DHW- NCHA.pdf

Request Form to Division of Purchasing (DOP)

Sole Source Authorization - SSA - New

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

Form ID

Generated after Receipt by DOP

Year

Requestor Information

Agency Name * Idaho Office of Drug Policy

Agency Acronym *

ODP

Requestor Name * Hannah Timmons

Phone * 208-854-3049

E-mail * hannah.timmons@odp.idaho.gov

Property Being Purchased: * Requesting sole source exemption to move forward with survey services from the only qualified vendor

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:hannah.timmons@odp.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 (One Time Exemption).

Sole Source Authorization

IDAPA 38.05.01.042.02 provides that sole source purchase shall be used only if a requirement is reasonably available from a single supplier.

Fiscal Year *

Type of Request *

New

Renew (Agency wishes to extend an existing sole source authorization)

Amend (Check this box to request a change to the goods/services, term or other conditions of the

SSA)

Both Renew and Amend

New

Name of Requested Vendor * American College Health Association (ACHA)

Desired Term in Years *

Anticipated Total Cost (for full desired term): * $24,850.00

Do you anticipate the need for renewals? *

Yes No

Property * Describe the property you are seeking

The Idaho Office of Drug Policy (ODP) leads statewide efforts to reduce substance use and related behaviors through prevention, education, and early intervention strategies. In collaboration with state and community partners, ODP supports data-driven prevention work that aligns with our mission to improve the health and safety of Idahoans.

The National College Health Assessment (NCHA), administered by the American College Health Association (ACHA), is a nationally recognized research survey that provides colleges and universities with precise data on a wide range of student health and wellness issues. These include mental health, substance use, and other behavioral health trends that directly impact student success and academic performance.

With over 2.5 million students surveyed at more than 1,000 institutions nationwide, NCHA represents the most comprehensive dataset on college student health in the U.S. (American College Health Association, 2024, National College Health Assessment - ACHA). ACHA notes that NCHA data helps campuses make informed, data-driven decisions and enhance their health and wellness programming by offering robust benchmarking tools and national comparisons (ACHA, Data Solutions & Assessments - ACHA).

ODP previously worked with NCHA in 2023 to conduct this survey across multiple Idaho colleges, investing approximately $32,000 in administration and data services. Based on the current estimate from NCHA, we anticipate similar costs for this year’s effort. This consistency, combined with NCHA’s unique qualifications and the lack of comparable alternatives, supports our request for a sole source exemption. While no formal contract has been in place over the past five years, the data from 2023 was instrumental in shaping prevention strategies, and guiding the work of the Idaho College Health Coalition, which ODP coordinates.

ODP is now seeking a sole source or one-time exemption to contract with NCHA due to several key factors. First, NCHA remains the only survey tool of its kind that is both nationally validated and widely accepted by colleges and coalitions across the country. Additionally, every school planning to administer the NCHA this fall has previously used the survey, allowing them to use the same instrument to collect trend data—an invaluable resource for detecting changes in student behavior over time. Based on our research and communication with campus partners, no other vendor offers a comparable product that meets both the methodological rigor and institutional acceptance required for https://adminrules.idaho.gov/rules/current/38/380501.pdf this type of data collection. Additionally, many Idaho colleges have internal policies or preferences that require—or strongly favor—use of the NCHA, further limiting the possibility of considering alternative vendors.

Second, timeliness is critical. Due to federal funding uncertainty, PFS funding may not be available after 9/29/25. To meet this deadline and ensure payment and survey deployment occur on schedule, it is essential that we move forward with the contracting process as soon as possible.

Given NCHA’s unique capabilities, the policy limitations of our partner institutions, and the urgent funding timeline, we believe this request qualifies under the criteria for a sole source or one-time exemption. If this request does not meet the requirements for approval, we respectfully request purchasing’s guidance on the best path forward to meet both compliance standards and programmatic timelines. ODP remains fully committed to following all procurement procedures while ensuring the success of this time-sensitive initiative.

Justification * Check all that apply

Sole source provider of a licensed or patented good or service

Sole manufacturer AND distributor

Sole provider of factory-authorized/warranty service

Sole provider of items that are compatible with existing equipment, systems, programs, etc.

Other

Business Need * Describe the Agency's business need for the requested property

ODP needs to collect standardized, validated student health data to guide statewide prevention efforts. NCHA is the only survey tool accepted by all participating Idaho colleges and provides essential data for decision-making and reporting.

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Description * Describe what makes the identified property unique. Why is it the only propeorty that could meet your business need?

The National College Health Assessment (NCHA) is a nationally validated and proprietary survey tool developed and administered exclusively by the American College Health Association. It is the only instrument widely accepted by higher education institutions across the country for measuring student health and behavioral trends with robust national comparison and benchmarking tools.

All Idaho college's participating in this initiative have previously used the NCHA, allowing them to collect trend data using the same validated instrument. No other survey tool offers the same combination of methodological rigor, institutional recognition, and broad acceptance required to meet ODP’s prevention and data reporting goals.

Additionally, many Idaho colleges have internal policies or preferences that require or strongly favor the use of NCHA for health data collection. Given these limitations, and the urgent timeline tied to federal grant funding, no other vendor or survey instrument can meet both the technical and institutional requirements of this project.

Alternatives * Describe the research you conducted to identify other potential property/sources. What potential alternatives did you find and why will they not meet the Agency's business needs?

ODP consulted with campus partners and reviewed alternative student health surveys including the Healthy Minds Study, Core Alcohol and Drug Survey, and the National Survey on Drug Use and Health. None of these tools matched the NCHA’s combination of national validation, wide institutional acceptance, trend tracking, and benchmarking.

The Healthy Minds Study focuses primarily on mental health and lacks breadth in substance use and other behavioral health indicators. The Core Alcohol and Drug Survey is outdated and does not provide the national comparability or comprehensive health data needed. The National Survey on Drug Use and Health (NSDUH) is not campus-specific and cannot be customized or disaggregated by institution.

Additionally, Idaho colleges have existing relationships with NCHA and some have internal policies or grant requirements that strongly favor or require NCHA participation. No alternative survey offers the same credibility, flexibility, and compatibility with institutional needs.

File Upload and Certification

Notes ODP is requesting a sole source exemption to contract with the American College Health Association (ACHA) for administration of the National College Health Assessment (NCHA). This nationally validated survey is the only tool widely recognized and accepted by Idaho colleges and universities for collecting comprehensive student health and behavioral data. ODP previously worked with ACHA in 2023 to conduct this survey across multiple campuses, investing approximately $32,000. The current estimated cost for 2025 is approximately $24,850.

ODP reviewed other available tools including the Healthy Minds Study, Core Alcohol and Drug Survey, and the National Survey on Drug Use and Health. These alternatives either lack comprehensive health indicators, national benchmarking, or institutional recognition. Several Idaho institutions have internal policies or grant expectations requiring or strongly encouraging use of the NCHA, and all participating campuses have previously used the tool to support trend analysis and consistency in data collection.

NCHA is a proprietary product available only through ACHA, and due to its unique capabilities, ODP has determined that no other vendor can meet the programmatic, methodological, and institutional requirements of this effort. Additionally, the timeline for survey implementation is tied to the September 29, 2025 expiration of federal PFS grant funding, and delaying the process to pursue competitive solicitation would jeopardize the project’s viability.

If this exemption is not approved, ODP respectfully requests guidance on how to proceed while remaining in compliance with state procurement requirements and ensuring this time-sensitive initiative can move forward.

File Upload

NCHA_ACHA Survey Exemption Cover letter.docx 66.68KB

Maximum File Size 250 MB

Agency Certification *

By submitting this form, I certify that the information provided above is true and accurate to the best of my knowledge, supports the requirement for a sole source procurement, and is in the best interest of the State.

Signature * Date Submitted * 2025-07-09

Approval - SSA

Administrator Intends to approve *

Yes No

(Pending legal notice and appeal period)

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

Yes No

Notes Public View

This field has a 300 character limit

File Upload

Maximum File Size 250 MB

DOP Signature *

DOP Printed Name * Chelsea Robillard

DOP Title * State Purchasing Manager

Date Time 2025-07-09