Notice of Proposed Sole Source Procurement - POWER SCHOOL STUDENT INFORMATION SYSTEM (SIS)
Closed State & local contract opportunity Posted
- Solicitation number
- CCSD-SS040126
- State
- Utah
- Responses due
Opportunity facts
- Jurisdiction
Opportunity details come from utah.bonfirehub.com. Updated .
About this opportunity
Cache County School District (CCSD) in Utah is seeking to award a contract for a Student Information System (SIS) and enrollment services through a sole source procurement process rather than a competitive bidding process. The procurement involves a comprehensive student information system that will process enrollments, demographics, attendance, academics, and other student data for the district. The contract term is five years with an estimated total value of $961,421.07, representing approximately $192,284.22 annually. The notice was posted on April 1, 2026, with a response deadline of April 9, 2026. CCSD is pursuing this sole source award based on transitional costs rather than claiming the vendor is the only available source. Any interested vendors wishing to challenge this determination must submit documentation demonstrating comparable or better products, cost comparisons of their anticipated transitional costs, and evidence of competing sources during the public notice period.
The CCSD's justification for the sole source award centers on the prohibitive transitional costs associated with switching vendors. A detailed cost-benefit analysis presented by the district demonstrates that transitioning to an alternative vendor would cost approximately $1,011,724.22 in the first year alone, including training costs exceeding $62,000, implementation costs exceeding $285,000, conversion costs for over 68,000 student records ($136,000+), and staff time and training for 2,637 employees and students and parents ($316,440+). The current PowerSchool system has been in use district-wide since its original purchase in 2006 for $356,420.36, representing significant existing infrastructure and technological investment. PowerSchool Group LLC is the identified incumbent vendor for this procurement. No specific set-aside designations for disadvantaged enterprises or organizational restrictions are mentioned in the available documentation. Vendors challenging the sole source determination must demonstrate their ability to provide comparable or superior services while presenting evidence that their transitional costs would be substantially lower than those projected for switching from the current PowerSchool system.
Opportunity text
NOTICE OF INTENT TO AWARD A CONTRACT WITHOUT ENGAGING IN A STANDARD PROCUREMENT PROCESS The Cache County School District (CCSD) is publishing this notice pursuant to the Utah Procurement Code. Cache County School District intends to award a contract without competition if it is determined, in writing, that: there is only one source for the procurement item; transitional costs are a significant consideration in selecting a procurement item; or the award of a contract is under circumstances, described in rules adopted by the applicable rulemaking authority, that make awarding the contract through a standard procurement process impractical and not in the best interest of the procurement unit. The attached document outlines the CCSD department's justification for awarding a contract without engaging in the standard procurement process. Determination of Other Interested Vendors. The intent of this notice is to determine if there are any other interested and qualified vendors that meet the specifications of this notice. Any such vendors must submit the following information: * The name of the contesting person; and * A detailed explanation of the challenge, including documentation showing that there are other competing sources for the procurement item. * Documentation that your firm can provide a comparable or better procurement item that meets or exceeds the specifications; and * Documentation that your firm can also provide the same proprietary procurement item or an equivalent procurement item; * If transitional costs are identified as the justification for this notice, submit a cost comparison of the identified transitional costs with your firm's anticipated transitional costs. Regardless of any prior communications with the CCSD or the Purchasing Department, all vendors interested in responding to this notice must submit a response to this posting containing complete responses to all of the information requested above. Any questions regarding this notice, including obtaining additional information, can be directed to the Purchasing Department at karma.leatham@ccsdut.org during the publication period. No action is required if you agree with this notice. If, after the public notice period has passed, the Purchasing Department determines that there are other interested and qualified vendors that meet the specifications of this notice, the Purchasing Department will not award a contract pursuant to this notice. If, after the public notice period has passed, no valid challenges are received, the Purchasing Department may award a contract to the identified vendor without competition. Please read the entire form very carefully before responding to this notice
Files
| File | Type | Posted |
|---|---|---|
| 1-POWERSCHOOL CCSD-SOLE SOURCE (ACWESPP) FORM (2).pdf |
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