Commission Information Management System

The Florida Department of Education has issued a Request for Information (RFI 2025-108) seeking potential vendors to provide an Electronic Document Management System (EDMS) for the Commission Information Management System, specifically targeting Leon County. The procurement aims to replace the current SQL-based database system with a cloud-based Commercial-off-the-shelf (COTS) solution capable of supporting approximately 40 staff members and 1,000 licensed institutions (around 2,000 unique users). Key deliverables include a web-accessible system with electronic submission capabilities, customizable online forms, workflow management, document lifecycle support, and integration with payment processing services. The system must manage over 800 GB of documents, with approximately 60 GB added annually, and comply with State of Florida security standards (Rule Chapter 60GG-2, F.A.C.). Critical evaluation criteria include technical capabilities, implementation approach, security features, integration potential, disaster recovery plans, and pricing structure. Important dates include questions due by December 16, 2024, at 2:00 PM ET, with final RFI responses required by February 4, 2025, at 2:00 PM ET.

The RFI does not specify specific set-aside designations or restrictions on responding organizations. The current system infrastructure includes a Microsoft Access interface connected to a SQL database with over 500 tables, 100 reports, and 50 screens, which will require careful migration and integration considerations. While no specific budget range is explicitly stated, the Department noted that cost information is "highly critical" to potential future competitive solicitations. The existing system supports licensure and regulation of postsecondary education institutions and requires PCI compliance for payment processing. Vendors will be expected to provide comprehensive information about their financial stability, customer base, implementation timeline, and technical capabilities, including API availability and supported file formats. It is important to note that this RFI is purely informational and will not directly result in a contract award, but may be used to develop future competitive solicitations or legislative budget requests.