System Solution Upgrades and Maintenance

The Florida Department of Highway Safety and Motor Vehicles is proceeding with a single-source procurement to secure software system upgrades and ongoing maintenance for its proprietary Fairfax Software Quick Modules system, with an estimated contract value of $341,184. The procurement, identified as FLHSMV-SS-003-27, is not a competitive solicitation but rather a notice of intent to contract directly with Fairfax Software due to the system’s unique and integrated nature, which prohibits alternative vendors from providing compatible support. The scope includes upgrading from Quick Modules 3.0 to 5.0, continuous software and hardware maintenance, workflow optimization, and ensuring uninterrupted functionality of the state’s records management and automated data capture systems. The period of performance runs from August 1, 2026, through October 31, 2027, with performance occurring in Florida, primarily involving the agency’s Tallahassee operations and service delivery by the vendor located in Tampa. No competitive evaluation factors, pricing line items, or inspection criteria are specified, as the acquisition is justified under Florida statutes permitting sole-source procurement for proprietary systems with no feasible substitutes. The vendor, Fairfax Software, is the only entity capable of maintaining the integration between the software and existing hardware infrastructure, making competitive bidding impractical. The contract contains no packaging, marking, or physical delivery requirements, as deliverables are entirely service- and software-based, and no formal contract type, payment office details, invoicing methodology, or designated contracting officer representatives are identified in the documentation. The notice explicitly states it is not a request for bids or proposals, and submissions are handled informally through direct contact with Alma Sanchez, with no mandatory format, page limits, or certifications required from the vendor.