IDOC - Sharepoint Software Mtce 9-10-2026.pdf
PDF 391 KB Posted
- Attached to
- EFC - Sharepoint Software Mtce and Support
- Solicitation number
- 1440
- Issued by
- Idaho
About this file
This is an Exemption from Competition (EFC) request form submitted by the Idaho Department of Corrections (IDOC) to the Division of Purchasing (DOP) on September 4, 2026, for a software maintenance contract. IDOC is seeking authorization to procure Sharepoint software maintenance and support services directly from Hubley, the sole vendor capable of supporting the agency's Hubley solutions integrated with its Sharepoint site. According to the request, IDOC previously held a one-time agreement for the software but currently lacks a maintenance agreement that would provide patches and updates. A recent Microsoft update caused the Hubley software to malfunction, resulting in staff losing access to critical Sharepoint links and information. The anticipated total cost for the procurement is $250,000.00, designated as an ongoing contract rather than a one-time purchase.
IDOC justified the exemption from competition by asserting that Hubley is the only company capable of supporting its Hubley solutions and that pursuing a competitive bidding process would result in prolonged degradation of the Sharepoint site during the solicitation period. The agency noted that the alternative—hiring another company to remove the Hubley solutions and implement new software—would ultimately require a separate competitive procurement for a long-term maintenance agreement and would similarly extend the period of system unavailability. The requestor, Susie Schuetz (208-658-2106), certified that the information provided is accurate and in the best interest of the State. The DOP Administrator indicated intent to approve the exemption pending legal notice, and the exemption was submitted for public posting prior to final approval on September 10, 2026.
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Text version
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 23251
Generated after Receipt by DOP
Year
Requestor Information
Agency Name* Idaho Department of Corrections
Agency Acronym*
IDOC
Requestor Name* Susie Schuetz
Phone* 208-658-2106
E-mail* sschuetz@idoc.idaho.gov
Property Being Purchased:* Software Maintenance Contract
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:sschuetz@idoc.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 hubley
Duration*
One-Time purchase Ongoing
Anticipated Total Cost* $250,000.00
Background* Describe the circumstances hubley software supports the IDOC Sharepoint site. IDOC had a one time agreement for the software. We do not currently have a software maintenance agreement that allows us to receive patches and other software updates. Microsoft pushed an update and IDOC's version of hubley software 'broke'. We need the software updates to regain access to a large portion of our Sharepoint sites.
This field has a 500 character limit
Justification* Why would the competition be impractical, unreasonable, or disadvantageous under the circumstances?
hubley is the only company that supports the hubley solutions. Going out to bid right now would result in IDOC staff not having access to important links and information for an extended period of time.
Description* Describe the extent to which competition is possible
The only other option is to hire another company to rip out the hubley solutions and implement something new which would put IDOC in the same position of needing a long term software maintenance agreement. We would need to go out to bid which would mean our Sharepoint site will be significantly degraded for an extended period of time.
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
Maximum File Size 250 MB
Agency Representative* Date of Submittal* 2026-09-04
Approval - EFC https://adminrules.idaho.gov/rules/current/38/380501.pdf
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
This field has a 300 character limit
File Upload
Maximum File Size 250 MB
Date Time* 2026-09-10
File details come from the government source that posted it. Updated .