Sole Source Justification.pdf

Sole Source Written Determination

MMO Form 102 - 1/5 - Rev: 4/17/25

Agency Identification: South Carolina Department of Juvenile Justice N120

Description of the agency need that this procurement fulfills: (See instructions on last page for guidance)

DJJ requires a fingerprint transaction management solution to comply with Act 145 of 2026 (H.5120), which amended South Carolina Children's Code Section 63-19-2030 to require the fingerprinting of juveniles charged with specified o enses and the submission of those fingerprints to the South Carolina Law Enforcement Division (SLED). The solution must support the collection, management, storage, and electronic transmission of fingerprint and palm print records, maintain associated biometric and mugshot records, and ensure accurate and secure record retention and reporting. This procurement fulfills DJJ's need to maintain compliance with state law, support existing fingerprint processing operations, and accommodate anticipated growth in fingerprint collection and electronic submission activities.

Describe the Market Based on Research Performed: (See instructions on last page for guidance)

Due to the time-sensitive nature of this procurement and DJJ's need to comply with the requirements of Act 145 of 2026, DJJ determined that maintaining and expanding its existing fingerprint management environment is the most practical and e icient approach. DJJ plans to expand its current fingerprint solution by adding additional Livescan workstations and increasing biometric processing capabilities to support growing operational demands. Utilizing the existing platform promotes standardization across the agency, minimizes implementation risks, reduces training requirements for sta already familiar with the system, and supports continuity of operations. Procuring and implementing an alternative solution would require significant evaluation, data migration, integration, testing, and sta training, which could delay compliance e orts and disrupt ongoing fingerprint processing activities.

Furthermore, because of the time-sensitive nature of the procurement, the need for rapid deployment, user training considerations, and the importance of maintaining a standardized fingerprint management environment, DJJ determined that expanding its existing solution best meets its operational and statutory requirements. Continued use of the current platform allows DJJ to leverage existing sta knowledge, established business processes, and system integrations while minimizing disruption to critical fingerprint collection and submission functions.

As part of its market research, DJJ explored whether the GTM Enterprise solution could be procured through a third-party reseller, distributor, or systems integrator. DJJ contacted another vendor operating within the biometric and criminal justice technology market to determine whether it could provide pricing or facilitate the procurement. During those discussions, DJJ was advised that DataWorks Plus does not utilize authorized distributors, resellers, or channel partners for the GTM Enterprise solution and requires customers to contract directly with DataWorks Plus for licensing, implementation, support, and maintenance services.

Sole Source Vendor Name: DataWorks Plus, 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.

MMO Form 102 - 2/5 - Rev: 4/17/25

Description of supplies, construction, information technology, and/or services vendor will provide under the contract: (See instructions on last page for guidance.)

The South Carolina Department of Juvenile Justice (DJJ) is entering into a five-year agreement with DataWorks Plus, LLC for the continued provision and expansion of the agency's GTM Enterprise fingerprint transaction management solution. Under the agreement, DataWorks Plus will provide software licensing, implementation services, system configuration, data management capabilities, technical support, software maintenance, and ongoing product updates. The solution supports the collection, processing, storage, management, and electronic transmission of fingerprint and palm print records, as well as the management of associated biometric and mugshot records.

The GTM Enterprise solution provides the technology required for DJJ to electronically submit fingerprint records to the South Carolina Law Enforcement Division (SLED) and other applicable criminal justice systems while maintaining compatibility with the agency's existing Livescan devices, fingerprint archives, user management functions, web-based access capabilities, and Microsoft SQL database environment.

This agreement will also support DJJ's planned expansion of its fingerprint management program, including the deployment of additional Livescan workstations, system integration activities, implementation assistance, user training, technical support, and ongoing maintenance services.

DataWorks Plus will provide software updates, troubleshooting, and continued technical support to ensure system reliability, security, and compliance with applicable criminal justice and biometric processing requirements.

The continued use of the GTM Enterprise platform will allow DJJ to maintain and expand its existing fingerprint processing operations, support statutory and operational requirements, enhance standardization across agency locations, and ensure the secure and reliable management and transmission of biometric records throughout DJJ's criminal justice environment. The agreement will position DJJ to meet current operational needs while supporting future growth and advancements in biometric identification and record management capabilities.

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)

DJJ conducted market research to evaluate available fingerprint transaction management solutions capable of supporting the agency's operational requirements, statutory compliance obligations, and planned expansion of its biometric processing environment. While the market contains vendors that offer fingerprint and biometric management systems, DJJ determined that alternative solutions would require substantial system replacement efforts, including data migration, interface redevelopment, testing, validation, user training, and implementation of new integrations with existing Livescan devices, fingerprint archives, and criminal justice information systems.

DJJ currently utilizes the DataWorks Plus GTM platform to manage fingerprint records and related biometric information. The GTM Enterprise solution is the direct upgrade and expansion path for the agency's existing environment and is designed to maintain compatibility with DJJ's current infrastructure, fingerprint archives, Livescan devices, user management functionality, web-based access capabilities, and Microsoft SQL database environment. This compatibility allows DJJ to

MMO Form 102 - 4/5 - Rev: 4/17/25

Written Determination - Instructions

MMO Form 102 - 5/5 - 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