SAPD - PROLAW - CASE MGT SYS 10-9-2026.pdf

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 24951

Generated after Receipt by DOP

Year

Requestor Information

Agency Name* State Appellate Public Defender

Agency Acronym*

SAPD

Requestor Name* Elizabeth Todd

Phone* 208-334-2712

E-mail* elizabeth.todd@sapd.idaho.gov

Property Being Purchased:* ProLaw - Case Management System

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:elizabeth.todd@sapd.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

Eagan US Holdco, LLC

Duration*

One-Time purchase Ongoing

Anticipated Total Cost* $9,227.86

Background* Describe the circumstances

The State Appellate Public Defender (SAPD) represents indigent defendants in their direct appeal and post-conviction cases. In 2001, the SAPD purchased case management software, ProLaw, to manage and store all case related work and data.

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Justification* Why would the competition be impractical, unreasonable, or disadvantageous under the circumstances?

ProLaw is an integral piece of the operation of the SAPD. ProLaw has been used to store and manage all documents, data, and files received and produced by this agency for 25 years. Additionally, the SAPD has invested in the customization of ProLaw to meet the direct needs of the agency. Moving to a new client management software would require training for all employees, a complete change in agency operations, and require millions of documents to be migrated to a new piece of software. Lastly, the SAPD has dedicated a significant amount of time to customized templates that are hosted in ProLaw to maximize and ease workload. The SAPD’s continued use of ProLaw is the most cost-effective and efficient use of SAPD’s limited resources.

Description* Describe the extent to which competition is possible

While there are other products on the market, moving to another case management software would require a minimum of 1.5 – 2 years of preparation. Time would be needed to go through the procurement process, demo/test, customize, migrate documents, and train new employees before the SAPD could use it. Moving to a new software would be cost prohibitive as it would be far more expensive than our current annual fee.

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

Invoice_INV12196642.pdf 661.29KB

Maximum File Size 250 MB

Agency Representative* Date of Submittal* https://adminrules.idaho.gov/rules/current/38/380501.pdf

2026-10-07

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

Software, Support, Maintenance & Upgrades

This field has a 300 character limit

File Upload

Maximum File Size 250 MB

Date Time* 2026-10-07