RFP-002-25.26-Written Questions Template.xlsx

This is a Written Questions Template for RFP-002-25/26 issued by the Florida Department of Lottery for a Records Management System. The RFP seeks a fully cloud-based, web-responsive Records Management System capable of supporting 50 concurrent users with role-based access control and 99.9% uptime to replace legacy law enforcement and investigative record tracking systems. The system must include case and incident management, property and evidence tracking with barcode integration, optical character recognition, and integration with law enforcement databases such as FCIC/NCIC. Key procurement milestones include written questions due by January 20, 2026, sealed proposals due February 17, 2026 at 2:00 PM ET, evaluation from February 25 to March 5, 2026, vendor demonstrations scheduled for March 23-25, 2026, and anticipated contract award on April 6, 2026. The initial contract term is three years with potential renewal for up to three additional years contingent on satisfactory performance and legislative appropriation. Data migration of approximately one terabyte from legacy systems is required as part of the implementation, with final system installation by June 15, 2026.

Vendors must submit cost proposals using Attachment C with pricing evaluated on a lowest-cost formula where the lowest bidder receives maximum points and others receive proportional points. Qualified vendors must be CJIS certified and provide three client references, including at least one recent law enforcement RMS implementation. A performance bond of $30,000 is required at contract execution, and contractors must maintain commercial insurance and provide 24/7/365 support with specified response time commitments. Financial requirements include submission of certified financial statements for two fiscal years demonstrating financial responsibility. Non-compliance with performance standards may result in financial penalties ranging from $50 to $250 per day. The RFP does not specify set-aside designations or restrictions for disadvantaged businesses. Addendum 1 containing revised RFP requirements and questions and answers was posted on January 30, 2025.