Addendum No. 2 Q&A - RFI 2025007.pdf

DEP Solicitation No. 2025007 Addendum No. 2 Page 1 of 22

ADDENDUM No. 2

FLORIDA DEPARTMENT OF ENVIRONMENTAL PROTECTION

DEP Procurement Section

3800 Commonwealth Boulevard, MS#93 Tallahassee, Florida 32399-3000

August 23, 2024

Addendum To: DEP Posting No. 2025007, entitled “Electronic Document Management System (EDMS)”

The Department hereby answers questions posed by prospective Vendors. This addendum does not need to be returned with the response.

Question Number

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Number Question / Answer

1. - - How much is the anticipated budget for this project if ever this results in a competitive procurement and eventually a contract?

The Department will review and analyze information received in response to this RFI to determine the feasibility of issuing a procurement for these products/services. Any request for cost information received will be used solely to gain a perspective of the potential budgetary magnitude.

2.

What is the anticipated contract length/duration for this project if ever this results in a competitive procurement and eventually a contract?

The Department anticipates the implementation of the new system to take no longer than two years.

3.

2.02 -

View-only licenses are requested (additional 4,600 users) and they are not required to login to search?

Yes.

4.

2.02 -

Does this mean that all documents in the repository are available for viewing to these view-only users?

No, the public will need read-only access to certain non-confidential catalogs.

5.

2.02 -

You reference 32 Terabytes of existing documents stored in Oculus – will the selected vendor be responsible for converting these documents?

Yes.

6.

2.02 -

With respect to the 32 Terabytes of stored data, what is the approximate document count? What type of files are they – tiff? JPEG? PDF? Other (what types and versions)?

See Section 2.02 of the Department’s RFI.

Addendum No. 2 Page 2 of 22

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7.

2.02 -

The department is currently using Kofax Capture software – what product and version and do you anticipate and or do you plan to continue its’ use after the conversion to a new software?

The Kofax Capture scanner software version is stated in Section 2.02 of the Department’s RFI. See answer to question #8 for continued use.

8.

2.02 -

Would you prefer options other than KOFAX capture software?

Other options are acceptable, as long as the functionality needs are met.

9.

2.02 -

If so, how many users would you anticipate?

See Section 2.02 for number of current users utilizing the scanning solution.

10.

2.02 -

Oculus is currently integrated with several of the agency’s key administrative and regulatory systems – can you include a complete list and version?

Yes. The DEP Staging API and Staging Manager application are used as an enterprise gateway to OCULUS. Client applications (e.g., DepSec or DepEssa) can stage files and then publish them to OCULUS. Other applications directly insert via an API utilizing predefined taxonomies. There are direct links to specific documents in some systems via URL (e.g., from https://prodenv.dep.state.fl.us/DepNexus/public/searchPortal, which is an application that provides view-only access to content in non-restricted catalogs). Versions of in-house applications do not affect the integrations.

11.

2.02

- Are there any of these systems that are anticipated or are in the process of being replaced, upgraded, etc…?

Yes.

12.

2.02

- The reference a “document lookup” function – is this lookup querying the Oracle database?

The Department’s EDMS solution currently has metadata searching via Oracle DB. With the EDMS replacement, the Department is seeking a tool which searches by metadata, and content (i.e. text) searching within documents.

13. - - You include the desire for an “enterprise organization-wide document management system” –

a. is Oculus currently life in all departments? Or would part of this replacement project be adding departments?

b. If currently not all departments are using Oculus, can you include a list of departments that do?

https://prodenv.dep.state.fl.us/DepNexus/public/searchPortal

Addendum No. 2 Page 3 of 22

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a. DEP is a Department comprised of multiple Divisions.

OCULUS is an enterprise solution that is used across the entire department.

b. N/A

14. - - Are the documents already in the repository currently marked in some way as “CONFIDENTIAL”? If so, how please provide/describe how (i.e. is this a file or file tree naming aspect, specific file naming, etc.. )?

Documents requiring privileged access are put in separate restricted catalogs.

15. - - “Insertion directly from bulk scanning/imaging software” – what software(s) are currently in use to accomplish this?

See Section 2.02 of the Department’s RFI.

16. - - When the phrase “direct insert” is used throughout the RFI, does this mean document import? Or is this functional termed as something different please for clarification and context explain?

"Direct Insert" is used to mean an insert that does not go through the Web Interface. Thus, "Direct Inserts" are those inserts using the OCULUS Desktop Integration (ODI) tool or APIs. Some examples of "Direct Inserts" using the ODI tool are the drag and drop interface, and the Word, Excel and Outlook interfaces.

17. - - Is this project budgeted for and/or approved?

See answer to question #1.

18. - - With only several days between questions submission due date and proposal due date, would you consider extending the deadline? Our proposal can only be completed after we receive Q&A responses and there is only 6 days between the Q&A being posted and the submission date.

The Department has posted an updated schedule of events.

19. - - Our solution is licensed by the features included with each user. Please provide the estimated user count of each type.

a. How many full users are required? (full repository access: scan, add, edit / version documents, build forms / workflows, participate in workflows, admin. system)

b. How many participant users are required? (unlimited submission and participation in forms processes, read-only repository access) See Section 2.02 of the Department’s RFI.

Addendum No. 2 Page 4 of 22

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20. - - Our solution offers portals for non-authenticated users.

a. Public Portal: This option allows read-only access to the repository for non-licensed public users. Please indicate your preference with regards to a public portal, along with estimated number of concurrent users AND monthly views.

b. Forms Portal: This option allows forms submissions by non-licensed public users. Please indicate your preference with regards to the forms portal option, along with estimated

a. Public users are outlined in Section 2.02 of the Department’s RFI. There is an estimate of 60,000 views per month.

b. The Department seeks a solution as outlined in the Department’s RFI. Additional features may be put forth as option to be considered at the vendor’s discretion.

21. - - Please provide an estimate of the number of documents that will be converted from OCCULUS.

a. Please provide details on the 10 index fields included in the system, with examples, if possible.

See Section 2.02 of the Department’s RFI for the current estimate number of documents in OCULUS.

a. The ten (10) index attributes is an average. Currently, the Solution has 3 levels of indexing: Catalogs, Profiles and Properties. A Catalog can contain multiple Profiles. Profiles contain properties. Properties must be added to the catalogs in order for their value to be stored by OCULUS. OCULUS can have a maximum of 70 properties per catalog. This also limits OCULUS to a maximum of 70 properties per profile. Most profiles use far fewer than 70 index fields. OCULUS also stores additional data about documents not contained in profiles or catalogs: created date, creator, file size, filename, last modified, last modified by, version (revision number) and status (master document, checked out, etc.).

22. - - Is there any relevant incumbent for any portion of the work being requested in the RFP?

This is not a request or invitation for competitive bids, proposals or replies, and no contract will be awarded in response to submissions under the RFI process.

23. - - Has the issuer already considered any solutions? Please provide feedback on any systems under consideration.

No we have not decided on any solutions we are simply exploring all solutions.

24. - - Our customers generally prefer remote services due the ease of scheduling and travel savings. Remote training sessions are

Addendum No. 2 Page 5 of 22

Question Number

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Number Question / Answer recorded and provided to the customer to allow them to reuse as needed. Is this approach acceptable, or would you require on-site services?

This is dependent on whatever solution is selected through the competitive procurement process and will be identified within the document at that time.

25. - - For forms and workflow development, will the selected vendor be responsible for building the required forms and workflows, or will the proposer’s staff be performing development after proper training?

a. If vendor development is preferred and within project scope, please provide some examples of forms and workflows, as well as an estimated count, for cost estimation purposes.

The selected vendor will not be responsible for building the required forms and workflows.

a. N/A

26. - - Will any applications need to be integrated? If so, please provide a list of applications (with version) and a short description of the desired functionality.

See answer to question #10.

27. - - If you plan on using existing scanners with this solution, are they ISIS or TWAIN compatible?

The existing Kofax scanners are ISIS, Canon production-level scanners.

28. - - Do you plan on using a single sign-on service (SSO)?

a. Which provider(s) do you have or plan to use?

Yes, Azure SSO.

29. - - Do you have an Active Directory (AD) containing the users for the new solution?

a. If so, can we sync with your AD to significantly reduce the amount of time required for user configuration?

Yes, DEP uses Active Directory (AD).

a. Yes, syncing with AD for DEP user accounts is the Department’s preference.

30. - - If we are not selected, will there be any opportunity for a debrief or other feedback?

No selection will be made from this RFI.

31. - - Are multiple environments (production, dev, test) required or will a sandbox to test processes and integrations be sufficient?

Addendum No. 2 Page 6 of 22

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The Department requires a three-tier structure (production, dev, test) as outlined in Section 2.02 of the Department’s RFI.

32. - - What is the budget or cost currently associated with maintaining your OCCULUS deployment?

See answer to question #1.

33. - - Has this project to move your EDMS system into the Cloud secured funding, or is this RFI to be used to make the case for a project budget?

See answer to question #1.

34. - - Could the DEP provide a use case for the requirement, “provide an easy to use file download feature for external users, including bulk downloads”?

Users may come in to do a document search that yields 100’s of documents. Once the search is complete, a zipped or compressed download feature would be preferred.

35. - - Does DEP require a portal to be part of the EDMS solution or does DEP already have a portal that could be utilized to provide access to content via API calls?

The Department requires a portal and has multiple applications which utilize API calls to retrieve documents.

36. - - What functional/operational issues are there with the current solution?

The Department is looking to modernize its EDMS solution.

Features for the new solution require a cloud-based EDMS, better user management (e.g., single sign-on), a more intuitive structure/search capabilities, and in-document search.

37. - - How many external users (non-employees) need access to the solution?

See Section 2.02 of the Department’s RFI.

38. - - What is the intended growth and timeline of users moving to the chosen solution?

The number of users is stable. See Section 2.02 of the Department’s RFI for the intended growth.

39. - - What is the budget for implementing this solution?

See answer to # 1.

40. - - Can the proposed solution be Cloud / SaaS solution, or does it need to be managed on-premise?

A Cloud / SaaS solution is what DEP is seeking.

Addendum No. 2 Page 7 of 22

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41. - - What is the agency’s expereince working with Cloud / SaaS solutions? Does the agency leverage Amazon, Google, or Azure for cloud storage?

The Department leverages Azure Services.

42. - - What Identity provider solutions are in use today? Does the current Oculus system leverage IdM tools and if so, are there different tools for different user communities (employees vs citizens)?

OCULUS does not use any 3rd-party identity management tools. User accounts and system access are managed within the system, both for DEP users and non-DEP users. A single public account is used for unnamed user view-only access to non-restricted catalogs.

43. - - What network monitoring tools are in place?

Cisco Meraki.

44. - - What applications need be connected to the new solutions?

See answer to question #10.

45. - - Please describe the infrastructure for the scanning solution. It would be helpful to know the

1. scanning vendor solution;

2. whether files are scanned in a central mailroom;

3. if faxing is part of the scanning/acquistion solution;

4. if the plan is to retain the existing solution or should recommendations be made for a new/different vendor.

5. Is any part of the document acquisiton process automated - ex: leverage AI or is this all manual?

1. The Department’s current scanning software is outlined in Section 2.02 of the Department’s RFI.

2. No.

3. No.

4. See answer to question #8.

5. Some inserts are completed via API (non-manually). No AI features are in the current solution.

46. - - What are the scalability and performance requirements for handling future growth in content volume and users?

See answer to question #38.

Addendum No. 2 Page 8 of 22

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47. - - Please describe the workflow solution currently implemented?

See answer to question #25.

48. - - What is the workflow solution - is it a COTS solution or home grown?

1. Please provide the name of the solution if COTS.

See answer to question #25.

49. - - Is workflow rules based?

1. Is there a system that manages these rules? If so, what is that system?

2. Does workflow traverse other systems? If so,please define.

3. Is there workflow associated with scanning/indexing/QA?

4. Queue based?

See answer to question #25.

50. - - Is workflow connecting systems together?

1. Does workflow leverage metadata and databases to perform work?

See answer to question #25.

51. - - What encryption standards are needed for this solution?

The Department expects encryption of data at rest and in transit.

52. - - Does your organization have encryption key management requirements? If so, please define?

No.

53. - - What type of regulatory compliance should the system be able to help your organization meet and maintain?

DEP is required to follow Rule 60 GG-4.011, Florida Administrative Code. Any offered solution must comply with Rule 60GG-2, Florida Administrative Code.

In addition, Florida has very strict open records laws and requires that most documents be available to the public.

Additionally, we have information that must be safeguarded from disclosure. We require a system that allows us to store and maintain electronic documents, allows for fulfillment of public records requests as mandated by Florida law and protects sensitive information either excluded from public disclosure or that is mandated to be kept confidential, again in keeping for Florida law and Federal law.

Addendum No. 2 Page 9 of 22

Question Number

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DEP may be interested in a solution to address record retention polities required by Florida law. A copy of general records schedule is available at the following link:

https://dos.fl.gov/library-archives/records-management/general-records-schedules/

54. - - Does your organization have a data classification structure?

1. If so, how is that applied currently?

Currently the Department does not have a data classification structure.

55. - - What are the content source(s) outside of Oculus?

See answer to question #10.

56. - - How many files need to be migrated?

See answer to question #21.

57. - - Are there file versions and if so, do they need to be maintained/migrated?

There is document versioning within OCULUS. When documents are checked-out and checked back in, OCULUS marks the revision and adjust the version number field in the database. OCULUS supports major revisions and minor revisions as determined by the user. Privileged users can see older versions via the drill-down operation, unnamed users cannot. The older versions would need to be retained and migrated.

58. - - Is there metadata? If so, does it need to be migrated with the content?

Yes, metadata would need to be part of the implementation and migration process.

59. - - Is there content that has internal links to other documents that need to be maintained?

Yes, supplemental indexes point to other documents in OCULUS would have to be maintained.

60. - - Are there retention policies on the current data that need to be maintained?

No.

61. - - Does file ownership need to be maintained during migration?

Yes.

62. - - Does the folder structure need to be maintained during migration?

This might be advantageous, but it is not a requirement.

https://dos.fl.gov/library-archives/records-management/general-records-schedules/ https://dos.fl.gov/library-archives/records-management/general-records-schedules/

Addendum No. 2 Page 10 of 22

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63. - - Is there a need for integration with existing systems or applications? If so, which ones?

See answer to question #10.

64. - - Can you describe the type of data and permissions which will be required between integrated systems?

Read-only, insert, revise, delete.

65. - - Of the intended integrated systems, can you help us understand which integrations are needed for each use case?

See answer to question #10.

66. - - Which integrations are intended for the initial go-live of this system? Which integrations are a fast-follow, phase 2?

The Department does not anticipate a phase two, therefore, integrations are only intended for the initial go-live.

67. - - Is there a custom user expereince which must be replicated with the new solution?

No.

68. - - What are the user personas?

Administrators, and users with the following roles: view, modify, secure, revise, and purge.

69. - - Will the new solution be accessible by external parties/third parties/citizens/vendors, etc.?

1. If so, is there a requirement for different user experiences for different personas.

Yes.

1. Yes, that is a possibility.

70. - - How is content ingested into the system today? Via scanning or manual uploads by end users?

Both of the above. DEP needs a method for bulk scanning.

Kofax is currently used and would lessen the transition effort of the EDMS project if available. However, the DEP is open to exploring other options.

71. - - When is your next ECM system upgrade planned for?

The Department upgrades when needed. The SaaS solution would be expected to keep the system upgraded as well.

72. - - How are you using metadata for content categorization and searching?

See answer to question #21.

73. - - What metadata values are currently tracked as part of the intended use cases?

Addendum No. 2 Page 11 of 22

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See answer to question #21.

74. - - How much metadata (storage volume, number of records) would need to be migrated to the chosen solution?

Approximately 14.5 M documents at 32 TB of storage, metadata for each document.

75. - - How is metadata used in the current solution (records management, search, identification, data classification, etc.)?

See answer to question #21.

76. - - What metadata functionality should the chosen solution have?

The Department is open to all possible functionalities.

77. - - Do you have any existing metadata standards or guidelines that need to be followed?

No.

78. - - How do you currently search for and retrieve documents based on their metadata?

See answer to question #21.

79. - - Are there any integration requirements with other systems or applications that rely on metadata?

See answer to question #10.

80. - - Can you provide details of how eSignature may be part of your current use case? use cases today?

OCULUS does not use eSignatures.

81. - - Is there a System’s Integrator that your agency would leverage as part of this project? Please advise on who that SI would be.

The Department seeks a solution provider who also provides SI services.

82. - - Can you describe the records management requirements in place today?

See answer to question #60.

83. - - What type of retention policies and schedules does the new solution need to apply to files?

See answer to question #60.

84. - - Please define the reporting requirements.

The Department seeks industry-standard reporting functionality with DEP branding.

85. - - What are the file types stored, examples (.tif, .pdf, .docx)?

See answer to question #6.

Addendum No. 2 Page 12 of 22

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86. - - Does the current system store any documents with a proprietary file format?

It is possible, see answer to question #6.

87. - - Are file paths stored in clear text in the database or does the database obfuscate or encrypt the file paths?

The Department enables all appropriate security measures.

88. - - Are notes or annotations to be converted?

The Department has document comments, which need to be maintained.

89. - - Do document renditions or versions need to be converted?

See answer to question #57.

90. - - Can the document files be opened directly from the file share using standard viewers, examples (MS Word, Adobe PDF Viewer, MS Excel)?

Yes.

91. - - Are the document files compressed or zipped?

Currently, the solution does not automatically zip or compress anything, but the system will accept zipped files.

92. - - Are the document files encrypted?

No.

93. - - Product Name and version?

See Section 2.02 of the Department’s RFI.

94. - - Product vendor?

See Section 2.02 of the Department’s RFI.

95. - - Database platform?

Oracle 19.22.

96. - - Are files made of multiple file formats? IE, page 1 thru 3 are in Word format, and pages 4 thru 20 are a ppt?

Unknown.

97. - - Do all existing workflows need to be replaced as part of the initial implementation?

See answer to question #25.

98. 2.02 7 The OCR mentioned on page 7 - Section 2.0.2 - Background, can you describe what the OCR is for? Is this used by Kofax Capture to extract index values, OCR/index an entire page for text-content based searches, or some other purpose?

Addendum No. 2 Page 13 of 22

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The OCR capabilities of Kofax are just used to make scanned pages text searchable. The information is not indexed into

OCULUS.

99. - - Do you intend to continue to use Kofax Capture for the new solution or would you prefer the new solution to have its own scanning infrastructure?

See answer to question #8.

100. - - You mention amongst your search capabilities, you want it to be able to search "…, based on maps,…". Are you looking for this to integrate with something ESRI ArcGIS or some other mapping software?

The Department is open to all map-related capabilities.

101. - - Can you provide a breakdown of what Applications you'd like the solution to be integrated with and what that integration should look like from a feature/function perspective?

See answer to question #10.

102. - - Will the new EDMS require a max of 400 concurrent users from a pool of 2,000 potential users like OCULUS currently does? If not, can you share desired user count?

Yes.

103. - - Will this be a full replacement of OCULUS EDMS? or will OCULUS remain in with some programs at the agency?

The Department seeks a full replace OCULUS.

104. - - Can you share when term with OCULUS is up or to be renewed?

OCULUS is internally supported.

105. - 7 - 8 Please clarify whether the vendor is required to provide the cloud service or if any cloud service is already available within your infrastructure. Additionally, do you have any preferences for any specific cloud providers e.g AWS, Azure or government cloud services US data storage only (the Department has resources in a GCC tenant), vendor preference is acceptable for SaaS solution, Azure if more of a COTS hosted solution.

106. - 7 What are the specific document formats that need to be supported beyond PDF and Microsoft Office formats?

See answer to question #6.

107. - 8 Is the migrated data/ documents are available is PDF format?

kindly Clarify See answer to question #6.

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108. - 8 Kindly provide the number of applications need to integrate with the DMS system See answer to question #10.

109. - 8 Is a dedicated mobile application required for this project, or should the system be compatible with mobile devices? Kindly clarify.

The Department requires mobile browser responsiveness, but open to full stand-alone mobile applications when available.

110. - 9 Could you kindly provide a detailed timeline or expected milestones for the implementation of the EDMS?

At this time, the Department estimates the timeline for implementation would be twenty-four (24) months.

111. - 9 We assume that vendors without any current contracts with any Florida agency, the State, or the County but contract with other agencies are still eligible to participate. Could you kindly confirm or clarify this assumption?

If vendor(s) have a current contract with the State of Florida, public consortiums, or other governmental entities, should indicate this in their response.

112. - - Please elaborate on what type of reports would be required per the requirements line “Has built-in reporting system”.

See answer to question #84.

113. - - What system does DEP use for permitting/licensing?

This question is not relevant to what systems interface with the current document management solution.

114. - - What system does DEP use for Legal matters and other back office functions?

This question is not relevant to what systems interface with the current document management solution.

115. - - What other systems does OCULUS integrate with today for document retrieval?

See answer to question #10.

116. - - How do external users submit documentation to DEP (ex.

applying for permit)?

This question is not relevant to what systems interface with the current document management solution.

117. - - In addition to non-authenticated document access by the public, is DEP looking to deploy a public portal (authenticated) so that external parties can digitally participate in DEP workflows?

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Yes.

118. - - Can DEP provide a .doc/.docx copy of the contact and pricing tables for use?

No.

119. - - How many interfaces do you anticipate between the EDMS system and your other systems? Are all interfaces API-based?

See answer to question #10.

120. - - Do you anticipate a requirement for data to be converted from your existing system to the target EDMS system?

Yes.

121. - - Do you anticipate the target EDMS system replacing your current Kofax scanning software?

See answer to question #8.

122. - - Are there currently various work flows for the various document types? If so, how many workflows are there currently?

See answer to question #25.

123. - - Does each document type have a separate indexing requirement? Also, do you anticipate changes to your existing indexing requirements?

See answer to question #21.

124. - - How many users can access the system?

See Section 2.02 of the Department’s RFI.

125. - - What are the roles of these users?

OCULUS considers individual users or groups as being principals. Principals are assigned to profiles and catalogs. A privilege is comprised of a principal and a set of actions.

Privileges control which actions a user or group can perform in

OCULUS.

The following is a list of OCULUS actions:

* Access – If granted, this action permits users or groups to access a specific profile or catalog.

* Insert – If granted, this action permits users or to insert objects.

* Update – If granted, this action permits users or groups to modify an object’s index. If a user is not assigned the Update action, the user cannot be assigned the secure action.

* Revise – If granted, this action permits users or groups to check documents in and out of OCULUS for editing.

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* Purge – If granted, this action permits users or groups to delete objects.

* Secure – If granted, this action permits users or groups to modify an object’s security settings.

126. - - What are the top 5 requirements for success of this EDMS?

See answer to question #36.

127. - - Are there any initiatives that coincide with this research?

No.

128. - - Is it centralized scanning and capture, or decentralized?

Decentralized.

129. - - If decentralized, how many scanning and capture locations are there?

There are currently 4 scanning locations.

130. - - Do you have familiarity with SharePoint in your agency?

Yes.

131. - - Are there plans to integrate AI into this application over the next several years?

Not at this time.

132. - - Do you capture from MFPs in your remote locations?

No. Multi-Function Printers are used throughout the organization but they do not direct insert into OCULUS.

133. - - Are there samples of the other documents you're receiving?

See answer to question #6.

134. - - Does oculus transmit or receive info on a regular basis? CRMs, ERPs, etc.

The Department currently does not have integration points with a CRM, ERP, etc. DEP does have integration points with other applications. See answer to question #10.

135. - - Do you interface with any other state or federal EPA platforms?

Yes, we have multiple systems which interface with other state and Federal platforms. However, none of these directly involve the current document management solution (OCULUS).

136. - - Is there sensitive information in the documents such as PII or

PHI?

There can be, these would be classified as confidential and subject to security.

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137. - - Are there specific business process workflows you're looking to replicate?

See answer to question #25.

138. - - The solicitation estimates 14.5 million documents currently in the system. On average, how many pages are there per document?

Unknown.

139. - - Do you give special consideration to SDVOSB/WOSB vendors?

See answer to question #22.

140. - - Is DEP looking to upgrade frontend capture or will Kofax Capture remain in place?

See answer to question #8.

141. - - We've seen other opportunities for prequalifying vendors that encourage teaming. Does that apply to this solicitation?

This is not a request or invitation for competitive bids, proposals or replies, and no contract will be awarded in response to submissions under the RFI process.

142. - - The same RFI was released earlier and the same is released now. Please help us understand why? Weather any vendor was selected earlier?

No vendor can be selected under the RFI process as it is used only to gather information.

Also, see the answer to question #1.

143. - - What are the agency's top priorities in selecting an EDMS?

See answer to question #36.

144. - - Are there any existing systems or processes that the EDMS needs to integrate with?

See answer to question #10.

145. - - How does the agency handle data security and privacy concerns?

Sensitive information has the appropriate measures in place for security and privacy.

146. - - What are the most critical features or functionalities the agency is looking for in an EDMS?

See answer to question #36.

147. - - What is the expected timeline for implementing the EDMS?

See answer to question #110.

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148. - - What are the specific pain points or limitations of the current OCULUS system that the Department aims to address with a new EDMS?

See answer to question #36.

149. - - Are there any existing integrations or custom APIs that must be maintained with the new system?

Yes, the Department has in-house built APIs.

150. - - How does OCULUS currently interface with other administrative and regulatory systems? Are these integrations expected to continue in the new solution?

See answer to question #10. A solution would require a revised/reengineered method to integrate for the individual application needs.

151. - - Can you provide more details on the applications that currently interface with OCULUS?

See answer to question #10.

152. - - Can you provide more detailed usage statistics, such as peak user loads or specific usage patterns?

Peek logons occur between 11AM and 3PM ET. However, the solution has logons all through the day.

153. - - How many users are expected to access the new system concurrently, and what are the future growth projections?

See answer to question #38.

154. - - What are the expectations for user roles and access controls within the new EDMS?

See answer to question #125.

155. - - Are there any specific requirements for user training and support during the transition to a new system?

See answer to question #24.

156. - - What is the estimated size of the data that will need to be migrated to the new system?

See answer to question #21.

157. - - Are there specific data retention policies or legal requirements that must be adhered to during the migration?

See answer to question #60.

158. - - What are the Department’s expectations regarding the timeline and process for data migration?

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159. - - What are the specific security requirements for the new EDMS, particularly in terms of data encryption, access control, and audit trails?

See answer to question #51.

160. - - Are there any regulatory compliance standards that the new system must meet, such as Florida Public Records Law or other state/federal guidelines?

See answer to question to #53.

161. - - Can you provide more details on the types of documents that are considered confidential or exempt from public records law?

See answer to question to #53.

162. - - Given the preference for cloud-based solutions, are there specific cloud providers that the Department has already vetted or preferred?

See answer to question #105.

163. - - Does the Department have any specific requirements or preferences for the geographic location of data centers if a cloud-based solution is chosen?

East US would be preferred, East US 2 second, based on latency issues. The solution would have to have reasonable response times (low latency).

164. - - What are the Department’s expectations regarding uptime, disaster recovery, and business continuity for a cloud-based

EDMS?

At least 99.9% uptime, 24 hours DR, No loss of data.

165. - - What is the anticipated budget range for the implementation and ongoing support of the new EDMS?

See answer to question #1.

166. - - Are there any cost constraints or funding limitations that vendors should be aware of?

See answer question #1.

167. - - What is the Department’s approach to ongoing maintenance and support costs? Are these expected to be included in the proposal?

Maintenance costs should be included in the proposal.

168. - - Are there specific technical requirements or preferred technologies for the new EDMS, such as the database platform, programming languages, or integration tools?

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DEP would prefer a SaaS solution. So long as it meets the various needs of the Agency, performance and security thresholds, any technology leveraged would be supported and maintained by the vendor. From an integration perspective, leveraging API (endpoints) is preferred.

169. - - How customizable should the new EDMS be in terms of workflows, document types, and indexing?

The Department is interested in all customizability options but would try to leverage as much “out of the box” functionality as possible.

170. - - Are there any specific document types or formats that must be supported beyond the common ones mentioned (PDF, Microsoft Office, etc.)?

See answer to question #6.

171. - - What are the Department’s expectations for vendor demonstrations? Will these be scheduled for all responding vendors or only a select few?

See Section 1.05 of the Department’s RFI.

172. - - How will the Department evaluate the responses to this RFI?

What criteria will be most heavily weighted?

See answer to question #1.

173. - - What is the anticipated timeline for issuing a formal RFP or RFQ based on the information gathered through this RFI?

See answer to question #1.

174. - - Will the Department give preference to vendors who respond to this RFI when issuing a future solicitation?

No.

175. - - What is the preferred method and frequency of communication during the RFI response period?

See Section 1.02 of the Department’s RFI and posted Schedule of Events.

176. - - Will there be an opportunity for follow-up questions after the initial responses are reviewed?

No.

177. - - What is DEP’s estimated time frame to begin the implementation/migration?

See answer to question #1.

178. - - What is DEP’s estimated time frame to complete the full implementation/migration?

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179. 2.02. 7 Background section notes the OCULUS system is integrated with several key agency systems through API’s.

Who creates the API integrations and is responsible for ongoing maintenance of the external system API integrations?

DEP-generated (internal) API’s would be maintained by DEP staff. Vendor-generated (external) API integrations would be the responsibility of the vendor.

180. 2.03 8 Key Functionality notes interest in systems that have a “built in reporting system”. Can DEP provide any additional information or examples of reporting in use by the agency today?

See answer to question #84.

181. 2.03 9 Section 2.03 notes interest in systems that have a development environment in addition to the production environment. Can DEP provide any additional information on how it may use this development environment?

The development environment will be used to develop and test external programs that insert documents into the proposed solution. It will also be used as part of (user) testing scenarios and various upgrades, to ensure that the software is operating ‘as expected’.

182. 2.04 10 Section 2.04. | Vendor Response notes RFI response must include if/how the proposed solution can integrate/interface with other systems (e.g., via api’s) and how existing scripts can be migrated.

Can DEP please describe what are the “existing scripts” that are to be migrated and how many?

An example is a script that reads legacy source Oracle data objects and populates a lookup table for DEP facilities. This ‘lookup’ table in OCULUS is read by OCULUS to validate inserts.

We have approximately 30 processes that run nightly to gather information from various databases and store it in OCULUS. These scripts pull information from oracle, SQL Server and Access sources to build reference tables in OCULUS.

183. - - Would it be acceptable to deploy our solution using a self-hosted architecture on a cloud platform?

The Department is open to the possibility.

184. - - What specific functionalities would you like to see in the self-service portal? We need some clarification on this to better understand your requirements.

Searching and viewing would be the main functionality for non-named users.

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185. - - What volume of API calls are you expecting?

The Department anticipates tens, and potentially, hundreds of thousands of calls daily based on the assumption that a single API call may represent a query, insert, update, or any other transaction/interaction with the solution.

186. - - Can you explain the Oculus solution? What level of access would we have to those documents? Is there direct access to a database?

OCULUS is a Web-based electronic document management system. It stores and indexes documents based on Catalogs (large, organizational containers), Profiles (smaller containers) and properties (index fields that describe the content of the document). OCULUS is available to users inside the DEP network and to the public. A migration partner would have read rights to all of the documents in the repository and the data stored in the OCULUS databases.

187. What is the 4,600 concurrent users based on? Is this an estimation?

Yes, it is an estimation on an upper limit. 4,600 concurrent users was a setting that the previous support vendor (ROH, Inc.) set for DEP.

188. Will your responses be sent back to me via email, or will you post those elsewhere?

See the Schedule of Events in the Department’s RFI.

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