DHW - AIRISTA Flow 10-15-2026.pdf

Request Form to Division of Purchasing (DOP)

Exemption from Competition - EFC

If you have any questions please contact us at DOPHelpDesk@adm.idaho.gov

Form ID 25313

Generated after Receipt by DOP

Year

Requestor Information

Agency Name* Department of Health and Welfare

Agency Acronym*

DHW

Requestor Name* Steve Barclay

Phone* 208-334-5735

E-mail* steve.barclay@dhw.idaho.gov

Property Being Purchased:* Mergent-AiRISTA Flow SOFIA duress system software subscription and support, Mergent Systems -3 years

This field has a 300 character limit

Type of Exemption Check all that apply

Type of Exemption*

A solicitation has been completed and my Agency wishes to award contracts to multiple vendors for the same or smilar property (Multiple Award Authorization)

My Agency wishes to administer or award a solicitation at a dollar amount above its normal Delegated Purchasing Authority (Limited/One-Time DPA)

The property required is available on one or more open contracts, but my Agency wishes to purchase from a different vendor. (Note: if total value is over $10,000, Agency must also check the box for exemption from competition if requesting to pruchase from a specific vendor). (Utilization of Open Contract).

A solicitation is being developed (by my Agency under its DPA or in conjunction with DOP) and my Agency wishes to limit responses to a specific manufacturer/brand name (I.e. no substitutions). (Note: this option assumes that multiple vendors can offer the identified brand name; otherwise, select the option for exemption from competition to request a Sole Source Authorization (Brand Name Only)

A solicitation has been completed and there is a need to negotiate with one or more vendors. (Authorization to Negotiate)

My Agency is seeking to purchase directly from an identified vendor without completing a solicitation OR wishes to perform a level of competition that is less formal than would typically be required. (Various exemptions-additional questions to follow) mailto:steve.barclay@dhw.idaho.gov

Additional Questions*

There is an immediate threat to public health, safety, or welfare (Emergency Purchase Authorization)

The required property can only be procured from a single supplier (sole manufacturer and distributor) (Sole Source Authorization)

There is an existing Policy Directive on the DOP website which requires authorization to be utilized (Utilization of Policy Directive)

It would be impractical, unreasonable, or disadvantageous to complete the required competitive process under the circumstances (Exemption from Competition)

Exemption from Competition

IDAPA 38.05.01.042.05 provides that the administrator may exempt an acquisition from competitive procurement if the administrator determines that bidding is impractical, disadvantageous or unreasonable under the circumstances. Examples include, but are not limited to:

special market conditions; property requiring special contracting procedures due to uniqueness; and services for which competitive solicitation procedures are impractical.

Proposed Supplier* Enter Unknown if supplier is not known

Mergent Systems

Duration*

One-Time purchase Ongoing

Anticipated Total Cost* $96,004.53

Background* Describe the circumstances

State Hospital South (SHS) has used the AiRISTA Flow staff duress system since 2015. Support and maintenance were competitively procured through RFQ19000504, resulting in Contract CPO191100429 with Mergent Systems (4/1/2019 to 3/31/2020, extendable to four years total). That contract has expired. The Department requests an exemption under IDAPA 38.05.01.042.05 for a three-year SOFIA software subscription (350 users and one on-premise server) through Mergent Systems.

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Justification* Why would the competition be impractical, unreasonable, or disadvantageous under the circumstances?

Important business need (042.05.a): SHS serves a clinically unpredictable patient population, and this system assures staff that help will arrive immediately when needed. Without it, SHS would face more staff injuries, slower response to medical emergencies, and lower recovery rates for patients who leave the facility without authorization. Amid statewide shortages of licensed nursing staff, a safe work environment is also critical to recruitment and retention.

Competition impractical or unreasonable (042.05.b): The badges, location infrastructure, and on-premise server installed across the SHS campus operate only on AiRISTA's proprietary SOFIA software, a unique property requirement. Soliciting a different system would require replacing all installed hardware and retraining staff, at far greater cost, and would risk a gap in duress coverage. Mergent Systems was the awarded vendor under RFQ19000504 and continues to support the installed system.

Not based on inconvenience or failure to plan, and as limited as possible (042.05.c and d): The request covers only the subscription needed to keep the existing system operating, with no new hardware or added scope. A three-year term with pricing held flat ($32,001.51 per year) gives the State price certainty and avoids the risk of a coverage lapse at each annual renewal.

Description* Describe the extent to which competition is possible

The AiRISTA Flow system is the foundation of SHS's safety and workplace violence prevention program. Wi-Fi location coverage extends inside and outside all buildings in campus areas accessed by patients, and staff carry duress badges at all times. When help is needed (medical emergency, violence, elopement, etc.), a staff member pulls a tag or pushes a button on the badge, which immediately alerts all other badges with the staff member's name and precise location so others can respond quickly.

Annual cost, Years 1 through 3 (Mergent Systems Quote MS-261297-2): SOFIA Staff Safety subscription, 350 users at $83.48 each ($29,218.00), and SOFIA on-premise server package subscription, one server ($2,783.51). Total for three years: $96,004.53.

Agency Certification*

The information provided above is true and accurate to the best of my knowledge,and supports the need for a direct procurement of the described goods or services, in the best interest of the State.

https://adminrules.idaho.gov/rules/current/38/380501.pdf

File Upload

Airista Software Quote 2026.pdf 291.42KB

Maximum File Size 250 MB

Agency Representative* Date of Submittal* 2026-10-14

Approval - EFC

Administrator Intends to approve (pending legal notice).*

Yes No

Optional Posting?* This exemption will be sent for posting before final approval.

Yes No

Notes Public View

AiRISTA Flow software support & maintenance

This field has a 300 character limit

File Upload

Maximum File Size 250 MB

Date Time* 2026-10-14