SOLE SOURCE JUSTIFICATION FORM:

This completed form is to be submitted to PCU via the Request website as the first step in the Sole Source Process.

Important! Consult the document “Sole Source Justification Guidance” for additional instructions.

TYPE OR CLEARLY PRINT ALL INFORMATION

Project Name: EPIC Data System Vendor name: Collaborative Planning Group Systems Inc. (CPGSI) Vendor Address:

Select one: XOriginal ☐Modification CORE Vendor ID:

PO or Contract Number (if this is a modification):

Describe the products and/or services to be procured and how they meet your needs. (This space is limited – provide a scope of work or specs as additional documentation) Web based data management subscription service (only kind in existence) that is fully compliant with SAMHSA block grant funding reporting requirements. Current reporting relies upon an outdated relational database (currently housed on a CDPHE server) which OIT has deemed unsustainable and will be decommissioned as of June 30, 2026. This subscription service is the only in existence that captures the unique reporting elements required by SAMHSA (see attachment). Given our current database will be decommissioned, use of this subscription service is critical to ensure no interruptions in our ability to track and report on all federally prescribed compliance indicators and ensure continued funding. OIT has approved the use of this subscription (see attached), as well as confirmed it is extremely cost effective, is the preferred method for data management, is a better option than building a different data system, and is the only service known to exist.

List dates, agreement numbers and dollar amounts for any previously procured products or services from this vendor related to this project: N/A

Term of agreement:

(If multi-year, indicate the full term up to 5 years) Start Date

amount

Increased

Revised Total

If a modification, state the reason(s):

A. Criteria: Answer both 1 and 2.

If “NO” to either 1 or 2, answer 3 and 4, below.

3. The compatibility of equipment, software, accessories, or replacement parts is the paramount consideration and the items are only available from one vendor.

a. Is this a software package or other IT system and the existing system now requires only ongoing maintenance and support?

If “NO” to 1-4, above, this is not a sole source.

STOP

A formal solicitation is required. Complete a Purchasing Determination Form.

Submit all required documents via the PCU Request Site.

B. Explain in terms of 1 through 4, above, the basis for your identifying this as a sole source? A sole source is justified in the instance that this is the only vendor - not what the program may determine to be the best vendor. Is this the only vendor? Explain:

When OIT first alerted us to our current database being decommissioned, we started an extensive research project to determine alternative options. We used a standardized assessment rubric to rate the degree met of business & functional requirements. CPGSI was the only vendor to meet our functional requirements, all of which are contractually required compliance reporting elements by SAMHSA (See attached).

C. What makes this good or service unique to meeting your needs? This subscription service is the only in existence that captures the unique reporting elements required to complete annual federal compliance reports required for ongoing block grant funding. Given our current database will be decommissioned, use of this subscription service is critical to ensure no interruptions in our ability to track and report on all federally prescribed compliance indicators and ensure continued funding.

E. What type of required, specific and exclusive experience, certifications, licenses etc. are possessed by this vendor that directly relate to the good or service to be procured? This vendor possesses specific and exclusive expertise in managing data reporting to meet Substance Abuse Prevention Block Grant compliance reporting requirements, while also having specialized expertise in providing grantees and coalitions the tools they need to improve service delivery, measure program impact, and optimize performance outcomes. Further, the system is under the direction of a former federal administrator of the National Outcome Measuring System with particular expertise in the implementation of Comprehensive Community Initiatives.This unique expertise allows the merging of a solid foundation of prevention best practices integrated into data functions that meet 100% of our specific nomenclature, data collection, and reporting needs.

F. What research has the program conducted to justify this sole source? When OIT first alerted us to our current database being decommissioned, we started an extensive research project to determine alternative options. We used a standardized assessment rubric to rate the degree met of business & functional requirements. CPGSI was the only vendor to meet our functional requirements (See attached) required for federal reporting compliance.

If Yes: Please Explain. (This space is limited – please provide additional documentation if applicable.)

H. This Section is Required – You must answer “Yes” to at least one.

If No to #3 above:

Demonstrate how you determined fair and reasonable prices/rates: In addition to conducting a cost-price analyses, we held a business technology consultation with OIT to determine the cost/benefit of using a subscription service versus 1) updating our current database or 2) working with OIT to develop a new database to meet our needs. OIT provided a cost estimate to design & build a new database system + the cost of hosting on CDPHE servers + the cost of ongoing OIT support for system patches, updates, and routine maintenance. OIT recommended the cost of pursuing the development & maintenance of a new database system was cost-prohibitive, particularly when compared to the identified vendor.

Division: Prevention Services Division Program: Community Prevention and Early Intervention Program Contact Name: Sharon Liu Phone:

Program Manager: Sharon Liu --------------------------------------------------------------------------------------------------------------------------------------------------------------------- Procurement Use Only:------------------ Comments:

Approved: __________________________________________________________________________ Agency Procurement Director or Authorized Representative Signature Date Posted on VSS? Yes ☐ No ☐ If posted, original Intent to Sole Source VSS# __________________________________________

If not posted or modified, Approved CDPHE Request #: _______________________________________

Sole Source Justification 1 Version A2021