NCHA_ACHA Survey Exemption Cover letter.docx

ICHC Survey Exemption 7/3/2023 The Idaho Office of Drug Policy (ODP) leads statewide efforts to reduce substance use and related behaviors through prevention, education, and early intervention strategies. In collaboration with state and community partners, ODP supports data-driven prevention work that aligns with our mission to improve the health and safety of Idahoans.

The National College Health Assessment (NCHA), administered by the American College Health Association (ACHA), is a nationally recognized research survey that provides colleges and universities with precise data on a wide range of student health and wellness issues. These include mental health, substance use, and other behavioral health trends that directly impact student success and academic performance. With over 2.5 million students surveyed at more than 1,000 institutions nationwide, NCHA represents the most comprehensive dataset on college student health in the U.S. (American College Health Association, 2024, National College Health Assessment - ACHA). ACHA notes that NCHA data helps campuses make informed, data-driven decisions and enhance their health and wellness programming by offering robust benchmarking tools and national comparisons (ACHA, Data Solutions & Assessments - ACHA).

ODP previously worked with NCHA in 2023 to conduct this survey across multiple Idaho colleges, investing approximately $32,000 in administration and data services. Based on the current estimate from NCHA, we anticipate similar costs for this year’s effort. This consistency, combined with NCHA’s unique qualifications and the lack of comparable alternatives, supports our request for a sole source exemption. While no formal contract has been in place over the past five years, the data from 2023 was instrumental in shaping prevention strategies, and guiding the work of the Idaho College Health Coalition, which ODP coordinates. Comment by Grace Tucker: I feel they may want to know that last time we went through the process of funding NCHA on each of these campuses, we awarded each college the funds and each institution became subgrantees during the process. This time around we would like to simplify the process due to time constraints as well and administrative burden. I’m just wondering if they will want to know why there was no formal contact during the last administration of the NCHA. I think it may also be a good idea to discuss the fact that we have had each school sign a statement of need that indicates that they would not be able to support this data collection on their campus without funding from ODP. Comment by Kateryna Dyer: @Hannah Timmons @Grace Tucker Great thought Grace, but I’m thinking should we save this argument for later, in case we get denied and need to add more argument points? Just a thought ...

ODP is now seeking a sole source or one-time exemption to contract with NCHA due to several key factors. First, NCHA remains the only survey tool of its kind that is both nationally validated and widely accepted by colleges and coalitions across the country. Additionally, every school planning to administer the NCHA this fall has previously used the survey, allowing them to use the same instrument to collect trend data—an invaluable resource for detecting changes in student behavior over time. Based on our research and communication with campus partners, no other vendor offers a comparable product that meets both the methodological rigor and institutional acceptance required for this type of data collection. Additionally, many Idaho colleges have internal policies or preferences that require—or strongly favor—use of the NCHA, further limiting the possibility of considering alternative vendors.

Second, timeliness is critical. Due to federal funding uncertainty, PFS funding may not be available after 9/29/25. To meet this deadline and ensure payment and survey deployment occur on schedule, it is essential that we move forward with the contracting process as soon as possible.

Given NCHA’s unique capabilities, the policy limitations of our partner institutions, and the urgent funding timeline, we believe this request qualifies under the criteria for a sole source or one-time exemption. If this request does not meet the requirements for approval, we respectfully request purchasing’s guidance on the best path forward to meet both compliance standards and programmatic timelines. ODP remains fully committed to following all procurement procedures while ensuring the success of this time-sensitive initiative.

image1.png