DCF RFI 2627 030.pdf

FLORIDA DEPARTMENT OF CHILDREN AND FAMILIES

RFI SOLICITATION INSTRUCTIONS

PMT-07 1 Rev. May 19, 2025

SECTION 1. INTRODUCTION

1.1 TITLE

Electronic Health Record (EHR) System

1.2 RFI NUMBER

DCF RFI 2627 030

1.3 The Department of Children and Families (Department), through its Office of Information Technology Services (OITS) and Office of Substance Abuse and Mental Health (SAMH), is issuing this Request for Information (RFI) seeking information from interested parties that can provide the infrastructure, experience, and resources necessary to implement an enterprise Electronic Health Record (EHR) system for the Department’s three State Mental Health Treatment Facilities (SMHTFs).

The purpose of this RFI is to obtain information regarding available Enterprise EHR solutions and to better understand the capabilities of industry providers that possess:

• A certified, scalable, Enterprise EHR solution that meets the requirements described in this RFI.

• Demonstrated capacity, experience, infrastructure, relationships, and resources to deliver an Enterprise EHR solution consistent with the requirements described in this RFI. This includes the ability to collect, analyze, assess, and document organizational, technical, and clinical information necessary to support the Enterprise EHR system implementation.

• Proven experience in standardizing, planning, deploying, and supporting Enterprise EHR solutions across multiple facilities.

• The technical expertise and business procedures required to securely receive, store, manage, aggregate, and produce sensitive and confidential data in compliance with applicable state and federal laws.

• A secure, intuitive, and user-centric method for presenting aggregated information.

• The resources required to conduct and manage a comprehensive business-analysis-driven implementation approach.

• The staffing, infrastructure, and operational capacity required to implement and manage the solution within an appropriate and reasonable timeframe.

• Organizational Change Management (OCM) support across multiple facilities.

This is an RFI as defined in §287.012(22), Florida Statutes (F.S.), for planning purposes only. This is not a solicitation for offers. The information gathered from this RFI may be used to develop a future competitive solicitation. It is the responsibility of the Respondent to check for any changes or notices on the Vendor Information Portal (VIP).

SECTION 2. PURPOSE

Rule 60A-1.042, Florida Administrative Code (F.A.C.), provides that an agency may request information by issuing a written RFI. Agencies are authorized to use an 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 researching general, special, and/or technical specifications for a solicitation. A Vendor’s response to an RFI is not an offer and the agency may not use the Vendor’s submission to justify a contract with that Vendor without otherwise complying with chapter 287, F.S., and Rule 60A-1.042, F.A.C. Vendors submitting a Response to an agency’s RFI are not prohibited from responding to any related subsequent solicitation(s).

https://vendor.myfloridamarketplace.com/

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Any future purchase of the services will be conducted in accordance with chapter 287, F.S. The Department may use Responses from this RFI to prepare one or more competitive solicitations and as the basis for any subsequent Vendor meetings. Any request for cost information is for budgetary purposes only.

SECTION 3. PROCUREMENT OFFICER

The Procurement Officer is the sole contact point for communication (which will only be accepted in writing), and the only permitted means of contact is through email.

Joshua Burns Joshua.Burns@myflfamilies.com and CC: hqw.procurement.team.activities@myflfamilies.com All emails to the Procurement Officer shall contain the RFI number in the subject line of the email.

SECTION 4. BACKGROUND

The Department of Children and Families (Department), through its Office of Information Technology Services (OITS) and Office of Substance Abuse and Mental Health (SAMH), is issuing this RFI to interested parties for the purpose of obtaining industry information for an Enterprise Electronic Health Record (EHR) solution. Any Respondent interested in submitting a Response must comply with all terms and conditions described in this RFI.

The Department’s objectives include seeking a qualified solution and provider with the experience and capability to effectively implement a scalable Electronic Health Record (EHR) solution at the three State Mental Health Treatment Facilities (SMHTFs). These SMHTFs serve individuals who meet the admission criteria for civil or forensic commitment. These SMHTFs provide a highly restrictive and intensive level of care for individuals who have been committed to the Department, including individuals with severe and persistent mental illness and persons involved in the criminal justice system who have been deemed incompetent to proceed or not guilty by reason of insanity.

The Department directly operates the following three State Facilities:

I. Florida State Hospital (FSH).

• Civil Commitment Capacity.

• Forensic Commitment Capacity.

• Forensic Step-down Services.

II. Northeast Florida State Hospital (NEFSH).

• Civil Commitment Capacity.

• Forensic Step-down Services.

III. North Florida Evaluation & Treatment Center (NFETC).

• Forensic Commitment Capacity.

The State Mental Health Treatment Facilities together comprise approximately 2,700 projected civil and forensic beds, as reflected below.

Facility Bed Capacity Service Type Florida State Hospital (FSH), Chattahoochee

1,850* • Civil Commitment Capacity

• Forensic Commitment Capacity

• Forensic Step-down Services

Northeast Florida State Hospital (NEFSH), Macclenny

650* • Civil Commitment Capacity

• Forensic Step-down Services mailto:Joshua.Burns@myflfamilies.com mailto:hqw.procurement.team.activities@myflfamilies.com

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North Florida Evaluation & Treatment Center (NFETC), Gainesville

200* • Forensic Commitment Capacity

* Projected Staffing Levels:

The staffing figures below are provided for general planning purposes only and do not necessarily represent the number of named users, concurrent users, authorized positions, filled positions, or individuals who will require access to the Enterprise EHR. Respondents should clearly identify any user-count and licensing assumptions used in their Responses.

FSH User Type Positions

Providers (Dr., APRN, etc.) 42 Nursing Staff (LPN, RN, etc.) 462 Clinical Staff (Psychology, Social Workers, etc.) 81 Direct Care (Rehabilitative, etc.) 786 Administrative (Legal, Accounting, Operations, etc.) 130 Facility Operations (Mechanic, Food Services, etc.) 357 Security 79 Education 9 Pharmacy (Pharmacists, Pharmacy Technicians) 23

Total 1,969

NEFSH User Type Positions

Providers (Dr., APRN, etc.) 30 Nursing Staff (LPN, RN, etc.) 465 Clinical Staff (Psychology, Social Workers, etc.) 78 Direct Care (Rehabilitative, etc.) 268 Administrative (Legal, Accounting, Operations, etc.) 122 Facility Operations (Mechanic, Food Services, etc.) 167 Security 37 Education 7 Pharmacy (Pharmacists, Pharmacy Technicians) 11

Total 1,185

NFETC User Type Positions

Providers (Dr., APRN, etc.) 15 Nursing Staff (LPN, RN, etc.) 91 Clinical Staff (Psychology, Social Workers, etc.) 26 Direct Care (Rehabilitative, etc.) 330

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Administrative (Legal, Accounting, Operations, etc.) 47 Facility Operations (Mechanic, Food Services, etc.) 5 Security 43 Education 5 Pharmacy (Pharmacists, Pharmacy Technicians) 4

Total 566

Inpatient services include:

• Clinical Evaluations and Assessments including Psychiatry, Psychology, Medical and Healthcare.

• Treatment Planning.

• Treatment with psychotropic medication.

• Healthcare services.

• Individual and group therapy.

• Individualized service planning.

• Competency restoration assessment and training.

• Vocational and educational services.

• Addiction services.

• Rehabilitation therapy and enrichment activities.

• Therapeutic Programming and Scheduling.

• Progress Notes.

• Medication Management and Pharmacy services.

• Safety, Forensic, and Incident Management.

• Integration, Interoperability and Data Exchange.

• Reporting, Analytics, and Dashboards.

• Security and Compliance.

• Hosting, Deployment, and Support.

• Admission, Discharge, and Transfer (ADT).

The overarching business objective of the EHR is to achieve the Department’s stated mission and relevant strategic priorities. The Department has assessed the current key challenges and risks in order to build a strategic approach and vision for the EHR solution. The following objectives guide the actions of the Department and its SMHTFs staff:

• Modernize State Mental Health Treatment Facilities with technology to increase operational efficiencies.

• Improve overall risk management and safety by reducing the number of adverse incidents and events.

• Improve patient safety, quality outcomes, and operational performance.

• Be driven by the needs and choices of patients in State Facilities.

• Be transparent and accessible.

• Be dedicated to excellence and quality results.

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• Use resources wisely and make practical use of technology.

• Create a more complete picture of the patient’s history to assure coordinated, evidence-based treatment and improved patient outcomes through enhanced clinical decision support.

Currently, the SMHTFs utilize a varying mix of EHR services, manual processes, and DCF IT systems for patient medical treatment and facility management. The Department’s reliance on various solutions for health records directly impacts the quality of care and operational effectiveness.

In addition, the State Mental Health Treatment Facilities utilize multiple standalone systems to support their clinical, technical, and business processes, resulting in a lack of shared data and an increased risk of adverse incidents and events associated with patient service delivery. To address these issues, the Department is seeking information regarding an Enterprise Electronic Health Record (EHR) system to support operations in the SMHTFs.

EHR vendors with systems that provide expansive patient records and medical histories, allowing comprehensive tracking, are welcome to provide the Department with more information pursuant to this RFI.

SECTION 5. RESPONSE INSTRUCTIONS

5.1 SUBMISSION LAYOUT

Please organize your Response to this RFI as follows:

TAB 1 INTRODUCTION

TAB 2 DETAILS

TAB 3 ADDITIONAL INFORMATION

5.2 REQUESTED INFORMATION

5.2.1 TAB 1: INTRODUCTION

Please provide a cover letter with the name of the Respondent and the primary point of contact. The cover letter must reference the RFI number and title. Include a brief summary of your organization, its history, and its experience with the services and capabilities requested in this RFI.

5.2.2 TAB 2: DETAILS

5.2.2.1 Please provide a detailed summary of the following information:

5.2.2.1.1 Describe your organization’s prior experience and current resources for gathering and capturing patient data and for collecting, aggregating, analyzing, and visualizing that data to support successful patient health outcomes.

5.2.2.1.2 Describe your organization’s prior experience, current resources, and capacity to provide an Enterprise EHR for behavioral health, forensic psychiatric, and long-term inpatient treatment facilities comparable to the SMHTFs.

5.2.2.1.3 Describe your organization’s technical resources and expertise for securely receiving, hosting, storing, managing, aggregating, and producing sensitive patient records and other required information.

5.2.2.1.4 Describe your organization’s experience and resources for providing user-friendly and secure access to aggregated patient data.

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5.2.2.1.5 Describe your organization’s experience, resources, and capacity to perform effective quantitative and qualitative analysis of data generated by an Enterprise EHR.

5.2.2.1.6 Identify the current Office of the National Coordinator for Health Information Technology (ONC) certification status of the proposed EHR solution. Include the certified product name, product version, certification number, certification date, applicable certification edition, certified modules or criteria, and any limitations or dependencies associated with the certification.

5.2.2.1.7 Describe your organization’s experience supporting behavioral health, forensic psychiatric, Medical/Surgical, and long-term inpatient environments and care.

5.2.2.1.8 Describe the proposed solution’s capability to comply with federal and state regulatory reporting requirements, including requirements established by CMS, The Joint Commission, SAMHSA, DOJ, CARF, AHCA, and other applicable entities.

5.2.2.1.9 Describe your organization’s demonstrated experience supporting multi-facility enterprise deployments, including the number and type of facilities, approximate user population, deployment model, implementation duration, and post-implementation support structure.

5.2.2.2 Please provide detailed information regarding the following main topics and subtopics. For each topic, identify whether the capability is standard, configurable, available through a third-party product, or requires custom development. Identify any additional software, licensing, interfaces, or third-party services required to provide the capability.

5.2.2.2.1 Admission, Discharge, and Transfer (ADT).

Describe the proposed solution’s Admission, Discharge, and Transfer capabilities, including its ability to:

5.2.2.2.1.1. Process admissions, transfers, and discharges for civil and forensic populations.

5.2.2.2.1.2. Support court-ordered and forensic status workflows.

5.2.2.2.1.3. Track competency restoration, legal holds, court orders, and forensic commitment status.

5.2.2.2.1.4. Manage long-term and chronic inpatient stays.

5.2.2.2.1.5. Provide electronic bed-board, bed-assignment, bed-availability, and bed-hold management capabilities.

5.2.2.2.2 Clinical Evaluations and Assessments.

Describe the proposed solution’s clinical evaluation and assessment capabilities, including its ability to:

5.2.2.2.2.1. Support admission medical evaluations and mental health assessments.

5.2.2.2.2.2. Provide psychosocial, risk, and functional assessments using configurable templates.

5.2.2.2.2.3. Support assessments for suicide, elopement, aggression, and special observation risks.

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5.2.2.2.2.4. Provide evidence-based and standardized clinical evaluations and assessments.

5.2.2.2.3 Treatment and Care Planning.

Describe the proposed solution’s treatment- and care-planning capabilities, including its ability to:

5.2.2.2.3.1. Develop and maintain evidence-based treatment plans with goals, objectives, interventions, and measurable outcomes.

5.2.2.2.3.2. Link diagnoses, treatment goals, and recommended therapeutic programming.

5.2.2.2.3.3. Provide automated reminders for treatment-plan reviews.

5.2.2.2.4 Treatment Team Management.

Describe the proposed solution’s interdisciplinary treatment-team management capabilities, including its ability to:

5.2.2.2.4.1. Assign and manage interdisciplinary treatment teams.

5.2.2.2.4.2. Document treatment-team meetings and care reviews.

5.2.2.2.4.3. Provide automated task assignments, alerts, reminders, and escalations.

5.2.2.2.5 Progress Notes.

Describe the proposed solution’s progress-note capabilities, including its ability to:

5.2.2.2.5.1. Support structured and unstructured note formats.

5.2.2.2.5.2. Support documentation by all applicable clinical disciplines.

5.2.2.2.5.3. Link progress notes to diagnoses, treatment-plan goals, objectives, and interventions.

5.2.2.2.5.4. Integrate or link external documentation and records.

5.2.2.2.6 Medication Management and Pharmacy Integration.

Describe the proposed solution’s medication-management and pharmacy-integration capabilities.

Note: All three SMHTFs operate on-site pharmacies that purchase medications in bulk. Some bulk medications are prepackaged and barcoded for administration.

5.2.2.2.6.1. Closed-Loop Medication Management.

Describe the proposed solution’s closed-loop medication-management capabilities, including its ability to:

5.2.2.2.6.1.1. Support medication ordering based on authorized staff credentials, pharmacist verification, dispensing, administration, and documentation.

5.2.2.2.6.1.2. Provide clinical decision support for dosing, drug interactions, allergies, contraindications, duplicate therapies, and other medication risks.

5.2.2.2.6.1.3. Identify any manual interventions required for closed-loop medication management.

5.2.2.2.6.1.4. Support Medication Exception Request (MER) workflow, review, approval, documentation, and tracking.

5.2.2.2.6.2. Pharmacy Management.

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Describe the proposed solution’s pharmacy-management capabilities, including the following:

5.2.2.2.6.2.1. Pharmacy inventory, medication storage, lot tracking, expiration tracking, and replenishment workflows.

5.2.2.2.6.2.2. Integration with pharmacy wholesalers.

5.2.2.2.6.2.3. Controlled substance inventory, monitoring, reconciliation, auditing, and reporting.

5.2.2.2.6.2.4. Integration or data exchange with E-FORCSE, as applicable.

5.2.2.2.6.3. Electronic Medication Administration Record (eMAR).

Describe the proposed solution’s eMAR capabilities, including its ability to:

5.2.2.2.6.3.1. Support barcode scanning for patient and medication validation.

5.2.2.2.6.3.2. Provide real-time medication-administration documentation.

5.2.2.2.6.3.3. Provide alerts for missed or duplicate orders or doses, look-alike or sound-alike medications, frequently confused medications, and high-risk medications.

5.2.2.2.6.4. TouchPoint Medication Cart Integration.

Describe the proposed solution’s ability to integrate with TouchPoint medication carts, including its ability to:

5.2.2.2.6.4.1. Synchronize medication orders with TouchPoint medication carts.

5.2.2.2.6.4.2. Provide bidirectional tracking of medication pulls, returns, wastes, and overrides.

5.2.2.2.6.4.3. Support barcode workflows at the medication-cart level.

5.2.2.2.6.4.4. Support medication drawer mapping and replenishment notifications.

5.2.2.2.6.4.5. Maintain a full audit trail for medication-cart interactions.

5.2.2.2.7 Safety, Forensic, and Incident Management.

Describe the proposed solution’s safety, forensic, and incident-management capabilities, including the following:

5.2.2.2.7.1. Seclusion and Restraint (S/R) Management.

5.2.2.2.7.1.1. Document the initiation and justification of seclusion or restraint and the less-restrictive alternatives attempted.

5.2.2.2.7.1.2. Provide automatic reminders and escalation alerts for required monitoring periods.

5.2.2.2.7.1.3. Track assessments, vital signs, staff presence, observations, and debriefings.

5.2.2.2.7.1.4. Support applicable state and federal reporting requirements, including CMS and DOJ reporting.

5.2.2.2.7.1.5. Support the documentation, authorization, monitoring, and reporting of medical restraints, including the ability to distinguish medical restraints from behavioral restraints and seclusion.

5.2.2.2.7.2. Incident Management.

5.2.2.2.7.2.1. Provide centralized reporting and tracking for all incidents.

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5.2.2.2.7.2.2. Classify incidents by type, severity, location, patient, staff, and contributing factors.

5.2.2.2.7.2.3. Support investigation, review, approval, corrective action, and follow-up workflows.

5.2.2.2.7.2.4. Provide regulatory, quality-management, risk-management, and trend-reporting capabilities.

5.2.2.2.7.3. Patient Monitoring, Observation, and Face Checks.

5.2.2.2.7.3.1. Support configurable observation levels, including 1:1 and custom intervals.

5.2.2.2.7.3.2. Provide real-time documentation via mobile workflows.

5.2.2.2.7.3.3. Provide alerts when checks are overdue.

5.2.2.2.8 Therapeutic Programming and Scheduling.

5.2.2.2.8.1. Scheduling and Management of Patient Appointments and

Transportation.

5.2.2.2.8.1.1. On-campus medical services.

5.2.2.2.8.1.2. Off-campus medical services.

5.2.2.2.8.2. Therapeutic Class Scheduling and Transportation.

5.2.2.2.8.2.1. Assign classes based on treatment plan recommendations.

5.2.2.2.8.2.2. Track availability, scheduled hours, attendance, participation, and progress.

5.2.2.2.8.3. Staff and Resource Management.

5.2.2.2.8.3.1. Schedule clinicians and therapy staff.

5.2.2.2.8.3.2. Assign rooms and resources.

5.2.2.2.8.4. Outcomes Tracking.

5.2.2.2.8.4.1. Monitor patient progress toward goals.

5.2.2.2.8.4.2. Report on program utilization and effectiveness.

5.2.2.2.9 Nutritional Services Integration.

5.2.2.2.9.1. MealSuite Integration.

5.2.2.2.9.1.1. Synchronize patient demographics and diet orders with MealSuite.

5.2.2.2.9.1.2. Update diet changes, allergies, and dietary restrictions in real time.

5.2.2.2.9.1.3. Receive meal selections and consumption data.

5.2.2.2.10 Laboratory Integration.

5.2.2.2.10.1. Laboratory Management System (LMS) Integration.

Note: ClinLab is currently the LMS used at the SMHTFs. Lab tests that are not performed on site are sent to LabCorp with integration between ClinLab and LabCorp.

5.2.2.2.10.1.1. Electronic ordering of lab tests with priorities.

5.2.2.2.10.1.2. Receive structured results electronically.

5.2.2.2.10.1.3. Support HL7 or similar standards.

5.2.2.2.11 Interoperability and Data Exchange.

5.2.2.2.11.1. Support HL7, FHIR, REST APIs, and batch integrations.

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5.2.2.2.11.2. Exchange data with courts, laboratories, pharmacies, radiology providers, and state systems.

5.2.2.2.11.3. Integration and data sharing with SMHTFs systems.

5.2.2.2.11.4. Point-of-Care Testing (POCT) devices.

5.2.2.2.12 Enterprise Master Patient Index for multi-site operations.

5.2.2.2.13 Reporting, Analytics, and Dashboards.

5.2.2.2.13.1. Role-based dashboards for clinical and administrative teams.

5.2.2.2.13.2. Custom and standard regulatory reports.

5.2.2.2.14 Security and Compliance.

5.2.2.2.14.1. HIPAA, state regulations, and 42 CFR Part 2 compliance.

5.2.2.2.14.2. Role-based access control and MFA.

5.2.2.2.14.3. Data encryption and audit logs.

5.2.2.2.15 Hosting, Deployment, and Support.

5.2.2.2.15.1. Cloud, hybrid, or on-premises deployment options.

5.2.2.2.15.2. Disaster recovery and high availability.

5.2.2.2.15.3. Training and vendor support for multi-facility environments.

5.2.2.2.15.4. Enhancement procedures.

5.2.2.2.15.5. Release management.

5.2.2.2.16 Department Configuration and Customization

5.2.2.2.16.1. Configure user roles, permissions, and access controls.

5.2.2.2.16.2. Workflows to match clinical and operational processes.

5.2.2.2.16.3. Configuration of primary banner, templates, tasks, notifications, lookup values, and Department-specific terminology.

5.2.2.2.17 Pricing Model.

This RFI is not a solicitation for an offer, and Respondents shall not submit a formal or binding price proposal. However, the Department requests general, nonbinding pricing information for planning and budgetary purposes.

Respondents should provide estimated price ranges, pricing models, major cost components, and variables that may affect cost, including increases or decreases in bed capacity, user counts, facilities, interfaces, enhancements, hosting, implementation duration, and staffing assumptions.

Respondents should clearly identify all assumptions and distinguish one-time costs from recurring costs.

5.2.2.2.17.1. Enterprise EHR software, modules, subscriptions, and licenses.

5.2.2.2.17.2. General implementation services, including project management, configuration, integration, data conversion, testing, training, organizational change management, and go-live support.

5.2.2.2.17.3. Maintenance and Operations (M&O), hosting, technical support, software updates, and ongoing services.

5.2.2.2.17.4. Expansion or contraction based on changes in beds, facilities, modules, interfaces, storage, user counts, transaction volumes, or other applicable pricing variables.

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5.2.2.2.17.5. Describe whether the proposed pricing model is based on named users, concurrent users, facilities, beds, enterprise licensing, modules, transactions, consumption, or another methodology.

5.2.2.2.17.6. Identify any required third-party products, licenses, interfaces, services, or infrastructure that would not be included in the primary Enterprise EHR pricing.

5.2.2.2.18 Implementation Approach and Timeline

Describe the proposed solution's recommended implementation approach and anticipated timeline for deploying the Enterprise Electronic Health Record (EHR) system across the Department's three State Mental Health Treatment Facilities (SMHTFs), including the following:

5.2.2.2.18.1. Recommended implementation phases and sequencing of the three facilities.

5.2.2.2.18.2. Estimated implementation timeline, including major milestones and anticipated duration for each phase.

5.2.2.2.18.3. Project governance structure, staffing approach, and key implementation roles and responsibilities.

5.2.2.2.18.4. Testing approach, including system, integration, performance, and user acceptance testing.

5.2.2.2.18.5. Go-live strategy, stabilization period, and post-implementation support.

5.2.2.2.18.6. Major implementation assumptions, dependencies, risks, and recommended mitigation strategies.

5.2.2.2.19 Data Migration, Conversion, and Archiving

Describe the proposed approach for migrating, converting, validating, retaining, and archiving historical patient, clinical, pharmacy, operational, and administrative information, including the following:

5.2.2.2.19.1. Data discovery, mapping, cleansing, validation, and reconciliation processes.

5.2.2.2.19.2. Migration of structured data, scanned documents, images, and other historical records.

5.2.2.2.19.3. Recommended testing and validation activities for converted data.

5.2.2.2.19.4. Legacy system retention, archival, read-only access, and decommissioning considerations.

5.2.2.2.19.5. Division of responsibilities among the Respondent, the Department, and third-party vendors during data conversion activities.

5.2.2.2.20 Organizational Change Management

Describe the proposed Organizational Change Management (OCM) approach for implementing an Enterprise Electronic Health Record (EHR) system across the three State Mental Health Treatment Facilities (SMHTFs), including the following:

5.2.2.2.20.1. Stakeholder engagement and communication strategies.

5.2.2.2.20.2. Organizational readiness and change impact assessments.

5.2.2.2.20.3. Clinical and operational workflow evaluation and optimization.

5.2.2.2.20.4. Change champion, leadership engagement, and user adoption strategies.

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5.2.2.2.20.5. Methods used to measure adoption, manage resistance, and support post-implementation transition.

5.2.2.2.21 Training

Describe the proposed training approach for implementation and ongoing operation of the Enterprise Electronic Health Record (EHR) system, including the following:

5.2.2.2.21.1. Role-based end-user training.

5.2.2.2.21.2. Train-the-trainer and super-user programs.

5.2.2.2.21.3. System administrator, technical support, security, and configuration training.

5.2.2.2.21.4. Training environments, materials, job aids, and online learning resources.

5.2.2.2.21.5. Methods for validating training completion and user competency.

5.2.2.2.21.6. Ongoing training, refresher training, and training for new personnel following implementation.

5.2.3 TAB 3: ADDITIONAL INFORMATION

Please provide any additional information deemed necessary for consideration.

Respondents may provide additional general, nonbinding pricing information that is not addressed in Section 5.2.2.2.17. Respondents shall not submit a formal or binding price proposal. All pricing information submitted in response to this RFI will be used solely for planning and budgetary purposes.

5.3 SUBMISSION FORMAT

Respondents must submit their Response via email using the contact information in Section 3.

5.4 TRADE SECRET, CONFIDENTIAL, OR PROPRIETARY INFORMATION

5.4.1 Article 1, section 24, Florida Constitution, guarantees every person access to all public records, and §119.011, F.S., provides a broad definition of “public record.” As such, the entirety of the Response is public record and is subject to disclosure unless exempt from disclosure by law. The Department defines “confidential information” as information that is trade secret as defined in §688.002, F.S., or otherwise confidential or exempt from disclosure under Florida or federal law.

5.4.2 If the Vendor considers any portion of the Response to be confidential information, the Vendor shall then submit two copies of the Response. In both copies, any portion of the Response considered confidential information shall be clearly labeled within the text of the Response as “CONFIDENTIAL”. For each portion of the Response that is labeled “CONFIDENTIAL”, the Vendor shall provide a written statement of the basis for exemption applicable to each provision identified by the Vendor as “confidential”, including citation to a protection created by statute, and state with particularly the reasons the provision is confidential.

5.4.3 By submitting a Response, the Vendor agrees to protect, defend, and indemnify the Department for all claims arising from or relating to the Vendor’s determination that the redacted portions of its Response are confidential information. If a Vendor fails to submit a Redacted Copy in accordance with these instructions, the Department is authorized to produce the entire material submitted to the Department in response to a demand for discovery or disclosure of these records or a public records request.

5.5 PRESENTATIONS

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After the Department receives Responses to this RFI, and at the sole discretion of the Department, one (1) or more Respondents may be selected to demonstrate to the Department the Respondent’s products and services relating to the information submitted in the RFI response. The purpose of any presentation or demonstration will be to learn about the most current solutions available.

SECTION 6. TIMELINE

EVENT DATE TIME LOCATION

Release of RFI 08/13/2026 N/A https://vendor.myfloridamarketplace.com/

Submission of Questions 08/25/2026 5:00 PM Section 7

Department’s Response to Questions

09/01/2026 N/A Section 7

Responses Due 09/11/2026 5:00 PM Section 3

Presentations, if applicable TBD TBD To be provided to selected Respondents.

SECTION 7. WRITTEN QUESTIONS

7.1 All questions must be received by the Procurement Officer at the email addresses listed in

Section 3, no later than the date and time specified in Section 6, Timeline.

7.2 Respondents are strongly encouraged to review the RFI in its entirety prior to submitting questions.

7.3 The Department will not accept questions by telephone, postal mail, hand delivery, or fax.

7.4 All questions should be submitted at one time, rather than in multiple communications.

7.5 The Department reserves the right to respond to questions received after the written question submission deadline. It is the sole discretion of the Department to consider questions received after the written questions submission deadline.

SECTION 8. CAVEATS

8.1 Vendor Costs

Respondents are responsible for all costs associated with the preparation, submission, and any potential meeting(s) to discuss this RFI. The Department will not be responsible for any Respondent-related costs associated with responding to this request.

8.2 Special Accommodations

Any person with a disability requiring special accommodations to participate in the RFI shall contact the Department’s sole point of contact at the email provided in Section 3 at least five (5) working days prior to the event. If you are hearing or speech impaired, please contact this office by using the Florida Relay Services which can be reached at 1 (800) 955-8771 (TDD). Certified Business Enterprises are encouraged to participate in the RFI process.

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