ASSD EDD25.18 Direct Award Determination.pdf

Proc Folder:

Department of Administration Purchasing Division 2019 Washington Street East Post Office Box 50130 Charleston, WV 25305-0130

1636423

State of West Virginia Agency Sole Source Determination

Info Technology

Doc Description: Direct Award Determination - GCR (Tadera)

Proc Type: Agency Sole Source

Date Issued Solicitation Closes

2025-02-25 2025-03-11

PROCUREMENT OFFICER

DEPARTMENT OF EDUCATION

BLDG 6, RM 700

1900 KANAWHA BLVD E

CHARLESTON WV 25305

us

Vendor Customer Code:

Vendor Name :

Address:

Street:

City:

State:

Principal Contact :

Vendor Contact Phone:

10:00

FOR INFORMATION CONTACT THE BUYER

Michelle L Childers

(304) 558-2686 michelle.childers@k12.wv.us

Vendor Signature X

Date Printed: Feb 25. 2025

Solicitation No

ASSD 0402 EDD2500000018

Country:

Extension:

FEIN#

Page: 1

Reason for Modification:

Version

Zip:

DATE

FORM ID; WV-PRC-ASSD-002 2020/05

All offers subject to all terms and conditions contained in this solicitation

The West Virginia Department of Education is publishing direct award determination for to provide counties with Tadera software for managing property and lease agreements and ensuring compliance with Governmental Accounting Standards Board (GASB) Statement No. 87 and 96.

DEPARTMENT OF EDUCATION

BLDG 6, RM 700

1900 KANAWHA BLVD E

CHARLESTON WV 25305

us

Line Comm Ln Desc

1 Annual Software Fee

Comm Code Manufacturer

86101710

Extended Description:

Annual Software Fee

Line

Date Printed: Feb 25, 2025

Qty

0.00000

DEPARTMENT OF EDUCATION

OFFICE OF CHILD NUTRITION

1900 KANAWHA BLVD E, BLDG 6 RM 750

CHARLESTON WV 25305-0330

us

Unit Issue Unit Price Total Price

Specification Model#

Event Date

Page: 2 FORM ID: WV-PRC-ASSD-002 2020/05

EDD2500000018

Document Phase

Draft

Document Description

Direct Award Determination - GCR ( Tadera)

ADDITIONAL TERMS AND CONDITIONS

See attached document(s) for additional Terms and Conditions

Page

ED-65

West Virginia Department of Education

DIRECT AWARD POSTING:

Justification and Public Notice Form

Public Notice Instructions

Pursuant to West Virginia Board of Education Policy 8210, the West Virginia Department of Education may award· a contract directly to a vendor without competitive bidding if certain requirements • are met. Those requirements include documenting justification to support the Direct Award, along with providing certain information to the vendor community for a prescribed period of time.

The West Virginia Department of Education intends to make a Direct Award to the vendor identified below to provide the commodity or service identified below. The support for the Direct Award, and any additional documentation has been included in this form or as an attachment.

Vendor Interest: Any vendor interested and able to provide the commodity or service in question must make their interest known, prior to the deadline published in wvOASIS, by expressing such interest in writing to the procurement officer identified as the appropriate contact in wvOASIS. If interest is expressed and deemed to be valid by the procurement officer, this request for Direct Award will be canceled and converted to a competitively bid solicitation.

Direct Award Information

Agency / Department: West Virginia Department of Education

Procurement Officer: Jo Ann Adkins, Purchasing Manager

1/29/2025 Date of Request:---------------------------------

1. Provide description of commodity or service (Include a copy of any proposed contract documents):

TADERA (the current software solution) offers a comprehensive lease management solution designed to assist public agencies in effectively.managing their property and lease agreements while ensuring compliance with Governmental Accounting Standards Board (GASS) Statement No. 87 and 96. This solution integrates property and lease management and financial reporting into a singie, unified platform.

• If /4questing software as a sole source, is this software as a service?

EJ Yes D No

2. Justification which explains why the direct award is in the best interest of the state:

The current software solution utilized by all county boards of education was initially implemented in 2021. The implementation process and subsequent training demanded a substantial investment of time and effort. Over the course of nearly a year, weekly meetings were held to ensure the system was fully prepared for deployment across the counties. , Following deployment, extensive training was conducted to familiarize users with the various functionalities of the software. If the State were required to,undertake this process again, it would necessitate repeating these comprehensive steps.

3. Basis for Direct Award: Please select one of the following and provide details and documentation sufficient to confirm the basis.

D Competition is not available from any other source: (If this item is selected answer the question below)

A. The agency attempted to identify other sources by:

0 No other source would be willing or able to replace the existing source without a detrimental effect on the spending unit (Please describe the detrimental effect in detail):

Replacing the current software solution would present numerous challenges and significant additional costs.

The implementation of a new system would impose financial burdens on the spending unit, as the expenses associated with transition services extend beyond the standard annual licensing fees of the existing software.

Key challenges for the spending unit would include the need for comprehensive retraining of all employees on the new system, as well as the considerable time required to ensure a successful and fully operational implementation. These factors could lead to disruptions in workflow and increased resource allocation during the transition period.

D Solicitation is categorized as impossible to bid in Section 9 of the Purchasing Handbook and is being posted to determine if competition is available.

4. Other Information Required for Direct Award Posting:

A. A time-period by which delivery must be made or performance must occur:

May 1st, 2025

B. The price that will be paid for the commodity or service (include vendor quote):

See attached vendor quote

C. Any limitations that a competing vendor would need to satisfy:

1. Immediate implementation and training for end users

For Procurement Officer Use Only

0 Request to Advertise Direct Award Denied

~e uest to Advertise Direct Award Approved

FEB 2 4 2oz;

Date:

,.,TADE RA

ATTACHMENT A

SOFTWARE LICENSE, SUPPORT, AND PROFESSIONAL SERVICE FEES

Software PubliclQ Business & Revenue Manager GASS Module Saas, Su ort, and Hostin

Extended Price See table below

Annual Support Hours Cap: 80 hours. Licensee's annual Fees and included annual application support allotment applies to each Contract Year and shall not include unused application support time from prior Contract Years. If Licensee exceeds those hours then additional fees may apply. In addition, Licensee is required to maintain an active application version no more than 2 release version numbers within 90-days of the current TAD ERA published release.

Pa ment Schedule for Initial Term Yearl Total $53,731.00

0 tion Renewal Year 6: 5/1/2026-4/30/2027 $53,731.00 0 tion Renewal Year 7: 5/1/2027-4/30/2028 $53,731.00 0 tion Renewal Year 8: 5/1/2028-4/30/2029 $53,731.00 0 tion Renewal Year 9: 5/1/2029-4/30/2030 $53,731.00

Payment Terms Licensee agrees to pay TADERA the Fees in accordance with the payment terms set forth below:

• Annual Fees: Invoiced and due upon contract signature for Year 1, annual thereafter upon Anniversary Date

• Supplemental Services ordered during the Term will be invoiced on an agreed upon schedule

Initial Term The Initial Term of this Agreement shall commence on the Effective Date and shall remain in full force until Licensee's 5th Anniversary Date.

Additional Terms and Conditions Any changes, additional services or Additional Modules required by Licensee beyond the Services of the original Scope of Work, shall be requested in writing through a Change Order or Task Order. Change Orders or Task Orders will include a detailed description of the additional services and new implementation schedules. Pricing for these additional services or Additional Modules will be determined by TADERA, considering the term and nature of the services or Additional Modules.

Rev 2025-01-25