Sole Source Determination.docx
DOCX document 44 KB Posted
- Attached to
- INTENT TO SOLE SOURCE - THERAP SERVICES
- Solicitation number
- 5400030312
- Issued by
- Lexington County, South Carolina
About this file
This is a Sole Source Written Determination document prepared by the South Carolina Office of Intellectual and Developmental Disabilities (OIDD) under the authority of SC Code Ann 11-35-1560 and SC Regulation 19-445.2105. The agency is seeking to procure Electronic Health Record (EHR) software services from Therap Services, LLC to support the continuation of its existing system. The EHR system enables OIDD to collect and manage demographic information, assessments, service plans, and waiver authorizations necessary to track services for individuals and meet state and federal requirements. The procurement involves extending the current one-year contract for the existing Therap software solution. The document was prepared by Angelia D. Brown, IT Application Manager, on October 1, 2026, and requires approval by an authorized agency representative prior to contract execution.
The determination justifies the sole source procurement method based on the extensive integration of the Therap system throughout OIDD and its provider network across the state. The agency concludes that Therap is the only solution meeting its needs because transitioning to an alternative system during the one-year contract period would disrupt ongoing operations, as numerous state agencies and providers utilize the same platform for State Oversight functionality, case management, provider services, billing, and reporting. The cost-effectiveness and operational feasibility of maintaining the current system support this determination. If the procurement exceeds $50,000, a Drug Free Workplace Act certification is required from the vendor; if it exceeds $500,000, cost or pricing data must be documented in the procurement file.
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Other files
| File | Type | Posted |
|---|---|---|
| Drug Free Workplace Act.pdf | ||
| Intent to Sole Source.docx | DOCX document |
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Text version
Sole Source Written Determination - Instructions Agency Identification: BHDD - Office of Intellectual and Developmental Disabilities Description of the agency need that this procurement fulfills: (See instructions on last page for guidance) Electronic Health Record (EHR) software solution for the Office of Intellectual and Developmental Disabilities. The EHR system allows OIDD to collect demographic information, assessments, service plans and authorizations to support and track waiver services for individuals to meet state and federal requirements.
Describe the Market Based on Research Performed: (See instructions on last page for guidance) Electronic Health Record (EHR) software solution for the Office of Intellectual and Developmental Disabilities. OIDD is extending the one (1) year contract for this existing software and compatibility for the Therap system. It’s cost effective, utilized throughout the Agency and is feasible to continue utilizing this OIDD software to prevent disrupting any services.
Sole Source Vendor Name: Therap Services, LLC Based upon the following determination, Agency proposes to acquire the supplies, construction, information technology, and/or services described herein from the vendor named above per SC Code Ann § 11-35-1560 and SC Regulation 19-445.2105, Sole Source Procurement.
Description of supplies, construction, information technology, and/or services vendor will provide under the contract: (See instructions on last page for guidance.)
Therap is the vendor for the EHR system used by OIDD for State Oversight functionality (eligibility, intake, level of Care, waiver enrollment, authorizations, document storage, priority list, billing), case management, provider services and reporting.
Explain why the described solution is the only solution that meets the agency’s need and how no other identified solutions were sufficient. (See instructions on last page for guidance) Therap is used by OIDD and provider network throughout the state, and therefore it will not be advantageous for OIDD to make an interim change from the existing system during this one (1) year period due to many Agencies utilizing the same system.
Note: Determination is not complete without required signatures and dates Required Signatures:
Prepared by: ______________________ Date: _10_/1_/_2026_____
| Printed Name: Angelia D. brown | Title: IT Application Manager |
| Approved by: ______________________________ | Approval Date: ___/___/______ |
| Printed Name: Enter Authorized Approver Name | Title: Enter Authorized Approver Title |
The last page contains instructions and is not required to be retained.
| Sole Source |
| Written Determination |
MMO Form 102 - 1/2 - Rev: 4/17/25 Agency Identification: (Provide Agency and Number) Description of the agency need that this procurement fulfills:
(Do not describe the vendor solution that meets the agency’s need. This is often accomplished best by describing the problem the agency is trying to solve.)
Describe the Market Based on Research Performed: (Enter a description of the market based on research you performed for this procurement including such things as commercially available off the shelf products, vendors providing solutions in the market space, barriers to entry to the market space, benefits and types of customized solutions and how and by whom those solutions are provided.
| • | How were the specifications or scope of work developed? |
| • | Will the product be obtained from a third-party vendor or reseller, or the manufacturer? |
| • | Will the reseller assist or consult in the implementation? |
| • | Length of time and place of delivery? |
| • | What types of warranties or other performance guarantees are available in the market? |
| • | How and by whom will training be provided? |
Document and retain market research in the procurement workpaper file.)
Sole Source Vendor Name: (Provide Vendor Legal and dba Name) Based upon the following determination, Agency proposes to acquire the supplies, construction, information technology, and/or services described herein from the vendor named above per SC Code Ann § 11-35-1560 and SC Regulation 19-445.2105, Sole Source Procurement.
Description of supplies, construction, information technology, and/or services vendor will provide under the contract: (Provide a description of the product(s) and/or service(s) identified that will meet the agency’s need.)
Explain why the described solution is the only solution that meets the agency’s need and how no other identified solutions were sufficient. (Provide an informed, objective explanation for the sole source procurement method, including the agency’s factual grounds and reasoning as supported by the agency’s market research. The agency’s explanation should be based on its own conclusions supported by its description of the market space.
| • | Vendor assertions of product differentiation or availability may be obtained as part of market research and are valuable information in the agency’s assessment of available solutions, but are not, by themselves, sufficient justification for a sole source determination. |
| • | Please do not cut and paste vendor claims, content, or literature in this space. |
Recommend this section be pasted into the required public notice of intent to award without competition.)
Notes:
Authorized Approver signature is the agency head unless the agency head has delegated that authority in writing to someone above the level of procurement officer and provided written notification the MMO.
Approval Date: Sole Source Determinations are required to be approved prior to contract execution. The approver should hand write the date at the time of approval.
Drug Free Workplace Act: The agency must obtain a DFWA certification from the vendor if the sole source procurement is $50,000 or greater.
Cost or Pricing Data must be addressed and documented in the file for any sole source procurement exceeding $500,000 image1.png
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