Addendum #3 - Questions & Answers 1-30-26.pdf

RFP 202526-01

Addendum #3 - Questions & Answers

1. Will SGAL accept proposals if the proposed cost exceeds the budget amounts listed in Question #1 on Addendum #2?

• Proposals should adhere to the budget amounts included in Addendum #2, Question #1.

2. Does the evaluation framework for RFP-14821 permit flexibility in assessing the financial stability of a capable but newer vendor?

• Consistent with Florida Statute 287.057, any vendor that fails to provide adequate evidence of financial stability in its Proposal may be required to post a performance bond, in an amount equal to the cost of the project, should SGAL decide to execute a contract with that vendor.

3. For each environment/instance, can SGAL provide approximate counts for: Answers provided in red reflect both current and historical data points.

• Total cases

• ~220,000 total cases

• Total people/contacts

• ~400,000 children records

• ~60,000 associated parties

• ~400,000 family members

• ~3,000 Child Advocate Managers

• ~2,000 Attorneys

• Total volunteers/pro bono attorneys

• ~55,000 volunteers

• ~16,000 volunteer applicants

• ~15,000 volunteer inquiries

• Total documents

• ~ 6.5 million

4. What does a typical day's data volume look like? How many new cases, documents uploaded, and updates happen daily? This helps us size the system.

• Cases: There were approximately 6,500 cases added to Optima across FL circuits in

2025, implying about 18 cases per day including weekends.

• Documents: There were approximately 625,000 new documents uploaded across FL circuits in 2025, implying about 1,700 uploads per day including weekends.

• Updates: Contact logs and document uploads account for an estimated 25% of total database updates. In 2025, those two activity types generated ~1.1m updates, suggesting total daily updates across all activities on the order of ~15,000. This is a rough estimate and subject to a number of assumptions that may not be reliable under all conditions and circumstances.

5. Please confirm total document storage volume (TB) and estimated annual growth.

• Database Size: The aggregated database size for all the FL circuits is about 10.7 GB, based on the weekly statewide aggregation process.

• Document Storage: Florida circuit document storage (including volunteer and case files) is approximately 6.7 TB.

6. How much data storage do you anticipate in year one, two, etc., or the overall growth rate? Are all 10 terabytes in the Optima application currently needed? Do you have a formal purge process?

• See response to question #3 for split between database records and document files. As noted in the response to question #1, there are approximately 6.5 million document files.

7. For the 10+ TB of data, what is the split between database records and files? How many files are there roughly, and what are the common file types?

• pdf, video, image/picture, rtf, and word document formats

8. Will SGAL provide:

• A data dictionary/schema

• Sample exports

• A representative dataset for mapping/testing

• Technical access to support data validation and reconciliation?

• If sample data is required, Evinto can provide exports of representative sample data or a subset of SGALO data (e.g. a circuit) in XLSX (Microsoft Excel) format. The SGAL Office will work with the vendor to provide these items during the contract execution phase of the process.

9. Can you provide the database schema or a data dictionary? We need to see the table structures and relationships to map their data to our system.

• This information will be provided during the contract negotiation and execution phase of the procurement.

10. What database does Optima use? We need to know if it's SQL Server, MySQL, or something proprietary to plan the migration.

• Optima uses Microsoft SQL server

11. How can we extract data from Optima? Can we get direct database access, a SQL dump, CSV exports, or is there an API? What does the vendor allow?

• Optima’s database schema includes proprietary fields and structures that are not exposed externally. Evinto’s standard practice is to provide data exports in XLSX (Microsoft Excel) format.

12. For the 20 separate circuit accounts, are they 20 different databases or one database with

20 partitions? This changes how we approach the merge.

• The 20 Florida circuit accounts operate within a single, multi-tenant, partitioned database architecture.

13. Where are the documents stored in Optima? Inside the database as BLOBs, or in a separate file system? How do we access them for migration?

• Documents are stored in a file system (not as database BLOBs) on a hosted NAS in a third-party data center. Evinto also maintains a backup in AWS S3. Any access for migration purposes would be subject to security requirements.

14. What is the expected peak concurrent users? You have 863 staff and 6,552 volunteers, but how many are online at the same time during busy periods?

• Concurrent user counts vary by time of day and activity. During higher-usage periods on a typical day, concurrent logins have historically been in a range of approximately ~1000 users (associated with FL circuits).

15. Are documents currently tagged with metadata (case number, child ID, document type), or is tagging inconsistent?

• Documents are represented by document records in MS SQL with a document ID, filename, and either a case ID (for case documents) or a party ID (volunteer documents).

The document files themselves are not independently tagged with embedded metadata.