PowerDMS

Escambia County IT Department seeks quotes for the PowerDMS Application. IT is needing the following items:

1) PowerPolicy Professional Subscription; A policy and compliance management platform that lets you create, edit, organize, and distribute content from a secure, cloud-based site. Included are key features such as automatic workflows, signature capture and tracking, side-by-side comparison, Public-Facing Documents, PowerDMS University, and Analytics for advanced reporting.
2) Legacy Training Included: A training solution that lets you create, deliver, and track training content online, including videos and PowerPoint presentations. It integrates with PowerDMS Select and
Professional, giving you the ability to attach policies to training courses while ensuring version control. This is granted to legacy customers.
3) SSO; Single Sign on Service. Quantity reflects number of authorized user licenses for the software-as-a-service subscription.
4) PowerStandards for FMJS >50 employees; Attach proofs to show compliance with Florida Model Jail Standards, assign assessment tasks, track revisions, and status-based grading. More than 50 employees.

5) NCCHC Jail Manual (Must be added with Standards)

6) PowerDMS Standards for NCCHC Jail

Background

PowerDMS is a document management and compliance software designed to help organizations streamline the management of policies, procedures, and training. It provides a centralized platform where documents can be stored, reviewed, updated, and distributed. Key features include:

1. Document Management: Users can create, organize, and maintain policies and procedures, with version control to track changes and updates.
2. Compliance Tracking: It helps ensure compliance with regulations and standards by automating compliance tracking, audits, and reporting.
3. Training and Certification: PowerDMS supports training management by allowing organizations to assign, track, and document employee training and certifications.
4. Workflow Automation: The platform offers workflow automation for document approvals and reviews, streamlining processes and improving efficiency.
5. Access Control: It provides secure access to documents, with permissions and roles to control who can view or edit specific content.

Overall, PowerDMS aims to improve organizational efficiency, reduce risks, and ensure that employees have up-to-date information and training.

Project Details

• Reference ID: 2026-02
• Department: IT
• Department Head: John Erar (Director)

Important Dates

• Questions Due: 2026-05-28T14:05:00.000Z

Evaluation Criteria

• Important Instructions for Electronic Submittal —

  Escambia County is accepting electronic quote submissions. Bidders shall create a FREE account with OpenGov Procurement by signing up at https://procurement.opengov.com/signup. Once you have completed account registration, browse back to this page, click on "Submit Response", and follow the instructions to submit the electronic bid.

• Scope of Work or Project Details —

  Escambia County IT Department seeks quotes for the PowerDMS Application. IT is needing the following items:

  1) PowerPolicy Professional Subscription; A policy and compliance management platform that lets you create, edit, organize, and distribute content from a secure, cloud-based site. Included are key features such as automatic workflows, signature capture and tracking, side-by-side comparison, Public-Facing Documents, PowerDMS University, and Analytics for advanced reporting.
  2) Legacy Training Included: A training solution that lets you create, deliver, and track training content online, including videos and PowerPoint presentations. It integrates with PowerDMS Select and
  Professional, giving you the ability to attach policies to training courses while ensuring version control. This is granted to legacy customers.
  3) SSO; Single Sign on Service. Quantity reflects number of authorized user licenses for the software-as-a-service subscription.
  4) PowerStandards for FMJS >50 employees; Attach proofs to show compliance with Florida Model Jail Standards, assign assessment tasks, track revisions, and status-based grading. More than 50 employees.

  5) NCCHC Jail Manual (Must be added with Standards)

  6) PowerDMS Standards for NCCHC Jail

Submission Requirements

• I understand that this is a written quote request not a formal bid or solicitation. (required)
• I confirm that the pricing submitted in the Pricing Table is valid for the purposes of this written quote request (required)
• Quote Form (required) —

  Upload your SIGNED Quote form.

• Supporting Documents or Specifications for Quotes —

  Please upload any supporting documents for your quote here such as technical or detailed specifications for solution provided. 

• Proof of Sunbiz Registration (required) —

  Please provide proof of Sunbiz registration in your submission packet for the quote.  Vendors outside the State of Florida are still eligible to participate in purchases with Escambia County, but you must register in Sunbiz before we can issue a payment or finalize the award. 

• W-9 (required) —

  Please Provide a copy of your W-9. If awarded the quote, the department will need your W9 to add you to our system for issuing a Purchase Order. 

• Proof of Contractor Licensure (required) —

  Vertical Construction requires a contractors license.

• Would you like to use the electronic pricing table through OpenGov to collect pricing information ? (required) —

  You will not need a signed quote form from the vendor if you use the pricing table, their pricing table is their quote, and vendor responses will be easily tabulated for you upon review of the quotes to see lowest, most responsive, and responsible quote. 

• Does your quote request involve any insurance requirements? (required) —

  If the vendor is on County property performing work etc. Insurance requirements must be listed in the quote request and should be confirmed by Risk Manager before posting.  A Certificate of Insurance will be required.

• Do you require any type of contractor's license for the scope of work? (required) —

  Vertical construction will usually require a Division 1 Contractor's License and the vendor will need to upload proof of the licensure with their quote submission. If unsure, email contractorlicense@myescambia.com to verify license requirement before submitting quote.