ODHS Notice of SP for Impact Oregon renewal/Parallel

ODHS Notice of SP for Impact Oregon renewal/Parallel This is a Notice of Special Procurement - it is not a request for bids or proposals. See attachments for details. Website software Software consulting REQ-DASOBO-00169781 (22963)_AMD-1_Impact Oregon_ODHS Page 1 of 5 REQUEST FOR SPECIAL PROCUREMENT (SP) No. REQ-DASOBO-00169781, Amendment 1 (SP Amd-1) to SP #REQ-DASOBO-00022963 (Original SP) PART A. Requesting Agency must complete Items 1 through 13. 1. Requesting Agency: Oregon Department of Human Services (ODHS) 2. Request Date: December 4, 2025 3. Agency Number: 10000 4. Agency Contact: Traci Friedl 5. Contact Phone: 971-374-3472 6. Request Type: __Class Special Procurement X Contract-specific Special Procurement 7. Amendment Time Period Requested: From: April 1, 2025 To: March 31, 2029 8. Total Estimated Cost for Amendment Time Period: $0.00* *NOTE: Amendment Time Period cost is within the scope of the compensation amount approved through the Original SP. See table in Section 10.c. 9. Title: Supplies and/or Services to be Acquired: Impact Oregon Website Hosting, Support, and Transition Services (collectively, Services) 10. Amendment Request, Background, Current Need, and Proposed Contracting Procedure: a. Amendment Request Summary: ODHS seeks approval of this SP Amd-1 to amend ODHS Contract No. 160959 (Contract) with Parallel Public Works, Inc. (Contractor) as follows: (1) reinstate the Contract in accordance with Oregon Administrative Rule (OAR) 125-246-0570, making the Contract in full force and effect as of April 1, 2025; (2) extend the Contract Term through March 31, 2027, with the option to extend up to two additional years (until March 31, 2029); and (3) add “Phase 3” to the Contract Statement of Work covering continued annual services and transition plan to either bring the service in-house, or to a new website hosting and maintenance contract awarded by competitive solicitation. b. Background: The ODHS Office of Developmental Disabilities (ODDS) works to support and empower Oregonians with Intellectual or Developmental disabilities (I/DD) to live full lives in their communities. Shortages in the I/DD workforce has been an ongoing hurdle in adequately addressing I/DD needs. In 2019, ODHS issued Intermediate Request for Proposals (RFP) No. DHS-4672-19 for the design, build, and maintenance of a job recruitment website for employees of Oregon Medicaid-enrolled agencies (Provider Agencies) to view available jobs in the I/DD field. Contractor was the winning proposer and in 2019 the parties entered into a two-year Contract for the Impact Oregon Website (Website). In early 2020, the parties executed Contract Amendment 1 to extend the Contract Term to 2021 and increase the NTE to from $130,720 to $132,760 for additional enhancements. REQ-DASOBO-00169781 (22963)_AMD-1_Impact Oregon_ODHS Page 2 of 5 In 2021, ODHS ODDS received over $1,000,000 in federal funding through the American Rescue Plan Act (ARPA), intended to help states recover from the COVID-19 pandemic. ODDS had proposed using the ARPA funds to update and enhance the Website to attract more staff to I/DD work as health care needs increased while the economy struggled. DAS SPS approved the Original SP No. REQ-DASOBO- 00022963, authorizing ODHS to amend the Contract for those purposes for Term ending March 31, 2025. No protests were received to the Notice. For additional details about the history of the Contract up through approval of the Original SP No. REQ-DASOBO-00022963, see SP Attachment 1, Original SP. The parties executed Contract Amendment 2 in 2022 to add Website enhancements and updates to expand recruitment efforts toward clinicians in the I/DD field; add terms for transitioning services; extend the Contract Term to March 31, 2025; and increase the NTE by $237,000 for a new Contract NTE of $369,760. In 2024, the Contract was amended a third time but did not change the Term or NTE. Amendment 3 made changes to the Contract Statement of Work to increase flexibility in how the Contractor developed content for recruiting clinical positions. Metrics tracked by ODHS indicate the Website has successfully improved workforce numbers in the I/DD field. Since 2020 there have been 1803 jobs posted, and in the last 4 years 3,879 applications for posted positions occurred. In the last year alone, there were 69,000 active users and 263,000 site views. ODHS needs to continue using this tool and had anticipated transitioning the Website operations in- house by the Contract end date of March 31, 2025. It began steps to do this in the fall of 2024, but it became clear the ODHS IT staff did not have capacity to transition the Website at that time. By that point, there was no longer time to initiate a new solicitation. ODHS staff pivoted instead to extending Services under the existing Contract. ODHS submitted a request for a Special Procurement Amendment to its Office of Contracts & Procurement (OCP) in February 2025. Due to staff turnover and conflicting information, the Contract expired before action to extend or replace it could be taken. Contractor has continued to provide Website services to avoid the health and safety risk to the I/DD community that a lapse would present. c. Current Need: ODHS needs to reinstate the Contract, so it can compensate Contractor and continue to receive Services, while it considers how it will transition and maintain the Website services into the future. Existing hosting and support services are approximately $15,000 per year, and ODHS expects an extension through March 2027 may be enough time to complete that process. ODHS requests the two additional renewal years in case more time is needed to complete a successful transition. Table 10.c below shows the contract and procurement history along with the proposed contract actions (actions pending approval of this request indicated in italics): Table 10.c Procurement/Contract Action Time Period Maximum Cost (Scope) Actual Cost Cumulative Contract NTE Int. RFP DHS-4672-19 Not limited $150,000 REQ-DASOBO-00169781 (22963)_AMD-1_Impact Oregon_ODHS Page 3 of 5 Contract 160959-0 $130,720 $130,720 Contract Amd. 1 $2,040 $132,760 Original SP 2022 – 3/31/25 $1,150,000 Contract Amd. 2 2022 – 3/31/25 $237,000 $369,760 Contract Amd. 3 No change 0.00 $369,760 SP Amd-1 4/1/25 – 3/31/29 Contract Amd. 4 4/1/25 – 3/31/27 $30,000 $399,760 Contract Amd. 5 (Optional) 4/1/27 – 3/31/28 $15,000 $414,760 Contract Amd. 6 (Optional) 4/1/28 – 3/31/29 $15,000 $429,760 d. Proposed Contracting Procedure: 1. As required by OAR 125-247-0287, ODHS will issue a public notice (Notice) of the approved SP Amd-1 on OregonBuys, the state’s current eProcurement system of record, for a period of seven (7) calendar days. 2. The Notice will include provisions that any Affected Person(s) may protest approval of the SP Amd-1. 3. Oregon Department of Administrative Services, State Procurement Services (DAS SPS), in coordination with ODHS, will respond to and resolve all protests received, if any. 4. If no protests to this SP are received or sustained, ODHS will proceed with amending the Contract as set out in Section 10.a. 5. Pursuant to OAR 137-045-0015, ODHS will work with Oregon Department of Justice (DOJ) and obtain legal sufficiency approval prior to executing the Contract amendment(s), as required. 6. ODHS will work with Enterprise Information Services (EIS) and obtain its endorsement prior to executing the Contract amendment(s), as required. 11. Justification for use of Special Procurement: After the Original SP was approved, the Contract became authorized within the provisions of the SP. Consequently, any amendments to the Contract outside of the approved Original SP—whether for additional time, services, or related costs—must first be requested and approved by DAS SPS through an amendment to the SP. The Impact Oregon Website addresses shortages in the I/DD workforce by informing the public of employment opportunities within the I/DD field. ODDS and its providers have experienced many hurdles in finding staffing to support individuals. Since implementation of the website, I/DD workforce staffing has improved significantly. Contractor built, hosts, supports and maintains the Website, so it has first-hand existing knowledge of the Website infrastructure and design. ODHS is currently creating a long-term management plan for the Website based off the entire content and functionality developed by Contractor and needs to maintain access to Contractor’s content and expertise. It is essential that any future hosting and REQ-DASOBO-00169781 (22963)_AMD-1_Impact Oregon_ODHS Page 4 of 5 management solution, whether internal to the State or via competitive solicitation award, be based on the entire scope of functionality of the Website after Phase 3, so that no resources are lost or diminished in the transition. ODHS needs time to complete these efforts to transition the Website under Agency operations, or, if that is not feasible, issue a competitive solicitation to continue the services under the successful proposer. ODHS believes the current request reflects the necessary time for ODDS to complete that work. It is critical to the health and safety of the individuals ODDS serves to keep the Website operational while planning and completing the procurement and/or transition. Access to the recruitment resources of the Website is essential to maintaining appropriate staffing levels of healthcare workers within the I/DD field, and for the health and safety of the individuals served. 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: At a minimum, ODHS needs only to ensure the Website is operational for enough time to cover necessary Services until transitioned to another option for maintaining the Website. While another vendor may be able to provide similar services in the future, it could not successfully step in to provide the Services required in the immediate time. Contractor created the Website and maintains control of the site infrastructure, hosting, coding, maintenance, and support. ODHS needs access to the current vendor’s content and expertise to successfully transition the services without a lapse. 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: A lapse in service would lead to a reduction in workforce supporting the I/DD community. Metrics show the Impact Oregon website has become a vital tool for promoting and recruiting for available jobs in the I/DD field. This site has been advertised by ODHS as well as community partners to strengthen the I/DD workforce and streamline career searching and opportunities to the Oregon I/DD community. Making it unavailable after promoting it would undermine public trust and reduce the effectiveness, thereby diminishing its success and reducing the number and quality of applicants to the field. 13. Signature: The actual signature of the Agency Head or designee (e.g., Designated Procurement Officer) is not required on the Request if it is submitted through OregonBuys. Agency may elect to attach a signed Request. Signature: e.g. Electronically in OregonBuys _________________ Type Name: Date: REQ-DASOBO-00169781 (22963)_AMD-1_Impact Oregon_ODHS Page 5 of 5 PART B. STATUTORY AND RULE AUTHORITY: ORS 279B.085(2) states the Director of the Department of Administrative Services may approve a special procurement if the Director finds that a written request submitted under ORS 279B.085(4) demonstrates that the use of a special procurement as described in the request, or an alternative procedure prescribed by the Director will: (a) Be unlikely to encourage favoritism in the awarding of public contracts or to substantially diminish competition for public contracts; and (b)(A) Result in substantial cost savings to the contracting agency or to the public; or (B) Otherwise substantially promote the public interest in a manner that could not practicably be realized by complying with requirements that are applicable under ORS 279B.055, 279B.060, 279B.065 or 279B.070 or under any rules adopted thereunder. OAR 125-246-0170 delegates the authority of the Director of the Department of Administrative Services to approve special procurements to the State Chief Procurement Officer. OAR 125-247-0285 through 125-247- 0288 implement ORS 279B.085. OAR 125-247-0700(2) Protests and Judicial Review of Special Procurements designates the State Chief Procurement Officer as the Contract Review Authority. FINDINGS: The findings are accepted, adopted, and incorporated by reference herein. CONDITIONS OF APPROVAL: 1. Notice Period. The Authorized Agency shall post the Public Notice on OregonBuys®. The Special Procurement may not be used until after the completion of the seven (7) day notice period required pursuant to OAR 125-247-0287(4), and either: a. No Written protests are received by the Contract Review Authority, State Chief Procurement Officer, from an Affected Person in response to the notice, or b. If any protest is received during the notice period, then not until: i. the State Chief Procurement Officer or delegate issues a written disposition of the protest in accordance with ORS 279B.400 and OAR 125-247-0700 and OAR 137-047-0700, and ii. confirms in writing the first possible date of use of the Special Procurement. 2. ORS 279A.165 Requirements. Authorized Agency shall comply with the requirements of ORS 279A.165 and OAR 125-247-0287(12) regarding a report about this Special Procurement. Agency shall use a form and follow the instructions provided by the State Chief Procurement Officer or delegate. 3. Authorized Agency shall comply with all Enterprise Information Services (EIS) conditions and requirements prior to Contract amendment(s) execution, if any. 4. Upon completion of the Notice (section 1) the DAS PPO’s approval applies retroactively to April 1, 2025. APPROVED: Jay Jackson, Procurement Policy Officer Date: Department of Administrative Services, State Procurement Services 12/29/2025