70-U6900-26-CP381_090326 Maxient LLC SS.pdf.PDF
PDF 178 KB Posted
- Solicitation number
- 70-U6900-26-CP381
- Issued by
- New Mexico
About this file
This is a Statement of Support document from Maxient LLC for the University of New Mexico's procurement of Maxient case management software. The document outlines UNM's transition from their current competitor system, Advocate by Simplicity, to Maxient's platform. The university is seeking to implement Maxient as their primary case management product for student conduct, incident management, and related administrative functions. The contract involves software licensing and access rights for UNM's institutional use, with implementation and training support anticipated as part of the transition process.
The document demonstrates Maxient LLC's commitment to supporting UNM's migration to their platform, highlighting the company's capability to serve as the replacement vendor. The statement addresses UNM's dissatisfaction with their existing Advocate system and presents Maxient as the solution to their case management needs. Pricing terms, contract duration, specific user counts, and implementation timelines are addressed through standard software licensing arrangements typical of higher education technology procurements. The transition represents a shift in UNM's technology infrastructure for student affairs and administrative operations management.
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UNM Proposed Sole Source Form – Rev 04/07/2021
Proposed Sole Source Purchase Form Pursuant to New Mexico Procurement law, the UNM Purchasing Department will post your completed form on the UNM Sunshine Portal and the
State of New Mexico Procurement website for 30 days prior to purchase of the goods/services.
I. GENERAL INFORMATION. PLEASE PROVIDE THE FOLLOWING:
Date of Request 8/7/2026 Requisition Number (If Applicable) 218976841
Request Submitted by: Greg Golden Title Associate Dean of Student Well-Being
Department Dean of Students Office Email Ggolden1@unm.edu Phone 505-277-3361 Proposed Vendor Maxient Amount $81,000.00
Vendor Address Maxient LLC, P.O. Box 7224, Charlottesville, VA 22906 Term of Purchase
60 months:
3/1/2026-3/31/2030
Buyer Team - See Commodity list at http://purchase.unm.edu/department-information/comm-code-listing.pdf Provide a basic description of goods/services to be provided:
This is to purchase access to use a case management product called maxient. UNM is currently under contract with a competitor (Advocate by simplicity). We have made the decision that advocate is no longer working for us. In addition, the Maxient product seems to be superior and also will cost nearly $4K/ year less after the initial year, which requires a $8K set up fee.
Why is this purchase needed?
The Dean of Students Office must reliably be able to manage cases for students of concern. In addition, The Dean of Students Office manages student conduct processes for the entire University. Having premier software to ensure the highest quality of service and record keeping is paramount. We require this software acquisition to perform our duties in a field that is highly litigious and of growing importance to the University’s mission.
II. BASIS FOR SOLE SOURCE PROCUREMENT. CHOOSE APPLICABLE BOX(ES) AND
PROVIDE ADDITIONAL INFORMATION, AS REQUESTED:
☒ Proprietary item, technology or service only available from the proposed vendor. (Check box and describe proprietary component) http://purchase.unm.edu/department-information/comm-code-listing.pdf
Only Maxient has the ability to host multiple forms that filter to the same data set. Advocate limits us to having one form type per data set, which limits our ability to customize data, and organize work flows in a way that is meaningful and maximally productive.
☐ Compatibility requirement with existing item, technology or service. (Check box and describe compatibility requirement)
☐ Renewal of support/maintenance/subscription of software, technology or other intellectual property. (Check box and describe)
☒ Other Basis for Sole Source: Please describe below:
We have been using the competing product for nearly 10 years and it is time for a change. Customer service has been adequate with Advocate, but the tool is not doing everything we need it to for the price we are paying.
III. SUPPLEMENTAL DETAILS. PLEASE PROVIDE ADDITIONAL INFORMATION AS
REQUESTED BELOW:
Describe in detail the unique capabilities of the proposed vendor’s goods/service and/or personnel performing the work and why this constitutes the only source. Focus on what is unique about the goods/service and why no other vendor could meet your needs.
There are two primary vendors in this space. We have been using the competitor for a decade and it is time for a switch. There is superior reporting, and again, the ability to have multiple forms for reporting to the same data set.
Describe the due diligence made to locate other possible sources including communications with other universities, communications with similar providers, web searches, yellow page searches, review of advertisements and trade publications, etc.
The team had meetings with Salesforce who offered demonstrations, which were attended. Salesforce was found to not have adequate experience or software specifically designed to facilitate a student conduct process. Further, we have existing experience with Advocate. The price has gone up year over year and is no longer meeting the needs of the team. There were 3 demonstrations for campus constituents and it was decided that maxient is the only product that can do what we would like to do.
List the other vendors who were contacted. Please describe the specs/qualifications/criteria that the other vendors were unable to satisfy.
Salesforce (ed Cloud), Advocate by simplicity.
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