EXP2586_PUR7776_Final.pdf

PUR 7776 (Revised 07/2022) Page 1 of 2 Incorporated by Reference: Rule 60A-1.045, F.A.C.

DESCRIPTION OF INTENDED

SINGLE SOURCE PURCHASE

(PUR 7776)

This description of commodities or contractual services intended for purchase from a single source is posted in accordance with Sections 120.57(3) and 287.057(3), Florida Statutes (F.S.), and will remain posted for a period of at least 15 business days.

Commodity or Contractual Service Required (commodity or United National Standard Products and Services Code (NSPSC), manufacturer, model, and description, as appropriate):

81112005 – Document scanning service.

Quantity or Term (as appropriate):

1 Year

Requestor (division, bureau, office, individual, as appropriate):

DOH, Division of Children’s Medical Services (CMS)

Performance and/or Design Requirements (e.g. intended use, function or application, compatibility, requirements; reference to policy, rule, statute or other act of the Legislature, etc., as appropriate):

The DOH Division of CMS has a need for onsite inventory services of an estimated total of 300,000 X-ray records and microfiche cards. This inventory will be used to create a destruction manifest for the records which are beyond the retention requirements. Services needed include on-site digitalization, indexing and disposition for medical x-rays, microfiche, and microfilm currently stored at the CMS Headquarters in Tallahassee, Florida. CMS currently utilizes Inventory Records Management Systems (IRMS).

AGENCY: Florida Department of Health (DOH)

TITLE: Optimized Professional Solutions Short description of the commodity or services desired: Records Management including digitalization, scanning, and indexing services for 1,300,000 microfiche, microfilm, and x-ray files.

CONTACT

Name: Chris Lowery Address: 4052 Bald Cypress Way, Tallahassee FL 32399 Telephone:850-245-4530 Email: Christina.Lowery@flhealth.gov

Internal tracking number, if any: EXP2586

Date posted: 9/3/2024 Last day for receipt of information: 9/24/2024

PUR 7776 (Revised 07/2022) Page 2 of 2 Incorporated by Reference: Rule 60A-1.045, F.A.C.

In accordance with Chapter 60A-1.045, Florida Administrative Code, the Florida Department of Health, Division of Children’s Medical Services requests authorization to purchase, as a single source, inventory services from Optimized Professional Solutions.

Intended Single Source:

Optimized Professional Solutions

Estimated Dollar Amount:

$390,000.00

Justification for single source acquisition (what is necessary and unique about the product, services, or source; steps taken to confirm unavailability of competition, as appropriate):

• Optimized Professional Solutions is the sole provider of the IRMS and offers on-site digitalization, scanning and indexing services.

• Due to HIPPA requirements and records compliance, the records cannot be transported off-site; therefore, onsite inventory is the only service that can meet the Department’s needs.

Approved By (names & titles, as appropriate, e.g., requestor, requestor management, information systems, budget, purchasing):

Allegra Small, Purchasing Director

Prospective vendors are requested to provide information regarding their ability to supply the commodities or contractual services described. If it is determined in writing by the agency, after reviewing any information received from prospective vendors, that the commodities or contractual services are available only from a single source, the agency shall provide notice of its intended decision to enter a single-source purchase contract in the manner specified in Rule 60A-1.045, Florida Administrative Code, and section 120.57(3), F.S.