Direct Award Determination - GCR (Tadera)

The West Virginia Department of Education is conducting a direct award procurement for comprehensive lease management software from TADERA through a sole source determination for Kanawha County and other state agencies. The procurement seeks to acquire PublicIQ Business & Revenue Manager and GASB Module software services to assist public agencies in managing property and lease agreements while ensuring compliance with Governmental Accounting Standards Board (GASB) Statement No. 87 and 96. The solicitation (ASSD 0402 EDD2500000018) was posted on February 25, 2025, with responses due by March 11, 2025, at 10:00 AM. Delivery and performance are required by May 1st, 2025, with an initial contract term running through the 5th anniversary date and optional renewal years extending through April 30, 2030. The software solution includes comprehensive SaaS support and hosting services, with an annual fee of $53,731.00 that includes an 80-hour annual support cap. Key objectives include maintaining continuity of existing lease management systems and preventing disruption to current agency operations.

The procurement appears to be unrestricted in terms of specific set-aside designations, with TADERA identified as the incumbent vendor currently implemented in 2021. The direct award determination specifically notes that replacing the existing vendor would require substantial retraining and implementation costs, making TADERA the preferred provider. The agency has determined that no alternative source could replace the existing vendor without detrimental effects on the spending unit, particularly given the extensive training and implementation already completed with the current system. The total annual contract value is $53,731.00, with potential extended value through the optional renewal periods potentially bringing the total contract value to approximately $268,655.00 over the potential five-year extension period. The procurement is being managed by Michelle L. Childers from the West Virginia Department of Education, with the software intended to support multiple county and state agencies in standardizing lease management and accounting compliance processes.