IDOC - SSA - Cloud-based corrections software.pdf

Request Form to Division of Purchasing (DOP)

Sole Source Authorization - SSA - New

If you have any questions please contact us at DOPHelpDesk@adm.idaho.gov

Form ID

Generated after Receipt by DOP

Year

Requestor Information

Agency Name * Idaho Department of Corrections

Agency Acronym *

IDOC

Requestor Name * Patrick Franks

Phone * 208-658-2194

E-mail * pfranks@idoc.idaho.gov

Property Being Purchased: * Open-sourced, cloud-based corrections software designed to make actionable decisions.

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:pfranks@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 (One Time Exemption).

Sole Source Authorization

IDAPA 38.05.01.042.02 provides that sole source purchase shall be used only if a requirement is reasonably available from a single supplier.

Fiscal Year *

FY26

Type of Request *

New

Renew (Agency wishes to extend an existing sole source authorization)

Amend (Check this box to request a change to the goods/services, term or other conditions of the

SSA)

Both Renew and Amend

New

Name of Requested Vendor * Recidiviz

Desired Term in Years *

Anticipated Total Cost (for full desired term): * $5,000,000.00

Do you anticipate the need for renewals? *

Yes No

Property * Describe the property you are seeking

IDOC is seeking access to an open-sourced, cloud-based data platform specifically designed for corrections agencies, which ingests and standardizes data from disparate systems to deliver real-time, actionable insights at every level of the agency and is supported by a dedicated team of software engineers and data scientists who leverage said platform to build software tools for corrections staff. IDOC will use this data platform to build and deploy new software tools that help clients to successfully reintegrate into their communities. IDOC is also seeking maintenance and ongoing support for existing software tools designed and implemented by Recidiviz, including the Recidiviz Supervision Assistant, Recidiviz Facilities Assistant, and Recidiviz Reentry Assistant.

Justification * Check all that apply

Sole source provider of a licensed or patented good or service

Sole manufacturer AND distributor

Sole provider of factory-authorized/warranty service

Sole provider of items that are compatible with existing equipment, systems, programs, etc.

Other

Business Need * https://adminrules.idaho.gov/rules/current/38/380501.pdf

Describe the Agency's business need for the requested property

The agency requires a corrections-specific data platform that can integrate data from multiple systems, deliver real-time insights to staff, support evidence-based decision-making, and save staff time and taxpayer dollars during a difficult economic climate, w/o requiring costly data migration.

This field has a 300 character limit

Description * Describe what makes the identified property unique. Why is it the only property that could meet your business need?

Recidiviz is the only organization providing open-source, corrections-specific assistants that integrate data across disparate systems into a standardized nationwide scheme. Unlike OMS vendors or analytics companies, Recidiviz uniquely offers:

A nonproprietary, open-source codebase agencies can use and adapt;

Cloud-based APIs requiring no system migrations;

Access to a unique cross-jurisdiction dataset covering more than a third of the U.S. incarcerated and supervised population;

Evergreen, real-time analyses that remain accurate as systems change;

Support and maintenance for existing Recidiviz Assistant tools;

Expertise on Idaho's data, policies, and systems developed over the course of five years of partnership; and A nonprofit team of technologists and data scientists with public service expertise.

Together, these features are not available from any other vendor, making Recidiviz the only viable option to meet the Agency’s business needs.

Alternatives * Describe the research you conducted to identify other potential property/sources. What potential alternatives did you find and why will they not meet the Agency's business needs?

The Agency reviewed potential alternatives, including:

Offender Management System (OMS) providers, which focus on intake, classification, and operations but do not provide system-agnostic analytics or cross-jurisdiction insights and would require a costly overhaul of IDOC's new OMS system (recently launched in 2022);

Commercial business intelligence platforms, which require costly data migrations, lack corrections-specific context, and could not maintain existing tools that have been built by Recidiviz;

Project-specific vendors like electronic monitoring or RFID providers, which sometimes provide project-specific notifications and dashboards but no integrated corrections-wide analytics.

None of these options meet the Agency’s need for an open-source, cloud-based, corrections-specific platform that standardizes disparate data into timely, actionable insights. Recidiviz is the only provider meeting all of these requirements. Additionally, Recidiviz was the sole respondent to a Michigan RFP seeking to meet the same business need in 2021, demonstrating their singularity among vendors in adjacent spaces.

File Upload and Certification

Notes

File Upload

Maximum File Size 250 MB

Agency Certification *

By submitting this form, I certify that the information provided above is true and accurate to the best of my knowledge, supports the requirement for a sole source procurement, and is in the best interest of the State.

Signature * Date Submitted * 2025-10-25

Approval - SSA

Administrator Intends to approve *

Yes No

(Pending legal notice and appeal period)

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

DOP Signature *

DOP Printed Name * Mike Gwinn

DOP Title * Contract Administration Supervisor

Date Time 2025-10-27