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Public-sector employers often recognize the need to modernize internal systems long before they're able to implement new technology.
Even when an organization has identified a clear operational need, the traditional procurement process can require months of planning, drafting, review, vendor evaluation and approval. For teams managing workplace accommodations, that delay lands directly on employees who are waiting for the support they need to do their jobs.
In certain circumstances, sole-source procurement can provide public agencies with a more efficient path forward.
Sole-source procurement isn’t a shortcut around the rules. It’s a recognized pathway within the rules.
Most public procurement frameworks assume competition is the default because competition protects public dollars. But those same frameworks acknowledge that competition isn’t always possible or meaningful. When only one supplier can deliver what an agency needs, running a competitive solicitation doesn’t produce a better outcome. It produces a slower one.
Federal procurement guidance specifically recognizes patent issues and patented or proprietary systems as grounds for demonstrating that a product or service is available from only one source. State and local rules generally mirror this logic, though the thresholds, forms and approval chains vary widely.
The practical distinction is this:
The second question requires documentation, not the absence of it.
For cities, counties, school districts, and other public-sector organizations, purchasing new technology can be a lengthy process. A traditional competitive procurement may require an organization to:
Each step is reasonable on its own. Stacked together, they routinely stretch across two or three budget quarters, and sometimes across a fiscal year boundary, which can mean starting over.
Meanwhile, the accommodations process the agency is trying to fix keeps running the way it always has.
Disclo's workplace accommodations technology is protected by a U.S. patent, which allows Disclo to qualify as a sole-source provider.
This matters because it gives procurement teams something concrete to point at. A justification built on preference is hard to defend. A justification built on an issued patent covering the specific functionality the agency needs is a document with a number on it.
Many public-sector organizations such as Cleveland Metropolitan School District, Contra Costa County, and the City of Palm Bay have used sole-source procurement to purchase Disclo. In each case, the agency followed its own rules and completed its own justification. What the patent did was make that justification straightforward to write.
Every entity has its own process, but most justifications ask an agency to document some version of the following:
At Disclo, we’ve supported enough of these to know where they tend to stall, and we’re happy to help teams assemble the documentation rather than leaving them to reverse-engineer it.
Workplace accommodations are a complex area for public employers. Agencies may be supporting employees across multiple departments, locations, job classifications and collective bargaining environments. Requests can involve sensitive medical information, multiple stakeholders and decisions that must be carefully documented and defended later.
When the process is managed through email, spreadsheets or disconnected systems, consistency is nearly impossible to achieve. Two employees with similar requests in different departments can receive different answers, and no one finds out until it becomes a problem. Employees may also be unsure where to begin, what information is required or what happens after they submit a request.
Technology built specifically for accommodations can help public agencies create a more structured and accessible process without forcing HR teams to bend general-purpose tools into a shape they were never designed for.
Public-sector employees provide essential services every day, from public safety and infrastructure to education, healthcare and community support. The systems behind those employees should make it easier, not harder, for them to request the workplace support they need.
We value the opportunity to work with public agencies because thoughtful accommodation programs have an impact far beyond a single workplace. They help government organizations retain experienced employees, support a wide range of abilities and health needs, and build more accessible public institutions.
For agencies considering new accommodation technology, understanding whether patented or proprietary capabilities may support a sole-source justification is an important early step. The right procurement pathway helps organizations spend less time navigating the purchasing process and more time improving the employee experience.
If you are exploring this for your agency, we can walk through what the pathway has looked like for others and what your justification would likely need to cover.
Public-sector employers often recognize the need to modernize internal systems long before they’re able to implement new technology.
Even when an organization in the public sector has identified a clear operational need, the traditional procurement process can require months of planning, drafting, review, vendor evaluation and approval. For teams managing workplace accommodations, that can delay improvements to a process that directly affects employees’ ability to do their jobs.
In certain circumstances, sole-source procurement can provide public agencies with a more efficient path forward.
For cities, counties, school districts and other public-sector organizations, purchasing new technology can be a lengthy process. A traditional competitive procurement may require an organization to develop specifications, publish a solicitation, evaluate multiple proposals and complete several rounds of review before implementation can begin.
Disclo offers another path.
Our workplace accommodations technology is protected by a U.S. patent, allowing Disclo to qualify as a sole-source provider. Federal procurement guidance specifically recognizes patent issues and patented or proprietary systems as grounds for demonstrating that a product or service is available from only one source.
Public-sector organizations, including Contra Costa County and the City of Palm Bay, have used sole-source procurement to purchase Disclo. This can eliminate the need for a full competitive RFP and significantly shorten the path from identifying the need to implementing a modern accommodations process.
Each public entity must follow its own procurement rules and complete the required justification and approvals. But for teams already stretched thin, sole-source procurement can remove months of unnecessary process and help them begin supporting employees sooner.
Applying sole-source procurement to workplace accommodations
Workplace accommodations are a particularly complex area for public employers. Agencies may be supporting employees across multiple departments, locations, job types and collective bargaining environments. Accommodation requests can involve sensitive medical information, multiple stakeholders and decisions that must be carefully documented.
When the process is managed through email, spreadsheets or disconnected systems, it can be difficult to create consistency across the organization. Employees may also be unsure where to begin, what information is required or what will happen after they submit a request.
Technology built specifically for accommodations can help public agencies create a more structured and accessible process without forcing HR teams to rely on general-purpose case management tools.
Disclo’s patented workplace accommodation technology has allowed many organizations such as Cleveland Metropolitan School District, Contra Costa County, and the City of Palm Bay to evaluate sole-source procurement as a potential purchasing pathway. By documenting the proprietary capabilities of the platform, agencies may be able to shorten the procurement process and begin improving their accommodations programs sooner. We’re well versed in supporting organizations with the sole sourcing process.
Supporting the people who serve our communities
Public-sector employees provide essential services every day, from public safety and infrastructure to education, healthcare and community support. The systems behind those employees should make it easier (not harder) for them to request the workplace support they need.
We value the opportunity to work with public agencies because thoughtful accommodation programs can have an impact far beyond a single workplace. They help government organizations retain experienced employees, support a wide range of abilities and health needs, and build more accessible public institutions.
For agencies considering new accommodation technology, understanding whether patented or proprietary capabilities may support a sole-source justification can be an important early step. The right procurement pathway can help organizations spend less time navigating the purchasing process and more time improving the employee experience.
If you're exploring this for your agency, we're happy to walk through what the pathway has looked like for others and what your justification would likely need to cover. Book time with our team here.
