SGAL RFP - Attachment C.xlsx
XLSX spreadsheet 100 KB Posted
- Solicitation number
- RFP-14612
- Issued by
- Leon County, Florida
About this file
This is a Functional and Technical Requirements attachment (Attachment C) for a Request for Proposal issued by the Florida Statewide Guardian ad Litem Office (SGAL) for a Client Case Management System (CCMS) software and implementation services. The solicitation seeks a comprehensive web-based or cloud-native case management system to replace the current Optima system, supporting case file management for dependency and juvenile cases, volunteer record management, document storage and creation, workflow management, alert systems, exhibit management, and advanced reporting capabilities. The RFP encompasses 452 total functional and technical requirements distributed across seven categories: General Technical (129 requirements), Case Management (146 requirements), Volunteer Management (51 requirements), User Tools (52 requirements), Portal (21 requirements), Reporting (49 requirements), and Interfaces (4 requirements). Vendors must indicate their ability to meet each requirement using standardized response indicators: S (Standard—included in current software release), F (Future—available by June 30, 2027), C (Customization—requires custom modifications with associated costs), T (Third Party—requires integration with identified third-party system), or N (No—cannot be provided). The RFP requires vendor responses by January 30, 2026 at 4:00 PM, with a non-mandatory Pre-Proposal Vendor Conference scheduled for January 6, 2026, a question submission deadline of January 12, 2026, vendor demonstrations during the week of March 2, 2026, and full implementation and deployment required by June 30, 2027.
The requirements document specifies that the system must support flexible deployment models including on-premises, vendor-hosted, or Software-as-a-Service (SaaS) options, with the Office retaining the ability to select its preferred model. Critical security and compliance requirements mandate Active Directory integration, role-based access controls, audit trail capabilities, Personal Identifiable Information (PII) masking and redaction, FIPS 140-3 compliant encryption, and compliance with CJIS, NIST, and HIPAA standards. The system must accommodate multiple concurrent users, support external data capturing equipment, enable remote access, and provide 24/7 operational capability with robust backup and recovery procedures. Vendors must maintain customizations across version updates and rollbacks and proactively notify the Office regarding problematic third-party software releases. Additional requirements include support for standard file formats (CSV, Excel, XML, PDF, Word, TXT, JPG, PNG, TIFF, MP3, MP4, and ZIP), RESTful APIs and standard messaging protocols, optical character recognition capabilities, and advanced reporting functionality including ad hoc reporting, scheduled report distribution, and predefined standard reports on case filings, reunification rates, time standards, workload, and assignment data. The document does not specify budget allocations but indicates full funding availability for one-time and recurring annual software and professional services costs, with final budgets to be determined through contract negotiations.
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Table of Contents
| Table of Contents | ||||
| Tab No. | Requirements Category | No. of Requirements | ||
| 1 | General Technical | 129 | ||
| 2 | Case Management | 146 | ||
| 3 | Volunteer Management | 51 | ||
| 4 | User Tools | 52 | ||
| 5 | Portal | 21 | ||
| 6 | Reporting | 49 | ||
| 7 | Interfaces | 4 | ||
| Total | 452 | |||
| Indicator | Definition | Instruction | ||
| S | Standard: Feature/Function is included in the current software release and will be implemented by the planned phase go-live date as part of the proposal from Vendors in accordance with agreed-upon configuration planning with the Office. | Respondents are encouraged, but not required, to provide additional information in the Comments column to further demonstrate the system’s ability to meet the requirement. | ||
| F | Future: Feature/Function will be available in a future software release available to the Office on or before June 30, 2027, at which point it will be implemented in accordance with agreed-upon configuration planning with the Office. | If a response indicator of “F” is provided for a requirement that will be met in a future software release, the Respondent shall indicate the planned release version, as well as the time the release will be generally available. | ||
| C | Customization: Feature/Function is not included in the current software release, and is not planned to be a part of a future software release. However, this feature could be provided with custom modifications. All related customization costs should be indicated in Attachment C1 – Cost Worksheet. | If a response indicator of “C” is provided for a requirement that will be met through a custom modification, the Respondent shall indicate the cost of such a modification. | ||
| T | Third Party: Feature/Function is not included in the current software release, and is not planned to be a part of a future software release. However, this feature could be provided with integration with a third-party system. This system should be specified. | If a response indicator of “T” is provided for a requirement that will be met by integration with a third-party system, the Respondent shall identify this third-party system and include a cost proposal to secure this system. If the third-party system is a part of the proposal, the third-party shall respond to the appropriate requirements using the “S”/”C”/”T”/”N” response indicators with a clear notation that the responses are provided by the third-party. | ||
| N | No: Feature/Function cannot be provided. | N/A |
Florida Statewide Guardian ad Litem Office Functional and Technical Requirements
Attachment B &P of &N Last Updated &D
General Technical
| Indicator | Definition | Instruction | ||
| S | Standard: Feature/Function is included in the current software release and will be implemented by the planned phase go-live date as part of the proposal from Vendors in accordance with agreed-upon configuration planning with the Office. | Respondents are encouraged, but not required, to provide additional information in the Comments column to further demonstrate the system’s ability to meet the requirement. | ||
| F | Future: Feature/Function will be available in a future software release available to the Office on or before June 30, 2027, at which point it will be implemented in accordance with agreed-upon configuration planning with the Office. | If a response indicator of “F” is provided for a requirement that will be met in a future software release, the Respondent shall indicate the planned release version, as well as the time the release will be generally available. | ||
| C | Customization: Feature/Function is not included in the current software release, and is not planned to be a part of a future software release. However, this feature could be provided with custom modifications. All related customization costs should be indicated in Attachment C1 – Cost Worksheet. | If a response indicator of “C” is provided for a requirement that will be met through a custom modification, the Respondent shall indicate the cost of such a modification. | ||
| T | Third Party: Feature/Function is not included in the current software release, and is not planned to be a part of a future software release. However, this feature could be provided with integration with a third-party system. This system should be specified. | If a response indicator of “T” is provided for a requirement that will be met by integration with a third-party system, the Respondent shall identify this third-party system and include a cost proposal to secure this system. If the third-party system is a part of the proposal, the third-party shall respond to the appropriate requirements using the “S”/”C”/”T”/”N” response indicators with a clear notation that the responses are provided by the third-party. | ||
| N | No: Feature/Function cannot be provided. | N/A | ||
| General and Technical (Core) | ||||
| Req. # | Requirement Description | Criticality | Vendor Response | Comments |
| General | ||||
| GT.1 | The system has the ability for multiple windows to be open at the same time. | Critical | ||
| GT.2 | The system has the ability to allow multiple users to view case and party information at the same time. | Critical | ||
| GT.3 | The system has the ability to prevent multiple users from updating the same record at the same time. | Critical | ||
| GT.4 | The system has the ability to support an autosave function. | Critical | ||
| GT.5 | The system has the ability to allow for online real-time update of data elements within the application. | Critical | ||
| GT.6 | The system has the ability to support external data capturing equipment (e.g., credit card scanners, barcode readers). | Critical | ||
| GT.7 | The system has the ability to allow users to print to a local or network printer. | Critical | ||
| GT.8 | The system has the ability to allow a default printer to be specified that is used by a user or group of users for such things as printing receipts, including receipt printers. | Critical | ||
| GT.9 | The system has the ability for users to access the system remotely when away from their workstations and headquarters office location. | Critical | ||
| Architecture | ||||
| GT.10 | The system has the ability to support both web-based, cloud-native architecture (SaaS) or hosted on-prem, with the ability for the Office to choose. | Critical | ||
| GT.11 | The system has the ability to be web-based or web accessible. | Critical | ||
| GT.12 | The system has the ability to support multiple environments, including but not limited to, Development, Staging, Testing, Training, and Production. | Critical | ||
| GT.13 | The system has the ability to support Microsoft Edge, Chrome, or Firefox and other browsers that are standard at the SGAL Office. | Critical | ||
| GT.14 | The system has the ability to provide full system access via laptops and mobile devices. | Critical | ||
| Configurability | ||||
| FT.15 | The system has the ability to configurable user interface layouts for different roles (e.g., Attorney, Child Advocate, Volunteer, Admin). | Critical | ||
| FT.16 | The system has the ability to provide configurable drop-down boxes, predictive auto-complete, and "pick lists" for data selection at the field level. | Critical | ||
| FT.17 | The system has the ability to allow an administrator to modify or deactivate any data field in any section or subsection of the system. | Critical | ||
| FT.18 | The system has the ability allow the administrator to add new data fields and assign data fields that should be linked to those added data fields. | Critical | ||
| FT.19 | The vendor agrees to update all statutes references and citations whenever legislative changes are enacted. | Critical | ||
| The system has the ability to allow a system administrator to configure data fields with the following, which may vary by case type: | ||||
| GT.20 | Screen label; | Critical | ||
| GT.21 | Mouse-over text tip; | Critical | ||
| GT.22 | Security level; and | Critical | ||
| GT.23 | Default value. | Critical | ||
| GT.24 | The system has the ability to support a verification or supervisor review queue. | Desired | ||
| GT.25 | The system has the ability to initiate and track the workflow and approval process. | Desired | ||
| GT.26 | The system has the ability to allow letters, forms, and other documents to be incorporated into a workflow. | Critical | ||
| GT.27 | The system has the ability to automatically route (through workflow) data to multiple receivers for review, edit, or approval | Desired | ||
| GT.28 | The system has the ability to automatically trigger workflows through various ways, including on demand, based on an event, or at a specific time. | Critical | ||
| GT.29 | The system has the ability to allow manual temporary status changes of users (e.g., unavailable due to vacation time) | Desired | ||
| GT.30 | The system has the ability to automatically re-route workflow assignments based on availability triggered by unavailable status. | Desired | ||
| GT.31 | The system has the ability to automatically re-route workflow assignments based on availability triggered by a period of no response determined by the system administrator. | Desired | ||
| GT.32 | The system has the ability to automatically notify a system administrator of unsuccessful workflow processes. | Critical | ||
| GT.33 | The system has the ability to activate/inactivate data fields or expire values based on date ranges. | Critical | ||
| GT.34 | The system has the ability to allow manual documentation customizations and configurations related directly to the system to be stored in a central database accessible to users. | Critical | ||
| GT.35 | The vendor must have the ability to maintain customizations and configurations before, during, and after version updates and rollbacks. | Critical | ||
| Notifications | ||||
| GT.36 | The system has the ability to warn a user that they are about to execute a process and ask if they want to proceed (i.e., to warn before posting or saving changes, etc.). | Critical | ||
| GT.37 | The system has the ability to generate system messages, including level of urgency (processing, error handling, and/or other communication). | Critical | ||
| GT.38 | The system has the ability to allow a user to cancel a transaction and/or exit any document or screen without saving changes after notifying the user that data will be lost upon exit. | Critical | ||
| GT.39 | The system has the ability to notify staff regarding a new task / document / case record to review based on business rules. | Critical | ||
| GT.40 | The system has the ability to distribute notifications electronically to system users and user groups. | Critical | ||
| Searchability | ||||
| GT.41 | The system has the ability to provide optical character recognition (OCR) of digital documents and full-text search of court documents. | Critical | ||
| GT.42 | The system has the ability to sort a search results by a selected column header. | Critical | ||
| GT.43 | The system has the ability to produce search results that will display configurable numbers of records per page. | Critical | ||
| GT.44 | The system has the ability to restrict search results based upon user visibility and entitlement rights (i.e., a user whose rights do not allow him or her to access specific content is not returned restricted content in search results). | Critical | ||
| GT.45 | The system has the ability to allow users to hyperlink directly from search results to a specific section of a case or name record (e.g., filed motions). | Critical | ||
| GT.46 | The system has the ability to search by wild cards, based on security permissions. | Critical | ||
| GT.47 | The system has the ability to search by fragment or portion of a word. | Critical | ||
| GT.48 | The system has the ability to search within a docket of a case. | Critical | ||
| The system has the ability for permitted users to search for cases based on the following: | ||||
| GT.49 | Case type/sub-type (Youth Dependency, Adoption, Independent Living) | Critical | ||
| GT.50 | Dependency Case Number | Critical | ||
| GT.51 | Child Name | Critical | ||
| GT.52 | Child alias(s) | Critical | ||
| GT.53 | Child Date of Birth (DOB) | Critical | ||
| GT.54 | DCF unique child identifier/number | Critical | ||
| GT.55 | Assigned SGAL staff (Attorney, CAM/SA and/or Volunteer); | Critical | ||
| GT.56 | Not assigned to SGAL staff (Attorney, CAM/SA and/or volunteer) | Critical | ||
| GT.57 | Case status (Open or Closed); | Critical | ||
| GT.58 | Current Child Placement Type (Out of Home, In Home, Out of County, etc); | Critical | ||
| GT.59 | Placement Date | Critical | ||
| GT.60 | Parent Name(s) | Critical | ||
| GT.61 | Parent Alias(s) | Critical | ||
| GT.62 | Scheduled event type (i.e. motion, hearing, staffing, etc) | Critical | ||
| GT.63 | Scheduled event date; | Critical | ||
| GT.64 | Circuit | Critical | ||
| GT.65 | Placement facility name(s) | Critical | ||
| GT.65a | Current address | Critical | ||
| GT.65b | Email; and | Critical | ||
| GT.65c | Phone number. | Critical | ||
| GT.66 | Attorney ad litem name(s) | Critical | ||
| GT.66a | Current address | Critical | ||
| GT.66b | Email; and | Critical | ||
| GT.66c | Phone number. | Critical | ||
| GT.67 | Caregiver name(s) | Critical | ||
| GT.67a | Current address | Critical | ||
| GT.67b | Email; and | Critical | ||
| GT.67c | Phone number. | Critical | ||
| GT.68 | Mentor name(s) | Critical | ||
| GT.68a | Current address | Critical | ||
| GT.68b | Email; and | Critical | ||
| GT.68c | Phone number. | Critical | ||
| GT.69 | Associated cases (Dependency, Juvenile Law, etc) | Critical | ||
| GT.70 | The system has the ability to search by multiple parameters listed above. | Critical | ||
| GT.71 | The system has the ability to filter search results by multiple parameters listed above. | Critical | ||
| GT.72 | The system has the ability to search the case for attachments, by type or key word (either by attachment name or content). | Critical | ||
| GT.73 | The system has the ability to display recent searches and "favorite" a case. Search should also include the ability to search for specific allegations. | Critical | ||
| Security and Compliance | ||||
| GT.72 | The system has the ability to support Active Directory for single-sign on capabilities. | Critical | ||
| GT.73 | The system can track and report user log in history | Critical | ||
| GT.74 | The system has the ability to apply Active Directory security groups for security permissions. | Critical | ||
| GT.75 | The system has the ability to allow the system administrator to determine which fields are visible to which roles (i.e., role-based security). | Critical | ||
| GT.76 | The system has the ability to provide functional security to control what functions can and cannot be performed by certain users (e.g., void, delete, view vs. edit capabilities). | Critical | ||
| GT.77 | The system has the ability to capture an audit trail of users and user actions. | Critical | ||
| GT.77 | The system has the ability to record and display a 'created by' user/date/time stamp on every record. | Critical | ||
| GT.78 | The system has the ability to record and display a 'last modified' user/date/time stamp on every record. | Critical | ||
| GT.79 | The system has the ability to comply with restricting Personal Identifying Information for internal (based on permissions) and public view as defined under Florida Rule of Judicial Administration 2.420. | Critical | ||
| The system has the ability to mask fields by user role including but not limited to: | ||||
| GT.80 | The system has the ability to mask a portion of any of the above fields. | Critical | ||
| GT.81 | The system has proper levels of data encryption for data that is considered private and subject to industry security protocols including those that protect Personally Identifiable Information (PII). | Critical | ||
| GT.82 | The system has the ability to provide a report showing user, date, time and case information when users attempt or gain unathorized access to case files. | Critical | ||
| GT.83 | The system has the ability to provide a report showing all attempts at unsuccessful logins. | Critical | ||
| GT.84 | The system has the ability to allow a system administrator to log out users. | Critical | ||
| GT.85 | The system has the ability to complete, encrypt, and incrementally backup/restore processes of the data and application. | Critical | ||
| GT.86 | The system has the ability to individually support case, document, and field-level security. | Critical | ||
| GT.87 | The system has the ability to automatically redact PII and other sensitive information. | Critical | ||
| GT.88 | The system has the ability to adhere to user-defined data retention and destruction policies. | Critical | ||
| GT.89 | The system has the ability to be ADA (Americans with Disabilities Act) Section 508-compliant. | Critical | ||
| GT.90 | The system has the ability to provide FIPS 140-3 compliant encryption (at rest and in transit). | Critical | ||
| GT.91 | The system has the ability to comply with CJIS, NIST, and HIPAA rules for applicable case types. | Critical | ||
| GT.92 | The system has the ability to support security firewalls between the application and database servers. | Critical | ||
| GT.93 | The system has the ability to have configurable password reset capabilities. | Critical | ||
| GT.94 | The system administrator has the ability to deactivate users. | Critical | ||
| Data Validation | ||||
| GT.95 | The system has the ability validate data field values to ensure that only valid data is entered. Validation options may include, but are not limited to the following: table look-up, field values (e.g., acceptable range), or field type (e.g., numeric, alpha, required). Include input sanitization to prevent common attacks in text fields (such as but not limited to SQL injection, XSS, JavaScript Injection) before being accepted. | Critical | ||
| GT.96 | The system has the ability to verify zip codes and autopopulate the city and state fields based off of the zip code. | Critical | ||
| Performance and Scalability | ||||
| GT.97 | The system has the ability to scale up (i.e., increase the number of users, locations, servers and data stores) while still being manageable. | Critical | ||
| GT.98 | The system has the ability to be operational on a 24 x 7 scheduled basis (except for planned outages). | Critical | ||
| GT.99 | The system has the ability to provide roll-back capability in the database in order to rebuild data files, if necessary. | Critical | ||
| GT.100 | The system has the ability to support continuity of operations in the event of a site systems failure. | Critical | ||
| GT.101 | The system has the ability to provide backup and recovery operations to another site. | Critical | ||
| GT.102 | The vendor agrees to proactively notify the System Administrator regarding which releases of third-party software (such as JAVA virtual machine, Microsoft, Google, Mozilla, Safari, etc.) are known to create problems with the current version of the vendor software. | Critical | ||
| Deployment and Support | ||||
| GT.103 | The system or vendor has the ability to provide a centralized data dictionary that fully describes table structure, and appropriate levels of metadata. | Critical | ||
| GT.104 | The vendor has familiarity with Florida Supreme Court rules and mandates. | Desired | ||
| GT.105 | The vendor agrees to notify the client of system and version updates and planned downtime. | Critical | ||
| GT.106 | The system has the ability to provide functional online help documentation for system end users and system administrators. | Critical | ||
| GT.107 | The system has the ability to provide tools which support real-time monitoring by administrators of response time, system use and capacity, concurrent users, and system errors. | Critical | ||
| GT.108 | The vendor has the ability to capture help desk tickets for bug fixes and enhancement requests. | Critical | ||
| The vendor, at a minimum must adhere to the following standards for issue resolution: | ||||
| GT.109 | Critical: System is down or major function is inoperable and affecting operations. Response time = 1 hour. Resolution time = 4 hours. | Critical | ||
| GT.110 | High: Major functionality is impacted with no workaround. Response time = 4 hours. Resolution time = 1 business day. | Critical | ||
| GT.111 | Medium: Non-critical issue with workaround available. Response time = 1 business day. Resolution time = 3 business days. | Critical | ||
| GT.112 | Low: General questions, requests, or minor issues. Response time = 2 business days. Resolution time = 5 business days. | Critical | ||
| GT.113 | The vendor agrees to assign a representative to speak directly to the client upon a High and/or Critical issue. | Critical | ||
| GT.114 | The vendor agrees to notify the client when the reported issue has been resolved. | Critical | ||
| GT.115 | The vendor offers a suite of online training modules and/or access to an online user group community. | Critical | ||
| Export Capabilities | ||||
| The system has the ability to import and export data from (or to) standard file formats such as but not limited to: | ||||
| GT.116 | .CSV; | Critical | ||
| GT.117 | Excel (.xlsx) and Excel (.xls) | Critical | ||
| GT.118 | .XML; | Critical | ||
| GT.119 | PDF; | Critical | ||
| GT.120 | Word (.docx) and Word (.doc) | Critical | ||
| GT.121 | MS SQL; | Critical | ||
| GT.122 | .TXT; | Critical | ||
| GT.123 | .JPG, PNG, or TIFF; | Critical | ||
| GT.124 | .MP3; | Critical | ||
| GT.125 | .MP4, AVI, or MOV; and | Critical | ||
| GT.126 | .ZIP. | Critical | ||
| APIs and Integration | ||||
| GT.127 | The system has the ability to support RESTful APIs and standard messaging protocols (e.g., NIEM, XML, ECF 5.0). | Critical | ||
| GT.128 | The system has the ability to support event-based notifications (e.g., webhooks or message queues). | Critical | ||
| GT.129 | The system has the ability to support ETL tools or data pipelines for batch imports/exports. | Critical |
Florida Statewide Guardian ad Litem Office Functional and Technical Recquirements
Attachment B Page &P of &N Last Updated &D
Case File Management
| Indicator | Definition | Instruction | ||
| S | Standard: Feature/Function is included in the current software release and will be implemented by the planned phase go-live date as part of the proposal from Vendors in accordance with agreed-upon configuration planning with the Office. | Respondents are encouraged, but not required, to provide additional information in the Comments column to further demonstrate the system’s ability to meet the requirement. | ||
| F | Future: Feature/Function will be available in a future software release available to the Office on or before June 30, 2027, at which point it will be implemented in accordance with agreed-upon configuration planning with the Office. | If a response indicator of “F” is provided for a requirement that will be met in a future software release, the Respondent shall indicate the planned release version, as well as the time the release will be generally available. | ||
| C | Customization: Feature/Function is not included in the current software release, and is not planned to be a part of a future software release. However, this feature could be provided with custom modifications. All related customization costs should be indicated in Attachment C1 – Cost Worksheet. | If a response indicator of “C” is provided for a requirement that will be met through a custom modification, the Respondent shall indicate the cost of such a modification. | ||
| T | Third Party: Feature/Function is not included in the current software release, and is not planned to be a part of a future software release. However, this feature could be provided with integration with a third-party system. This system should be specified. | If a response indicator of “T” is provided for a requirement that will be met by integration with a third-party system, the Respondent shall identify this third-party system and include a cost proposal to secure this system. If the third-party system is a part of the proposal, the third-party shall respond to the appropriate requirements using the “S”/”C”/”T”/”N” response indicators with a clear notation that the responses are provided by the third-party. | ||
| N | No: Feature/Function cannot be provided. | N/A | ||
| Case File Management | ||||
| Req. # | Requirement Description | Criticality | Vendor Response | Comments |
| General | ||||
| CM.1 | The system has the ability to uniquely identify a case, regardless of transfers to other Circuits, locations, or changes in appointment status. | Critical | ||
| CM.2 | The system has the ability to provide workflow and workflow management functionality. | Critical | ||
| CM.3 | The system has the ability to manually create or update multiple records through a simplified batch process. | Critical | ||
| CM.4 | The system has the ability to transfer jurisdiction of an existing case, according to configurable business rules, from one judicial Circuit to another. | Critical | ||
| CM.5 | The system has the ability to track the location and possession of physical case files or portions of a file, including tracking checking files in and out. | Critical | ||
| CM.6 | The system has the ability to track which cases are in microfilm. | Critical | ||
| CM.7 | The system has the ability to include easy access to links for research tools for statute, rule, case and general research. | Critical | ||
| Case Initiation and Case Processing | ||||
| CM.8 | The system has the ability to allow for the customization and configurability of the case initiation screen including identification of mandatory fields. | Critical | ||
| CM.9 | The system has the ability to narrow the picklist values when selecting a file (e.g., typing "Mo" filters entries to show "Motions"). | Critical | ||
| CM.10 | The system has the ability to code pre-defined language according to document type | Critical | ||
| CM.11 | The system has the ability to define which users/user groups are permitted to edit fields in a case file | Critical | ||
| CM.12 | The system has the ability to set business rules around making edits to the case file. | Critical | ||
| CM.13 | The system has the ability to configure specialized terminology and data fields. | Critical | ||
| CM.14 | The system has the ability to automatically or manually create and print address labels, envelopes, file labels, individually or in batch. | Critical | ||
| CM.15 | The system has the ability to add free text to case file entries. | Critical | ||
| CM.16 | The system has the ability to accommodate unlimited character numbers in specified case file files. | Critical | ||
| CM.17 | The system has the ability to associate multiple documents or files to a single case file. | Critical | ||
| CM.18 | The system has the ability to link case file entries. (For example, an Answer may be linked to an original Petition entry). | Critical | ||
| CM.19 | The system has the ability to search the case file for certain codes, keywords, or date ranges. | Critical | ||
| CM.20 | The system has the ability to initiate a workflow based on a case file entry. | Critical | ||
| CM.21 | The system has the ability to trigger notifications or alerts from case file events (e.g., upcoming hearing, motions due, etc). | Critical | ||
| CM.22 | The system has the ability to trigger notifications or tasks to internal users. | Critical | ||
| The system has the ability to provide a customizable case summary screen containing, but not limited to, the following elements: | ||||
| CM.23 | Child information: | |||
| CM.24 | DCF unique case identifier | Critical | ||
| CM.25 | Dependency case number | Critical | ||
| CM.26 | Child's Name; | Critical | ||
| CM.27 | Date of Birth | Critical | ||
| CM.28 | Placement Status (Out of Home or In Home); | Critical | ||
| CM.29 | School name, location and phone number | Critical | ||
| CM.30 | Sibling information | Critical | ||
| CM.31 | GAL Appointment Date; | Critical | ||
| CM.32 | Current SGAL Attorney Assigned (Name, Phone, email, assignment date). | Critical | ||
| CM.33 | Previous SGAL Attorney(s) assignment history (Name, phone, email and appointment date) | Critical | ||
| CM.34 | Current Child Advocate Manager or Staff Advocate assigned (Name, phone, email and assignment date) | Critical | ||
| CM.35 | Previous SGAL Child Advocate Manager or Staff Advocate assignment history (Name, phone, email and appointment date) | Critical | ||
| CM.36 | Current Volunteer assigned (Name, phone, email and assignment date) | Critical | ||
| CM.37 | Previous SGAL Volunteer assignment history (Name, phone, email and appointment date) | Critical | ||
| CM.38 | Placement History by Type and Date (Relative Care Giver, Foster Care, Group Home or In Home) | Critical | ||
| CM.39 | Placement location (Address and phone number) | Critical | ||
| CM.40 | Placement Date | Critical | ||
| CM.41 | Previous placement history (placement type, caregiver contact info, placement date) | Critical | ||
| CM.42 | DCF Attorney (Name, phone and email | Critical | ||
| CM.43 | AAL Attorney (address, phone and email) | Critical | ||
| CM.44 | Parent Name(s) and contact info (address, phone and email); | Critical | ||
| CM.45 | Parent Attorney(s); | Critical | ||
| CM.46 | Scheduled Events; | Critical | ||
| CM.47 | Case activities and results; | Critical | ||
| CM.48 | Time Requirements (e.g., rule dates); | Critical | ||
| CM.49 | Other associated dependency cases | Critical | ||
| CM.50 | Most recent child visit information (Staff name and date, time and location of visit) | Critical | ||
| CM.51 | Important Case Notes | Critical | ||
| CM.52 | Related or linked cases (Other children who are attached to the same case dependency case number) | Critical | ||
| CM.53 | Most recent child visit information (Staff name and date, time and location of visit) | Critical | ||
| Dependency Cases | ||||
| CM.54 | The system has the ability to accept (import) case data electronically from the Dept of Children & Families, Office of the State Court Administrators or Dept of Juvenile Justice. | Critical | ||
| The system has the ability to automatically create a new case based on integration with previous placement data (see Integrations tab), which includes the following data: | ||||
| CM.55 | Assign a unique SGAL case number; | Critical | ||
| CM.56 | All Related Dependency Case Numbers | Critical | ||
| CM.57 | Create the child and address records; | Critical | ||
| CM.58 | List current placement and placement history; | Critical | ||
| CM.59 | Child Name | Critical | ||
| CM.60 | Child's current telephone number | Critical | ||
| CM.61 | Child's email address; | Critical | ||
| CM.62 | Attorney of record | Critical | ||
| CM.63 | The system has the ability for an unlimited number of notes or updates to be associated with a child. | Critical | ||
| CM.64 | The system has the ability to reassign (transfer) an entire case file from one employee to another | |||
| CM.65 | The system has the ability to add/update placement, and provide a history of the placement as it changes during the life of the case. | Critical | ||
| CM.66 | The system has the ability to track cases assignment history (e.g., Attorney, CAM & Volunteers assigned to the case). | Critical | ||
| Juvenile Cases | ||||
| CM.67 | The system has the ability to record the contact information for parents, guardians, GALs, and social workers/case managers. | Critical | ||
| CM.68 | The system has the ability to automatically send copies of all notices and correspondence, in designated case types, to parents and guardians. | Critical | ||
| CM.69 | The system has the ability to create unique party types (e.g., intervenor, interested party, terminated parent) designation for juvenile cases. | Critical | ||
| CM.70 | The system has the ability to, according to established business rules, allow for the entry of appearance of counsel for children, parents, or guardians. | Critical | ||
| CM.71 | The system has the ability to track a juvenile case transfer to an adult case. | Critical | ||
| Notices and Orders | ||||
| CM.72 | The system has the ability, for all generated notices and mailings sent, to document the event, and the destination addresses or email addresses. | Critical | ||
| CM.73 | The system has the ability to provide users the capacity to initiate and create multiple editable forms, notices, and orders selected from a drop-down selection. | Critical | ||
| CM.74 | The system has the ability to create electronic notices of motions or answers filed to be sent to a list of parties on a case. | Critical | ||
| Dispositions | ||||
| CM.75 | The system has the ability to enter conditions of user defined disposition types. | Critical | ||
| Case Linking | ||||
| CM.76 | The system has the ability to link and unlink cases, maintaining a history of the linkages and reason for linkage. | Critical | ||
| CM.77 | The system has the ability to allow for linking of multiple related cases (i.e. siblings in different placements)) | Critical | ||
| CM.78 | The system has the ability to show the SGAL Attorneys, Child Advocate Managers and volunteers assigned to each related or linked case. | Critical | ||
| CM.79 | The system has the ability to includes notes or scheduled events for one event among all linked cases. | Critical | ||
| Alerts and Tasks | ||||
| CM.81 | The system has the ability to place an “alert” at the case or case participant level, with various types of alerts (e.g., interpreter needed, medically needy foster care, etc.). | Critical | ||
| CM.82 | The system has the ability to support the tracking of configurable timeframes for filing and event requirements to include automated notifications/ticklers and reporting capabilities. | Critical | ||
| CM.83 | The system has the ability to provide a notification/alert on the number of days out of compliance based on an administrator-defined "non-compliance" parameters. | Critical | ||
| CM.84 | The system has the ability to alert a user if a case being accessed has existing active tasks. | Critical | ||
| CM.85 | The system has the ability for a user to flag specific tasks as "urgent" and notify the users when they access the case. | Critical | ||
| CM.86 | The system has the ability for a user to flag specific tasks as "urgent" and notify the user on a dashboard. | Critical | ||
| CM.87 | The system has the ability to provide automatic notification of tasks that are due on a specific date or within a configurable date range (e.g., daily, weekly, etc.). | Critical | ||
| CM.88 | The system has the ability to search for flags, alerts, or tasks by case type, task type, or alert type. | Critical | ||
| CM.89 | The system has the ability for users to manually create/update/delete/satisfy tasks. | Critical | ||
| CM.90 | The system has the ability to provide for configurable tasks and alerts for tracking all motions and deadlines. | Critical | ||
| Case Notes | ||||
| CM.91 | The system has the ability to add, maintain, and print public and private notes and comments made on case records. | Critical | ||
| CM.92 | The system has the ability to allow unlimited number of characters in the notes field. | Critical | ||
| CM.93 | The system allows admin to create standardized, customizable forms for use in the case and hearing notes. | Critical | ||
| The system has the ability for a user to search and retrieve case notes. Search criteria should include: | ||||
| CM.94 | Dependency Case number; | Desired | ||
| CM.95 | Date range; | Desired | ||
| CM.96 | Author; | Desired | ||
| CM.97 | Key word; | Desired | ||
| CM.98 | Note type; | Desired | ||
| CM.99 | Create date range; and | Desired | ||
| CM.100 | Various combinations of the above. | Desired | ||
| CM.101 | The system has the ability to allow for users with appropriate permissions to be able to select, display, and print confidential case notes on system reports. | Desired | ||
| Case Status and Security | ||||
| CM.102 | The system has the ability to configure case status and provide the ability to change the case from active status to inactive status and from inactive status back to active status while maintaining a history of case status. | Critical | ||
| CM.103 | The system has the ability to denote a case as confidential or sealed in compliance with State rules. | Critical | ||
| CM.104 | The system has the ability to allow for changes of confidential, sealed for documents or cases during the life of the case. | Critical | ||
| CM.105 | The system has the ability to provide, based on document type, automatically seal/mark confidential at the time of electronic filing. | Critical | ||
| CM.106 | The system has the ability to seal, restrict, or mark as confidential a portion of a case | Critical | ||
| CM.107 | The system has the ability to mask Personally Identifiable Information (PII). | Critical | ||
| CM.108 | The system has the ability to denote and mask certain contact information (e.g., name, address, email, phone) as confidential and accessible by role-based security. | Critical | ||
| CM.109 | The system has the ability to provide the capability to perform expungements by authorized personnel. | Critical | ||
| The system has the ability to provide for viewable and printable configurable case status history records, and should contain the following: | ||||
| CM.110 | Status; | Critical | ||
| CM.111 | Date; | Critical | ||
| CM.112 | User; | Critical | ||
| CM.113 | Child Name | Critical | ||
| CM.114 | Dependency Case number; | |||
| CM.115 | Case events; and | Critical | ||
| CM.116 | An indication of whether the status was updated manually, or triggered automatically from some process. | Critical | ||
| CM.117 | The system has the ability to document reasons for case closure (e.g., reunification, age out, etc). | Critical | ||
| Appeals | ||||
| CM.118 | The system has the ability to support automatic triggering of workflows and deadlines upon filing a Notice of Appeal. | Critical | ||
| CM.119 | The system has the ability to support the record on appeal preparation, including transcripts, exhibits, docket sheets and final orders. | Critical | ||
| CM.120 | The system has the ability to easily select which filings should be included in the appeals package. | Critical | ||
| CM.121 | The system has the ability to trigger a notification or task to request transcripts needed for the Notice of Appeal. | Critical | ||
| CM.122 | The system has the ability to automatically create tasks and reminders on approaching deadlines. | Critical | ||
| CM.123 | The system has the ability to support workflows upon receiving order or remands from Appellate Court. | Critical | ||
| Exhibit Management | ||||
| The system has the ability to enter exhibits on a case, including the following information: | ||||
| CM.124 | Party submitting the exhibit; | Critical | ||
| CM.125 | Exhibit description; | Critical | ||
| CM.126 | Exhibit number; | Critical | ||
| CM.127 | Admitted status; | Critical | ||
| CM.128 | Confidentiality of exhibit; | Critical | ||
| CM.129 | Associated case; and | Critical | ||
| CM.130 | Denied status. | Critical | ||
| CM.131 | The system has the ability to allow entry of the movement and chain of custody of exhibits. | Critical | ||
| CM.132 | The system has the ability to automatically generate a notice to exhibit owners that the items are eligible for return based on a configurable timeframe. | Critical | ||
| CM.133 | The system has the ability to automatically generate lists of unclaimed exhibits for a specific date range. | Critical | ||
| CM.134 | The system has the ability to allow for exhibits to be marked as "No Release/Destruction" and should not be calculated in any reports for release/destruction. | Critical | ||
| CM.135 | The system has the ability to maintain an audit trail of items that have been reviewed, released and/or destroyed. | Critical | ||
| CM.136 | The system has the ability to support a barcode label to track exhibits. | Critical | ||
| Specialty Courts | ||||
| CM.137 | The system has the ability to track cases support specialty courts (e.g., early child, juvenile justice) and associated unique workflows. | Critical | ||
| CM.138 | The system has the ability to flag or classify a case as belonging to a specialty court program. | Critical | ||
| Documents | ||||
| CM.139 | The system will allow admins to create, modify or delete folders and subfolders for storage of documents uploaded to each case file. The folders and subfolders will be the same across all case files and appear in each case file when the case file is created | Critical | ||
| CM.140 | The system must have unlimited storage capacity for documents, including pictures and videos. | Critical | ||
| CM.141 | The system must allow all users to search documents through keyword and date/time stamp seach functions | Critical | ||
| CM.142 | The system must record dates and times of document creation,modification and deletion. This information will be available to system admins. | Critical | ||
| CM.143 | Standardized document type will be assigned to each document when it is uploaded. Selection of a standard document type must be required when document is uploaded. These fields can only be created or edited by a system admin. | Critical | ||
| CM.144 | System administrators to be able to assign Role-based access controls and permissions to to documents and case files. | Critical | ||
| CM.145 | Child case file documents must be retained for a minimum of 7 years. Documents included in the volunteer file management system must be maintained for a period of at least 20 years. | Critical | ||
| Artificial Intelligence | ||||
| CM.146 | The system will be confiugured to accommodate AI programs to assist with document creation, searching and reporting. | Desired |
Florida Statewide Guardian ad Litem Office Functional and Technical Requirements
Attachment B Page &P of &N Last Updated &D
Volunteer File Management
| Indicator | Definition | Instruction | ||
| S | Standard: Feature/Function is included in the current software release and will be implemented by the planned phase go-live date as part of the proposal from Vendors in accordance with agreed-upon configuration planning with the Office. | Respondents are encouraged, but not required, to provide additional information in the Comments column to further demonstrate the system’s ability to meet the requirement. | ||
| F | Future: Feature/Function will be available in a future software release available to the Office on or before June 30, 2027, at which point it will be implemented in accordance with agreed-upon configuration planning with the Office. | If a response indicator of “F” is provided for a requirement that will be met in a future software release, the Respondent shall indicate the planned release version, as well as the time the release will be generally available. | ||
| C | Customization: Feature/Function is not included in the current software release, and is not planned to be a part of a future software release. However, this feature could be provided with custom modifications. All related customization costs should be indicated in Attachment C1 – Cost Worksheet. | If a response indicator of “C” is provided for a requirement that will be met through a custom modification, the Respondent shall indicate the cost of such a modification. | ||
| T | Third Party: Feature/Function is not included in the current software release, and is not planned to be a part of a future software release. However, this feature could be provided with integration with a third-party system. This system should be specified. | If a response indicator of “T” is provided for a requirement that will be met by integration with a third-party system, the Respondent shall identify this third-party system and include a cost proposal to secure this system. If the third-party system is a part of the proposal, the third-party shall respond to the appropriate requirements using the “S”/”C”/”T”/”N” response indicators with a clear notation that the responses are provided by the third-party. | ||
| N | No: Feature/Function cannot be provided. | N/A | ||
| Case File Management | ||||
| Req. # | Requirement Description | Criticality | Vendor Response | Comments |
| General | ||||
| VM.1 | The system will manage the full volunteer lifecycle—from inquiry and recruitment through onboarding, certification, and ongoing engagement. | Critical | ||
| Core Functional Requirements | ||||
| VM.2 | Volunteer Inquiries & Recruitment | Critical | ||
| VM.3 | Capture and track volunteer inquiries with source attribution. | Critical | ||
| VM.4 | Manage recruiting events (e.g., info sessions, community outreach). | Critical | ||
| VM.5 | Record referral sources (e.g., website, social media, word of mouth). | Critical | ||
| VM.6 | Track interview details: date, interviewer, notes, and interview outcome (accepted, rejected, pending). | Critical | ||
| VM.7 | Online Application Workflow | |||
| VM.8 | Customizable online application form accessible via a secure link. | Critical | ||
| VM.9 | Ability to email the application directly from the database. | Critical | ||
| VM.10 | Upon submission, the system should automatically generate a volunteer record and place a copy of the application on the document tab. | Critical | ||
| VM.11 | Track key milestones: | Critical | ||
| VM.12 | Date application sent | Critical | ||
| VM.13 | Date application submitted | Critical | ||
| VM.14 | Date references requested | Critical | ||
| VM.15 | Date references received | Critical | ||
| VM.16 | Certification date | Critical | ||
| VM.17 | If rejected: rejection reason and date | Critical | ||
| VM.18 | Background Checks & Compliance | |||
| VM.19 | Track completion and results of: | Critical | ||
| VM.20 | Driver’s License verification | Critical | ||
| VM.21 | Auto Insurance verification | Critical | ||
| VM.22 | Florida Bar Status check | Critical | ||
| VM.23 | Level 2 Background Screening | Critical | ||
| VM.24 | Employment verification | Critical | ||
| VM.25 | Store supporting documents securely in the volunteer’s record. | Critical | ||
| VM.26 | Volunteer Record Management | |||
| VM.27 | Each volunteer profile should include: | Critical | ||
| VM.28 | Demographic information | Critical | ||
| VM.29 | Contact details | Critical | ||
| VM.30 | Emergency contacts | Critical | ||
| VM.31 | Volunteer type (e.g., Volunteer, mentor, intern) | Critical | ||
| VM.32 | Certification date | Critical | ||
| VM.33 | Education and current employment | Critical | ||
| VM.34 | Skills and interests | Critical | ||
| VM.35 | Volunteer certifications | Critical | ||
| VM.36 | Case assignment information | Critical | ||
| VM.37 | Document storage (e.g., Code of Conduct, training certificates) | Critical | ||
| VM.38 | Staff notes (private/internal) | Critical | ||
| VM.39 | Training Management | |||
| VM.40 | Record Initial Training and In-Service Training sessions. | Critical | ||
| VM.41 | Track attendance and completion status. | Critical | ||
| VM.42 | Ability to invite volunteers en masse to in-service training events. | Critical | ||
| VM.43 | Maintain a history of all training sessions per volunteer. | Critical | ||
| VM.44 | Engagement & Activity Tracking | |||
| VM.45 | Log non-case activities (e.g., community events, office help). | Critical | ||
| VM.46 | Track volunteer participation and hours. | Critical | ||
| VM.47 | Generate reports on engagement and training compliance. | Critical | ||
| Additional Features | ||||
| VM.48 | Role-based access control for staff, coordinators, and volunteers. | Critical | ||
| VM.49 | Automated reminders for training, background check renewals, and certification deadlines. | Critical | ||
| VM.50 | Mobile-friendly interface for volunteers to update profiles, view cases, add case notes and track hours. | Critical | ||
| VM.51 | Reporting dashboard with filters for certification status, training completion, and volunteer activity. | Critical |
Florida Statewide Guardian ad Litem Office Functional and Technical Requirements
Attachment B Page &P of &N Last Updated &D
User Tools
| Indicator | Definition | Instruction | ||
| S | Standard: Feature/Function is included in the current software release and will be implemented by the planned phase go-live date as part of the proposal from Vendors in accordance with agreed-upon configuration planning with the Office. | Respondents are encouraged, but not required, to provide additional information in the Comments column to further demonstrate the system’s ability to meet the requirement. | ||
| F | Future: Feature/Function will be available in a future software release available to the Office on or before June 30, 2027, at which point it will be implemented in accordance with agreed-upon configuration planning with the Office. | If a response indicator of “F” is provided for a requirement that will be met in a future software release, the Respondent shall indicate the planned release version, as well as the time the release will be generally available. | ||
| C | Customization: Feature/Function is not included in the current software release, and is not planned to be a part of a future software release. However, this feature could be provided with custom modifications. All related customization costs should be indicated in Attachment C1 – Cost Worksheet. | If a response indicator of “C” is provided for a requirement that will be met through a custom modification, the Respondent shall indicate the cost of such a modification. | ||
| T | Third Party: Feature/Function is not included in the current software release, and is not planned to be a part of a future software release. However, this feature could be provided with integration with a third-party system. This system should be specified. | If a response indicator of “T” is provided for a requirement that will be met by integration with a third-party system, the Respondent shall identify this third-party system and include a cost proposal to secure this system. If the third-party system is a part of the proposal, the third-party shall respond to the appropriate requirements using the “S”/”C”/”T”/”N” response indicators with a clear notation that the responses are provided by the third-party. | ||
| N | No: Feature/Function cannot be provided. | N/A | ||
| Attorney Tools | ||||
| Req. # | Requirement Description | Criticality | Vendor Response | Comments |
| General | ||||
| UT.1 | The system has the ability to enable some functionality (such as accessing calendars and viewing filings) to be available on mobile device platforms such as Android and iOS cell phones. | Critical | ||
| UT.2 | The system has the ability for each Attorney to configure their own instance of a case summary screen. | Critical | ||
| UT.3 | The system has the ability to include links on each attorney's dashboard to legal research tools for statute, rule, case and general research. (See also Case File Management CM.7) | Critical | ||
| The system has the ability to provide a customizable case summary screen containing, but not limited to, the following elements: | ||||
| UT.4 | Child information: | Critical | ||
| UT.5 | DCF unique case identifier | Critical | ||
| UT.6 | Dependency case number | Critical | ||
| UT.7 | Child's Name; | Critical | ||
| UT.8 | Date of Birth | Critical | ||
| UT.9 | Placement Status (Out of Home or In Home); | Critical | ||
| UT.10 | School name, location and phone number | Critical | ||
| UT.11 | Sibling information | |||
| UT.12 | GAL Appointment Date; | Critical | ||
| UT.13 | Current SGAL Attorney Assigned (Name, Phone, email, assignment date). | Critical | ||
| UT.13a | Previous SGAL Attorney(s) assignment history (Name, phone, email and appointment date) | Critical | ||
| UT.14 | Current Child Advocate Manager or Staff Advocate assigned (Name, phone, email and assignment date) | Critical | ||
| UT.14a | Previous SGAL Child Advocate Manager or Staff Advocate assignment history (Name, phone, email and appointment date) | Critical | ||
| UT.15 | Current Volunteer assigned (Name, phone, email and assignment date) | Critical | ||
| UT.15a | Previous SGAL Volunteer assignment history (Name, phone, email and appointment date) | Critical | ||
| UT.16 | Placement History by Type and Date (Relative Care Giver, Foster Care, Group Home or In Home) | Critical | ||
| UT.16a | Placement location (Address and phone number) | Critical | ||
| UT.16b | Placement Date | Critical | ||
| UT.16c | Previous placement history (placement type, caregiver contact info, placement date) | Critical | ||
| UT.17 | DCF Attorney name, phone and emaik, start and end date | Critical | ||
| UT.18 | AAL Attorney name, address, phone, email, start and end date | Critical | ||
| UT.19 | Caseworker name, phone, email, start and end date | Critical | ||
| UT.20 | Parent Name(s) and contact info (address, phone and email); | Critical | ||
| UT.21 | Parent Attorney(s), contact info (address, phone, email, start and end date | Critical | ||
| UT.22 | Family member name(s) | Critical | ||
| UT.22a | Relationship | Critical | ||
| UT.22b | Contact info (address, phone and email) | Critical | ||
| UT.23 | Associated party name(s) | Critical | ||
| UT.23a | Title | Critical | ||
| UT.23b | Relationshp to specific individuals (ability to connect associated party to a specific individual involved in the case) | |||
| UT.23c | Star and end date | |||
| UT.23d | Contact info (address, phone and email) | Critical | ||
| UT.24 | Scheduled Events; | Critical | ||
| UT.25 | Case activities and results; | Critical | ||
| UT.26 | Time Requirements (e.g., rule dates); | Critical | ||
| UT.27 | Other associated cases (i.e. Previous Dependency, Dependency Law, etc) | Critical | ||
| UT.28 | Most recent child visit information (Staff name and date, time and location of visit) | Critical | ||
| UT.29 | Important Case Notes | Critical | ||
| UT.30 | Related or linked cases (Other children who are attached to the same case dependency case number) | Critical |
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