DOAH RFI 2024-25-001_Final.pdf

DOAH RFI #24/25-001

REQUEST FOR INFORMATION

SEARCH FUNCTION

SOLUTION ON PUBLIC-

FACING WEBSITES

SECTION 1 – DEFINITIONS

The terms used in this Request for Information (RFI) have the following meanings unless the context otherwise clearly requires a different construction and interpretation:

1.1 DOAH - The Division of Administrative Hearings; may be used interchangeably with DOAH.

1.2 Vendor - A company/entity who submitted a response to this RFI.

1.3 Vendor Information Portal (VIP) - Refers to the State of Florida’s internet-based vendor information system, which is available at https://vendor.myfloridamarketplace.com.

SECTION 2 – GENERAL INFORMATION

2.1 Background

The Division of Administrative Hearings (DOAH) serves as an independent adjudicatory agency within the executive branch of Florida. DOAH provides Administrative Law Judges (ALJs) to resolve disputes between citizens and state agencies. In addition, DOAH houses the Office of Judges of Compensation Claims (OJCC), which adjudicates workers’ compensation disputes.

Since its establishment in 1974, DOAH has promoted transparency, efficiency, and fair resolution of administrative disputes through its neutral and experienced judges. Located in Tallahassee, Florida, DOAH operates from a central office, with additional facilities across the state to support its mission of accessible justice.

DOAH seeks to enhance its online capabilities to provide a user-friendly search functionality on its public website. This feature will support text-based search, facilitate case data retrieval, and ensure seamless integration with DOAH's existing web infrastructure.

For additional information on DOAH, please visit https://www.doah.state.fl.us/ALJ/.

2.2 Introduction

The Division of Administrative Hearings (DOAH) is issuing this Request for Information (RFI) to gather insights from qualified vendors regarding the implementation of a robust search function on its public-facing websites.

The primary objective of this RFI is to identify solutions that meet DOAH’s need for a secure, scalable, and user-friendly search interface. The proposed search solution should enhance public accessibility to case records while maintaining data integrity and privacy controls. The ideal solution will seamlessly integrate into DOAH’s current website, offer real-time indexing, and support advanced search functionalities to improve the user experience for legal professionals, government entities, and the general public.

DOAH invites Vendors to submit information on potential solutions, detailing technical requirements, implementation timelines, and budgetary considerations.

https://vendor.myfloridamarketplace.com/ https://www.doah.state.fl.us/ALJ/

This information will assist DOAH in assessing available options to improve its online services, aligning with the agency’s commitment to transparency, efficiency, and access to justice.

SECTION 3 – SCOPE SPECIFICATIONS

3.1 Technical Requirements

• DOAH requires the minimal search capabilities be key-word based for the search function solution for PDF files only.

• The website is running on a Microsoft IIS Server solution and is using IIS 10 for its internet-based services.

• Detail how the search function solutions searches the document(s). How much of the document is searched by the search function solution? What are the word and document limits when building an index for the search function solution?

3.2 Functional and User Experience Requirements

• The search results interface design should focus on usability, accessibility, and efficient information retrieval.

• End users of the search feature are legal professionals, government entities, and the general public.

• Accessibility standards must be in compliance with the Americans with Disabilities Act (ADA) and WCAG (Web Content Accessibility Guidelines) to ensure all users can access information.

3.3 Project Scope and Implementation

• Define the timeline required to acquire the search function solution hardware and software such as availability (in stock) and delivery methods from point of request.

• Outline the timeframe needed to implement, migrate current data, test and train designated staff for the new search function solution.

• Detail a recommended post-production maintenance and support services plan in comparison to available options.

3.4 Budgetary Considerations

• Outline the costs associated with search function solution’s hardware and software based on whether it’s being hosted on-premise or cloud and if this is a one-time purchase, a subscription-based model or a hybrid approach.

• Specify the estimated number of hours and costs associated with the implementation and migration services needed for the transition from Mindbreeze InSpire to the new search function solution. This should include any configuration, testing, and training costs.

• Provide a listing of all available post-production, maintenance and support services and the annual costs for each service.

3.5 Data Migration and Compliance

• Define the data requirements and strategies needed for migration from the Mindbreeze InSpire Appliance to a new search function solution.

• DOAH adheres to Chapter 120, Florida Statutes in reference to search function capabilities for its website.

SECTION 4 – RFI VENDOR NOTICES

4.1 Authorization

Pursuant to Rule 60A-1.042, Florida Administrative Code, an agency may request information by issuing a written RFI. Agencies may use RFIs in circumstances including, but not limited to, determining whether or not to competitively procure a commodity or contractual service, 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, Florida Statutes, and Rule 60A-1.042, Florida Administrative Code.

4.2 RFI Response Information

Vendors submitting a response to an agency’s RFI are not prohibited from responding to any related subsequent solicitation. This RFI is not a method of procurement. Responses to this RFI are not offers and may not be accepted by DOAH to form a binding contract. This RFI shall not directly result in the execution of a contract with DOAH. DOAH is not obligated to any course of action as the result of this RFI. DOAH reserves the right to utilize the information gathered through the RFI process to develop a scope of services, which may be incorporated into a contract using a statutorily approved method of procurement.

Vendors submitting responses to the RFI are not prohibited from responding to any subsequent, related solicitation. DOAH reserves the right to modify this RFI at any time.

Information submitted in response to this RFI will become the property of the

DOAH.

All requests for cost information are for budgetary purposes only. By submitting a response, the Vendor consents that DOAH may copy the response information for purposes of facilitating a review and warrants that such copying will not violate the rights of any third party.

4.3 Proprietary Information

Vendors must indicate which portions, if any of the information being provided, are proprietary and confidential by marking each page upon which such information appears. Failure to do so will result in all information submitted being subject to public disclosure in accordance with Chapter 119, Florida Statutes. The information requested may be used to develop specifications for a solicitation.

The following excerpt - Article I, Section 24 of Florida Constitution provides specifics regarding proprietary information.

IX. CONFIDENTIAL, PROPRIETARY OR TRADE SECRET INFORMATION

The Department takes its public records responsibilities as provided under Chapter 119, Florida Statutes and Article I, Section 24 of the Florida Constitution, very seriously. If the Vendor considers any portion of the documents, data or records submitted in response to this RFI to be confidential, trade secret or otherwise not subject to disclosure pursuant to chapter 119, Florida Statutes, the Florida Constitution or other authority, Vendor must also simultaneously provide the Department with a separate redacted copy of its RFI, on CD, and briefly describe in writing the grounds for claiming exemption from the public records law, including the specific statutory citation for such exemption. This redacted copy shall contain the Department’s RFI name, number, and the name of the Vendor on the cover, and shall be clearly titled “Redacted Copy.”

The Redacted copy shall be provided to the Department at the same time the Vendor submits its response to the FRI and must only exclude or obliterate those exact portions which are claimed confidential, proprietary, or trade secret. The Vendor shall protect, defend, and indemnify the Department of any and all claims arising from or related to Vendor determination that the redacted portions of its RFI response are confidential, proprietary, trade secret or otherwise not subject to disclosure.

If the Vendor fails to submit a Redacted copy with its response, the Department is authorized to produce the entire document, data or records submitted by the Vendor in answer to a public records request for these records.

4.4 Vendor Costs

Vendors are responsible for all costs associated with the preparation, submission, and any potential meeting(s) to discuss this RFI. The State of Florida and DOAH will not be responsible for any Vendor related costs associated with responding to this request.

4.5 RFI Contact

Patricia Kenyon Operations Manager

Division of Administrative Hearings 1230 Apalachee Parkway Tallahassee, FL 32301-3060

(850) 404-5432 Patricia.Kenyon@doah.state.fl.us

4.6 Timeline of Events

EVENT DATE/TIME WHERE

RFI Released to Vendors

Tuesday, November 5, 2024 Posted to the Vendor Information Portal at:

https://vendor.myfloridamarketplace.

com

Submission of Vendor Questions

Tuesday, November 12, 2024 Email to:

Patricia.Kenyon@doah.state.fl.us mailto:Patricia.Kenyon@doah.state.fl.us https://vendor.myfloridamarketplace.com/ mailto:Patricia.Kenyon@doah.state.fl.us

Anticipated posting of Answers to Vendors’ questions

Friday, November 15, 2024 Posted to the Vendor Information Portal at:

https://vendor.myfloridamarketplace.

com

Vendor RFI Responses Due

Wednesday, November 27, 2024

See Section 5.3, Response Submittal

DOAH shall utilize the State of Florida, Vendor Information Portal (VIP) as the single source resource of all RFI Public Notice information in accordance with Rule 60A-1.042, Florida Administrative Code.

4.7 Addenda

If DOAH finds it necessary to supplement, modify, or interpret any portion of the RFI, a written addendum will be posted on the VIP. It is the responsibility of the Vendor to be aware of any addenda that might affect this RFI or their response.

4.8 Questions

Vendor questions related to this RFI should be submitted to the identified contact(s), as referenced in Section 4.5, RFI Contact. All responses to be Vendor questions will be provided in electronic format. Refer to Section 4.6, Timeline of Events, for the deadline to submit questions and anticipated date of DOAH’s responses.

4.9 Reservation of Rights

DOAH reserves the right to selectively request additional information from any and/or all Vendors, and may invite such Vendors to elaborate upon its RFI response in an oral presentation to DOAH staff. If scheduled, presentations will be held either virtually or at DOAH headquarters in Tallahassee, Florida. If requested, the date and time will be identified after responses to this RFI are due. All presentations related to this RFI are open to the public.

SECTION 5 – SUBMITTAL INSTRUCTIONS

5.1 Response Format

All electronic responses submitted shall be in Microsoft format. Attachments shall be submitted in a PDF, Microsoft Word, Adobe, and/or Microsoft Excel file.

5.2 Response Contents

The RFI responses should be submitted in the following organizational structure.

5.2.1 Part I – Management Capabilities/Experience

Please provide an overview detailing your entity’s past experience and capabilities.

5.2.2 Part II – Contact Information

Please provide the Vendor’s complete name, address, telephone number, email address and the Vendor’s contact person for this RFI.

5.2.3 Part III – Proposed Solution(s) and Implementation Approach Please provide the details and efforts needed pertaining to the proposed solution(s) and implementation approach for PDF files that will meet the business needs based on the information in Sections 2 and 3, General Information and Scope Specifications.

5.2.4 Part IV – Cost Summary

Please provide a cost breakdown for the following categories.

• Hardware/Software

• Implementation/Migration Services

• Post-Production Maintenance and Support Services

5.2.5 Part V – Florida Business Registration

Please provide responses to the questions noted below.

• Are you registered with the Florida Department of State authorized to conduct business in Florida? If not, you may register at http://www.sunbiz.org.

• Are you registered to do business with the State of Florida in MyFloridaMarketPlace (MFMP)? If not, you may register at https://vendor.myfloridamarketplace.com/.

5.3 Response Submittal

RFI responses should be directed to the identified contact(s), as referenced in Section 4.5, RFI Contact, either via email submission or by hard copy mail on or before the date/time listed in Section 4.6, Calendar of Events.

http://www.sunbiz.org/