70-S0003-26-CP348_FY 2027 Sole Source_Source Justification - CHESS_8_12_2026.pdf.PDF

Section 13-1-128 NMSA 1978 (being Laws 1984, Chapter 6S, Section 101, as amended) Subsection E required by NM to post on local public body web site.

SOLE SOURCE JUSTIFICATION REQUEST FORM

Instructions: Briefly describe the items or service requested and list in detail the reason for requesting the Sole Source designation.

Include substantiating data such as; companies contacted and the reason for elimination, technical data, etc. Since this is a request to depart from the mandated procedure for competition, request without support cannot be considered. The CNM Buyer may require additional information and remains the final authority in the determination of a Sole Source acquisition.

Date: 8/12/2026

Prepared by: Christine Duncan

Vendor/Contractor Name:

Address:

City, State, Zip:

Cost: $17,000,000

Collaborative for Higher Education Shared Services (CHESS)/Attn: Dr. Shaun McAlmont, CEO 6401 Richards Avenue, Santa Fe, NM

Term of Contract: 2.5 years

Description of Item/Service to be procured: (listing of the services, construction or items of tangible personal property procured under the contract)

The Collaborative for Higher Education Shared Services (CHESS) is a non-profit corporation in the State of New Mexico. CHESS currently includes six New Mexico independent, public community colleges; Central New Mexico Community College (CNM), Clovis Community College, Luna Community College, Northern New Mexico Community College, San Juan Community College and Santa Fe Community College (collectively, the "Colleges").

Through the Request for Proposals Process, RFP #P-430, CHESS determined that Workday was the best vendor to provide ERP ad SIS implementation and services to the Colleges and CHESS awarded a contract to Workday (WD). The Colleges entered into a MOU with CHESS to share the cost of the WD Enterprise Resource Planning (ERP), WD Student Information System (SIS) and other WD related services (payroll/staff support/data governance). These systems support critical day to day work at the colleges in the areas of finance, human resources, payroll and student information areas including admissions and recruiting, financial aid, records, curriculum and advising, student financial transactions and non-credit training. Without these systems and services, CNM and the Colleges cannot carry out their purpose which is to provide training and education to learners.

CHESS is the only vendor who can provide all of the ERP, SIS and related services as a shared resources among the Colleges due to its contractual relationship with WD.

CHESS is unique in that it is the only vendor that can provide comprehensive ERP, SIS and related services that are tailored to the needs of CNM and upon which CNM and the Colleges rely to complete critical transactions and shared services.

No other vendor can provide timely, accurate, shared ERP, SIS implementation and related services to meet the needs of the CNM and the Colleges.

I Below is the summary of information regarding the justification for your request for the Sole Source Procurement.

l. Explain why this is the only available source that can meet the needs of your department.

CHESS is the holder of the contract with WD to offer the multi-institutional frame work. RFP #P-430 was structured so that the cooperative entities could take advantage of the savings when licenses and services are purchased from a single purchaser (CHESS). Please see the "Description of Item/Service to be procured" section above for additional justification.

2. Explain why this vendor is the only available source from which to obtain this product or service.

Qrhe company has affirmed (memo from vendor is attached) that there is no other source for this item. Our search for possible vendors proved futile; OR

Qother reason, please explain in full. Attach additional sheets if necessary.

The ERP/SIS vendor was chosen through a competitive RFP process involving hundreds of people from across five of CHESS Colleges. Please see the "Description of Item/Service to be procured" section above for additional justification.

3. Explain why the price is considered fair and reasonable.

The pricing is fair and reasonable as extensive negotiations went on with the supplier and they made three pricing concessions since the initial offering. We were also able to compare it to the pricing received from the other bidders in the RFP process. Additionally, the pricing agreed upon by the vendor was within the collective, planned budget.

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4. Describe the efforts made to obtain the best possible price from this sole source vendor for the taxpayers. What (if any) is the total cost savings from the original quote? (Attach additional sheets if necessary).

The process involved the issuance of an RFP led by CHESS to maximize competition and generate the best value for the colleges. The cost savings from initial pricing is estimated to be over $9 million. This was obtained through negotiations on RFP #P-430 with comparison against the other supplier responses to the RFP.

APPROVALS:

Based on the above stated facts, the Purchasing Department has made the determination the justification for the Sole Source procurement is in accordance with § 13-1-126 and will be posted for a 30-day period prior to award.

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Requester Signature

Pursuant to § 13-1-126, the 30-day posting period of the Notice of Intent to Award this Sole Source request was met and no objections to award to the above referenced contractor were received. This Sole Source determination will be valid for the term indicated on page one (1) of this form.

8/12/2026

Purchasing Buyer Date Purchasing Director Date

Required Attachments:

• Letter from Contractor, if applicable.

• Campaign Contribution Form (Buyer)

• Other supporting documentation.

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