RFI 2025-108 Addendum #2.pdf

RFI 2025-108 Commission Information Management System

FLORIDA DEPARTMENT OF EDUCATION

BUREAU OF CONTRACTS, GRANTS AND PROCUREMENT

MANAGEMENT SERVICES

325 West Gaines Street 332 Turlington Building

Tallahassee, Florida 32399-0400

Addendum #2

RFI NO.: RFI 2025-108

Commission Information Management System

January 6, 2025

This addendum is being issued to provide the Answers to Questions submitted timely by vendors during the Question and Answers period.

SCHEDULE OF EVENTS

Please be advised all questions are keyed as submitted.

1. Is this request for Data Back Up Tapes? (LTO Data Tape Carts)?

- We are looking for web accessible solutions at this time but are open to possible solutions. Please provide all capabilities for your solution in the response.

2. Approximately how many tables, screens and reports does the current access system have?

- There over 500 tables, over 100 reports in the current system and over 50 screens in the current Access Database.

3. Does the current access system have any connections to other applications or data sources (i.e. ODBC).

- Yes, the Access Database is connected to SQL through an ODBC connection.

4. Is your IT department seeking Single Sign On (SSO) integration for your new web-based application?

- SSO is used within the Department, but we are open to possible solutions.

Please provide all capabilities for your solution in the response to be compliant with State of Florida system security standards (Rule Chapter 60GG-2, F.A.C.).

5. If yes #3, and since the application will have a public-facing component, then which SSO provider (s) does your IT department prefer? (i.e. Microsoft Intra, Duo).

- See response to item 3.

6. If yes #3, do you also intend to require SCIM provisioning?

- See response to item 3.

7. If you cannot find a COTS solution that exactly fits your needs, will you consider a custom, web and mobile application if the prices fits your budget?

- We are open to possible solutions. Please provide all capabilities for your solution in the response.

8. Are you able to provide a budget (not to exceed, perhaps) for this project?

- This is not available at this time.

9. For training purposes, do you consider it beneficial for the selected vendor to reside in Tallahassee?

- It is expected that the vendor be available to provide some initial training in the

Tallahassee office.

10. In regard to training, do you prefer on-site training for your 40 staff members?

- The preference would be to have initial training on-site.

11. In regard to training, can vendors expect a “train the trainer” situation to get your

2,000 unique users trained?

- The vendor would be expected to provide initial training for staff located in the office (approximately 30 – 40 staff members). From there, our staff would be expected to provide any necessary training for external users. Reference manuals and guides would be desired to assist with this training.

12. Do you expect the new web-based app to be device-agnostic? In other words, do you seek an app that will work seamlessly in all current browsers, Ios, and Android?

- It is expected that the solution be usable by all current web browsers within and outside of the United States.

13. A slightly derivative question from #11, will any of your 2000 users need, or want, to utilize or display some of the components of this system (i.e. Dashboard) on their mobile devices?

- This is not an expectation at this time but we are open to possible solutions.

Please provide all capabilities for your solution in the response.

14. If yes to #13, does the department want the app in the app stores?

- This is not an expectation at this time but we are open to possible solutions.

15. Can you provide an example of the existing application? Is it currently a paper application that is being input manually into the Access application? How many pages, fields, etc.

- Schools do complete a paper application that is submitted to our office for certain data. A copy of this application for new institutions can be found here:

https://www.fldoe.org/policy/cie/new-institution-application.stml

16. On a scale of 1-10, how difficult would you describe the difficulty of the workflow for the licensure of your independent postsecondary institutions.

- 5

17. Which database backed does the Department prefer: SQL Server or Oracle?

- SQL Server.

18. Other than payments, will the new system have integrations with any other 3rd party applications either inside or outside of DOE? (This is somewhat referenced in VII.

- It is not expected to have integrations with any other applications at this time but we are open to possible solutions. Please provide all capabilities for your solution in the response.

19. Would DOE prefer to own the completed system (i.e. all source code) or would DOE prefer to pay an annual license without ownership?

20. Since there is an online payment component, does the application and/ or the vendor need to be PCI (Payment Card Industry) compliant?

- This portion of the application will need to be PCI compliant.

21. Since you mention security and security roles, does the vendor providing your online solution need to be SOC2 security certified?

- The expectation is that the vendor demonstrates compliance with State of Florida system security standards (Rule Chapter 60GG-2, F.A.C.).

22. RFI states that the Commission currently houses “over 800 GB” with over 60 GB added over the last calendar year. Since this is a request for a cloud-based system, storage size has a major impact on the requested costs. Can the commission be more specific with storage needs for both current data and expected YOY growth?

- It is not anticipated that all currently housed storage will be transferred into the new system. However, the Commission is required to maintain certain documents for a minimum of 3 years for public record retention purposes. Many documents are held longer for historical reference or legal purposes. An online system that properly tracks documents has a high potential to decrease the amount of storage being used by documents that are retained. The Commission is also open to other solutions. Please provide all capabilities for your solution in the response.

23. The Commission for Independent Education currently uses an SQL-based database with a Microsoft Access interface" - Could you please provide the number of tables and their sizes in the database

- There are over 500 tables and the current SQL database is approximately 7.5

GB. One of the largest tables is approximately 86 MB.

24. This database is used to track annual applications for licensure, retain documentation submitted by licensed and closed institutions for public records requests." - Could you kindly provide some examples of public records requests, such as licensure documentation requests, performance data requests, etc.?

- Most public record requests will ask for basic documentation such as documents used in relation to approval for licensure of a school within the past 3 years.

However, other requests will ask for more detail such as all documents submitted by an institution to determine their initial and/or subsequent licensure decisions.

In addition, students who attended institutions 10 - 20 years ago will often ask for a school’s catalog and other program specific documentation at the time of their attendance to provide for employment or licensure purposes in other states. We are also requested to provide a list of licensed schools, licensed programs and other relevant data related to activities approved by the Commission.

25. "Allow metadata and other necessary data and documents to be migrated from the current information management system." - Are the documents currently stored in the file system or the database?

- The documents are currently stored on a network drive that is only accessible to staff via a VPN connection using the Microsoft Access interface. Access displays select table data stored in SQL server, via an ODBC connection, and opens the document based on the location and file name indicated in the SQL table.

26. The Commission currently houses over 800 GB of documents with over 60 GB added over the last calendar year." - Could you please inform us of the data archival requirements or policy of the department?

- The State of Florida requirements for records management are available here:

https://dos.fl.gov/library-archives/records-management/records-management-faq/. Many documents are held longer for historical reference or legal purposes.

The Commission is open to solutions that assist with data archival within or outside of the system.

27. Does the system need to support Single Sign -on (SSO), multi-factor authentication, and/or Active directory integration?

- Other areas of the Department use SSO so this is an option but we are open to possible solutions. Please provide all capabilities for your solution in the response to be compliant with State of Florida system security standards (Rule Chapter 60GG-2, F.A.C.).

28. "Incorporate a built-in reporting system with the ability to customize data searches."

- Is the Department currently utilizing any reporting tools such as PowerBI that they would like to continue to leverage?

- There are no current reporting tools currently utilized within the Commission office outside of the custom reports created in Microsoft Access.

29. The RFI mentions "Track changes to the license status and updates this information on a publicly accessible online directory" - is the state looking for an online Institute Search portal as part of this RFI or is the new system interfacing with an existing search portal?

https://dos.fl.gov/library-archives/records-management/records-management-faq/

30. The Department of Education (DOE) is responsible for inspecting postsecondary institutions. Does the system need to include an inspection module?

- An inspection module is not a requirement but we are open to possible solutions.

31. Are there any other specific systems that the new system needs to integrate with other than NIC?

- There are no other system integrations at this time but we are open to possible solutions. Please provide all capabilities for your solution in the response.

32. Are there any training needs for your staff and users?

- Initial training is expected for internal users (staff). Reference manuals and guides would be desired to assist with the training of external users.

33. Is it possible to move the RFI submission date to January 21, 2025, at 2:00 P.M.

ET?

- This is possible.

34.Cloud-Based Solution:

• Are there any specific cloud platforms or providers preferred by the Florida Department of Education?

• What are the primary challenges or limitations faced with the current SQL-based database and Access interface that the new system must address?

- The main challenges we would like to address are as follows:

o Enable institutions to submit application documents and other relevant information to an online portal and streamline the submission of documents by institutions.

o Provide an online application that allows communicating deficiencies/areas of concerns within documents submitted during the review process.

o Allow institutions to review documents they have submitted or that have been reviewed by staff on demand.

35.. Customization and Workflows:

• Can you elaborate on the extent of customization required for online forms and workflows?

- Customization will be dependent upon the proposed solution’s capabilities.

• Are there specific examples of workflows or forms critical to current operations?

- A copy of application documents for new institutions can be found here:

36. Data Migration and Integration:

• What specific metadata and data structures need to be preserved during the migration?

- The existing data stored within SQL server will need to be preserved at a minimum.

• Could you provide a detailed description of the APIs or systems that the new solution must integrate with?

- All relevant information was provided in the RFI. Please reference this document for the related systems.

37. User Interface and Access:

• Are there existing usability benchmarks or design standards the new system should adhere to for both staff and institutions?

• How do you envision role-based access controls being implemented across 2,000 unique users?

- The role-based access will be applied based on the user classification. The 30+ Internal users will have a few different classifications based on their role with the institution/position in the office. For example: users with little access may have review only, users reviewing the documents may need to add and edit and supervisors may need extended access. The 2000+ external users will be given the same level of access control.

38.File Formats and Document Management:

• Are there additional document formats, beyond .pdf, .docx, and .xlsx, anticipated for future use?

- These are not expected but we are open to possible solutions. Please provide all capabilities for your solution in the response.

• Could you provide more detail about the retention and disposal requirements for document lifecycle management?

- The State of Florida requirements for records management are available here:

https://dos.fl.gov/library-archives/records-management/records-management-faq/. Many documents are held longer for historical reference or legal purposes.

39. Performance Metrics:

• What specific performance metrics or KPIs will be used to evaluate the success of the new system?

• Are there particular pain points in the current workflow where delays occur that should be targeted for improvement?

- Searchability of documentation and tracking applications.

40. Reporting and Compliance:

• Could you provide examples of the types of customizable reports currently used or expected?

- We currently have customized search functions based on requests for the number of licensed schools, type of each school, contact for each school, programs offered, if they are accredited, when they were licensed, etc. We also have reports to indicate applications that have not been reviewed, when applications were received, etc.

• Are there additional compliance requirements beyond Rule 60GG-2 and NIC Services integration that the system must fulfill?

- Any State of Florida compliance standards would apply.

41. Scalability and Future Enhancements:

• Are there anticipated increases in the volume of licensed institutions or staff that the system should scale to accommodate?

- This is indeterminate.

• Is there interest in including advanced features, such as machine learning for workflow optimization or advanced search capabilities?

42. Budgetary Considerations:

• Are there any defined budgetary constraints or cost expectations for the implementation and maintenance phases?

- Not at this time.

• How critical are the cost ranges in influencing the potential development of a competitive solicitation?

- Highly critical.

43. Vendor Interaction:

• Will vendors have opportunities for demonstrations or pilots to showcase their proposed solutions?

- Yes

• How does the Department envision ongoing collaboration with the selected vendor during and after implementation?

- Consistent collaboration will be critical to operations.

44. Could you clarify the specific content management features required, such as document creations, versioning, indexing, search capabilities, and retention schedules?

45. In role-based access a critical requirement, and if so could you provide more detail on the types of roles and permissions needed for staff and external users?

- The role-based access will be applied based on the user classification. The 30+ Internal users will have a few different classifications based on their role with the institution/position in the office. For example: users with little access may have review only, users reviewing the documents may need to add and edit and supervisors may need extended access. The 2000+ external users will be given the same level of access control.

46. Can you elaborate on the importance of metadata management for categorizing and retrieving documents? Are there specific metadata standards or taxonomies currently in use?

- The current metadata is stored in SQL server. We are open to possible solutions.

47. Are there any compliance requirements, such as state regulations, audits trails, or records retention policies, that the proposal solution must meet?

- The State of Florida system security standards are found in Rule Chapter 60GG- 2, F.A.C.

- The State of Florida requirements for records management are available here:

https://dos.fl.gov/library-archives/records-management/records-management-faq/.

48. Regarding workflows, does the system need to support customizable workflows that can be designed and maintained by non-technical users? If so, what specific workflow capabilities are essential?

49. Should the system include automated notifications, such as email alerts for workflow status updates or approvals? What level of customization is expected for these notifications.

50. Are there existing systems or databases the proposed solution must integrate with, and what level of integration is expected?

for the related integrations.

51. Could you provide more detail on the scalability requirements, such as document volume growth projections and concurrent user support for the system?

for the related systems.

52. What are your expectations regarding the user interface? Should it prioritize ease of use for both technical and non-technical users, and what types of users will primarily interact with the system?

- The application should prioritize ease of use. There are approximately 30 Internal users that will have a few different classifications based on their role with the institution/position in the office. For example: users with little access may have review only, users reviewing the documents may need to add and edit and supervisors may need extended access. There are approximately 2000+ external users that will be expected to upload required documents, comment on application documents, submit institution data, etc.

53. Is secure, web-based access for internal staff and external users a key priority, and are there specific security or accessibility standards the system must meet?

- Secure web-based access is the top priority for the system for all users. The solution should be compliant with State of Florida system security standards (Rule Chapter 60GG-2, F.A.C.).

54. Can you provide any process flow or system flows that the current SQL-Based tool is working today.