DRAFT_CB_Request__RSC0105017_-_AWARE_Enhancements__Hosting_Consumer_Vendor_Portals_.pdf
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- Attached to
- Agency Administered OH|2025-143
- Contract number
- 2025-143
- Issued by
- Ohio
About this file
This document is a Controlling Board request from Opportunities for Ohioans with Disabilities (OOD) in the state of Ohio, seeking a waiver of competitive selection for a contract with Alliance Enterprises Inc., a software company located in Lacey, Washington. The request is associated with Bill Number HB 33 and covers fiscal years 2026 and 2027, with a current status of "In-Approval" and a proposed meeting date of 6/2/2025.
The contract involves purchasing AWARE Case Management system software enhancements and hosting services for Consumer and Vendor portals. The total contract value is $590,102.20, with specific funding allocations of $267,412.00 from the Federal Vocational Rehabilitation fund and $11,000.00 from the Works4Me Disability Innovation Fund Grant in FY 2026, and $312,690.00 from the Federal Vocational Rehabilitation fund in FY 2027. The sole-source justification is based on Alliance Enterprises being the proprietary software developer that does not permit other entities to update the software. The portals are designed to improve interactions between OOD staff, program participants, and vendors by providing online access to information, submitting authorizations, tracking bills, and enhancing data analysis capabilities.
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Other files
| File | Type | Posted |
|---|---|---|
| AAPV_-_202501-19362_-_Alliance_Enterprises_Inc.pdf | ||
| OH_OOD_Sole_Source_Letter_4.8.25.pdf |
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Text version
Controlling Board
Opportunities for Ohioans with Disabilities Opportunities for Ohioans with Disabilities
Controlling Board Number
RSC0105017
Fiscal Year(s) 2026 &2027 Bill Number(s)
HB 33
Request Type: Operating
Authorization Type Waiver of Competitive Selection ORC
§127.16
Status In-Approval Meeting Date 6/2/2025
Request Summary Opportunities for Ohioans with Disabilities (OOD) respectfully requests a waiver of competitive selection in the amount of $267,412.00 from fund 3790, ALI 415616 (Federal - Vocational Rehabilitation) and $11,000.00 from fund 3IL0, ALI 415629 (Works4Me Disability Innovation Fund Grant) totaling $278,412 in FY 2026, and $312,690.00 from fund 3790, ALI 415616 (Federal - Vocational Rehabilitation) in FY 2027. These funds will be used to purchase AWARE Case Management system software enhancements from Alliance Enterprises Inc., the developer of this proprietary software, to develop and host online Consumer and Vendor portals, facilitating interactions with program participants and the vendors from whom vocational rehabilitation services are purchased.
Funding Fiscal Year Fund ALI Amount
2026 3790 - Consolidated Federal 415616 - Federal - Vocational Rehabilitation $267,412.00 2026 3IL0 - Federal Projects 415629 - Works4Me Disability Innovation Fund Grant $11,000.00 2027 3790 - Consolidated Federal 415616 - Federal - Vocational Rehabilitation $312,690.00
Explanation Opportunities for Ohioans with Disabilities (OOD) utilizes the Aware case management application to manage Vocational Rehabilitation (VR) caseloads and to authorize and pay for goods and services. The AWARE case management system is developed and hosted by Alliance Enterprises, Inc. As part of the AWARE case management system, OOD utilizes the AWARE Consumer and Vendor portals.
The Aware Consumer Portal is designed to bridge the gap between participants and agency staff by providing a seamless interface for consumers to access vital information and engage in meaningful interactions with agency staff.
The Aware Vendor Portal is specifically designed to alleviate the administrative burden on agency staff by enabling vendors to take an active role in various operational processes, such as submitting and tracking authorizations, bills, and reports online. The AWARE enhancements will improve the ability to update information gathered in our portals and increase analysis capability to monitor incoming referrals for service.
Since both the Consumer and Vendor Portals are hosted by Alliance, OOD is no longer able to utilize the Master Maintenance Agreement (MMA7513) for hosting, updates, and maintenance and support on the portals. DAS IT Procurement has suggested that OOD utilize Agency Competitive Selection to be able to procure these services.
OOD respectfully requests Controlling Board approval to engage this vendor to host both the AWARE Consumer and Vendor Portal and to provide updates, maintenance and support for the portals.
Related Requests Controlling Board Request Number
RSC0105012
Supplier / Release & Permit
Supplier: 0000164216 - ALLIANCE ENTERPRISES INC, LACEY, WA
Agency Fiscal Year
Request Amount
Contract Start
Contract End Account Release & Permit
Number
OOD 2026 $278,412.00 7/1/2025 6/30/2026 510055 - IT &
NETWORK
OOD 2027 $312,690.00 7/1/2026 6/30/2027 510055 - IT &
NETWORK
https://checkbook.ohio.gov/State/Resources/PayeeSearch.aspx?search=ALLIANCE%20ENTERPRISES%20INC
Attachments Type File Name (link) Other Alliance Enhancement & Portal Hosting Contract - Budget Forecast
Supplier Questionnaire Supplier Name: ALLIANCE ENTERPRISES INC
New Contract
1. What process was used to select a supplier?
Sole Source (Letter Required) Alliance Enterprises, Inc., is the sole source of this proprietary software and does not permit other entities to update the software.
Number of days opportunity was advertised: 0
Supplier City State County Proposal Amount Selected ALLIANCE ENTERPRISES INC LACEY WA $0.00 Yes ALLIANCE ENTERPRISES INC LACEY WA $0.00 Yes ALLIANCE ENTERPRISES INC LACEY WA $591,102.20 Yes
Why was the supplier selected? Other This supplier is the sole source of the software and enhancement services being purchased.
2. Is the supplier already performing work under this contract?
No
3. Buy Ohio/Buy American Compliance Is the contractor in compliance with Buy Ohio? N/A The sole source supplier of the software is located in the State of Washington.
Is the contractor in compliance with Buy America? N/A The product being purchased is software and is therefore not subject to the provisions of Buy America.
4. Provide the following employee information:
United States Ohio
Total Number of Employees 67 0 Percentage of Women 41.79% 0.00% Percentage of Minorities 25.37% 0.00%
5. Are subcontractors being used?
No
6. Provide future renewal schedules:
Fiscal Year Beginning Date Ending Date Total Amount
Total: $0.00
This contract does not have a renewal schedule.
Agency Contact Maria Seaman, Chief Financial Officer Phone: (614) 204 - 3103 Email: maria.seaman@ood.ohio.gov
Signatures
Agency Director/Authorized Agent Controlling Board President https://files.obm.ohio.gov/filedownload.aspx?id=a5a0113b-1be9-4f44-93bf-13ebad09b641
File details come from the government source that posted it. Updated .