PUR 7776 - Bespoke Software.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 Environmental Protection

TITLE: VySys One by Bespoke Software, Inc.

Short description of the commodity or service desired: Volunteer Management System Software License and Support

CONTACT

Name: Kimberly Bowling Address: 3800 Commonwealth Blvd, Carr Bldg, Tallahassee, FL 32399 Telephone: 850-245-2361 Email: Kimberly.Bowling@FloridaDEP.gov

Internal tracking number, if any: 2026SS008 (SS-15118)

Date posted: February 11, 2026 Last day for receipt of information: March 5, 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 National Standard Products and Services Code (UNSPSC), manufacturer, model, and description, as appropriate):

80101507 - Information Technology consultation services 81111704 - Database design 81112200 - Software maintenance and support 81112205 - Database management system software maintenance 81112209 - Development software maintenance 81112210 - System management software maintenance 81162000 - Cloud-based software as a service

Quantity or Term (as appropriate):

Eighteen (18) months, or less

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

Division of Recreation and Parks (DRP)

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 state's volunteer program is governed by §110.501 - 110.505. These statutes allow state agencies to utilize volunteers for various functions, while §768.1355 (Florida Volunteer

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

Protection Act) provides liability protection for those volunteers. The Florida Department of Environmental Protection (DEP, Division of Recreation and Parks (DRP), or the Florida Park Service, uses a volunteer program to supplement staff efforts in maintaining, protecting, and interpreting 175+ state parks and trails, contributing over 1 million hours annually. Volunteers, including campground hosts and specialists, are essential for operational support, such as habitat restoration, visitor services and maintenance.

DEP currently utilizes a Volunteer Management System (VMS) provided by VySys One by Bespoke Software, Inc., to centralize over 20,000 records, automate recruitment, and allow 300+ staff to manage teams efficiently all over the state. It streamlines operations by enabling volunteers to self-register, sign up for opportunities, and log hours, which significantly reduces administrative burden and improves tracking. The VySys One VMS allows the Florida Park Service to better manage its extensive volunteer base, fostering better engagement in stewardship and community projects.

VySys One by Bespoke Software, Inc., developed the current VMS system specifically for DRP over 10 years ago. The Florida Park Service VMS provided by VySys One by Bespoke Software, Inc., is custom-built proprietary software and therefore no other vendor is able to provide updates, maintenance and support.

Due to recent law changes for volunteer background investigations, enhanced information technology security features and technical specifications. This single source posting will allow for the continuity of service and maintain the intergrity of the historical data while the department procures, implements and transistions historical data into a new enterprise volunteer management system.

Intended Single Source:

VSysOne by Bespoke Software, Inc.

30 Karner Rd, #12864 Albany, NY 12288

Estimated Dollar Amount:

The prorated agreement will be paid quarterly, not to exceed $140,000

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):

VSysOne by Bespoke Software, Inc., software is proprietary and as such, licenses, annual upgrades, support and maintenance are not available from any other source or vendor. It is essential to DEP's Volunteer Program that this software be purchased to ensure continuity of services and to maintain 10 years of historical data that will be transitioned to a new enterprise system.

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

Tim Giesecke, Assistant Director, Division of Recreation and Parks Jake Hines, Chief, Division of Recreation and Parks

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

Kimberly Bowling, Purchasing Specialist Supervisor

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.