SS Justification Form.pdf
PDF 958 KB Posted
- Solicitation number
- 18227-26
- Issued by
- Florida
About this file
This is a Justification for Single Source (JSS) form submitted by the City of Jacksonville's Information Technologies Department through the Finance & Administration Department, Procurement Division. The document supports a single source procurement request for maintenance and technical support services for Emergency-PRO EMS Workstation software. The Technology Solutions Department (TSD) is requesting renewal of the annual maintenance and technical support contract with Documed Systems International, Inc., the sole authorized provider of the software. The service period runs from October 1, 2026 through September 30, 2027. The software is utilized by the Jacksonville Fire and Rescue Department (JFRD) to perform rescue and medical services operations. Maintenance services include technical support and all normal software upgrades released during the contract period.
The total contract award amount is $24,975.00 for the one-year renewal period. Documed Systems International, Inc. is identified as the sole source provider of maintenance and technical support for Emergency-PRO software, as the software is developed and maintained exclusively by Documed with no other authorized suppliers available. Market research conducted by David Klages, IT Contract Administrator, confirmed no additional suppliers could provide equivalent services. Documed submitted a Single Source confirmation letter validating their exclusive provider status. The requesting agency has affirmed no conflicts of interest exist relative to this procurement, consistent with Chapter 112, Florida Statutes. The justification was submitted on September 22, 2026.
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Other files
| File | Type | Posted |
|---|---|---|
| SS Confirmation Letter 2026.pdf | ||
| Quote #15-4141.pdf | ||
| 18227-26_SUPPLIER.pdf | ||
| 7-1-24 Protest Procedures.pdf |
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Text version
FINANCE & ADMINISTRATION DEPARTMENT, PROCUREMENT DIVISION
5. Summary of Market Research
[Provide a description of the market research performed, how it was performed, by whom, and market research results. Please spell out acronyms.]
[ David Klages, IT Contract Administrator, conducted market research for additional suppliers who could provide the same service with no results. In addition, Documed submitted a Single Source letter confirming they are the sole source provider for Emergency-PRO maintenance and support. ]
6. Conflict of Interest (Must Check)
√ By checking this box, I affirm that there are no actual, potential, or perceived conflicts of interest with the entity in which I am requesting a single source award. Conflict of Interest shall be interpreted consistent with Chapter 112, Florida Statutes.
7. Other Documentation (Check and attach all that apply)
√ Supplier Quote
√ Single Source confirmation letter
JUSTIFICATION FOR SINGLE SOURCE (JSS)
Pursuant to the City of Jacksonville Procurement Code§ 126.206 & § 126.312, when requesting a purchase from a vendor subject to the referenced sections, please complete this form to justify your request and submit to Procurement with applicable attachments.
1. Requesting Agency: Information Technologies
2. Nature and/or description of the requirement being requested.
Identify each item, component or service being procured. (Attach quote/proposal):
Why does the city need these particular goods or services?
Technology Solutions Department (TSD) requests approval to renew the annual maintenance and technical support for Emergency-PRO EMS Workstation software from Documed Systems International, Inc. (Documed). JFRD utilizes Emergency-PRO to perform a wide array of rescue and medical services, ensuring public safety and minimizing public health concerns and hazards. Maintenance will include technical support and all normal upgrades released during the period of coverage. The period of coverage for this renewal is from October 1, 2026 through September 30, 2027. The total not-to-exceed award amount will be $24,975.00.
3. Provide a detailed justification as to why the requested goods/services can only be efficiently and effectively procured through the recommended Single Source vendor:
Documed is the sole source provider of maintenance and technical support for Emergency-PRO software. The software is developed and maintained exclusively by Documed. No other supplier is authorized to provide maintenance or technical support for the platform.
Until a new system is implemented, utilizing the Emergency-Pro EMS Workstation platform is the best option for the city.
4. Date of Request 9/22/26
FINANCE & ADMINISTRATION DEPARTMENT, PROCUREMENT DIVISION
Justification for Single Source, effective 09/2023 Page 2
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