DHW - PointClickCare 10-6-2026.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 24172

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:* PointClickCare

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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

PointClickCare

Duration*

One-Time purchase Ongoing

Anticipated Total Cost* $23,422.82

Background* Describe the circumstances

DHW's State Hospital South has used PointClickCare (PCC) since 2015 to submit CMS-mandated MDS assessments for Syringa Chalet, a Medicare-certified nursing facility on the SHS campus. This request covers renewal of Syringa Chalet's existing PointClickCare subscription (Skilled Nursing, Documentation Storage, and related modules) for April 1, 2026 through March 31, 2028. The original system was competitively procured under RFQ17000653 in 2017.

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

PCC is the platform of record for MDS submissions to CMS, and switching vendors mid-cycle would require manually migrating over ten years of resident assessment data. Competitive solicitation would risk a gap in CMS-compliant reporting, and Syringa Chalet is contractually and clinically integrated with PCC's format. Any lapse in submission risks civil monetary penalties and admission restrictions under CMS nursing home regulations, so competitive bidding for this renewal term is impractical and would jeopardize continued compliance.

Description* Describe the extent to which competition is possible

Competition is not practical for this renewal. PCC is the incumbent system holding the facility's historical MDS and clinical data, and CMS requires continuity of format and submission history. A new competitive solicitation would only be appropriate if DHW undertook a full system replacement, which is not being proposed here given the cost, retraining, and compliance risk involved.

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.

File Upload

Syringa - Renewal (2026 to 2028) - Mar. 3, 2026.pdf 121.3KB

Maximum File Size 250 MB

Agency Representative* Date of Submittal* 2026-09-22 https://adminrules.idaho.gov/rules/current/38/380501.pdf

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

Support, Maintenance & Upgrades to existing system.

This field has a 300 character limit

File Upload

Maximum File Size 250 MB

Date Time* 2026-09-25