Sole Source 2604 C0151048 Kainos Smart Audit System

Agency:	University of Central Florida
State:	Florida
Type of Government:	State & Local
NAICS Category:	541330 - Engineering Services 541511 - Custom Computer Programming Services 541690 - Other Scientific and Technical Consulting Services
Posted Date:	Dec 4, 2025
Due Date:	Dec 8, 2025
Original Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

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Date: November 25, 2025

To: Brian Sargent

From: Chuck Nicholas

Subject: Sole Source Request: C015148 Kainos Smart Audit

Amount: $79,800 per year x 3-year contract = $239,400

Dept. Statement: The product is Kainos Smart Audit, an automated, specialized monitoring and

compliance system that works exclusively with our Workday pla orm.

Department Requirements: UCF-IT desires to automate many manually performed Workday

security audits, thereby increasing the security of sensitive data and reduce exposure to ﬁnancial

loss or data breach, while reducing IT sta workload performing manual reactive audits. Systems

speciﬁcations require full compatibility with Workday; therefore, any solution considered will

require certiﬁcation by Workday of full compatibility with Workday’s platform. Functional

requirements include automated monitoring of segregation of duty compliance; a full suite of ready

to deploy Service Organization Controls (SOC); AI-driven security group permission assessments;

and monitoring of business process changes for risk.

Research Conducted: UCF-IT constructed a comparison matrix with these four required

speciﬁcations and compared the Kainos system to competitive products from Pathlock and

SailPoint. Only the Kainos system meets all four critical requirements. Kainos also has “built on

Workday” certiﬁcation, meaning that Workday has certiﬁed the platform, which was built on the

Workday system architecture, as fully compatible with the Workday suite of products as used at

UCF.

Proposal Analysis: Kainos has o ered a three-year ﬂat rate Smart Audit subscription service at

$79,800 per year ($239,400 3-year term) based on 7600 FSE 1 which works out to $10.50 per FSE.

By comparison, Florida Gulf Coast University conﬁrmed they are paying $58,000 per year to Kainos

for 1800 FSE, or $32.22 per FSE. Kainos also charged FGCU a $10,000 onboarding fee but waived

this fee for UCF.

Searching GovSpend produced several orders for Kainos from The Ohio State University for the

testing software, but not the Smart Audit package. UC-San Diego also purchased the testing

software. The Hillsborough County Sheri 's O ice purchased the Smart Audit service via a waiver

in 2024. Source documents were not available for review.

Recommendation: It is clear the Kainos product is uniquely positioned as a Workday-approved

software package that meets the critical requirements set forth by UCF-IT. UCF is also receiving

favorable pricing compared to other SUS entities. I recommend we approve this sole source as

requested.

1 Full-Service Equivalent; a Workday metric for users

SOLE SOURCE CERTIFICATE AND POSTING NOTICE

(Greater than $150,000)

A sole source procurement is when you make a request to purchase product(s) and/or service(s)

without competition when competition is otherwise required. This means that product/service is

unique and that the supplier is the only supplier that can provide the product or service. In

accordance with the authority granted under applicable Florida law and UCF Regulation 7.130, the

following documentation is submitted in support of this request.

This form and related documentation shall be submitted through Workday Help using case type Waivers and

Sole Source. Please do not attach to a requisition or send via email for review and approval.

WD case subject title should have common structure for easy tracking, to include:

Exemption type (Sole Source)

Supplier name

Purchase amount

The completed sole source must be approved in the following order. Please be sure to obtain

all required signatures before submitting the form to Procurement Services.

• PI/Researcher/Director/Chair

• President/Vice President/Dean

• Procurement Specialist

• Procurement Services Manager or Associate Director

• Assistant Vice President for Tax, Payables & Procurement, who will review and

provide a recommendation to approve or disapprove the sole source to:

• Chief Financial Officer, who will either directly approve or disapprove the sole source, or

forward it to the Provost and Executive Vice President for goods/services related to

academia for input prior to making the final decision.

Once the completed sole source is received, Procurement Services in collaboration with kNEXT

reviews the documentation provided and determines whether the sole source is valid or if there are

additional suppliers that may be able to provide the requested product or service. The sole source

review and approval process varies based on the nature of the product/service being requested and

the information provided in the requestor's justification, among other factors, so please keep this in

mind when submitting the form.

Contingent upon the approval of all the officers/individuals listed, the sole source shall be

posted on the UCF Procurement Services website for seventy-two (72) hours. Upon expiration of

said posting period, Procurement Services will process a purchase order upon receipt of the

requisition.

The usual bidding process shall be conducted if sole source approval is not granted.

Revised 12/7/23

Department Name:

PART I: DEPARTMENT AND SUPPLIER INFORMATION

Contact & Phone:

Product/Service Cost:

__ One Time Purchase __Term Contract: __________

__ Multiple Purchases __ Duration: ______________

Company Name:

Contact Person:

Product and/or Service:

Email:

Title:

PART II: SOLE SOURCE JUSTIFICATION (see pages 4-5)

Only justifications submitted on this form and in the below format will be reviewed for approval.

All the listed points MUST be fully answered on the following pages and any additional attached

pages as needed. Failure to submit justification as outlined in the format below will result in the

form being returned without review.

PART III: SOLE SOURCE CERTIFICATIONS

A. In my professional opinion, this is the only product or service that can reasonably meet my

requirement(s)/specification(s), and this is the only supplier who can provide the product or

service. I further certify that the information contained herein is true and correct to the best of

my knowledge and belief and would withstand any audit or supplier protest.

B. I, the undersigned, certify that I and/or the user do not have a financial interest in the above

named supplier or contractor, and that I am unaware of any conflict of interest related to this

purchase.

Signature

Printed Name and Title (PI/Researcher/Director/Chair)

Date

Signature

Printed Name and Title (President/Vice President/Dean) Date

(Delegations not allowed; emails from absent approvers are acceptable)

I, the undersigned, hereby concur with the above justification and support a sole source approval for

the above product(s) and/or service(s). Approvals may be documented and supported via email.

Signature

Printed Name and Title (Procurement Specialist)

Date

Signature

Printed Name and Title

Date

(Procurement Services Manager or Associate Director)

Printed Name and Title

Date

(Asst. Vice President for Tax, Payables & Procurement)

Revised 12/7/23

This page summarizes the opportunity, including an overview and a preview of the attached documents.

Solicitation	Contact	Notes	Open Bid Dater
Sole Source 2604 C0151048 Kainos Smart Audit System	Chuck Nicholas	Posting end date December 8, 2025 at 1:00 PM	12/08/2025

Sole Source 2604 C0151048 Kainos Smart Audit System

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