PUR_7776_FY23-26_6-1-2023.doc

DESCRIPTION OF INTENDED

SINGLE SOURCE PURCHASE

(PUR 7776)

AGENCY: Division of Administrative Hearings TITLE: Case Software Continued Development Short description of the commodity or service desired: custom programmed, database driven applications

CONTACT

Name: Patricia Kenyon Address: 1230 Aplachee Parkway, Tallahassee, FL 32399-3060 Telephone: (850) 404-5432 Email: Patricia.Kenyon@doah.state.fl.us Internal tracking number, if any: DOAH-SS-2023/24-01 Date posted: 6/1/2023 Last day for receipt of information: 6/22/2023 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):

80111711: permanent information technology software developers Quantity or Term (as appropriate):

July 1, 2023 through June 30, 2026 Requestor (division, bureau, office, individual, as appropriate):

Jeff Rusell, Chief Information Officer 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 project consists of two similar but distinct case management applications, one for the Adjudication of Disputes program (ALJ), and one for the Judges of Compensation Claims (JCC) program. Also included are the several web-based applications, and web-based applications that allow for electronic filing of case related documents and electronic service of judges' orders and incoming efiled pleadings, both of which perform immediate updates to production SQL databases, the Agency Indexed Documents program, which is developed by DOAH to provide document indexing services to other State of Florida agencies, and the storage and indexing of Emergency Orders issued by state agencies per SB 2006 (2021). The internal case management applications are currently written in VB.Net. Functionality includes scheduling, docketing, automated document generation, submission of statistical and accounting data (hours in hearing, hours in travel, etc.), and generation of management reports. Data elements include, but are not limited to, case year, case number, assigned judge, assigned mediator, case status, status dates, etc. Both SQL databases are replicated to remote sites and web servers, allowing for real time data access by registered web-based users. Currently, there are over 11,000 registered web-based users for the JCC database and over 15,000 registered users for the ALJ database. Both databases must stay up-and-running 24 hours a day, seven days a week. Deliverables for these applications include but are not limited to: complete rewrite of ALJ’s Case Management Application; updates to the ALJ web-based application due to the rewrite; updates to JCC’s web-application for scheduling Out-of-Office and the Mediator assignment process; onsite end-user support for internal and web-based applications; and assisting Division staff with database administration activities.

Intended Single Source:

VI Systems, Inc.

Estimated Dollar Amount:

$622,125 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):

VI Systems, Inc. is the original developer of the case management software, and continues to maintain, modify and enhance the Division's databases for the ALJ and JCC programs. VI Systems has extensive institutional knowledge and understanding of the daily operations of the Division including case handling processes that are unique to the ALJ and JCC programs. This institutional knowledge allows VI Systems to respond in an expeditious manner to new database requirements, as the software must be adaptive to the evolving needs of the Division and the public. The case management applications developed by VI Systems are mission critical to the Division's daily operations. Additionally, although the Division now owns several components of the two programs that were originally deemed proprietary to VI Systems, those components still require modifications when substantial changes are made to the applications and VI Systems continues to be the only vendor capable of making those changes in an efficient and cost-effective manner.

All intellectual property created, made, originated, updated or modified by VI Systems relating to the Division of Administrative Hearings, in its entirety, shall be the sole and exclusive property of the Division of Administrative Hearings

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

Jeff Russell, Chief Information Officer

Patricia Kenyon, Operations Manager

Cindy Ardoin, Budget Officer

Megan S. Silver, Executive Director & Administrative Law Judge

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.

PUR 7776 (Revised 07/2022)

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