Single Source - 2602 ADRD Registry Agency Decision

The Florida Department of Elder Affairs is awarding a single-source contract valued at $70,000 to secure data hosting and managed data environment services for the Florida Memory Project, a registry focused on Alzheimer’s Disease and Related Dementias. This non-competitive procurement, documented under solicitation number SS-2602 AD, was justified under Florida Administrative Code Rule 60A-1.045 and Florida Statute 120.57(3), citing the unique and irreplaceable expertise of Dr. Christine Sapienza and Dr. Susan Brandeis Cahn, who possess specialized knowledge in neurological health systems, Medicare/Medicaid data analytics, and the Virginia Memory Project model that cannot be replicated by other vendors. The services require the establishment of a HIPAA-compliant, FISMA Moderate to High secure data enclave in Florida, incorporating encrypted data storage and transmission, role-based access controls, audit logging, incident response protocols, and strict data segregation. Compliance is enforced through custom contractual instruments including a Data Use Agreement, Business Associate Agreement, and Data Security Addendum—all of which affirm the state’s ownership of all data, prohibit vendor use of data for independent research or commercial purposes, and mandate immediate breach notification and secure data return or destruction upon contract termination. Performance is entirely remote and hosted within Florida, with no physical packaging or FOB requirements. The contract imposes no line-item breakdown, options, or renewal terms, and lacks formal contracting officer or COR information, with oversight responsibilities resting with the Agency while the vendor manages technical operations. Key personnel involvement is mandatory, and no substitutions or alternative offerors are permitted, reflecting the singular nature of the required expertise. All compliance obligations are tied to federal privacy standards including CMS and HIPAA, but the contract operates outside standard FAR clause structures, relying instead on state-specific legal instruments to fulfill federal data protection mandates.