IMD - Manage a student mgt database 7-27-2026.pdf
PDF 395 KB Posted
- Attached to
- EFC - Manage a student mgt database
- Solicitation number
- 1395
- Issued by
- Idaho
About this file
This is an Exemption from Competition Request Form submitted by the Idaho Military Division (IMD) to the Idaho Department of Administration's Division of Purchasing (DOP) for the procurement of student management database services. The requestor, Jackson Gray (208-866-5023, jgray@imd.idaho.gov), seeks authorization to procure ongoing support and maintenance of a student management database from FolderWave without competitive bidding. IMD previously conducted a competitive solicitation through the IPRO system in 2021, which resulted in no bids; subsequently, an exemption was granted to contract directly with FolderWave for setup and management of the database. The procurement is classified as an ongoing purchase rather than a one-time acquisition, with the decision window for the exemption closing July 30, 2026.
The anticipated total annual cost for this sole-source procurement is $75,000.00. IMD's justification for exemption from competition rests on the impracticality of implementing a new student management database following the failed 2021 solicitation and the disruption such a change would cause. The supporting documentation includes executed contracts and prior approval records demonstrating the historical relationship with FolderWave since 2021. The exemption request is submitted under IDAPA 38.05.01.042.05, which permits exemptions when competitive procurement is determined to be impractical, unreasonable, or disadvantageous. DOP has indicated intent to approve the exemption pending legal notice and is offering suppliers an opportunity to submit information supporting or contradicting the agency's exemption claim prior to final Administrator determination.
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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 20797
Generated after Receipt by DOP
Year
Requestor Information
Agency Name* Idaho Military Division
Agency Acronym*
IMD
Requestor Name* Jackson Gray
Phone* 208-866-5023
E-mail* jgray@imd.idaho.gov
Property Being Purchased:* Manage a student management database.
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:jgray@imd.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
FolderWave
Duration*
One-Time purchase Ongoing
Anticipated Total Cost* $75,000.00
Background* Describe the circumstances
IMD worked closely with DOP Jason Urquhart to solicit for student management database in 2021. After no bid on an IPRO solicitation, we received and exception to contract directly with Folderwave. A contract was signed to setup and manage a student management database. We are in a sustainment period which as an annual cost of $75,000.00
This field has a 500 character limit
Justification* Why would the competition be impractical, unreasonable, or disadvantageous under the circumstances?
We had a failed bid already and a new student management database would be impractical.
Description* Describe the extent to which competition is possible
A Solicitation was advertised in iPRO with no bids.
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
DOP Approval ATN IMD Folderwave 9-14-21.pdf 179.35KB
FolderWave - Idaho Youth Challenge Academy -FW Executed.pdf 416.44KB
Maximum File Size 250 MB
Agency Representative* Date of Submittal* 2026-07-20 https://adminrules.idaho.gov/rules/current/38/380501.pdf
Approval - EFC
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
Ongoing support and maintenance of student management database.
This field has a 300 character limit
File Upload
Maximum File Size 250 MB
Date Time* 2026-07-27
File details come from the government source that posted it. Updated .