25-RFI-001-CM Reemployment Assistance FINAL.pdf

An equal opportunity employer/program. Auxiliary aids and services are available upon request to individuals with disabilities. All voice telephone numbers on this document may be reached by persons using TTY/TDD equipment via the Florida Relay Service at 711.

25-RFI-001-CM, Page 1 of 9

FLORIDA DEPARTMENT OF COMMERCE

REQUEST FOR INFORMATION

Information Acknowledgement Form

Page 1 of 9 pages SUBMIT RESPONSE TO: Florida Department of Commerce

Purchasing Office 107 East Madison Street, B-047 Tallahassee, Florida 32399-4128 Telephone Number: 850-245-7455

AGENCY RELEASE DATE:

11/21/2024

SOLICITATION TITLE: SOLICITATION NO:

Reemployment Assistance Fraud Case Management System 25-RFI-001-CM

RESPONSES WILL BE OPENED: 12/16/2024 @ 3:00 PM, EST

This is a Request for Information as defined by section 287.012(22), Florida Statutes (F.S.). Responses to this RFI are not offers and cannot not be accepted by the Florida Department of Commerce (Department) to form a binding contract. Section 287.012(22), F. S. Information received in response to this RFI, however, may be used to develop future procurements. Respondents to this RFI will not be prohibited from submitting bids to such future procurements based solely on having responded to this RFI in accordance with section 287.057(19)(c), F. S. Vendors, then, are encouraged to respond with solutions that meet all or part of the specified requirements listed in greater detail in Section B of this RFI.

RESPONDENT NAME:

RESPONDENT MAILING ADDRESS:

CITY – STATE – ZIP:

*Authorized Representative’s Signature

PHONE NUMBER:

TOLL FREE

NUMBER:

FAX NUMBER: *Name and Title of Authorized Representative

EMAIL ADDRESS:

FEIN NO.:

*This individual must have the authority to provide this

Response.

TYPE OF BUSINESS ENTITY (Corporation, LLC, partnership, etc.):

RESPONDENT CONTACTS: Please provide the name, title, address, telephone number and e-mail address of the official contact and an alternate, if available.

PRIMARY CONTACT: SECONDARY CONTACT:

NAME, TITLE: NAME, TITLE:

ADDRESS: ADDRESS:

PHONE NUMBER: PHONE NUMBER:

FAX NUMBER: FAX NUMBER:

EMAIL ADDRESS: EMAIL ADDRESS:

An equal opportunity employer/program. Auxiliary aids and services are available upon request to individuals with disabilities. All voice telephone numbers on this document may be reached by persons using TTY/TDD equipment via the Florida Relay Service at 711.

25-RFI-001-CM, Page 2 of 9

SECTION A

SPECIAL INSTRUCTIONS FOR THE PREPARATION AND SUBMISSION OF RESPONSES

The instructions for this RFI have been designed to help ensure all responses are reviewed in a consistent manner, as well as to minimize costs and response time. Information submitted in variance with these instructions may not be reviewed.

A.1 Solicitation Number/Title 25-RFI-001-CM Reemployment Assistance Fraud Case Management System

A.2 Solicitation Type Request for Information (RFI)

A.3 Program Office Division of Workforce Services Bureau of Reemployment Assistance

A.4 Purchasing Office Christopher Melkun, Procurement Officer 107 East Madison Street, B-047, Caldwell Bldg.

Tallahassee, Florida 32399 850-245-7443 FloridaCommerce.Purchasing@commerce.fl.gov

A.5 Calendar of Events

The anticipated Calendar of Events consists of important actions and dates/times by which the actions must be taken or completed. If the State of Florida, Department of Commerce (Commerce), finds it necessary to change any of these dates/times, it will be accomplished by an addendum. Time is stated in terms of Eastern Standard Time (EST) in Tallahassee, Florida.

Calendar of Events Date and Time (EST)

Date of issuance and publication on the Florida Vendor Information Portal (VIP) website at:

https://vendor.myfloridamarketplace.com/search/bids

11/21/2024

Technical Questions due from prospective Respondents.

(Only email inquiries will be accepted.)

12/4/2024

4:30 PM

Anticipated posting of Questions and Answers to the Florida VIP website (via addendum) at:

12/9/2024

Responses Due FloridaCommerce.Purchasing@commerce.fl.gov

12/16/2024

3:00 PM

5 Oral Presentations (if scheduled) January 2025 mailto:FloridaCommerce.Purchasing@commerce.fl.gov

An equal opportunity employer/program. Auxiliary aids and services are available upon request to individuals with disabilities. All voice telephone numbers on this document may be reached by persons using TTY/TDD equipment via the Florida Relay Service at 711.

25-RFI-001-CM, Page 3 of 9

A.6 QUESTIONS

Any questions from Respondents concerning this RFI shall be submitted via email to Christopher Melkun at FloridaCommerce.Purchasing@commerce.fl.gov by the date and time specified in section A.5, Calendar of Events.

Only e-mail inquiries will be accepted. All emails to the Procurement Officer should contain the solicitation number in the subject line of the email. Respondent’s questions should be submitted as an attachment via email in the format included in Attachment A– Technical Questions Submittal Form.

This RFI may be amended as necessary to incorporate new information or clarification as it is received. Any modifications to this RFI will be posted on the Florida VIP as an addendum. It is the prospective Respondent’s responsibility to monitor the Florida VIP System for any solicitation updates. Commerce bears no responsibility for any delays, or resulting impacts, associated with a prospective Respondent’s failure to obtain the information made available through the Florida VIP System.

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An equal opportunity employer/program. Auxiliary aids and services are available upon request to individuals with disabilities. All voice telephone numbers on this document may be reached by persons using TTY/TDD equipment via the Florida Relay Service at 711.

25-RFI-001-CM, Page 4 of 9

SECTION B – INTRODUCTION AND PURPOSE

B.1 INTRODUCTION AND PURPOSE

The Division of Workforce Services, Bureau of Reemployment Assistance at Commerce is requesting information regarding a Reemployment Assistance Fraud Case Management System (System) to track cases of suspected fraud in the Reemployment Assistance Program and prepare such cases for criminal prosecution. This System will enable Commerce to manage fraud cases from initial detection to case closure, while maintaining security and compliance with regulatory standards. Commerce receives over 300,000 initial claims each year, of which approximately 2% are flagged for suspected fraud and investigation.

The primary objectives of the System are:

1. To streamline the investigation and management of fraud cases across multiple channels (unemployment claims, identity documents, overpayments);

2. To enable collaboration and data sharing among internal teams for timely resolution of cases;

3. To enhance reporting capabilities, ensuring accurate and compliant record-keeping;

4. To automate fraud detection and reduce manual processes where possible;

5. Create a professional document package to present to prosecutors and law enforcement;

6. Manage all digital investigative data, including uploading documents; and

7. To help create the physical ‘binder’ of information typically presented when referring a case for prosecution:

a. The binder should contain all the evidence needed to meet with detectives and file a complaint.

Pursuant to Rule 60A-1.042, Florida Administrative Code (F.A.C.), an agency may request information by issuing a written RFI. Agencies may use a RFI in circumstances including, but not limited to, determining whether or not to competitively procure particular commodities or contractual services, determining what solicitation process to use for a particular need, or research general, special, and/or technical specifications for a solicitation.

B.2 BACKGROUND

Last year (fiscal year 23/24), the Reemployment Assistance Program received 313,000 initial claims from citizens applying for unemployment benefits while unemployed. Approximately 2% were flagged for review due to identity theft, claimants filing in multiple states, claimants still working and claiming benefits, tips from employers, and other sources indicating possible fraud on these claims. There is currently no case tracking system managing this workflow, and Commerce has to track these cases in multiple systems with approximately twenty (20) agents investigating these cases and no coordinated effort.

B.3 SPECIFICATIONS

The System must meet the following requirements:

• Case Management o Ability to create, assign, and track cases from initiation to resolution.

o Support case prioritization based on risk levels.

o Workflow management for case escalation and collaboration between teams.

o Centralized dashboard for real-time case status overview.

• Data Integration o Ability to integrate with existing systems.

o Import/Export capabilities for data sharing across relevant Agencies.

An equal opportunity employer/program. Auxiliary aids and services are available upon request to individuals with disabilities. All voice telephone numbers on this document may be reached by persons using TTY/TDD equipment via the Florida Relay Service at 711.

25-RFI-001-CM, Page 5 of 9 o Support for both structured and unstructured data.

• Document Management o Secure storage and management of case-related documents, including identity verification documents, correspondence, and evidence.

• Reporting and Analytics o Comprehensive reporting tools to generate fraud trend analysis, case outcomes, and performance metrics.

o Customizable report templates for internal and regulatory reporting.

o Dashboard with visual analytics for decision-making and case monitoring.

• Security and Compliance o Role-based access control to ensure data confidentiality and integrity.

o Audit trail functionality to track user actions and modifications.

o Compliance with state and federal data security standards, including privacy regulations.

• User Interface o Intuitive, user-friendly interface for seamless adoption across all levels of users.

o Mobile-friendly or web-based access for case updates on-the-go.

B.4 GOALS

Commerce is seeking information from vendors regarding available case management systems that may meet the requirements needed for the System.

Commerce is interested in a System with advanced tools for case tracking, investigation, and resolutions that can handle a high volume of cases. The existing process poses limitations in scalability, integration, and automation, leading to inefficiencies in case management and data analysis. The current fraud case management process is highly manual, involving significant administrative work and reliance on disparate systems. Agents are unable to easily upload supporting documents, prepare comprehensive case files for prosecution, or track the status of cases in real time. Additionally, the absence of data integration with other systems hampers the ability to conduct thorough investigations.

B.5 OBJECTIVES

The objective of this RFI is to use the results gathered to determine whether or not a competitive procurement for particular commodities or contractual services is needed, determine what solicitation process to use for this particular need, and to research general, special, and/or technical specifications for a solicitation, per Rule 60A- 1.042, F.A.C.

B.6 PROCESS

Responses to this RFI will be reviewed by Commerce’s subject matter experts for informational purposes only and will not result in the award of a contract. This is an RFI as defined by section 287.012(22), F. S. Responses to this RFI are not offers and cannot be accepted by Commerce to form a binding contract pursuant to section 287.012(22), F.S. Information received in response to this RFI, however, may be used to develop future procurements.

Respondents to this RFI will not be prohibited from submitting responses to such future procurements based solely on having responded to this RFI in accordance with 287.057(19)(c), F.S. Commerce will review responses received from this RFI to determine the feasibility of issuing a competitive solicitation for commodities or contractual services. Any request for cost information is for budget purposes only.

B.7 INSTRUCTIONS TO RESPONDENTS

An equal opportunity employer/program. Auxiliary aids and services are available upon request to individuals with disabilities. All voice telephone numbers on this document may be reached by persons using TTY/TDD equipment via the Florida Relay Service at 711.

25-RFI-001-CM, Page 6 of 9

The instructions for this RFI are designed to ensure all responses are reviewed in a consistent manner. The response must include:

1. Information Acknowledgement Form (Cover Page)

Respondents are required to complete, sign, and return the Information Acknowledgment Form with their submittal. This form must be completed and signed by a representative who is authorized to provide information on behalf of the Respondent.

If a Respondent fails to submit a signed Information Acknowledgment Form with their response, Commerce reserves the right to contact the Respondent by telephone to inform the Respondent to submit this document via email. This right may be exercised when the Respondent has met all other requirements of the RFI.

In the event more than one Respondent submits a joint response, each Respondent of the joint response must complete and sign a separate Information Acknowledgement Form.

2. Details

Interested Respondents shall include the following information in their responses, using the following as a guide:

• Company Information o Provide information such as the name of the company, address, telephone number, valid email address, and contact person(s).

• Background/Experience (5 page maximum) o Provide a brief description of your company and its proposed solution and services for the purposes of this RFI. Include a brief history of the company, length of time in business, organizational structure, and company literature, if available.

• Solution Features (15 page maximum) o Describe all features that your solution offers to meet the business requirements:

(Sections B.1. Introduction and Purpose, B.2. Background, B.3. Specifications)

B.8 RESPONSE

RFI responses are to be submitted electronically via email to the address(s) specified in Section A.4, Purchasing Office. All emails shall contain the RFI number in the subject line of the email. Responses should be prepared in accordance with the instructions provided in this RFI. Commerce is not responsible for and will not reimburse any costs incurred in the preparation or submission of information in response to this RFI.

This is strictly an RFI and in no way does this request bind Commerce to solicit bids or proposals in the future. In no way does submittal of information pursuant to this RFI give any Respondent any advantage in any solicitation if Commerce elects to solicit bids or proposals in the future.

An equal opportunity employer/program. Auxiliary aids and services are available upon request to individuals with disabilities. All voice telephone numbers on this document may be reached by persons using TTY/TDD equipment via the Florida Relay Service at 711.

25-RFI-001-CM, Page 7 of 9

B.9 ORAL PRESENTATION AGENDA

Based upon the completeness of the response, Commerce, at its sole discretion, may invite some or all Respondents for an oral presentation. Each presentation may be scheduled from one (1) to two (2) hours depending on the submitted response and should include a high-level overview of the information outlined in B.7.2, Details. The Respondent shall allow enough time during the scheduled presentation to provide an opportunity for questions and answers. The purpose is for Commerce to learn about the most current solutions available. Any presentation should be direct in nature and remain on topic. The Procurement Officer will remind vendors that the meeting is for information gathering only. Vendors are encouraged to bring technical representatives to the presentations.

B.10 RESPONSE DATE

RFI responses are due, via email, to FloridaCommerce.Purchasing@commerce.fl.gov at the time and date specified in Section A.5, Calendar of Events.

B.11 DISCLOSURE AND OWNERSHIP OF RESPONSES

A Respondent’s response shall be a public record and subject to production, disclosure, inspection, and copying consistent with the requirements of Chapter 119, F. S.

B.12 RESPONDENT’S DUTIES TO ASSERT EXEMPTION FROM DISCLOSURE AS A PUBLIC RECORD

Any response content submitted to Commerce which is asserted by the Respondent to be exempted by law from disclosure as a public record shall be set forth on a page or pages separate from the rest of the response, and clearly marked “exempt,” “confidential,” or “trade secret” (as applicable), with the statutory basis for such claim of exemption specifically identified in writing on each and every such page. Failure to segregate and so identify any such content shall constitute a waiver of any claimed exemption as applied to the portion of the response or other document in which the content is set forth.

Any claim of exemption from public disclosure is waived upon submission, unless addressed as set forth above.

Commerce will attempt to afford protection from disclosure of any trade secret as defined in section 812.081(1)(c), F.S., or section 688.002, F.S., where identified as such in the response, to the extent permitted under section 815.045, F.S., or section 288.075, F.S., and Chapter 119, F.S. Each Respondent acknowledges that the protection afforded by section 815.045, F.S., is incomplete, and hereby agrees that no remedy for damages may arise from any disclosure by Commerce.

Commerce takes its public records responsibilities under Chapter 119, F.S., and Article I, Section 24 of the Florida Constitution, very seriously. If a Respondent considers any portion of the documents, data, or record submitted in response to this RFI to be exempted by law from disclosure as a public record, the Respondent must also provide Commerce with a separate Redacted Copy of its response.

This Redacted Copy shall contain Commerce’s RFI name, number, and the name of the Respondent on the cover, and shall be clearly titled “Redacted Copy.” The Redacted Copy shall be provided to Commerce at the same time the Respondent submits its response to the RFI and must only exclude or obliterate those exact portions which are exempted by law from public disclosure. Each individual portion of the Redacted Copy that Respondent asserts is confidential must contain a citation to the specific law making the content of the redacted portion confidential.

If it is determined the response does not contain any information which is exempted by law from public disclosure, Respondent shall provide as part of the response, a written statement to that effect which is executed by an

An equal opportunity employer/program. Auxiliary aids and services are available upon request to individuals with disabilities. All voice telephone numbers on this document may be reached by persons using TTY/TDD equipment via the Florida Relay Service at 711.

25-RFI-001-CM, Page 8 of 9 authorized representative of the Respondent’s company with legal authority to make this determination on behalf of the Respondent.

Respondent shall protect, defend, and indemnify, save and hold harmless, Commerce from any and all claims, demands, liabilities, and suits of any nature arising out of, because of, or due to the failure of, Commerce releasing information redacted by the Respondent, and to further protect, defend, indemnify, and hold harmless Commerce for any other loss Commerce incurs due to any claim being made against Commerce regarding portions of its Redacted Copy being confidential, proprietary, trade secret, or otherwise not subject to disclosure. Commerce expressly retains all rights, benefits, and immunities of sovereign immunity in accordance with Section 768.28 F. S., and nothing in this RFI shall be deemed a waiver of sovereign immunity or limits of liability beyond any statutory waiver.

B.13 RIGHTS TO DATA AND COPYRIGHT

Writings, publications, films, videos, technical reports, equipment, computer hardware and software, recordings, computer programs, computerized data bases, data processing programs, pictorial reproductions, maps, drawings, specifications, graphical representations, and works of similar nature (whether copyrighted or not copyrighted), which are submitted with a response maintained by Commerce and may be released as public records.

An equal opportunity employer/program. Auxiliary aids and services are available upon request to individuals with disabilities. All voice telephone numbers on this document may be reached by persons using TTY/TDD equipment via the Florida Relay Service at 711.

25-RFI-001-CM, Page 9 of 9

ATTACHMENT A

TECHNICAL QUESTIONS SUBMITTAL FORM

Respondents shall complete this form based on their questions relating to this RFI. The completed form shall be submitted in accordance with the instructions provided in Section A.6. The electronic response must be submitted as a Microsoft Word file format. This form may be expanded as needed to facilitate responses to this requirement.

Respondent’s Name: ________________________________________

Respondent Question Number*

RFI Page Number, Section Number, Subsection Reference* Question*

*Add rows as necessary.

**Authorized Representative’s Signature

**Typed Name and Title of Authorized Representative

**This individual must have the authority to provide this Response.