Professional Memo

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SOLE SOURCE JUSTIFICATION FOR SUPPLIES AND SERVICES Memo to File To:

B32689

From: ODOT Procurement Office Analyst/Procurement Specialist: Stephanie Lehman Designated Procurement Officer: Melissa Canfield (approved by email dated 4/8/2015) Date: 03/12/2015 Re: Sole Source Justification pursuant to Oregon Revised Statute (ORS) 279B.075 and Oregon Administrative Rule (OAR) 125-247-0275 for the upgrade of the VINA software solution to VINtelligence. Authority to enter into a Sole Source Contract: Pursuant to OAR 125-2460170(7)(a)(A). Background: The Oregon Department of Transportation (Agency) has requested to upgrade their VINA software to the VINtelligence software solution. The provider of VINA, Polk, has been acquired by IHS and is discontinuing their VINA products and upgrading customers to the VINtelligence solution. It is Agency’s intent to purchase the VINtelligence solution through a Sole Source Procurement to amend its current contract with Polk/ IHS. The estimated cost of this upgrade and any associated costs, such as maintenance and services, will not exceed $150,000 over a five year period. VINA is a computer program, available nationwide, that the Oregon Driver and Motor Vehicle Services (DMV) purchased and renews from IHS. VINA is integrated into the DMV Vehicle System on the mainframe and used in the processing of vehicle title records. The Vehicle Identification Number (VIN) is entered in the Vehicle data entry screen. VINA is used to recognize the vehicle make, model, year and other information about the specific vehicle that is used to populate the vehicle title records. The VINA program is also used as a reference tool that allows employees to check data associated with a specific vehicle through entry of the VIN number. DMV receives regular updates on the VINA products. This program is an integral part of the Vehicle Title and Registration System. The upgrade to VINtelligence will offer additional features, web service capabilities and detail to include heavy trucks and trailers.

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Findings: Agency’s market research indicates that there is a very limited candidate pool that offers some type of VIN identification software, the system developed by Polk was created for use in government entities. Agency believes that pursuing a Sole Source will not harm competition. (In accordance with ORS 279B.075.) Agency has currently been using the software since 1994 and it is integrated into their existing system. DMV staff is familiar with how to use this current system so additional training will be negligent or non-existent.. There will be no systems compatibility issues and the cost of conversion will be much less than that of a new and unknown product . This is efficient utilization of existing equipment. (In accordance with ORS 279B.075(2) (a), ORS 279B.075 (2)(d).) There are also 48 other states and 10 Canadian Provinces that use the software which will make the exchange of data and sharing of information uniform. (In accordance with ORS 279B.075(2) (b).)

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