RFI 25.26-123 DOCUMENT PROCESSING.docx

REQUEST FOR INFORMATION

No.: 25/26-123

INTELLIGENT DOCUMENT PROCESSING AND WORKFLOW AUTOMATION FOR

TAX ADMINISTRATION MODERNIZATION

Procurement Officer:

Ed Valla, edwin.valla@floridarevenue.com

PART I: INTRODUCTION

This is a Request for Information (RFI) issued by the Florida Department of Revenue (“Department”). This information is sought for planning purposes only. This RFI is not a solicitation and will not result in a contract, nor does it create any obligation on the part of the Department. The Department may use the information obtained through this RFI process in future solicitations. Information about the Department can be found at: Florida Dept. of Revenue.

PART II: DESCRIPTION OF PRODUCT OR SERVICES INFORMATION SOUGHT BY THE DEPARTMENT

The Department is seeking information from vendors who provide intelligent document processing, workflow automation, or related technologies that may support modernization of document-intensive business processes. Ideally the vendor / solution will reduce manual document handling, improve processing speed and accuracy, and support staff working high-volume workloads. The solution should be secure and comply with industry standards and regulations. Documentation may be structured, semi-structured, unstructured, handwritten (partially or fully), and / or rotated, and may include: poor quality scans, single packets containing multiple document types, emails and attachments, PDFs, images, and documents with varying layouts and formats.

PART III: ILLUSTRATIVE USE CASE – REFUNDS PROCESS

The following use case is provided for context. Vendor responses to this RFI should not be limited to this use case as the Department is interested in applicability across all programs and operations.

SUNTAX, which stands for System for Unified Taxation, is the Department’s integrated tax administration system used to manage taxpayer accounts, tax returns, payments, registrations, collections, and related tax-processing functions. The Refunds component within SUNTAX processes tax returns, payments, and electronic filings. This SAP-based tax administration system processes approximately 3,000 new applications per month. Document volume per case varies significantly and is not consistently measured.

Each case may include taxpayer-submitted supporting documentation such as:

Current processing requires manual review activities including:

PART IV: VENDOR QUESTIONNAIRE

1. Please provide the name, telephone number, and email address of your primary point of contact.

Response:

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2. Please confirm if your company is willing to participate in demonstrations, which may include a test of sample data provided (Yes / No).

Response:

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3. Please provide your typical pricing model(s) (i.e., payment schedule, general cost, etc.) for products and services. Examples:

· Cost structure (e.g., flat-rate subscription or other available options, such as SaaS models).

· Per-document, per-page, or per-transaction pricing services and/or features included with each plan or package if service features and/or options are tiered.

· Individual and/or enterprise licensing models (e.g., per license, per year, per use, volume-based, user / device-based).

Please also elaborate on any pricing concerns.

Response:

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4. Please identify any governmental contracts (e.g., state term contracts, alternate contract sources, General Services Administration (GSA), etc.) your company has for similar products and services.

Response:

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5. Please indicate if your system / solution integrates with SAP (Yes / No). If yes, please describe how your system/solution integrates with SAP and explain the integrations architecture.

Response:

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6. Please indicate which of the following capabilities are supported by your solution by selecting the applicable checkbox(es):

☐Automated document ingestion ☐Automatic document type classification ☐Workflow automation and routing ☐Data extraction from structured documents ☐Data extraction from semi-structured documents ☐Data extraction from unstructured documents ☐Multi-document packet separation and classification ☐Handwritten text recognition ☐Configurable exception rules ☐Confidence scoring and accuracy indicators ☐User review and correction workflows ☐Continuous learning/model improvement based on corrections Please note any limitations we need to or should be aware of. Customer ready proposals via brochures, white papers, industry case studies, and web links to marketing information for similar products and services may also be submitted (via email) with your response.

Response:

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7. Please indicate the document types your solution can process. Examples:

· Images (e.g., simple, complex).

· Microsoft Office documents (Word, Excel, PowerPoint).

· PDFs.

· Invoices.

· Scanned checks and other proof of payment.

· Bank statements and other financial records.

· Correspondence and other explanatory attachments.

· Multi-page packages containing mixed document types.

Please also note any limitations we need to or should be aware of.

Response:

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8. Please identify if your company provides Intelligent Document Processing and Workflow Automation software licenses, software support and software training. If so, please describe.

Response:

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9. Please describe reporting capabilities offered via your solution / services. Examples: metrics, dashboards, compliance reports, tracking, executive-level summaries and other support tools.

Response:

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10. Provide a client success story and describe any measurable savings, efficiencies, or performance improvements achieved following implementation of the solution.

Response:

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PART V: CALENDAR OF EVENTS

Submit questions in writing, via email, to the Procurement Officer identified above by the Questions Due date and time. Responses to all questions received by the Questions Due date and time will be posted on the Vendor Information Portal (VIP).

PART VI: REPLY INSTRUCTIONS

Please respond to each question in the spaces provided in Part IV. above. Vendors will submit their responses to this RFI via email to the Procurement Officer. Responses are due no later than the Response Due date and time identified in Part V. The Department will review responses as they are received and may seek additional information from responding vendors. Participation in this process allows vendors to explain their solution(s) while remaining eligible for award through a formal solicitation.

By participating in this RFI process and submitting a response, a company acknowledges the requirements of the Florida Public Records laws found in Ch. 119, Florida Statutes, and s. 24(a), Art. I of the Florida Constitution (the “Public Record Laws”). The Department requests that the company not provide any confidential or proprietary information. Company further acknowledges that no confidential or proprietary information has been submitted with the response.

Thank you for your participation.