Revised RFP-002-25.26 -Addendum No. 1.pdf
PDF 144 KB Posted
- Attached to
- Records Management System
- Solicitation number
- RFP-14845
- Issued by
- Leon County, Florida
About this file
This is Addendum No. 1 to a Request for Proposals issued by the Florida Department of Lottery for a Records Management System. The addendum includes a revised RFP document and responses to 21 written questions submitted by prospective vendors during the proposal development phase. Key procurement milestones include a questions deadline of January 20, 2026, a sealed proposals due date of February 17, 2026 at 2:00 PM ET, evaluation activities from February 25 to March 5, 2026, system demonstration sessions scheduled for March 23-25, 2026, and an anticipated contract award decision on April 6, 2026. The system must be cloud-based and web-responsive, capable of supporting 50 concurrent users with 99.9% uptime availability. The project involves migrating approximately 35,000 files and one terabyte of data from a legacy Records Management System in use since 2017, with data delivery in CSV format including attachments such as images, videos, and PDFs. The initial contract term is three years with potential renewal for up to three additional years contingent on satisfactory performance and legislative appropriation. The RFP requires system installation and delivery by June 15, 2026.
Vendor responses to clarification questions address critical compliance and technical requirements, including CJIS compliance demonstration through adherence to the FBI CJIS Security Policy aligned with NIST SP 800-53 standards, acceptance of electronic signatures from verifiable sources with date stamps, and allowance for completing Department of State registration upon award prior to contract execution. The RFP specifies that approximately 35,000 files will be migrated via SFTP as the secure data transfer method, with the Lottery providing all data and files rather than vendors accessing the legacy system directly. Vendors must provide three client references with at least one recent law enforcement Records Management System implementation and demonstrate financial responsibility through certified financial statements for two fiscal years. A performance bond of $30,000 is required at contract execution, and the contractor must maintain commercial insurance and provide 24/7/365 support with specified response time commitments. Non-compliance with performance standards may result in financial penalties ranging from $50 to $250 per day. The technical proposal evaluation comprises 1,720 points across ten criteria, with an additional 300 points allocated for system demonstrations, and pricing is evaluated using a lowest-cost formula with the lowest bidder receiving 200 maximum points.
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Other files
| File | Type | Posted |
|---|---|---|
| RFP-002-25.26 - RMS_Final.pdf | ||
| RFP-002-25.26-Written Questions Template.xlsx | XLSX spreadsheet | |
| RFP-002-25.26-Written Questions Template.xlsx | XLSX spreadsheet | |
| Revised RFP-002-25.26 - RMS.pdf |
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Text version
Questions and Answers and Addendum No. 1 Solicitation No.: RFP-002-25/26 – Records Management System
ADDENDUM NO. 1
The Lottery hereby amends RFP-002-25/26 as noted within this Addendum. In the event of a conflict between previously posted information and the information contained herein, the information herein shall control.
Additions to the RFP are underlined and deletions are stricken. All terms and conditions of the RFP, not modified by Addendum No. 1, shall remain in full force and effect.
ITEM 1: REVISED RFP-002-25/26:
RFP-002-25/26 has been replaced in its entirety with Revised RFP-002-25/26. All references to RFP-002-25/26 contained in RFP-002-25/26 are hereby amended to refer to Revised RFP-002-25/26.
QUESTIONS AND ANSWERS
The Lottery has received the following written questions, and the Lottery’s answers are provided in the table listed below:
Question No.
Date Submitted
Company Name Question Answer
1 1/20/2026 Kaseware, Inc.
The Contractor is compliant with the FBI Criminal Justice Information Services (CJIS) Security Policy and currently supports CJIS-regulated systems for U.S. criminal justice agencies. Execution of the Florida Department of Law Enforcement (FDLE) CJIS User Agreement is in progress and will be completed upon award and agency sponsorship, prior to accessing any Florida CJIS data.
Please confirm whether this is acceptable for proposal submission.
Refer to Revised RFP-002-25/26, section 3.2.8, Security and Compliance, and section 3.2.11, Project Plan.
2 1/20/2026 Kaseware, Inc. What use cases (functionality) will Mobile Users require?
Refer to Revised RFP-002-25/26, section 3.2.1, System Infrastructure and Hosting.
3 1/20/2026 Kaseware, Inc.
“All original forms required by this Solicitation must have an original signature” - Is electronic signature acceptable?
Signatures must be from a verifiable electronic signature source with a date stamp.
Question No.
Date Submitted
Company Name Question Answer
4 1/20/2026 Kaseware, Inc.
Department of State registration - Is completion of State registrations upon award and prior to contract execution acceptable? Please confirm whether this is acceptable for proposal submissions and whether this would be considered a material non-conformance or a basis for disqualification.
Refer to Revised RFP-002-25/26, section 5.6, Department of State, which states: Vendors must provide and should submit a copy of their certificate of status or authorization to transact business, issued from the Department of State or submit evidence of their application for the same in the proposal.
5 1/20/2026 Kaseware, Inc.
The solicitation platform indicates an unlimited character limit. We have a maximum character limit of 32,767 characters for a field entry. Please confirm whether this character limit is acceptable for proposal submissions and whether this limit would be considered a material non-conformance or a basis for disqualification
Refer to Revised RFP-002-25/26, section 3.2.3, b) Case and Incident Management.
6 1/20/2026 Kaseware, Inc.
For data migration - Approximately how many files will be provided for import?
Approximately 35,000 files.
7 1/20/2026 Kaseware, Inc.
For data migration - Is SFTP an acceptable method for secure data transfer?
Yes.
8 1/20/2026 Kaseware, Inc. For data migration - Can you provide a database schema?
No. The Vendor will not be connecting to the legacy system.
Lottery will provide the data and files.
9 1/20/2026 Kaseware, Inc.
For data migration - Can you provide a list of column headers for each table, or at minimum the number of columns?
Not at this time. The Vendor will not be connecting to the legacy system.
Lottery will provide the data and files.
10 1/20/2026 Kaseware, Inc.
For data migration - How are records and files linked—via link tables or internal references?
The Vendor will not be connecting to the legacy system. Lottery will provide the data and files.
11 1/20/2026 Kaseware, Inc.
For data migration - Can sample data be shared (scrubbed or redacted if necessary)?
Not at this time.
12 1/20/2026 Kaseware, Inc.
For data migration - In what format will the data be delivered (e.g., CSV, Excel, JSON)?
CSV.
Question No.
Date Submitted
Company Name Question Answer
13 1/20/2026 Kaseware, Inc.
For data migration - Is the source system using a proprietary or uncommon data format?
The Vendor will not be connecting to the legacy system. Lottery will provide the data and files. Refer to answer #12.
14 1/20/2026 Kaseware, Inc.
For data migration - Will the data include attachments such as images, videos, or PDFs?
Yes, the data includes attachments such as images, videos, and PDFs.
Refer to Revised RFP-002-25/26, Attachment O, File Types.
15 1/20/2026 Kaseware, Inc.
For data migration - If yes, what is the estimated volume and file types of these attachments?
Currently there is an estimated one
(1) terabyte of data, with various file types. Refer to Revised RFP-002- 25/26, section 3.2.5,a), and Attachment O, File Types.
16 1/20/2026 Kaseware, Inc.
Do you require the platform’s user interface to be available in multiple languages? If so, which languages are needed?
No, the platform’s user interface does not need to be available in multiple languages.
17 1/20/2026 Kaseware, Inc.
The solicitation references “CJIS certification.” Please note that there is no formal FBI-issued CJIS certification document. CJIS compliance is typically demonstrated through adherence to the FBI CJIS Security Policy and supporting controls. The Contractor aligns its security program to NIST SP 800-53, which maps to and supports CJIS Security Policy requirements. Please confirm if it is acceptable to demonstrate CJIS compliance for proposal evaluation purposes.
Refer to Revised RFP-002-25/26, section 3.2.8, Security and Compliance, and section 3.2.11, Project Plan.
18 1/20/2026 VisualVault
LLC
1. Is the Commission currently using a legacy Records Management System?
If so:
a. Will the winning vendor be required to convert existing records into the new system?
b. What RDBMS is currently being used?
c. How old is the current system?
d. Why does the commission want to move to a new system? What are the
1. Yes, the Lottery is currently using a Records Management System.
a. Yes.
b. N/A. The contractor will not be accessing the backend system.
c. Lottery has been using the system since 2017.
d. The agency is exploring systems with potentially increased efficiency.
e. Not at this time.
Question No.
Date Submitted
Company Name Question Answer key drivers?
e. Can the Commission provide us with a functional overview of the current system?
f. Can the commission provide us with a technical overview of the current system?
f. Not at this time.
19 1/20/2026 VisualVault
LLC
2. If the Commission is not currently using a legacy Records Management system:
a. How are records currently being managed and stored?
b. Approximately how many Cases are currently active and how many are archived?
N/A
20 1/20/2026 VisualVault
LLC
Can the Commission provide us with an overview of the current business process associated with the current Records Management procedures?
Not at this time.
21 1/20/2026 VisualVault, LLC.
How many integrations/interfaces are included in the scope of the project
Refer to Revised RFP-002-25/26, section 3.2.6, Integration and Compatibility.
END OF DOCUMENT
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