FDC SS-26-046 PUR7776 - Final.pdf

PUR 7776 (Revised 07/2022) Page 1 of 3 Incorporated by Reference: Rule 60A-1.045, F.A.C.

DESCRIPTION OF INTENDED

SINGLE SOURCE PURCHASE

(PUR 7776)

AGENCY: Florida Department of Corrections (FDC)

TITLE: PowerDMS Short description of the commodity or service desired: FDC is seeking to purchase Electronic Maintenance and Administration of Policies, Certification, and Other Document Management Software.

CONTACT

Name: Lucinda Jones Address: 501 South Calhoun Street, Tallahassee, FL 32399-2500 Telephone: (850) 717-3700 Email: Purchasing@fdc.myflorida.com

Internal tracking number, if any: FDC SS-26-046

Date posted: November 25, 2025 Last day for receipt of information: December 19, 2025

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 (UNSPSC), manufacturer, model, and description, as appropriate):

43212200 - Computer Data Storage Management Systems 43232304 - Data Base Management System Software 43233700 - System Management Software

Quantity or Term (as appropriate):

Three (3) Year Term (36 months)

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

Racheal Hoffman-Ots, Statewide ACA Coordinator Office of Institutions

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):

PUR 7776 (Revised 07/2022) Page 2 of 3 Incorporated by Reference: Rule 60A-1.045, F.A.C.

The Department seeks to procure an electronic maintenance and administration software system that specifically meets the challenges of the Department's accreditation management, policy management, and training. The software system must come equipped with the American Corrections Association (ACA) standards and related policies and procedures. This software system will be utilized to manage compliance with ACA standards and related corrective actions by the Office of Institutions, the Office of Community Corrections, and internal auditing by Security Operations, Classification Management, and processing updates on policies, procedures, and post orders, managed by the Bureau of Policy Management and Appeals, and Security Operations.

Intended Single Source:

PowerDMS 101 S. Garland Avenue Suite 300 Orlando, Florida 32801

Estimated Dollar Amount:

$92,991.86 annually for a three (3) year term.

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

The PowerDMS product is a need-based line of software designed specifically to meet the challenges of accreditation management, policy management, and training. PowerDMS comes equipped with the American Corrections Association (ACA) standards, and related policies and procedures are integrated electronically, cutting accreditation time and preparation time in half.

PowerDMS provides an all-inclusive solution for electronic maintenance and administration of ACA-related policies, certifications, and other critical documents. PowerDMS is an integrated application, that incorporates the process of accreditation by the Commission on Accreditation for all programs, and integrates that process with the requirements of the user to provide proprietary linking between ACA industry standards manuals and related documentation within PowerDMS. PowerDMS will be utilized to manage compliance with ACA standards and related corrective actions by the Office of Institutions.

It has been determined that PowerDMS is the only vendor that provides the products/services that meet the Department's needs. Procurement conducted on-line research, vendor searches via the Department of Management Services, and available contract vehicles. It was concluded that no other vendor can provide this critical specialized service.

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

Lucinda Jones, Purchasing Analyst, Bureau of Procurement Alyssa Dillon, Strategic Sourcing Administrator, Bureau of Procurement Racheal Hoffman-Ots, Statewide ACA Coordinator, Office of Institutions

PUR 7776 (Revised 07/2022) Page 3 of 3 Incorporated by Reference: Rule 60A-1.045, F.A.C.

Wes Kirkland, Deputy Director, Office of Institutions Eunice Arnold, Deputy Director, Bureau of Procurement J. Olyn Long, Procurement Director, Office of Financial Management

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.