FLHSMV-SS-003-27 PUR 7776- System Upgrade.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)

AGENCY: Florida Department of Highway Safety and Motor Vehicles (FLHSMV)

TITLE: Fairfax Software System Solution Upgrades and Maintenance

Short description of the commodity or service desired: Fairfax Software Quick Modules software system upgrade and maintenance.

CONTACT

Name: Alma Sanchez

Address: 2900 Apalachee Parkway, Tallahassee, Florida 32399

Telephone: (850) 617-3176

Email: AlmaSanchez@flhsmv.gov

Internal tracking number, if any: FLHSMV-SS-003-27

Date posted: July 21, 2026 Last day for receipt of information: August 11, 2026

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 Nations Standard Products and Services Code (UNSPSC), manufacturer, model, and description, as appropriate):

81112300 Computer hardware maintenance and support

81112200 Software maintenance and support

Quantity or Term (as appropriate):

8/1/26-10/31/27

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

Angela Lynn, Program Manager, Bureau of Records and Data Management

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):

This intended purchase is for annual software and hardware maintenance services for the Fairfax

Software Quick Modules software and scanning equipment provided by Fairfax Software.

The scanners are heavily utilized by the Department and the imaging process relies on the proprietary scanning software created by Fairfax Software, which is crucial for records management. Hardware and software maintenance are necessary to ensure the accuracy, mailto:AlmaSanchez@flhsmv.gov

PUR 7776 (Revised 07/2022) Page 2 of 2

Incorporated by Reference: Rule 60A-1.045, F.A.C.

productivity and longevity of the Department’s scanners, imaging system and equipment. Fairfax

Software provides maintenance on the basis of the entire system, not specific components.

The Department also intends to upgrade from Quick Modules 3.0 to Quick Modules 5.0 system.

As part of the upgrade, Fairfax Software will perform a complete system review of the existing workflow used today by the Department to ensure successful migration of all features and modules.

Quick Modules 5.0 represents the latest technology advances for automated data capture and validation provided by Fairfax Software among many other featutres increasing efficiencies for the Department.

Intended Single Source:

Fairfax Software

550 North Reo, Suite 202

Tampa, Florida 33609

Estimated Dollar Amount:

Up to $341,184

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):

Fairfax Software is the sole provider of the Fairfax Software system solution, which consists of

Fairfax Software Quick Modules software and scanning equipment. No other source can provide the hardware and software maintenance required for this system.

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

Angela Lynn, Program Manager, Bureau of Records and Data Management

Stephanie Sanford, Procurement Administrator, Bureau of Purchasing and Contracts

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.