SSA new request- APHSA. DHW 12.5.24.pdf

New Sole Source Request- APHSA Page 1

Request for Sole Source Authorization (SSA) Division of Purchasing (DOP)

New Request (Answer Questions 1-5)

Request to Renew SSA# (Answer Questions 6-8)

(Check this box to request an additional term for the same goods/services)

Request to Amend SSA# (Answer Questions 9-10) (Check this box to request a change to the goods/services, term, or other conditions of the SSA)

Agency Purchasing Representative (Name): J.P. Brady

E-mail/Phone: JP.Brady@dhw.idaho.gov / 208-334-5999

Name of Agency: Health & Welfare (Department)

Request for the Purchase of: NEICE database access

Requested Supplier (vendor name): American Public Human Services Association (APHSA)

Cost Estimate (attach quote): $164,125.00

Desired Term: Start Date: 1/1/2025 to End Date: 12/31/2029 (For one-time purchases, please enter a one-year term from the date on which you wish to place the order)

Do you anticipate the need for renewals? Yes No

Sole Source History (renewals and amendments):

Provide a history of the sole source including: SSA number, date issued, term, cost, and brief description for original SSA and each renewal/amendment; and total value to date. See SSA Instructions for examples.

The Department has an active contract with American Public Human Services Association (APHSA) to provide the state of Idaho access to the National Electronic Interstate Compact Enterprise (NEICE) that is set to expire 12/31/2024. The contract was obtained through a one-time exemption from competition in 2020 and was amended in October 2023.

IDAPA 38.05.01.045 provides that sole source purchase shall be used only if a requirement is reasonably available from a single supplier.

NEW REQUESTS (complete #1-5)

1. Describe the Product or Service.

The National Electronic Interstate Compact Exchange (NEICE) is the means for states to share documents and communication securely for foster children through the Interstate Compact on the Placement of Children (ICPC). The NEICE is an electronic case-processing system that supports the administration of the ICPC by exchanging data and documents securely and efficiently across state jurisdictions.

DOP use only:

SSA#

mailto:JP.Brady@dhw.idaho.gov

New Sole Source Request- APHSA Page 2

2. Describe your Agency’s Business Need for the requested product or service.

Idaho has a continuing need to exchange documents and communication through NEICE for ICPC. The NEICE is a successful, secure, and functioning application that meets the purpose and guidelines defined in HR1892-Title VII Family First Prevention Act SEC. 50722. This legislation, passed by Congress on February 9, 2018, mandates that by 2027 all states must use the electronic interstate case processing system for the exchange of data and documents to expedite the placement of children in foster care, guardianship, or adoptive homes across state lines via the ICPC.

3. Justification: Check each box that applies and attach required documentation.

X Sole source provider of a licensed or patented good or service (attach provider’s letter)

Sole manufacturer AND distributor (attach manufacturer’s letter)

Sole provider of factory-authorized/warranty service (attach provider’s letter)

Sole provider of items that are compatible with existing equipment, systems, programs, etc.

Other (attach description and justification)

4. Describe what makes this Product or Service unique.

NEICE is the only document exchange system available for the exchange of documents through the Interstate Compact on the Placement of Children. While nearly all states (currently forty-six [46]) are using NEICE right now, the remaining states must be using NEICE by the end of 2026.

5. Provide a list of other suppliers contacted and describe the method for determining that there are no other possible suppliers.

The Department has confirmed there are no other providers for the NEICE database as it is only accessible through

APHSA.

REQUEST TO RENEW (complete #6-8) Note: each agency seeking authorization to renew a current SSA must conduct a business/financial analysis every 5 years, at a minimum, documenting estimated costs (as well as other factors) related to maintaining the current provider versus switching/migrating to a new provider/alternative solution, if one is available.

6. Confirm your Agency’s continuing Business Needs.

7. Justification: Check each box that applies and attach required documentation.

Sole source provider of a licensed or patented good or service (attach provider’s letter)

Sole manufacturer AND distributor (attach manufacturer’s letter)

Sole provider of factory-authorized/warranty service (attach provider’s letter)

Sole provider of items that are compatible with existing equipment, systems, programs, etc.

Other (attach description and justification)

8. Describe the steps taken to confirm that the product/service continues to qualify as a sole source; include a list of suppliers contacted.

REQUEST TO AMEND (complete #9-10)

New Sole Source Request- APHSA Page 3

9. Describe (with specificity) the requested modifications to the scope of work, product requirements, cost or other proposed changes to your current SSA.

10. Describe your Agency’s business need for the requested modifications.

Agency Certifications:

I certify that the Agency has sufficient appropriation balances for payment of the requested product/service.

(Checking this box takes the place of a DA-1 or IPRO request.)

I am aware that Idaho Code and IDAPA require procurements to be competitively bid unless specifically exempt;

that the statements contained in this Request are complete and accurate, based on my professional judgment and independent investigation; that no personal advantage will accrue to me or any member of my immediate family as a result of this direct procurement; and that based on my analysis of my agency’s business need and research into available products or services, no other vendor can provide the same or similar product or service to meet my agency’s need.

End-User/Program Agency Requestor:

Signature Date

Printed Name Title

Agency Purchasing Representative: 12/5/2024

J.P. Brady Senior Buyer Printed Name Title

Upon approval by the Administrator, the Agency may proceed with the purchase and issue its own purchase order or contract document for this acquisition. The Division of Purchasing’s SSA number noted above (with Administrator approval, below) is the only authorization needed for the Agency to proceed with this purchase. Agency purchases from this sole source authorization shall not exceed the dollar amount listed above unless approved in writing by the Division of Purchasing.

APPROVED REJECTED

Jamie Russell Stoker

12/5/2024

Program Manager

New Sole Source Request- APHSA Page 4

DOP ADMINISTRATOR:

Printed Name

Additional Conditions which apply to this approval:

The Agency must consult with its legal counsel regarding terms and conditions prior to entering into a contract with the approved supplier.

The Agency must complete a business/financial analysis prior to any additional renewals of this SSA.

Other (specify):