured the commodity or service in the past, reviewing the previous solicitation(s) can potentially provide evidence to support sole source determination, such as if there is a documented history of only one responsive/responsible vendor.

Has the agency purchased the good/service before? If yes, provide the results of the previous solicitation:

This is the Agency’s first acquisition of a CWPP application. The Interagency Committee and DNR evaluated similar past procurements and determined the following:

Date of purchase Procurement Type Notes supporting sole source determination

Various

(ongoing)

GIS Software

(e.g., Eris ArcGIS)

WA agencies have procured general GIS tools used for wildfire risk mapping.

However, these products do not provide CWPP-specific workflows, stakeholder engagement, or action planning capabilities and metrics of Timmons

LCWPP.

https://app.leg.wa.gov/RCW/default.aspx?cite=39.26.010

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Date of purchase Procurement Type Notes supporting sole source determination

N/A Wildfire consulting and grants

Past wildfire mitigation efforts have been managed through grant-funded initiatives, not through a centralized CWPP planning software platform like the one provided by Timmons Group.

None CWPP-specific planning tool procurement

No previous purchase by WA agencies of a CWPP-dedicated planning tool.

Timmons Group offers the only proven platform that combines stakeholder-driven planning, mitigation tracking, and standardized CWPP development.

2. Internet search Internet searches are helpful to understand what similar programs exist and what contractors or organizations might be able to meet your agency’s business needs. Many state governments publicly post their RFPs online, so you may be able to find good examples of RFPs for similar services.

Use a spreadsheet or table (see example below) to track businesses you identify through your internet search.

Search terms used:

“Community wildfire protection plan software”

“Wildfire mitigation software vendors”

“Wildfire planning GIS solutions”

Business name

Date & Method of Contact (phone, email, etc.)

Notes (can/cannot meet the business need, explanation)

Esri (ArcGIS Wildfire Solutions)

4/28/2025 https://support.esri.com/en-us/contact

Cannot meet the full need. Offers robust GIS mapping tools but lacks an integrated CWPP planning workflow with stakeholder engagement, action, planning, and mitigation tracking like LCWPP provides

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Business name

Date & Method of Contact (phone, email, etc.)

Notes (can/cannot meet the business need, explanation)

Simtable 4/28/2025 info@simtable.com

Does not meet the need. Focuses on fire behavior simulation and visualization, not full CWPP planning and stakeholder workflow management

Geographic Technologies Group (GTG)

4/28/2025

919.759.9214

Cannot fully meet the need. While GTG offers custom GIS solutions, they do not have an established, proven CWPP-specific platform in active use across multiple states. Would require full development from scratch without an existing CWPP framework

Trimble Forestry

4/28/2025 https://forestry.trimble.com/contact-us/

Cannot meet the full need. Focuses on forestry and asset management, not community wildfire protection planning. No integrated CWPP specific tools or stakeholder-guided workflows

Record research results about the commodity/service industry that support sole source determination here: See above.

3. Database searches DES Statewide Contracts

1. Navigate to the DES Statewide Contracts Search Tool

2. Enter keyword(s) related to your commodity/service/business need.

3. Search terms used:

“CWPP planning tool” “wildfire protection planning” “wildfire GIS planning” “emergency management software” “wildfire rist mitigation planning” “community wildfire planning software”

4. Record search results:

https://apps.des.wa.gov/DESContracts/

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Statewide Contract No.

Contractor Name

Method of Contact (phone, email, etc.)

Notes (can/cannot meet the business need, explanation)

N/A N/A N/A No DES statewide contracts are available that provide CWPP-specific planning software solutions. Search did not identify any existing vendors meeting the business needs.

5. Did you locate a statewide contract that can meet your agency’s business need? For more information, see How to use statewide contracts. DES manages statewide contracts that leverage the state’s collective buying power to help agencies save money, reduce risk, and streamline purchasing. Agencies should use statewide contracts and/or DES-approved cooperative agreements (i.e., NASPO ValuePoint contracts) before any other procurement method.

WEBS

Searching for Similar Solicitations posted by other agencies.

1. Navigate to the Washington Electronic Business Solution (WEBS) for Government Customers webpage.

2. Navigate to the “Search for Solicitations” tab.

3. Select relevant commodity codes:

4. Open solicitations from the search results to review details.

5. Call or email the agency contact if more information is needed.

6. Record results:

https://des.wa.gov/purchase/how-use-statewide-contracts https://pr-webs-customer.des.wa.gov/

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Solicitation title Cust. Ref # Notes

Climate, Equity & Environment Education GIS Mapping

20220508 Sole source for GIS-based dashboard to support environmental education and climate equity across Washington. While it uses GIS and a strategic planning framework, it focuses on education and provider mapping – not wildfire planning or CWPP development. Does not meet DNR’s need for a stakeholder-driven wildfire mitigation platform like Timmons.

N/A No solicitations found in the WEBS system that meet the specific business need for a stakeholder-driven platform like the one offered by Timmons Group. Available solicitations did not involve CWPP tools or wildfire-specific GIS planning software.

Searching for Vendors

1. Navigate to the Washington Electronic Business Solution (WEBS) for Government Customers webpage.

2. Navigate to the “Search for Vendors” tab:

3. Select relevant commodity codes:

4. Record search results:

https://pr-webs-customer.des.wa.gov/

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Contractor Name

Method of Contact (phone, email, etc.)

Notes (can/cannot meet the business need, explanation)

Environmental Systems Research Institute, Inc.

(Esri) bids@esri.com

Cannot meet the business needs. ESRI provides foundational GIS technology (E.g., ArcGIS), but does not offer a CWPP-specific platform with stakeholder engagement tools, mitigation tracking, or planning workflows. Timmons Group’s solution is tailored to wildfire risk mitigation and CWPP lifecycle management, which ESRI does not provide as a turnkey product.

N/A No vendors found in WEBS that offer a CWPP-specific planning software platform or integrated stakeholder mitigation tool comparable to Timmons Group.

OMWBE Directory of Certified Businesses

1. Navigate to the Office of Minority and Women’s Business Enterprises (OMWBE)’s

Certified Business Directory.

2. Use search criteria/search terms relevant to your agency’s business need.

3. Contact OMWBE staff for assistance if your search results is zero vendors, contact technicalassistance@omwbe.wa.gov.

4. Record search results:

Contractor Name

Method of Contact (phone, email, etc.)

Notes (can/cannot meet the business need, explanation)

N/A No relevant firms which meet business needs.

4. Conducting an RFI An RFI is an informal solicitation of ideas, solutions and/or recommendations (usually to assist in the development of a scope of work for an RFP; an RFI does NOT result in a contract being awarded). An RFI can strengthen sole source determination as it can be used to gather additional information about the marketplace (such as vendor availability and interest).

https://pr-webs-customer.des.wa.gov/ViewVendor.aspx?ID=506 https://pr-webs-customer.des.wa.gov/ViewVendor.aspx?ID=506 https://pr-webs-customer.des.wa.gov/ViewVendor.aspx?ID=506 https://pr-webs-customer.des.wa.gov/ViewVendor.aspx?ID=506 https://pr-webs-customer.des.wa.gov/ViewVendor.aspx?ID=506 https://pr-webs-customer.des.wa.gov/ViewVendor.aspx?ID=506 https://omwbe.diversitycompliance.com/FrontEnd/SearchCertifiedDirectory.asp mailto:%20technicalassistance@omwbe.wa.gov

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DES provides a Request for information (RFI) template with examples of questions that may be helpful to gather information.

After conducting an RFI, the results can be saved to the contract file. Record results that support sole source determination here: N/A

5. Additional Market Research Techniques Depending on the commodity and/or service being procured, there may be additional or alternative market research techniques that are applicable.

Contacting Peer Agencies Speaking with peer agencies, associations, cities, counties, states etc., can be an easy way to understand what best practices exist in contracting for a specific service or product. It is likely that others have experienced some of the same challenges you have. Know who your sister agencies and counterparts are and reach out.

Contact Name Date/Method of Contact (phone, email, etc.) for follow-up, if applicable

Notes

NC, New Jersey and Texas

Numerous and ongoing All have implemented Timmons LCWPP

USFS Numerous and ongoing Timmons LCWPP user.

Timmons selected to replace the National Fire Plan Operational Reporting System

(NFPORS)

Department of the Interior

Numerous and ongoing Selected to integrate wildland fire fuel treatments and fire breaks across their entire jurisdiction (Fish & Wildlife, Bureau of Land Management, LANDFIRE) https://des.wa.gov/sites/default/files/2022-11/RFI-Template.docx

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Interviewing Vendors Pending the results of a database search or RFI, the agency may be able to conduct interviews with vendors for collecting information on the market. Interviews can be conducted in-person, virtual, by phone, or written via email. Interview questions include:

1. Briefly describe your idea/technology to meet the agency’s business need.

2. Who is your direct competition?

3. Are there any other potential markets and/or possible emerging markets?

If your search turns up a large number of vendors, it may be faster to conduct a survey via email instead of reaching out to vendors individually.

Record results of interviews here:

Contact Name Date/Method of Contact (phone, email, etc.) for follow-up, if applicable

Notes

N/A No relevant firms which meet business needs.

Trade Publications Trade Publications (i.e., trade journals, industrial publications/catalogues/magazines) are a great source for industry information, as they are published by and for people in a particular industry. Historically these publications were print only, but many are now available online and easily accessible. Trade publications are periodicals that keep professionals up to speed on a given industry’s trends and best practices.

You can search for trade publications using an internet search engine or through specific databases for trade journals. The way the search is conducted will be very specific to the commodity/service area, so we suggest working closely with your SMEs/program staff to assess which sources are appropriate.

Other Methods This worksheet is not an exhaustive list of market research methods. Some commodities or services will require a different approach. For example, if the purchase is for social or human services, it may be necessary to take additional steps to understand the needs of the population receiving your services and how the target population will be matched and referred to the services. Understanding the business need of your agency is key to successful market research.

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If you have any questions or require assistance, please reach out to the Policy Team via email, DES.Contracting@des.wa.gov.

mailto:DES.Contracting@des.wa.gov