RFI_24-25-001_Addendum1_Final.pdf

DOAH-RFI #24/25-001

Addendum #1

REQUEST FOR INFORMATION

Addendum #1 Q&A

December 5, 2024

RFI Number: RFI #24/25-001

RFI Title: Search Function Solution on Public-facing Websites

Subject: This Addendum provides DOAH’s responses to questions received from Vendors.

Answers to Questions Received from Vendors

Question #1 Since the DOAH would like to have a good idea of the timeline and cost associated to the data migration form Mindbreeze to Decisia.

Can you specify the following:

• The total number of documents (decisions) that Lexum will import into Decisia

• Can the DOAH provide us with a structured database file (e.g. Excel, csv, etc.) that lists the desired (metadata) search filters and link them to their respective document using a unique identifier? We call this a "structured" initial import.

Short of that we will have to perform a manual import which will be more expensive.

Answer #1 The approximate number of documents would be 438,000.

DOAH will not be providing a structured database file listing for metadata search filters linked to each document using a unique identifier.

Question #2 In section 3.5 of the RFI, there is a reference to Section 120 of the Florida Statutes regarding adhesion to search functions on the website. I looked here: http://www.leg.state.fl.us/statutes/index.cfm?App_mode=Dis play_Statute&URL=0100- 0199/0120/0120ContentsIndex.html&StatuteYear=2022&Title=%2 D%3E2022%2D%3EChapter%20120 at section 120. 55: "Publication" and other sections too, only to find out that there is a general requirement for a full text search. Can https://clicktime.symantec.com/15x87s3PSUHUnazMnsuGv?h=y15h8d4baGw5-YZdte--w6J6nVOsdberDKwjjDryuYI=&u=http://www.leg.state.fl.us/statutes/index.cfm?App_mode%3DDisplay_Statute%26URL%3D0100-0199/0120/0120ContentsIndex.html%26StatuteYear%3D2022%26Title%3D%252D%253E2022%252D%253EChapter%2520120 https://clicktime.symantec.com/15x87s3PSUHUnazMnsuGv?h=y15h8d4baGw5-YZdte--w6J6nVOsdberDKwjjDryuYI=&u=http://www.leg.state.fl.us/statutes/index.cfm?App_mode%3DDisplay_Statute%26URL%3D0100-0199/0120/0120ContentsIndex.html%26StatuteYear%3D2022%26Title%3D%252D%253E2022%252D%253EChapter%2520120 https://clicktime.symantec.com/15x87s3PSUHUnazMnsuGv?h=y15h8d4baGw5-YZdte--w6J6nVOsdberDKwjjDryuYI=&u=http://www.leg.state.fl.us/statutes/index.cfm?App_mode%3DDisplay_Statute%26URL%3D0100-0199/0120/0120ContentsIndex.html%26StatuteYear%3D2022%26Title%3D%252D%253E2022%252D%253EChapter%2520120 https://clicktime.symantec.com/15x87s3PSUHUnazMnsuGv?h=y15h8d4baGw5-YZdte--w6J6nVOsdberDKwjjDryuYI=&u=http://www.leg.state.fl.us/statutes/index.cfm?App_mode%3DDisplay_Statute%26URL%3D0100-0199/0120/0120ContentsIndex.html%26StatuteYear%3D2022%26Title%3D%252D%253E2022%252D%253EChapter%2520120 you please point me to anything more specific, if applicable.

Answer #2 DOAH’s website search functions are required to adhere to Section

120.53, Florida Statutes, which provides:

120.53 Maintenance of agency final orders.—

(1) In addition to maintaining records contained in s. 119.021(3), each agency shall also electronically transmit a certified text-searchable copy of each agency final order listed in subsection (2) rendered on or after July 1, 2015, to a centralized electronic database of agency final orders maintained by the division. The database must allow users to research and retrieve the full texts of agency final orders by:

(a) The name of the agency that issued the final order.

(b) The date the final order was issued.

(c) The type of final order.

(d) The subject of the final order.

(e) Terms contained in the text of the final order.

(2) The agency final orders that must be electronically transmitted to the centralized electronic database include:

(a) Each final order resulting from a proceeding under s. 120.57 or s. 120.573.

(b) Each final order rendered pursuant to s. 120.57(4) which contains a statement of agency policy that may be the basis of future agency decisions or that may otherwise contain a statement of precedential value.

(c) Each declaratory statement issued by an agency.

(d) Each final order resulting from a proceeding under s. 120.56 or s. 120.574.

(3) Each agency shall maintain a list of all final orders rendered pursuant to s. 120.57(4) that are not required to be electronically transmitted to the centralized electronic database because they do not contain statements of agency policy or statements of precedential value. The list must include the name of the parties to the proceeding and the number assigned to the final order.

(4) Each final order, whether rendered by the agency or the division, that must be electronically transmitted to the centralized electronic database or maintained on a list pursuant to subsection

(3) must be electronically transmitted to the database or added to the list within 90 days after the final order is rendered. Each final order that must be electronically transmitted to the database or added to the list must have attached a copy of the complete text of any materials incorporated by reference; however, if the quantity of the materials incorporated makes attachment of the complete text of the materials impractical, the final order may contain a statement of the location of such materials and the manner in which the public may inspect or obtain copies of the materials incorporated by reference.

(5) Nothing in this section relieves an agency from its responsibility for maintaining a subject matter index of final orders rendered before July 1, 2015, and identifying the location of the subject matter index on the agency’s website. In addition, an agency may electronically transmit to the centralized electronic database certified copies of all of the final orders that were rendered before July 1, 2015, which were required to be in the subject matter index. The centralized electronic database constitutes the official compilation of administrative final orders rendered on or after July 1, 2015, for each agency.

Question #3 How many concurrent users will interact with the system?

Answer #3 DOAH is unable to determine the number of concurrent users as the users of the system will be the general public.

Question #4 What is the frequency of incoming search requests? Do we have a rough total number of search requests per day/month?

Answer #4 DOAH is not able to provide the data regarding the frequency of incoming search requests.

Question #5 Are there any compliance requirements?

Answer #5 DOAH must adhere to compliance requirements including Section 120.53, Florida Statutes, and compliance with the Title II of the ADA, including the Web Content Accessibility Guidelines (WCAG) Version 2.1, Level AA, the technical standard for state governments’ web content.

Question #6 Do you need any custom analytics and reporting capabilities?

Answer #6 Custom analytics and reporting are not required.

Question #7 Can the project implementation be cloud-hosted? Are you looking for an On-Prem solution? If hosted, do you have a preference (AWS, Azure, Google Cloud)?

Answer #7 The solution can be either cloud-hosted or on-prem. Please provide costs for either option. DOAH does not have a preference regarding cloud providers.

Question #8 What are the existing data sources for this implementation?

Answer #8 Our existing data sources are virtual directories to file shares containing PDFs.

Question #9 Can you provide details regarding the volume of data that has to be indexed, including the number of documents and total document size?

Answer #9 Currently, the approximate number of documents to be indexed is 438,000. The current data volume does not exceed two (2) terabytes.

Question #10 How often would the system reindex the content?

Answer #10 Content reindexing should occur continuously as new orders may be filed daily.

Question #11 What are the security authentication requirements? What security provider do you use?

Answer #11 There are no security authentication requirements as the end users are the general public.

Question #12 What is the tentative timeline for the implementation (dev, pilot, go-live)?

Answer #12 DOAH’s implementation timeline for Go-live of a new search function solution is November 2025. Tentative dates for dev and pilot have not been identified.

Question #13 What are the integration points for the search?

Answer #13 The integration points for the search is the public-facing websites.

Question #14 The document mentions that the solution must run on Microsoft IIS 10. The best solution we would like to propose is the implementation of an open-source search engine called ElasticSearch. This search engine has some hardware requirements, and it is recommended to install it on a separate server (although it can be easily implemented on any website, including the one running on Microsoft IIS 10). My question is: Is it possible to use a separate server for the implementation of the search engine to achieve the desired results?

Answer #14 DOAH is able to support a separate server for the ElasticSearch implementation.

Question #15 For the solution we want to suggest with ElasticSearch, we will need access to the PDF documents and certain relevant information from the database that you wish to index and display with the results (titles, some descriptions, dates, or other relevant data). My question is: Are the PDF files public (to allow easy indexing), or can you provide access via an API, along with the database information?

Answer #15 PDF documents are public. DOAH does not maintain a database of the PDF documents.

Question #16 Will we have access to the current system to implement modifications such as HTML and CSS to improve the user experience (layout changes)?

Answer #16 Access to the current system for layout modifications will be provided.

Question #17 Approximately how many documents are currently indexed in Mindbreeze InSpire? If you don’t have an exact number, can you provide an estimate of the total number of documents in your system?

Answer #17 Currently, there are approximately 438,000 documents indexed in Mindbreeze InSpire.

Question #18 What is the estimated annual growth rate for your document collection?

Answer #18 A rough estimate for annual growth is 40,000 documents.

Question #19 Can you estimate the expected search volumes per month, or can this information be provided from your current search platform?

Answer #19 DOAH estimate 50 searches every 10 minutes based on current platform analytics.

Question #20 How your current website interact with Mindbreeze InSpire (e.g., API integrations, embedded search features)?

Answer #20 DOAH’s websites interacts with Mindbreeze InSpire through embedded search features.

Question #21 Are all documents to be indexed publicly available, or are some behind a login?

Answer #21 Yes, all documents are available via virtual directories.

Question #22 Are there any specific historical data formats, custom fields, or metadata in your current system that need to be preserved during the migration?

Answer #22 No.

Question #23 What programming language, CMS, or framework is your website built with?

Answer #23 DOAH’s websites was built using Classic ASP.NET.

Question #24 How frequently would you like the index to be updated?

Answer #24 A continuous crawl method should be utilized to update the index.

Question #25 What is the current structure and format of the metadata associated with your PDF files?

Answer #25 DOAH does not know the current structure and format of the Metadata associated with the PDF files.

Question #26 Can you share the URL for your current search functionality so we can review how it works?

Answer #26 Two (2) of the five (5) collections’ URLs are listed for your review.

ROS - https://search.doah.state.fl.us:23354/ Finals - https://search.doah.state.fl.us:23356/

Question #27 Are there any Microsoft IIS configurations, security policies, or plugins that should be taken into account when integrating the new search solution?

Answer #27 No.

Question #28 What are the current hardware and infrastructure specifications for the server hosting Mindbreeze InSpire?

Answer #28 DOAH does not know the server specifications for Mindbreeze InSpire.

https://search.doah.state.fl.us:23354/ https://search.doah.state.fl.us:23356/

Question #29 How many staff members need training on the new system, and what is their level of experience with similar search platforms?

Answer #29 DOAH has one (1) staff member that will require training and has minimum level of experience with similar search platforms.

Question #30 Have you encountered any specific compliance challenges with Mindbreeze InSpire that the new platform should address?

Answer #30 An identified compliance challenge with Mindbreeze InSpire is port designation to separate collections to other state agencies.