Cloud Based Records Management Systems

This sole source procurement by the Colorado State Patrol's Technology Services Unit seeks to procure continued cloud-based Records Management System services through a one-year contract period from July 1, 2026, through June 30, 2027. The procurement is for the PowerDMS software suite and its integrated PowerReady field training module, exclusively provided by NEOGOV. The PowerDMS system serves as the agency's centralized operational, legal, and administrative framework for managing training records, policy compliance, Colorado State Patrol and Colorado Division of Parole Services policies, Accreditation Standards, and official forms, having been in use for approximately 15 years. PowerReady, utilized for the past four years, provides specialized field training and onboarding documentation for Troopers, Port of Entry Officers, and Communications Officers through digital Daily Observation Reports and automated approval workflows. The contract was posted on May 4, 2026, with a proposal due date of May 7, 2026. The sole source justification is based on NEOGOV's exclusive ownership of these proprietary platforms; migration to alternative vendors would result in prohibitive data-migration costs, loss of 15 years of legally binding audit trails and compliance mappings to CALEA Accreditation Standards, and operational disruption to the agency's Field Training Officer programs.

This procurement is designated as a sole source acquisition, restricting competition to NEOGOV as the exclusive provider of the PowerDMS and PowerReady platforms. NEOGOV is the incumbent vendor and current contractor, having maintained an established 15-year relationship with the Colorado State Patrol that includes existing infrastructure, integrated audit trail documentation, and compliance mappings specific to CALEA Accreditation Standards. Price reasonableness was determined by comparing current rates against historical prices for similar software services procured over the agency's relationship with NEOGOV, confirming fair market value. The total estimated cost for this sole source procurement is $65,205.40 in service fees, representing a price increase of $4,659.81 aligned with historical pricing trends. The procurement was approved on April 27, 2026, with a valid approval period through June 30, 2027 (NPSS1 Number: RBAA 2026-0192), authorizing the purchase as a sole source acquisition.