Collaborative Planning Group Systems Subscription service

The Colorado Department of Public Health and Environment’s Prevention Services Division is proceeding with a sole-source acquisition for a web-based data management subscription service from Collaborative Planning Group Systems Inc. to support the EPIC Data System, which is essential for meeting federal compliance requirements under SAMHSA block grant funding. The system must fully align with the state’s specific nomenclature, data collection, and reporting standards while enabling prevention coalitions and grantees to enhance service delivery, measure outcomes, and fulfill mandatory annual federal reporting. The contract is fixed price with an estimated total value of $400,000 over a five-year period, ending June 30, 2031, and includes a one-time implementation fee of $3,000 and an annual licensing cost of $77,000 based on 28 funded prevention communities, each at $2,750 per license. A formal cost and price analysis confirmed the rates as fair and reasonable, aligned with historical pricing and market benchmarks, and OIT has approved the subscription service for use. The procurement was conducted as a sole source because CPGSI is the only vendor capable of meeting the state's unique functional and compliance requirements, particularly those tied to SAMHSA reporting elements, with no alternative solutions available. The contract is for performance in Denver, Colorado, with the initial budget period running from execution through June 30, 2027, and the agency is relying on the public notice period to allow for comments or objections before finalizing the award. All necessary documentation, including the functional requirements assessment, SAMHSA reporting documentation, cost analysis, and OIT approval, have been submitted to support the sole-source justification.