RFI_-_Bid_Protest_System_final.pdf

REQUEST FOR INFORMATION

Event No. CL00000052

Event Title: Bid Protest Management System

Issued by Clerk of the Court and Comptroller of Miami-Dade County

Clerk of the Board and Procurement Department

Contact for this Request for Information

Jonathan Desverguñat, Senior IT Contracts Officer

111 NW 1st Street, Suite 1700, Miami, Florida 33128

Telephone: (305) 375-5971

E-MAIL: JONATHAN.DESVERGUNAT@MIAMIDADECLERK.GOV

RESPONSES TO BE SUBMITTED VIA INFORMS

(see INFORMS for due date and time)

While communications in other formats may be accepted, the preferred method of communication is through INFORMS and to the contact person listed on the cover page of this RFI

THE CLERK OF THE COURT AND COMPTROLLER IS COMMITTED TO UPHOLDING INTEGRITY, TRANSPARENCY, AND NEUTRALITY

IN JUDICIAL AND GOVERNMENTAL PROCESSES. OUR MISSION IS TO PROVIDE EXCEPTIONAL SERVICE, ENHANCE

ACCESSIBILITY, UTILIZE FUTURE-READY TECHNOLOGY, AND EMPOWER OUR WORKFORCE TO EXCEED EXPECTATIONS

1 DISCLAIMER

This Request for Information (the “RFI”) is issued solely for informational and planning purposes only and does not constitute a solicitation or offer to contract, nor does it obligate the Clerk of the Court and Comptroller of Miami-Dade County (the “Clerk”) to proceed with any solicitation or procurement. Responding to this RFI is entirely voluntary and will not influence or be considered during any subsequent procurement evaluation process. No contract, agreement, or other commitment will be awarded or result from responses to this RFI. The Clerk reserves the right to use or disregard any information received in response to this RFI, to revise the scope, structure, or requirements of any future solicitation, or to take no action as a result of this RFI.

Please note that all responses to this RFI are subject to Florida’s public records laws under Chapter 119, Florida Statutes. If your submission contains information you consider proprietary, a trade secret, or otherwise exempt from public disclosure, you must clearly identify and label such information and cite the applicable legal exemption. Any materials not properly marked may be disclosed in response to a public records request. The Clerk assumes no responsibility for protecting unmarked or improperly identified confidential information.

2 OVERVIEW

Objective

The Clerk is issuing this RFI to gather information from qualified vendors regarding commercially available software solutions and related implementation services for a centralized, automated online Bid Protest Management System.

The information received will help the Clerk assess available solutions, understand general implementation requirements, identify potential integration needs, and develop a preliminary cost estimates to inform future planning and potential future procurement.

The Clerk seeks information concerning:

Available software functionality and system capabilities;

Deployment options, including Software as a Service (SaaS), cloud-hosted, and on-premises solutions;

Electronic payment processing and system integration capabilities;

Security, accessibility, public records, and records management features;

Implementation timeframes and ongoing support requirements; and, Preliminary implementation and recurring costs.

This RFI is intended to identify existing solutions and understand the extent to which they may meet the Clerk’s needs.

Detailed technical proposals, customized demonstrations, and binding price commitments are not requested.

3 BACKGROUND

As part of the Miami-Dade County’s (County) procurement process, vendors may file bid protests in accordance with applicable County ordinances, implementing orders, procurement procedures, and governing regulations. The Clerk of the Board (COB) department, within the Clerk’s organization, is responsible for coordinating and administering the County’s Bid Protest procedures.

Currently, various activities associated with bid protest administration involve manual processes, electronic spreadsheet tracking, and email communications between various participants. On October 20, 2026, the Board of County Commissioners directed the COB to create, maintain, and update a centralized, automated online portal for use in the protest process.

The COB seeks to modernize the administration of bid protests through the implementation of a centralized electronic platform that includes, at minimum:

• Electronic fee submission;

Clerk of the Court and Comptroller, Miami-Dade County Event No. CL00000052

• Real-time protest status tracking;

• Automated notifications to participants; and

• Docket of protest decisions maintained and updated by the COB.

The Clerk seeks information regarding proven solutions capable of supporting these objectives.

4 SCOPE OF SERVICES

Specifications

The Clerk is interested in software solutions and related professional services necessary to plan, design/configure, implement, integrate, test, deploy, train, maintain, and support a Bid Protest Management System.

The desired solution should support the complete protest lifecycle, including:

1. Protest Initiation

a. Electronic submission of intent to protest, formal protest, and supporting documentation;

b. Validation of filing requirements, including applicable deadlines, required documentation, and payment amounts;

c. Electronic fee collection and payment confirmation;

d. Automated receipt generation; and

e. Case creation and docketing.

2. Case Administration

a. Review and intake processing;

b. Assignment to designated personnel;

c. Routing and workflow management;

d. Deadline and milestone tracking in accordance with applicable legislation;

e. Hearing scheduling; and

f. Internal collaboration and review activities.

3. Stakeholder Communications

a. Automated notifications and alerts;

b. Correspondence templates and tracking;

c. Electronic repository of protest documents; and

d. Communication history retention.

4. Public Transparency

a. Public-facing docket of protest decisions;

b. Searchable protest records, as permitted by law;

c. Case status visibility;

d. Controlled publication of documents following any required review or approval; and,

e. Reporting and transparency tools.

5. Integration and Administration

The Clerk is also interested in solutions that can integrate with a payment processor designated by the Clerk and, where feasible, relevant County procurement systems. Integration could support continuity throughout the procurement process, from a solicitation’s award recommendation through the filing and resolution of a protest and the final disposition of the procurement.

The solution should provide appropriate security and access controls, audit capabilities, records management functionality, and options for exporting or retrieving system data.

5 RESPONSE

Respondents are requested to provide concise answers to the questions below. Existing product information or standard documentation may be included where readily available.

The Clerk recognizes that the level of detail available at this stage may vary by vendor. Preliminary information and estimated costs based on reasonable assumptions are acceptable. Respondents are not expected to conduct a detailed requirements analysis, develop a customized solution, or prepare a formal implementation proposal.

1. Company Overview

a. Provide the company name, headquarters location, and number of years in business.

b. Briefly describe your relevant experience providing similar solutions to governmental entities.

2. Proposed Solution

a. Describe your proposed solution and its suitability for administering the complete bid protest lifecycle, from the initial filing through final disposition and publication of protest decisions.

b. Indicate whether the solution currently supports the following capabilities. For each capability, identify whether it is available in the existing solution, requires configuration or integration, requires custom development, or is not available. Brief explanations are requested only where a capability requires additional work or has significant limitations.

i. Electronic submission of protest filings and supporting documents.

ii. Electronic payment processing, payment confirmation, and receipt generation.

iii. Validation of filing requirements, including deadlines and fees.

iv. Automatic case creation, docketing, assignment, and status tracking.

v. Workflow management, deadline tracking, reminders, and automated notifications.

vi. Electronic case files, including filings, correspondence, payment records, and decisions.

vii. A public-facing docket with searchable decisions and case status.

viii. Reporting on protest activity, case status, and dispositions.

ix. Integration with the Clerk-designated payment processor.

x. Integration with relevant County procurement systems.

c. Identify the available deployment options, such as SaaS, cloud-hosted, or on-premises, and indicate whether the options affect implementation or recurring costs.

d. Briefly describe how the solution addresses security and access controls, audit trails, accessibility, public records requirements, records retention, and data export. Identify any significant limitations or considerations relevant to a governmental entity.

e. Provide an estimated implementation timeframe and briefly identify the primary activities anticipated for implementation, such as configuration, integration, testing, data migration, and training.

3. Pricing Information

a. Provide an estimated cost or cost range for the proposed solution.

b. Briefly describe the primary factors that affect pricing, such as the number of users, transaction volume, deployment model, selected modules, or customization requirements.

Estimates may be preliminary and based on reasonable assumptions. Detailed cost proposals, binding pricing commitments, and formal implementation budgets are not requested.

4. References and Additional Information

a. Identify governmental entities using your proposed solution for bid protest management or a comparable administrative case management process, if applicable. Provide the entity name and a brief description of the application. Reference contact information is optional.

b. Identify any significant limitations, implementation considerations, or additional capabilities/functionalities that may be relevant to the Clerk’s needs.

c. Provide links to existing product information, standard demonstrations, or other readily available materials that would help the Clerk understand the solution. Customized demonstrations or presentations are not requested as part of this RFI.