Notice of Special Procurement - Contract extension with Simple Software.

The State of Oregon, Department of Administrative Services (DAS), through its Enterprise Asset Management, Fleet and Parking Services division, is conducting a special procurement (REQ-10700-00112131) for maintenance and support services of the Fleet Management Information System (FMIS). This is a sole-source procurement, not an open competitive bidding opportunity, and represents a contract reinstatement and amendment rather than a new procurement. The FMIS is a custom-built system that has been in continuous operation since 1999 and serves as the critical billing and operational platform for fleet management, overseeing approximately 4,000 vehicles leased to state, county, and city governments across Oregon. The system generates monthly motor pool invoices, vehicle usage and maintenance reports, interfaces with the State Financial Management System for electronic billing, and contains the depreciation tracking system essential for asset management and inventory control. The procurement encompasses maintenance and support services at a capped rate of $40,000 per year (or proportional amounts for partial years) with an hourly rate of $160. The contract term extends from May 31, 2023, through May 31, 2028, with the public notice period running through May 5, 2026, establishing a seven-calendar-day protest window from the date of first publication for affected parties to submit written objections to the State Chief Procurement Officer. Interested parties may direct inquiries to Brian Eilerts, SPC III IT, at Brian.Eilerts@DAS.Oregon.Gov or 971-283-5302.

Simple Software Solutions, Inc., operated by Phil Raffel, is identified as the sole-source vendor for this procurement, as the software is proprietary and heavily customized to DAS specifications, with Simple Software possessing exclusive expertise necessary to maintain the system without compromising data integrity or operational functionality. This special procurement was necessitated because the original contract expired on May 31, 2023, and as the department transitions to a new AssetWorks replacement system, continuity services are required to maintain system stability during the transition period. The total maximum compensation for the reinstated and amended contract is $1,025,821, comprised of $202,655 in true-up charges for the period from May 2023 through May 2025 and annual support costs of $46,000 for 2026, $46,000 for 2027, and $19,166.67 for 2028. The procurement was approved by the State Chief Procurement Officer on April 22, 2026, and requires additional approvals from Enterprise Information Services and the Oregon Department of Justice prior to contract execution. No set-aside designations for disadvantaged enterprises or restrictions on organizational types are indicated in this sole-source special procurement notice.