DOAH RFP 26-27-001_Final.pdf

DOAH RFP #26/27-001

REQUEST FOR PROPOSALS

DOAH RFP #26/27-001

SEARCH FUNCTION

SOLUTION FOR PUBLIC-

FACING WEBSITES

TABLE OF CONTENTS

Section 1 - Definitions

Section 2 - Introduction

Section 3 - Procurement Rules and Information

Section 4 - Instructions for Proposal Submittal

Section 5 - Special Conditions

Section 6 - Proposal Evaluation Process and Criteria

Attachment A – Scope of Services Sought

Attachment B – Cost Proposal

Attachment C – Evaluation Criteria

Attachment D – Prior Experience Form

Attachment E – Subcontractor Form

Attachment F – Statement of Non-Collusion

Attachment G – Respondent Certification Regarding Scrutinized Companies List

Attachment H – Identical Tie Certification

Attachment I – Vendor Certifications (PUR 7801)1

Attachment J – Forced Labor Certifications (PUR 2024)1

Attachment K - Foreign Countries of Concern Attestation (PUR 1355)1

1 Document uploaded as separate document for the RFP and posted on the Vendor Information Portal.

SECTION 1 – DEFINITIONS

The following terms used in this Request for Proposal (RFP) 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 Mandatory Requirements - The terms, conditions or requirements that must be met by the Respondent to be responsive to this RFP. Failure to meet these requirements will cause rejection of the response. Any Proposal rejected for failure to meet mandatory requirements will not be further reviewed.

1.3 Minor Irregularity - As used in the context of this solicitation, indicates a variation from the RFP terms and conditions which does not affect the price of the Proposal or give the Respondent an advantage or benefit not enjoyed by other Respondents or does not adversely impact the interests of DOAH.

1.4 Purchase Order/Contract - The contract document issued by DOAH to the Vendor to procure goods and services.

1.5 Proposal - The documents submitted by the Respondent in response to this RFP, including any interim revised replies, best and final offers, and other supplemental responses.

1.6 Respondent - A Vendor who submitted a Proposal to this RFP.

1.7 Vendor - The business organization or entity providing the services and commodities specified in the response to this RFP.

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

1.9 Addendum - A written modification, clarification, supplement, or interpretation of this

RFP issued by DOAH during the solicitation process.

1.10 Business Day – Any day excluding Saturdays, Sundays, and State holidays.

1.11 Evaluation Committee – The committee appointed by DOAH to evaluate Proposals.

1.12 Procurement Officer – The individual designated by DOAH as the sole point of contract for this solicitation.

1.13 Proposal Due Date – The deadline established in the Timeline of Events for Proposals submission.

1.14 Responsive Proposal – A Proposal conforming in all material respects to this RFP.

1.15 Responsive Respondent – A Respondent determined capable of successfully performing the services outlined in this RFP.

1.16 Scope of Services Sought – The work described in Attachment A.

1.17 Search Function Solution – The software and professional services being procured.

1.18 Website Accessibility Standards – ADA Title II and WCAG 2.1 Level AA accessibility requirements.

SECTION 2 – INTRODUCTION

2.1 Background

The Division of Administrative Hearings (DOAH) is an independent adjudicatory agency within the Executive Branch of the State of Florida. Established pursuant to Chapter 120, Florida Statutes, DOAH provides an impartial forum for the resolution of disputes through Administrative Law Judges and houses the Office of the Judges of https://vendor.myfloridamarketplace.com/

Compensation Claims. DOAH maintains several public-facing websites that provide access to administrative decisions and other public records. The existing enterprise search platform requires replacement to improve functionality, maintainability, accessibility, and long-term support.

2.2 Statement of Purpose

The purpose of this RFP is to solicit competitive sealed Proposals from responsive, responsible and qualified Vendors to provide a robust, secure, and user-friendly text-based Search Function Solution for DOAH's public-facing websites, including software, implementation, migration, testing, training, maintenance, support, and documentation.

Pursuant to Chapter 120, Florida Statutes, including section 120.53, Florida Statutes, DOAH is required to maintain and provide a text-searchable repository of agency final orders and other publicly available information. The solution must enable the public to efficiently search and retrieve information using keywords and other text-based search criteria while providing accurate, relevant, and timely search results.

2.3 Scope of Services Sought

• Support full-text keyword searching of PDF documents.

• Integrate with Microsoft IIS and modern web applications.

• Provide continuous indexing of newly published documents.

• Support migration of approximately 510,331 indexed PDF documents.

• Accommodate approximately .402 terabytes of searchable data.

• Support future annual growth of documents.

• Provide an accessible search interface.

• Comply with Section 120.53, Florida Statutes.

• Meet ADA and WCAG 2.1 Level AA requirements.

• Include implementation, testing, training, maintenance, and support.

A complete description of the required services is contained in Attachment A, Scope of Services Sought, of this RFP.

2.4 Purchase Order/Contract

DOAH intends to award a single Purchase Order/Contract; however, DOAH reserves the right to make multiple awards, partial awards, or no award if determined to be in the best interest of the State. The anticipated initial Contract term is five (5) years, subject to the availability of appropriated funds and satisfactory Vendor performance.

2.5 Renewal

The Purchase Order/Contract resulting from this solicitation may be renewed up to five (5) years contingent upon the availability of appropriated funds and satisfactory performance.

SECTION 3 – PROCUREMENT RULES AND INFORMATION

3.1 Procurement Officer

The procurement officer assigned to this solicitation is Patricia Kenyon.

Division of Administrative Hearings Attention: Patricia Kenyon 2001 Drayton Drive Tallahassee, FL 32311

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

****All Emails to the procurement officer must contain the solicitation number in the subject line of the Email.****

3.2 Restrictions on Communications

Pursuant to section 287.057(25), Florida Statutes, Respondents to this solicitation or persons acting on their behalf may not contact, between the release of the solicitation and the end of the 72-hour period following the agency posting the notice of intended award, excluding Saturdays, Sundays, and state holidays, any employee or officer of the executive or legislative branch concerning any aspect of this solicitation, except in writing to the Procurement Officer listed in Section 3.1., above. Violation of this provision may be grounds for rejecting a Proposal.

Residents in the State of Florida who are hearing, sight, or speech impaired, please contact Florida Relay at 1 (800) 955 – 8771 or via https://www.ftri.org/relay for assistance. Any person with a qualified disability shall not be denied equal access and effective communication regarding any proposal documents or the attendance at any related meeting or Proposal opening,

3.3 Timeline of Events

EVENT DUE DATE WHERE

RFP Advertised / Released

Thursday, July 23, 2026 Posted to the Vendor Information Portal at:

https://vendor.myfloridamarketplace.com

Deadline to submit Questions in Writing to the Procurement Officer

Must be received PRIOR to 5:00 PM ET on Tuesday, July 29, 2026

Email to:

Patricia.Kenyon@doah.state.fl.us

Anticipated posting of Answers to Respondents’ questions

Monday, August 3, 2026 Posted to the Vendor Information Portal at:

https://vendor.myfloridamarketplace.com mailto:Patricia.Kenyon@doah.state.fl.us https://www.ftri.org/relay https://vendor.myfloridamarketplace.com/ https://vendor.myfloridamarketplace.com/ mailto:Patricia.Kenyon@doah.state.fl.us

Deadline to Submit Sealed Proposals

Must be received PRIOR to 4:00 PM ET on Monday, August 17, 2026

Mail or Hand Deliver to:

Procurement Officer: Patricia Kenyon

DOAH RFP #26/27-001

2001 Drayton Drive Tallahassee, Florida 32311

Public Meeting for Opening of Proposals

Tuesday, August 18, 2026 at

9:00 AM ET

The meeting will be available via ZOOM:

https://us02web.zoom.us/j/3159120972?omn=86 353071613

Meeting ID: 315 912 0972

One tap mobile

+13052241968,,3159120972# US

+16469313860,,3159120972# US

Residents in the State of Florida who are hearing, sight or speech impaired, please contact Florida Relay at 1 (800) 955-8771 or via https://www.ftri.org/relay for assistance.

Anticipated Evaluation Phase

August 25, 2026-September 9, Evaluation Team Members conduct evaluations individually.

Anticipated Posting of Intent to Award

Tuesday, September 16, 2026 Posted to the Vendor Information Portal at:

https://vendor.myfloridamarketplace.com

Effective Date of Purchase Order/Contract

September 25, 2026

3.4 Addenda

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

3.5 Questions

This provision takes precedence over General Instruction #5 in PUR1001.

Questions related to this solicitation must be received, in writing (either via United States Postal Service, courier, e-mail, or hand-delivery), by the Procurement Officer identified in Section 3.1, within the time indicated in Section 3.3. Verbal questions or those submitted after the period specified in Section 3.3 will not be addressed.

https://us02web.zoom.us/j/3159120972?omn=86353071613 https://us02web.zoom.us/j/3159120972?omn=86353071613 https://www.ftri.org/relay

Answers to questions submitted in accordance with Section 3.3 will be posted on the

VIP.

3.6 Basis of Award

A single award will be made to the responsive, responsible, and qualified Respondent offering the most advantageous Proposal through the evaluation of the written and cost proposals in accordance with Section 6.1. DOAH reserves the right to not make an award under this RFP or to make an award to more than one Respondent as determined to be in the best interest of the State.

3.7 Identical Tie Proposals

In the event the DOAH’s evaluation results in identical scoring outcomes between two or more Respondents, DOAH will provide the Identical Tie Certification, Attachment G, form for the affected Respondents to complete. If one or more Respondents are entitled to the certified veteran business enterprise preference specified in section 295.187, Florida Statutes, and one or more business entitled to this preference or another preference provided by law submit bids, proposals, or replies for procurement of commodities or contractual services which are equal with respect to all relevant considerations, including price, quality, and service, DOAH will award the procurement or contract to the business having the smallest net worth. If one or more Respondents has the certified veteran preference, it and any other vendor entitled to another preference provided by law will be requested by DOAH to submit Respondents net worth. In the event DOAH is unable to select a Respondent using the Tie Breaker Criteria specified in Attachment G, and the net worth criteria above, or if the net worth criteria above does not apply, then, the affected Respondent(s) name will be placed in a container for the Department’s Procurement Officer to randomly select the awardee of this solicitation. The date, time, and location will be posted on

VIP.

3.8 Modifications and Withdrawal

A Respondent may modify or withdraw its Proposal at any time prior to the submittal deadline, as specified in Section 3.3, by submitting a request to the Procurement Officer. Requests for modification or withdrawal of a submitted Proposal must be in writing and signed by an authorized signatory of the Respondent. Upon receipt and acceptance of such a request, the entire Proposal will be returned to the Respondent and will not be considered unless resubmitted by the Proposal due date and time.

3.9 Clarification Process

DOAH may request clarification from the Respondent to resolve ambiguities or questioning information (i.e. minor irregularities) presented in its Proposal.

Clarifications may be requested throughout this procurement process. The Respondent’s answers to requested clarifications must be in writing and must address only the information requested. The Respondent’s answers to requested clarifications must be submitted to DOAH within the time specified by DOAH.

3.10 Purchase Order/Contract Formation

DOAH will enter into a Purchase Order/Contract with the awarded Vendor pursuant to Section 3.6, Basis of Award. The Purchase Order/Contract will incorporate the terms and conditions of the Scope of Services Sought (Attachment A), Cost Proposal (Attachment B), DOAH’s Terms and Conditions, and PUR 1000.

SECTION 4 – INSTRUCTIONS FOR PROPOSAL SUBMITTAL

4.1 General Instructions to Respondents (PUR 1001)

The General Instructions to Respondents (PUR 1001) is incorporated by reference in this solicitation. This document should not be returned with the Proposal. The PUR 1001 is located at http://dms.myflorida.com/content/download/2934/11780.

The terms of this solicitation control over any conflicting terms of the PUR 1001.

4.2 Proposal Format

This section describes the format in which Proposals are to be submitted. DOAH discourages lengthy Proposals. Additional information deemed appropriate by the Respondent may be included, but should be placed within the relevant section.

Additional tabs beyond those designated in Section 4.3 will not be evaluated.

Proposals should be limited to a page size of 8.5” x 11” inches. Font size and style are at the Respondent’s discretion, but must be at least 11 point. All pages must be sequentially numbered, and one-inch margins should be used.

All Proposals must contain the sections outlined below. Those sections are called “Tabs.” A “Tab”, as used herein, is a section separator, offset and labeled, so each DOAH Evaluator may easily turn to “Tabbed” sections during the evaluation process.

4.3 Proposal Contents

It is a mandatory requirement of this RFP that the Proposal contain the specified documents and address all items listed below. Proposals to this RFP should be prepared using simple terms and minimal technical or industry specific language.

The Respondent must organize its Proposal submittal contents as follows:

4.3.1 TAB 1 – Mandatory Requirements

Respondents must complete and submit the following mandatory information or documentation as part of their Proposal by the time specified in Section 3.3, Timeline of Events. Any Proposal that does not contain the information below will be deemed non-responsive to this RFP:

4.3.1.1 The Technical Proposal and Cost Proposal (Attachment B) must be received by the time specified in Section 3.3, Timeline of Events.

4.3.1.2 Copies of the Proposals must be received as specified in Section

3.3, Timeline of Events.

4.3.1.3 Cost Proposal (Attachment B) must be completed as specified in

Section 4.4.2, Cost Proposal.

4.3.1.4 Prior Experience Form (Attachment D) must be completed http://dms.myflorida.com/content/download/2934/11780 and submitted as specified.

4.3.1.5 Subcontractor Form (Attachment E) must be completed and submitted with the Proposal.

4.3.1.6 Statement of Non-Collusion (Attachment F), as specified in

Section 5.3.

4.3.1.7 Respondent Certification Regarding Scrutinized Companies Lists

(Attachment G), as specified in Section 5.2.

4.3.1.8 Identical Tie Certification form (Attachment H), as specified in

Section 3.7.

4.3.1.9 Vendor Certification (PUR 7801) (Attachment I) must be completed and submitted with the Proposal.

4.3.1.10 Forced Labor Certifications (PUR 2024) (Attachment J) must be completed and submitted with the Proposal as specified in Section 5.4.

4.3.1.11 Foreign Countries of Concern Attestation (PUR 1355)

(Attachment K) as specified in Section 5.5.

4.3.2 TAB 2 – Technical Proposal

The Respondent must provide a narrative of the information listed below.

Respondents should be thorough and detailed in their responses and are encouraged to include any additional relevant information that would assist in the evaluation of their Technical Proposal. The evaluation criteria and allotted points are listed as Attachment C. The Respondent must include:

4.3.2.1 Description of the Respondent’s understanding of DOAH’s business environment and the specific objectives related to the Scope of Services Sought (Attachment A).

4.3.2.2 Outline the proposed approach of the Respondent’s proposed solution related to the Scope of Services Sought (Attachment A).

4.3.2.3 Description of the Respondent’s ability to satisfy all mandatory requirements outlined in the Scope of Services Sought (Attachment A).

4.3.2.4 Description of the proposed search capabilities from the prospective of the public user as outlined in the Scope of Services Sought (Attachment A).

4.3.2.5 Outline detailing the Respondent’s methodology to implement the proposed solution as stated in the Scope of Services Sought (Attachment A).

4.3.2.6 Demonstrate the Respondent’s experience in successful completion of performing projects of similar size and complexity related to the Scope of Services Sought (Attachment A).

4.3.2.7 Summary of the Respondent’s proposed long-term support model related to the Scope of Services Sought (Attachment A).

4.3.3 TAB 3 – Vendor Presentation

As part of its Proposal, each Vendor shall submit a pre-recorded presentation describing the proposed Search Function Solution and the Vendor's approach to implementing the solution for DOAH. The presentation shall supplement, but not replace, the written Proposal. The recorded presentation shall not exceed 15 minutes in length. DOAH may disregard any portion of a presentation exceeding the maximum allotted time.

The presentation should be tailored specifically to this solicitation and should not consist solely of a generic marketing presentation.

At a minimum, the presentation shall address the following:

1. An overview of the Vendor's understanding of DOAH's project objectives and business requirements.

2. A description of the proposed Search Function Solution, including the overall system architecture and how the solution will satisfy the functional and technical requirements of this solicitation.

3. An explanation of the Vendor's proposed implementation methodology, including project planning, migration, testing, deployment, and post-implementation support.

4. An explanation of how the proposed solution will support:

o Collection-based searching;

o Full-text indexing and searching of entire PDF documents;

o Metadata indexing and filtering;

o User-friendly search functionality;

o Administrative management of searchable collections; and o Future expansion of searchable repositories.

5. A discussion of the Vendor's experience implementing comparable enterprise search solutions for public-facing document search functionality.

6. To the extent practicable, a demonstration of an existing implementation, demonstration environment, or comparable solution illustrating features similar to those proposed for DOAH. The demonstration may illustrate the Vendor's existing search capabilities, administrative interface, collection management, metadata filtering, search configuration, and user search experience.

The recorded presentation shall be of sufficient quality to allow the Evaluation Team to review the proposed solution independently. DOAH reserves the right to consider the presentation, together with the written Proposal, in evaluating the Vendor's understanding of the project, the completeness of the proposed solution, and the Vendor's ability to successfully perform the resulting Contract.

4.3.4 TAB 4 – Cost Proposal (Sealed Separately)

It is mandatory that the Respondent’s Cost Proposal (Attachment B) be in a separate sealed envelope and identified as follows:

Respondent’s Name

COST PROPOSAL

4.4 Copies of Proposals

Respondents must submit the following copies:

4.4.1 Technical Proposal

One original paper copy of the Technical Proposal and one (1) copy must be submitted no later than the date and time set forth in Section 3.3, Timeline of Events. In addition, one original copy on a single USB storage device viewable in Adobe Acrobat (PDF) with the pre-recorded Video Presentation must be submitted for TAB 3.

Refer to Section 4.8, Public Records and Trade Secrets, for information on redacting confidential information, if applicable.

Respondents must not disclose cost information in the body of the Technical Proposal. Including cost information will cause the Proposed to be disqualified (Mandatory Requirement, refer to Section 4.3.1).

4.4.2 Cost Proposal

One original copy of the Cost Proposal (Mandatory Requirement, refer to Section 4.3.1) must be submitted using Cost Proposal (Attachment B) no later than the date and time set forth in Section 3.3, Timeline of Events.

The Cost Proposal (Attachment B) must be enclosed in a separate sealed envelope and must be identified in accordance with Section 4.3.3. No additional documentation should be included in the Cost Proposal envelope.

4.5 Proposal Labeling

4.5.1 Technical Proposal

The Technical Proposal should be sealed and identified as follows:

TECHNICAL PROPOSAL

4.5.2 Cost Proposal

It is mandatory that the Respondent’s Cost Proposal be in a separate sealed envelope and identified as follows:

COST PROPOSAL

4.5.3 All Proposals must be sent or delivered by the date and time specified in Section

3.3, Timeline of Events to:

Procurement Officer: Patricia Kenyon 2001 Drayton Drive Tallahassee, Florida 32311

4.6 Instructions for Submittal

4.6.1 Proposals must be sent via mail, courier, or hand delivered to the location indicated in Section 3.3, Timeline of Events.

4.6.2 Proposals submitted via electronic mail (email) or facsimile will not be considered.

4.6.3 Respondents must complete, sign, and return the “Cost Proposal” in a separate sealed envelope with the Proposal submittal.

4.6.4 Respondents must complete, sign, and return all mandatory Attachments with the Proposal submittal.

4.6.5 DOAH is not responsible for improperly marked Proposals.

4.6.6 DOAH’s clock will provide the official time for the Proposal receipt.

4.6.7 Materials submitted will become the property of the State of Florida and accordingly, the state reserves the right to use any concepts or ideas contained in the response.

4.7 Cost of Preparation

Neither DOAH nor the State of Florida is liable for any costs incurred by a Respondent in responding to this solicitation.

4.8 Public Records and Trade Secrets

Notwithstanding any provisions to the contrary, public records must be made available pursuant to the provisions of the Public Records Act. If Respondent considers any portion of their Proposal to this solicitation to be confidential, exempt, trade secret, or otherwise not subject to disclosure pursuant to chapter 119, Florida Statutes, the Florida Constitution, or any other authority, Respondent must segregate and clearly mark the document(s) as “CONFIDENTIAL”.

Simultaneously, the Respondent will provide DOAH with a separate redacted paper copy of their Proposal 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 must contain the solicitation name, number, and the name of Respondent on the cover, and must be clearly titled “REDACTED

COPY”.

The redacted copy must be provided to DOAH at the same time Respondent submits its Proposal and must only exclude or obliterate those exact portions that are claimed confidential, proprietary, or trade secret. The Respondent will be responsible for defending its determination that the redacted portions of their Proposal are confidential, trade secret, or otherwise not subject to disclosure. Further, the Respondent must protect, defend, and indemnify DOAH for all claims arising from or relating to the determination that the redacted portions of their Proposal are confidential, proprietary, trade secret, or otherwise not subject to disclosure. If the Respondent fails to submit a redacted copy with their Proposal, DOAH is authorized to produce the entire documents, data, or records submitted by the Respondent in answer to a public records request for these records.

4.9 Prior Experience Form

Respondents must provide contact information for three entities the Respondent has provided services of a similar size and nature of those requested in this solicitation.

Respondents must use Attachment D, Prior Experience Form of this RFP to provide the required information. DOAH reserves the right to contact any and all entities in the course of this solicitation in order to verify experience.

4.10 Special Accommodations

Persons with disability requiring special accommodations should call DOAH’s Procurement Officer at least five (5) business days prior to any opening or meeting at

(850) 404-5432. If hearing or speech impaired, please contact the DOAH’s Procurement Officer through the Florida Relay Service, at 1-800-955-8771 (TTY).

4.11 Late Proposals

The Procurement Officer must receive the Proposals pursuant to this RFP no later than the date and time specified in Section 3.3, Timeline of Events. Proposals that are not received by the date and time specified will not be considered for evaluation.

SECTION 5 – SPECIAL CONDITIONS

5.1 PUR 1000, General Contract Conditions

The PUR 1000 is incorporated by reference in this RFP and contains general Contract terms and conditions that will apply to any Purchase Order/Contract resulting from this RFP, to the extent they are not otherwise modified. This document should not be returned with the Proposal. The PUR 1000 is located at http://dms.myflorida.com/content/download/2933/11777.

The terms of this solicitation control over any conflicting terms of the PUR 1000.

5.2 Scrutinized Companies

All Respondents seeking to do business with DOAH must be in compliance with section 287.135, Florida Statutes. DOAH may, at its option, terminate a contract if Respondent is found to have submitted a false certification as provided under section http://dms.myflorida.com/content/download/2933/11777

287.135(5), Florida Statutes, been placed on the Scrutinized Companies with Activities in Sudan List, the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, the Scrutinized Companies that Boycott Israel List, or is engaged in a boycott of Israel, or have been engaged in business operations in Cuba or Syria.

The Respondent must complete Attachment G, Respondent Certification Regarding Scrutinized Companies Lists, in its entirety and submit it with its Proposal.

5.3 Conflict of Interest and Statement of Non-Collusion

Section 287.057(19)(c), Florida Statutes, provides “A person who receives a contract that has not been procured pursuant to subsections (1)-(3) to perform a feasibility study of the potential implementation of a subsequent contract, who participates in the drafting of a solicitation or who develops a program for future implementation, is not eligible to contract with the agency for any other contracts dealing with that specific subject matter, and any firm in which such person has any interest is not eligible to receive such contract. However, this prohibition does not prevent a vendor who responds to a request for information from being eligible to contract with an agency.”

DOAH considers participation through decision, approval, disapproval, recommendation, preparation of any part of a purchase request, influencing the content of any specification or procurement standard, rendering of advice, investigation, or auditing or any other advisory capacity to constitute participation in drafting of the solicitation.

The Respondent must complete Attachment F, Statement of Non-Collusion Form, with its Proposal.

5.4 Forced Labor Certifications (PUR 2024)

In accordance with section 787.06(14), Florida Statutes and section 287.1346(4)(b), Florida Statutes, Respondents must complete and submit Attachment J, Forced Labor Certifications (PUR 2024), with its Proposal.

5.5 Foreign Countries of Concern (PUR 1355)

In accordance with section 287.138, Florida Statutes, DOAH may not accept a bid, proposal, or reply for a contract which would grant Respondent access to Personal Identifying Information unless the Respondent provides the Department with an attestation signed by an officer or representative of the Respondent on Form PUR 1355, “Foreign Country of Concern Attestation” Form.

The Respondent must complete and submit Attachment K, Foreign Countries of Concern Attestation with its Proposal.

5.6 Vendor Registration

The successful Vendor must be registered in the MyFloridaMarketPlace (MFMP) system within five (5) days after posting of the Intent to Award.

MFMP registration may be completed at: https://vendor.myfloridamarketplace.com

A Vendor lacking internet access may request assistance from MFMP Customer Service at 866-352-3776 or from State Purchasing, 4050 Esplanade Drive, Suite 300, Tallahassee, FL 32399.

5.7 MFMP Fees

The State of Florida, through the Department of Management Services, has instituted MFMP, a statewide eProcurement system pursuant to section 287.057(24), Florida Statutes. All payments issued by DOAH to registered Vendors for purchases of commodities or contractual services will be assessed Transaction Fees as prescribed by rule 60A-1.031, Florida Administrative Code, or as may otherwise be established by law. Vendors must pay the Transaction Fees and agree to automatic deduction of the Transaction Fees when automatic deduction becomes available.

Vendors will submit any monthly reports required pursuant to the rule. All such reports and payments will be subject to audit. Failure to comply with payment of the Transaction Fees or reporting of transactions will constitute grounds for declaring the Vendor in default and subject the Vendor to exclusion from business with the State of Florida.

5.8 Minority, Women, Service-Disabled Veteran, and Service-Disabled Veteran

Business Participation DOAH encourages minority, women, service-disabled veteran, and veteran- owned business enterprise participation in all its solicitations.

5.9 Subcontractors

The Respondent may enter into written subcontracts for performance of services under the Purchase Order/Contract resulting from this solicitation. Anticipated subcontract agreements known at the time of the Proposal submission and the amount of the subcontract must be identified in the Proposal. If a subcontract has been identified at the time of Proposal submission, a copy of the proposed subcontract must be submitted to DOAH. No subcontract that the Respondent enters into with respect to performance under the Purchase Order/Contract will in any way relieve the Respondent of any responsibility for performance of its contract responsibilities with DOAH. DOAH reserves the right to request and review information in conjunction with its determination regarding a subcontract request and reject any subcontractor proposed by the Respondent in its Proposal.

The Respondent must complete Attachment E, Subcontractor Form, in its entirety and submit it with the Proposal.

5.10 Indemnification

The Respondent must save and hold harmless and indemnify DOAH against any and all liability, claims, judgments, or costs of whatsoever kind or nature for injury to, or death of any person or persons and for loss or damage to any property resulting from the use, service operation, or performance of work under the terms of the Purchase Order/Contract, resulting in whole or in part from the negligent acts or omissions by the Respondent, their subcontractor, or any of the employees, agents, or representatives of the Respondent or subcontractor.

5.11 Performance Measures

Pursuant to section 287.058, Florida Statutes, the resulting Purchase Order/Contract must contain performance measures which specify the required minimum level of acceptable service to be performed. The performance measures are detailed in the Scope of Services Sought (Attachment A).

5.12 Financial Consequences

Pursuant to section 287.058, Florida Statutes, the resulting Purchase Order/Contract must contain financial consequences that will apply if the Respondent fails to perform in accordance with the Contract terms. The financial consequences are detailed in the Scope of Services Sought (Attachment A). The amounts for each consequence will take into consideration the Vendor’s Cost Proposal and the deliverable being performed.

5.13 Conflict of Law and Controlling Provisions

Any Purchase Order/Contract resulting from this ITN, and any conflict of law issue, will be governed by the laws of Florida. Venue must be in Leon County, Florida, to the exclusion of all other jurisdictions.

Respondents acknowledge that this solicitation (including but not limited to the resulting Purchase Order/Contract, exhibits, attachments, or amendments) is not a rule nor subject to rulemaking under chapter 120 (or its successor) of the Florida Statutes and is not subject to challenge as a rule or non-rule policy under any provision of chapter 120, Florida Statutes.

5.14 Inspector General

It is the duty of every state officer, employee, agency, special district, board, commission, contractor, and subcontractor to cooperate with the inspector general in any investigation, audit, inspection, review, or hearing pursuant to section 20.055, Florida Statutes.

5.15 Records and Documentation

To the extent that information is used in the performance of the resulting Purchase Order/Contract or generated as a result of it, and to the extent that information meets the definition of “public record” as defined in section 119.011(12), Florida Statutes, said information is hereby declared to be and is hereby recognized by the parties to be a public record and absent a provision of law requiring otherwise, the Respondent must make the public records available for inspection or copying upon request of DOAH’s custodian of public records in accordance with chapter 119, Florida Statutes.

The Respondent’s refusal to comply with chapter 119, Florida Statutes, will constitute an immediate breach of the Purchase Order/Contract resulting from this ITN and entitles DOAH to unilaterally terminate the Purchase Order/Contract.

Unless a greater retention period is required by state or federal law, all documents pertaining to the program contemplated by this ITN must be retained by the Respondent for a period of six years after the termination of the resulting Purchase Order/Contract or longer as may be required by any renewal or extension of the Purchase Order/Contract. During the records retention period, the Respondent agrees to furnish, when requested to do so, all documents required to be retained. All documents will be provided in a format readable by DOAH.

The Respondent must maintain all records required to be maintained pursuant to the resulting Purchase Order/Contract in such manner as to be accessible by DOAH upon demand. Where permitted under applicable law, access by the public must be permitted without delay.

5.16 Attorney’s Fees

In the event of a dispute prior to or post award, each party responding to this solicitation is responsible for its own attorneys’ fees, except as otherwise provided by law.

5.17 Use of Contract by Other State Agencies and Eligible Users

As provided in chapter 60A-1.045, Florida Administrative Code, and section 287.042(16) Florida Statutes, other State of Florida agencies may purchase from the resulting contract of this ITN, provided that the Department of Management Services has determined the Purchase Order /Contract’s use is cost effective and in the best interest of the State, and with the Vendor’s consent. Other State of Florida governmental entities and eligible users may also request of the Vendor to be able to use the resulting Purchase Order/Contract. If the Vendor agrees to permit other entities to utilize the resulting Purchase Order/Contract from this ITN, such entities shall coordinate their use of the resulting Purchase Order/Contract with DOAH in order to reduce scheduling conflicts.

SECTION 6 – PROPOSAL EVALUATION PROCESS AND CRITERIA

6.1 Proposal Evaluation

An Evaluation Committee will be established to review and evaluate each Technical Proposal submitted in response to this RFP. The Evaluation Committee will be comprised of at least three (3) individuals with background and experience in the relative service areas.

The Procurement Officer will distribute to each member of the Evaluation Committee a copy of each Technical Proposal. The Evaluation Committee members will independently evaluate the Technical Proposal on the criteria and points established in Attachment C in order to assure the Technical Proposals are uniformly rated. The independent evaluations will be sent to the Procurement Officer and averaged for each Vendor.

Prior to the process of evaluation, the Procurement Officer will conduct examinations of proposals for responsiveness to requirements of the RFP. Those determined to be non-responsive will be automatically rejected.

These average scores will be used to determine each Respondent’s Technical Proposal score.

Cost Proposals will be scored by the Procurement Officer based upon the Respondent’s proposed cost, as prescribed below for this RFP. The proposed cost will be scored in accordance with the below formula:

Total Maximum points for this section is 100 Points. Maximum Cost Proposal Points x (Lowest Proposal Cost/Respondent’s Proposal Cost) = COST SCORE

The Cost Proposal will not be provided to the Evaluation Committee during the evaluation phase.

Each Respondent’s overall score will consist of the average Technical Proposal score plus the Cost Proposal score.

RFP Scoring Components

Maximum Points

Technical Proposal – Section 4.3.2, TAB 2

Cost Proposal – Attachment B

TOTAL MAXIMUM POINTS POSSIBLE 500

6.2 Other Rights for Evaluation

DOAH reserves the right at any time during the Evaluation Phase to:

6.2.1 Redact, omit, or provide instruction to the Evaluation Committee to disregard any portions of a proposed offering which DOAH determines are outside of the scope of this procurement.

6.2.2 Conceal cost information from the Evaluation Committee or provide instruction to the Evaluation Committee disregard cost information in their evaluation of a responsive Proposal.

6.3 Notice of Agency Decision

At the conclusion of evaluation of the proposals DOAH will announce its intended decision. Notice will be posted on the state’s Vendor Information Portal. DOAH will award to the responsible, responsive Respondent determined to be the most advantageous to the state, taking into consideration the Technical and Cost proposals.

Notice of Award does not guarantee issuance of a Purchase Order/Contract.

If DOAH decides to reject all Proposals, it will post its notice on VIP.

6.4 Other Reserved Rights

DOAH has the right to use any or all ideas or adaptations of the ideas presented in any Proposals. Selection or rejection of a Proposal will not affect this right.

DOAH reserves the right, after posting a Notice of Intent to Award, to withdraw or cancel the procurement, or amend its notice of intent to award and re-open negotiations with any Respondent at any time prior to execution of a Contract.

6.5 No Purchase Order/Contract until Execution

A Notice of Intent to Award under this RFP shall not constitute or form any contract between DOAH and a Respondent. No Purchase Order/Contract shall be formed until such time as a Respondent and DOAH formally execute a Purchase Order/Contract between both parties.

6.6 Protests

Failure to file a protest within the time prescribed in section 120.57(3), Florida Statutes, as modified by section 110.123(d)4, Florida Statutes, and Rule chapter 28- 110, F.A.C., or failure to post a bond or other security required by law within the time allowed for filing a bond will constitute a waiver of proceedings under chapter 120, Florida Statutes. Any communication not in accordance with these sections or the ITN, including questions to the Procurement Officer, shall not constitute a formal protest.

The Protest must be submitted by using the following delivery method:

By Facsimile:

Attn: Public Records Request

(850) 921-684

ATTACHMENT A

SEARCH FUNCTION SOLUTION FOR PUBLIC-FACING WEBSITES

SCOPE OF SERVICES SOUGHT

1. Purpose

The Division of Administrative Hearings (DOAH) is seeking a responsive, responsible, and qualified Vendor to furnish a comprehensive enterprise Search Function Solution for DOAH's public-facing websites. The Search Function Solution shall replace the agency's existing enterprise search platform with a modern, scalable, secure, and accessible solution that enhances the public's ability to efficiently locate and retrieve agency documents.

The awarded Vendor shall provide all labor, project management, software, licensing, implementation services, configuration, integration, data migration, testing, training, documentation, maintenance, technical support, warranty services, and all other materials and professional services necessary to furnish a complete and fully operational Search Function Solution.

The resulting Purchase Order/Contract shall include all services necessary to successfully implement the Search Function Solution. Any services or incidental items reasonably necessary to provide a complete solution shall be considered included in the Vendor's Proposal.

The Search Function Solution shall support DOAH's mission by improving public access to administrative records while maintaining compliance with applicable federal and state laws and accessibility standards.

2. Project Objectives The Division of Administrative Hearings (DOAH) seeks to implement a modern, secure, and scalable Search Function Solution that enhances the public's ability to efficiently locate and access information available on its public-facing websites. The primary objective of this procurement is to replace the agency's existing search platform with an enterprise search solution that provides an intuitive, reliable, and user-friendly search experience for legal professionals, governmental entities, and members of the public.

The Search Function Solution shall provide robust enterprise search capabilities for publicly available PDF documents while integrating seamlessly with DOAH's existing public-facing websites. The solution shall support the successful migration of the agency's current searchable repository from the Mindbreeze InSpire platform to the new solution without disrupting public access to agency records.

The proposed solution shall be designed to accommodate future growth by supporting the continued expansion of DOAH's searchable document collections and evolving business needs. Additionally, the solution shall comply with all applicable accessibility requirements, including Title II of the Americans with Disabilities Act (ADA) and the

Web Content Accessibility Guidelines (WCAG) Version 2.1, Level AA, ensuring that individuals with disabilities have equitable access to publicly available information.

The Search Function Solution shall provide a highly available and reliable search environment that minimizes system downtime and supports continuous public access to agency documents. The solution shall also include administrative tools that enable designated DOAH personnel to efficiently manage routine system administration, search configuration, and ongoing maintenance activities.

Finally, the awarded Vendor shall provide comprehensive long-term maintenance and support services, including software updates, security patches, product enhancements, and technical support, to ensure the Search Function Solution remains secure, reliable, and fully operational throughout the term of the resulting Purchase Order/Contract.

3. Existing Environment The Vendor shall design and implement a Search Function Solution compatible with DOAH's existing technology environment.

3.1.1 Existing Search Environment

DOAH currently maintains approximately 510,331 searchable PDF documents totaling approximately 411 gigabytes (GB) across five primary searchable collections.

The awarded Respondent shall migrate these existing searchable repositories to the proposed Search Function Solution while preserving document integrity, searchable content, metadata, and collection organization.

The existing repositories are summarized below.

Search Collection Approximate Size Approximate of Documents Administrative Law Judge (ALJ ROS) 10.2 GB 44,090 Judges of Compensation Claims (JCC Finals) 18.5 GB 41,675 Agency Orders (AEO) 500 MB 755 Administrative Information Online (AIO) 382 GB 422,801

IRC 100 MB 1,010

Total Approximately 411 GB 510,331 Documents

3.2

3.3 Public-Facing Websites

The solution shall integrate with DOAH public-facing websites providing access to Recommended Orders, Final Orders, Declaratory Statements, Workers' Compensation decisions, and other public records.

3.4 Existing Infrastructure

• Microsoft IIS

• Classic ASP.NET

• Public PDF repositories

• Existing website navigation and layouts

3.5 Current Document Repository

The Vendor shall propose an implementation methodology that minimizes disruption during migration and production deployment.

4. Scope of Work The Vendor shall provide a complete turnkey Search Function Solution.

• Project planning

• Project management

• Software licensing

• Installation

• Configuration

• Integration

• Data migration

• Index creation

• Search configuration

• Website integration

• Testing

• User Acceptance Testing support

• Production deployment

• Administrator training

• Technical documentation

• Warranty services

• Ongoing maintenance

• Technical support

5. Vendor Responsibilities

The Vendor shall be responsible for providing all labor, supervision, personnel, software, equipment, materials, and professional services necessary to successfully implement, deploy, maintain, and support the Search Function Solution in accordance with the requirements of the resulting Purchase Order/Contract.

5.1 Project Management

The Vendor shall assign a qualified Project Manager who will serve as the primary point of contact for DOAH throughout the implementation and Contract term. The Project Manager shall be responsible for overseeing all project activities, coordinating project resources, monitoring progress, managing risks, and ensuring the timely completion of all project deliverables.

5.2 Project Planning

The Vendor shall develop, maintain, and manage a comprehensive implementation schedule that identifies all project phases, milestones, deliverables, dependencies, and anticipated completion dates. The implementation schedule shall be updated as necessary throughout the project to reflect the current status of activities and shall be provided to DOAH upon request.

5.3 Professional Services

The Vendor shall furnish qualified personnel with the appropriate technical expertise and experience necessary to perform the services required under the resulting Purchase Order/Contract. The Vendor shall ensure that all personnel assigned to the project possess the knowledge and skills necessary to successfully implement the proposed Search Function Solution.

5.4 Coordination

The Vendor shall coordinate all implementation activities with DOAH's designated Project Manager and other authorized agency personnel to ensure effective communication, timely decision-making, and successful project execution.

5.5 Communication

Throughout the implementation process, the Vendor shall provide regular written project status reports summarizing completed activities, upcoming tasks, project milestones, identified risks, outstanding issues, and any actions requiring DOAH's attention. The Vendor shall promptly notify DOAH of any issues that could affect the project schedule, budget, or successful implementation of the Search Function Solution.

5.6 Quality Assurance

The Vendor shall establish and maintain quality assurance procedures designed to ensure that all deliverables, software configurations, implementation activities, and project documentation comply with the requirements of the resulting Purchase Order/Contract prior to submission for DOAH's review and acceptance

5.7 Software Licensing

The Vendor shall provide all software licenses required for the complete operation of the Search Function Solution, including any licensing necessary for implementation, administration, maintenance, and ongoing support throughout the resulting Contract term. All licensing shall remain current and in compliance with the software manufacturer's requirements.

5.8 Data Migration

The Respondent shall migrate DOAH's existing searchable document repositories from the current Mindbreeze InSpire search platform to the proposed Search Function Solution. The migration includes approximately 510,331 searchable PDF documents, representing approximately 411 GB of data across five existing search collections. The Respondent shall preserve document content, metadata, collection organization, and search functionality throughout the migration process.

5.9 Testing

Prior to production deployment, the Vendor shall perform all required testing to verify that the Search Function Solution has been properly installed, configured, integrated, and is operating in accordance with the requirements of the resulting Purchase Order/Contract. The Vendor shall promptly correct any identified deficiencies before requesting production approval from DOAH.

5.10 Documentation

The Vendor shall provide complete technical and administrative documentation necessary for the operation, administration, maintenance, and support of…