Total Recall Envision Records Management Software (3rd Generation)

The Florida Department of State, Division of Library Information Services, is conducting a single source procurement for Total Recall Envision Core Records Management Software (3rd Generation) through a competitive solicitation in Leon County. The procurement seeks a comprehensive software solution to maintain accurate inventory and logistical tracking of State Records Center holdings, with specific deliverables including a software license, TR Attach Module, metadata migration, project assistance, four hours of online training, system setups, video training, and twelve months of online access. The contract period is set from December 1, 2025, through November 30, 2026, with a posted date of October 30, 2025, and a response deadline of November 21, 2025. The procurement process allows a minimum fifteen business day response period for prospective vendors to demonstrate their capabilities. Interested vendors must submit documentation evidencing their ability to fulfill the specified services, with direct procurement contact being David Shufflebotham, reachable at purchasing@dos.fl.gov or (850) 245-6457, and internal tracking number DOS-SS-25/26-087.

The procurement is specifically designated as a single source acquisition with DHS Associates, Inc. (dba DHS Worldwide), located in Orange Park, Florida, as the intended vendor. The justification for single source selection is that DHS Associates is the creator, owner, and sole provider of Total Recall Records Management software products, with exclusive rights to software support, program improvements, and enhancements. The procurement has been pre-approved by key departmental leadership, including Anya Owens (Bureau Chief), Amy Johnson (Director), Fred Heery, Jr. (Director), and Katrina Youman (Purchasing Manager). The estimated total procurement value is $47,400.00, covering the comprehensive software and support services for the specified contract period. No specific set-aside designations for disadvantaged enterprises were mentioned in the procurement documentation, and the solicitation appears to be directly targeted to the specific software provider based on their unique product ownership and support capabilities.