DOS-RFP-24.25-004 Addendum #1 -FINAL.pdf

DOS-RFP-24/25-004 Addendum No. #1 Page 1 of 5

Request For Proposal Addendum Acknowledgement Form

Department of State

R.A. Gray Building

500 South Bronough Street, Room 428

Tallahassee, Florida 32399-2150

SOLICITATION TITLE: SOLICITATION NO:

Florida Memory Elastic Search

DOS-RFP-24/25-004

Proposals DUE:

8/30/2024

(Eastern StandardTime) and may not be withdrawn within: 180 Days after such date and time.

ADDENDUM NO.: #1 DATE: 8/15/2024

This Addendum Acknowledgement Form shall be signed an authorized company representative, dated and returned with the proposal.

This Addendum now becomes a part of the original RFP. RESPONDENT NAME:

RESPONDENT MAILING ADDRESS:

CITY – STATE – ZIP: *Authorized Representative’s Signature

PHONE NUMBER:

TOLL FREE

NUMBER:

*Name and Title of Authorized Representative

FAX NUMBER:

EMAIL ADDRESS: *This individual must have the authority to bind the

Respondent.

FEID NO.:

TYPE OF BUSINESS ENTITY (Corporation, LLC, partnership, etc.):

Date:

DOS-RFP-24/25-004 Addendum No. #1 Page 2 of 5

RON DESANTIS

Governor

CORD BYRD

Secretary of State

ADDENDUM NO. 1 TO THE FOLLOWING

REQUEST FOR PROPOSAL

FLORIDA MEMORY ELASTIC SEARCH

SOLICITATION NO.: DOS-RFP-24/25-004

Date: August 15, 2024

To: Prospective Respondents to Solicitation No.: DOS-RFP-24/25-004

From: David Shufflebotham, Procurement Officer

Subject: Vendor Questions and Department Responses to Questions

FAILURE TO FILE A PROTEST WITHIN THE TIME PRESCRIBED IN SECTION 120.57(3),

FLORIDA STATUTES (F.S.) (AS ALTERED BY SUBBSECTION 110.123(3)(D)4, F.S.), OR

FAILURE TO POST THE BOND OR OTHER SECURITY REQUIRED BY LAW WITHIN THE

TIME ALLOWED FOR FILING A BOND SHALL CONSTITUTE A WAIVER OF PROCEEDINGS

UNDER CHAPTER 120, F.S.

This Addendum includes the following:

1. Written Responses to Written Questions

The questions are reproduced in the exact format in which they were submitted.

Answers to these questions will be posted as an Addendum on the Vendor Information Portal (VIP) in accordance with Section 2.3 Timeline of Events and Addendum to Solicitation.

Questions and Responses:

DOS-RFP-24/25-004 Addendum No. #1 Page 3 of 5

Question

RFP

Section

RFP

Page

Vendor Question Department Response

Attachment A Statement of

Work/Technical Specifications

Can you provide the database/table scheme for the current MySQL database where the Memory data is stored? Please let us know which fields from MySQL are indexed within Solr.

The MySQL data set uses 20 tables in a standard scheme by Omeka classic (https:/omeka.readthedocs.io/en/latest/Re Ference/libraries/Omeka/Db/Table.html).

Only four (4) tables are required for this project:

1) COLLECTIONS –

omeka_collections (50 items; 5 fields; Data: 16KB; Index: 32KB);

2) ITEMS – omeka_items (284K items; 8 fields; Data: 16 mb;

Index: 25 MB)

3) ELEMENT TEXTS –

omeka_element_texts (7.1 M items; 6 fields; Data: 1.0GB;

Index:478MB);

4) ELEMENTS – omeka_elements (164 items; 5 fields; 16KB; Index:

32KB

Structure:

A COLLECTION omeka_collections contains many ITEMS (omeka_items);

An item (omeka_items) contains may

ELEMENT TEXTS

(omeka_elements_texts)

Attachment A Statement of

Work/Technical Specifications

Can you provide the fields indexed with Solr and, if possible, the schema structure for the fields?

Solr is no longer functional and previous schema are not available. All ELEMENT TEXTS for all ELEMENTS for all ITEMS must be indexed.

Attachment A Statement of

Work/Technical

Can you provide the current website hosting platform on the website for integration (Drupal/WordPress/Adobe/Others)?

The current Platform is Omeka Classic

2.7.1 and OpenCart 3.0.3.2.

(OpenCart does not need to be searched.)

Statement of

Work/Technical Specifications

Can you provide the current indexing schedule (Hourly/Nightly/Weekly) for Solr?

The current indexing schedule is weekly and as needed.

Statement of

Work/Technical Specifications

Do you prefer a cloud provider for hosting (AWS/Azure/Google)?

A cloud provider for hosting is preferred.

We currently have a presence in Azure so that would be easiest to configure although we are open to more cost-effective options.

DOS-RFP-24/25-004 Addendum No. #1 Page 4 of 5

Attachment A Statement of

Work/Technical

What is the required security integration (SSO) for administrators to access the Admin console?

For our applications in Azure, we use standard password authentication and multi-factor authentication with Yubikeys.

Statement of

Work/Technical Specifications

Where is the current location of the MySQL database and Solr server?

On a public server managed by the State of Florida.

Statement of

Work/Technical Specifications

Do you have any secure information like PII in the Database or Solr?

No.

Statement of

Work/Technical

How often is the MySQL database updated with new data?

Weekly.

Attachment A Statement of

Work/Technical Specifications

What is the peak concurrent load for the search queries?

Unknown.

Statement of

Work/Technical Specifications

What types of search analytics reports are generated from Solr?

None. Cloudflare Analytics indicates 2.1 million visist to the search in the last 30 days.

Statement of

Work/Technical Specifications

What relevant tuning methods are currently set with Solr?

None.

Form 3 – Past Performance and Experience –

Client References

1. Will the state please clarify the number of references required with respondent's proposal submission as page 36 states the following "On page 2 of this attachment, the Respondent shall provide the information for five (5) separate, client references" then goes on to state "The Respondent shall provide at least three (3) separate and verifiable references that meet the minimum experience requirement set forth in Section 4, Proposal Content of the RFP." Section 4 as referenced above states "Each Respondent

The Department is requiring at least three

(3) different references to be provided.

The reference to five (5) being required may be disregarded by respondents.

DOS-RFP-24/25-004 Addendum No. #1 Page 5 of 5

2. Section 5.2 How to Submit a Proposal has been amended from three (3) Proposals to five (5) Proposals. See the strikethrough change below:

5.2 How to Submit a Proposal

Respondents shall submit the proposal in (a) properly marked, sealed box(es) containing the following:

5.2.1 One (1) signed original un-redacted bound version of the Proposal (excluding

Attachment C, Price Proposal Sheet), with three (3) five (5) un-redacted, bound copies.

5.2.2 One (1) signed original Price Proposal Sheet (Attachment C) in a separate sealed 8.5 x

11 manila envelope.

5.2.3 One (1) scanned copy of the entire Proposal in and Attachment C, Price Proposal Sheet in Adobe (.pdf) on a CD or USB flash drive. Note: Large files may be scanned as separate files.

5.2.4 If applicable, one (1) electronic redacted copy of the entire Proposal on a CD or USB flash drive (as described in Section 3.13, Copyrighted Material of this RFP). Electronic files should be logically named and easily mapped to the hard copy submittal. The electronic media should be clearly labeled in the same manner as the hard copies. If a Respondent fails to submit the electronic, signed copies with its Proposal, the Department reserves the right to contact the Respondent by telephone for submission of this document via email.

This right will be exercised only when the Proposal has met all other requirements of the solicitation.

3. Section 6 – Selection Methodology

The Department evaluation team will consist of at least three (3) five (5) persons who collectively have experience and knowledge in the program areas and service requirements to conduct a comprehensive, fair and impartial evaluation of all Proposals received in response to this

RFP

must complete and include Form 3, the Client Reference Form for three

(3) customers to whom Respondent has provided commodities and/or contractual services of similar scope and size as those identified in the RFP." Is the State seeking a total of 5 references, or is the State seeking a total of 8?