Carmody Software, Inc

The Florida Department of Health, specifically the Marion County Health Department (CHD), is seeking a single-source procurement from Carmody Software, Inc. for comprehensive document scanning and archiving services related to Onsite Sewage Treatment Disposal System (OSTDS) records. The primary objective is to facilitate the transfer of OSTDS permitting program administration to the Florida Department of Environmental Protection (DEP), which requires establishing a robust document database, searching county tax parcel records, performing digital scanning, and conducting quality assurance of historical documents. The procurement will involve creating a searchable digital archive, formatting records in compliance with Florida Statute 381.0065 and Chapter 60A-1.045 of the Florida Administrative Code, and ultimately disposing of physical records after digitization. The solicitation was posted on September 2, 2025, with a response deadline of September 23, 2025, indicating a relatively compressed timeline for vendor response. Carmody Software, Inc. has been identified as the sole source vendor due to their unique software capabilities and existing infrastructure that aligns with DEP's current digital file management practices.

The procurement appears to be exclusively available to Carmody Software, Inc. as a single-source contract, which means no competitive bidding process is expected. The estimated contract value is $327,110.00 for a one-year term, covering database management system software, compliance software, and related maintenance services. Carmody Software is noted as the exclusive manufacturer and distributor of their proprietary e-file software, which provides a critical advantage in meeting the Marion CHD's specific requirements. The vendor must demonstrate capabilities to ensure efficient record management, maintain existing file formats, support online portal features, and standardize historic digital OSTDS records. No specific set-aside designations or disadvantaged enterprise requirements are mentioned in the documentation. The contract will support the transition of OSTDS permitting program administration, with Carmody Software providing a solution that enables the DEP to receive transferable records into a publicly accessible digital file consistent with their existing permitting practices.