R15177 Adding additional Funds to Contract

The State of Oregon, specifically the Department of Administrative Services Procurement Services (DAS PS) on behalf of the Office of the State Chief Information Officer (OSCIO), is procuring onsite data destruction services for Enterprise Information Services (EIS), Data Center Services (DCS). The contract, initially awarded to DataSafe, Inc., focuses on secure media destruction for various digital storage media including hard drives, thumb drives, tapes, CDs, and DVDs during hardware decommissioning activities. The procurement is being conducted through a special procurement process, with the current contract covering a five-year term from February 28, 2021, to February 28, 2026. The primary objective is to protect against unauthorized access to sensitive state data and comply with federal regulations governing asset sanitization and disposal. The contract requires a vendor capable of providing volume hard disk drive destruction within a 500-800 mile radius of Portland, Oregon, with services to be performed approximately 2-4 times per year. The current procurement involves an amendment to increase the contract's not-to-exceed amount from $51,705 to $131,705 due to higher-than-anticipated media destruction volumes.

The procurement does not explicitly mention specific set-aside designations or restrictions for disadvantaged enterprises. DataSafe, Inc. is the incumbent and sole vendor identified as capable of meeting the contract requirements, with no indication of competitive bidding. The jurisdiction covers Marion County and potentially other Oregon state entities, with funding sourced from the Department of Administrative Services, Procurement Services. The contract amendment process includes a seven-calendar-day public notice period during which affected parties may submit protests through the OregonBuys procurement system. If no protests are received or sustained, DAS PS will negotiate continued services with DataSafe, Inc. for the remainder of the contract term. The pricing structure is based on a tiered system with per-unit rates for different quantities of media destruction services, and the estimated annual spend is approximately $10,341. Final contract execution will require endorsement from Enterprise Information Services and legal sufficiency approval from the Oregon Department of Justice.