FY27 NeoGov for PowerDMS SS.pdf

Page 1 of 4 Revised 08/2023

Sole Source Request § 24-103-205, C.R.S.

Instructions:

1. Complete all fields below. Failure to provide all information may delay the processing of your request.

2. Include any documentation to support your request as attachments with the form.

3. Submit the complete form, with attachments to tammy.lichvar@state.co.us

SECTION A – Agency Information

1. Division / Office:

2. Name of Requester:

3. Name of Program Manager:

SECTION B – Vendor Information

1. Vendor Name:

2. Vendor Contact:

3. Vendor Phone Number:

4. Vendor Email:

5.

• If yes, please explain:

A sole source procurement is justified when there is only one good or service that can reasonably meet the need and there is only one vendor who can provide the good or service. A requirement for a particular proprietary item (i.e., a brand name specification) does not justify a sole source procurement if there is more than one potential bidder or offeror for that item. Note: All sole source requests will be posted on an electronic procurement system in accordance with §24-106-103(5) C.R.S.

Have you procured goods and/or services from this vendor in the past 2 years?

Choose: Yes No

Colorado State Patrol / Technology Services Unit

Captain Matt Lubbes

Sergeant Anthony Rinehart

NEOGOV

Taylor Rapp

(407) 489-6702 taylor.rapp@powerdms.com

NEOGOV equips the Colorado State Patrol (CSP) with PowerDMS, a cloud-based Records Management System (RMS) that has served as the agency's comprehensive operational, legal, and administrative framework for approximately 15 years. This system governs training, policy compliance, and daily procedures for all CSP members by centrally managing training records, CSP and CDPS policies, Accreditation Standards, and official forms. Furthermore, for the past four years, the CSP has utilized PowerReady (formerly PowerFTO), a specialized field training and onboarding platform within the PowerDMS suite. The agency leverages PowerReady to formally document Field Training Officer (FTO) programs for Troopers, Port of Entry Officers, and Communications Officers.

Page 2 of 4 Revised 08/2023

SECTION C – Description of Goods/Services

1. Describe in detail the goods and/or services to be procured and how they meet your needs i.e., special features, compatibility, etc.:

2. Are there other goods or services that can meet the state’s needs? Choose

• If yes, please explain:

SECTION D – Approval Period and Estimated Dollar Amount

1. Is this purchase a one-time purchase?

• If no, identify approval period being requested:

Start Date (MM/DD/YY):

End Date (MM/DD/YY):

2. Provide estimated cost breakdown of goods and/or services covered by this procurement:

Goods:

Services:

TOTAL DOLLARS for this procurement:

SECTION E – Price Reasonableness

1.

2.

3. Was a cost or price analysis conducted:

4. If you answered 'YES' to 1-3 above, attach documentation of how you determined Price Reasonableness. If you answered ‘NO’ to 1-3 above, describe how the agency determined the prices were fair and reasonable, as required by §24-103-403 C.R.S. and §24-30- 202 C.R.S. for this sole source:

Yes No

Yes No

NoWere the prices or rates compared to established catalog or market prices? Yes

Were the prices or rates compared to historical prices or rates for similar goods or services procured by in the past? Yes No

Yes No

PowerDMS functions as the CSP's central digital policy warehouse, utilizing automated version control and timestamped audit trails to securely manage CSP policies, CDPS directives, and official CSP forms. Its critical compliance features allow the agency to map these documents directly to external CALEA Accreditation Standards, providing legal protection and ensuring all personnel operate under the most current procedures. Fully integrated into this ecosystem is PowerReady, a specialized onboarding platform that modernizes field training by replacing antiquated documentation with digital Daily Observation Reports (DORs) and automated approval workflows. The CSP leverages PowerReady's real-time tracking and seamless compatibility with PowerDMS policies to formally execute and monitor FTO programs for Troopers, Port of Entry Officers, and Communications Officers. Together, this comprehensive cloud suite mitigates operational risk by delivering an auditable, verifiable record of policy acknowledgment and field readiness across the entire agency.

07/01/26

06/30/27

$ 0.00

$ 65,205.40

$ 65,205.40

The proposed pricing for the PowerDMS software suite was evaluated against historical rates for these platforms procured by the CSP over the past 15 years. This comparison confirmed that the current price increase of exactly $4,659.81 aligns with historical pricing trends and standard rate adjustments for this software suite. Therefore, the pricing has been determined to be fair and reasonable.

Page 3 of 4 Revised 08/2023

SECTION F – Sole Source Justification

1. Provide a detailed explanation of the vendor's Sole Source Status. WHY we MUST buy this particular good and/or service from this Vendor.

2. If this request is NOT approved, what method of source selection would the agency/IHE use to satisfy the requirements of the Procurement Code?

3. Is there any additional information that you’d like to provide in order for this request to be considered?

NEOGOV is the sole provider and proprietary owner of the PowerDMS software suite. The CSP must procure this service directly from NEOGOV because the platform serves as the agency's exclusive, centralized repository for 15 years of critical operational, legal, and administrative data. PowerDMS houses the agency's legally binding, timestamped audit trails for policy acknowledgment and CALEA Accreditation Standards mapping, which are vital for mitigating risk and defending the State against liability claims. Furthermore, the PowerReady module is fundamentally integrated into PowerDMS, allowing the CSP to link FTO daily observation reports for Troopers, Port of Entry Officers, and Communications Officers directly to official department policies. Attempting to sever this ecosystem and migrate 15 years of legally sensitive audit trails, training records, and compliance mapping to a disparate system would incur prohibitive data-migration costs, result in an unacceptable loss of operational continuity, and jeopardize the agency's accreditation standing. Therefore, to maintain legal compliance and continuous FTO operations, this suite must be maintained through NEOGOV.

Documented Quote (DQ)

Market research confirms that the CSP must maintain its proprietary software suite through NEOGOV, as no alternative vendor can replace PowerDMS and PowerReady without incurring prohibitive data-migration costs and unacceptable operational disruption. Transitioning to competitor platforms would sever the CSP’s 15-year historical archive of legally binding audit trails, break meticulous compliance crosswalks to external CALEA Accreditation Standards, and dissociate the FTO platform from the master agency policy manual, forcing personnel across the entire agency to navigate disparate systems and risking training against outdated procedures. The agency will continue monitoring the public safety software market for viable alternatives; however, until a competitor develops a platform capable of seamless, cost-neutral migration of this extensive historical data and active accreditation mapping, maintaining the current NEOGOV suite remains the only cost-effective and legally sound solution for the State.

Page 4 of 4 Revised 08/2023

By signing below, you are certifying that the information submitted on this form is accurate.

The EDO Purchasing Director will make the final determination of Sole Source.

Signature __________________________________________ Date ___________

Printed Name and Title _________________________________________

FOR PROCUREMENT USE ONLY:

NPSS1 Number Posted on VSS and

Related Comments (responses received, quantity, etc):

DETERMINATION:

Sole Source approved – purchase as requested.

Sole Source not approved – issue bid using performance specifications.

MARKET RESEARCH CONDUCTED BY PROCUREMENT STAFF:

Director of Purchasing (or delegate) Signature ____________________________________

This approval is valid until: _______________

Jeff J. Sewell

2026.04.27 17:33:07 -06'00' 04/27/26

Major Jeff J. Sewell

NPSS1

Purchasing Agent:

06/30/27

RBAA 2026-0192