Document Management System Software

The City of St. Petersburg, Florida, a jurisdiction within Pinellas County, has issued a Request for Information (RFI) for Case/Document Management System (DMS) software solutions. This procurement seeks vendor information regarding DMS capabilities designed to manage and store documents and records in compliance with records management best practices, industry standards, and governmental regulations while providing secure employee access and enhanced document searchability. The RFI was released on January 20, 2026, with a vendor question submission deadline of February 10, 2026 at 12:00 p.m., a question response deadline of February 12, 2026 at 3:00 p.m., and a final response submission deadline of February 24, 2026 at 3:00 p.m. Responses must be submitted electronically through the City's online bidding portal at https://procurement.opengov.com/portal/stpete as a single continuous PDF file. Vendors must provide detailed cost information including system capabilities pricing, implementation timeframe, system support costs, integration expenses, security features, and any artificial intelligence applications, along with vendor registration status with the Florida Department of State Division of Corporations, headquarters address, service office location if different, authorized contact person information, and a description of the company's business nature. This RFI is an information-gathering mechanism to assess feasibility, estimate costs, identify risks, and develop a future competitive solicitation rather than a binding procurement, with the City reserving the right to accept or reject any proposals and holding responses for ninety days after the submission deadline.

The solicitation documents do not identify specific set-aside designations, restrictions on organizational types, incumbent vendors, current contractors, or existing infrastructure requiring integration. All submissions are subject to Florida's public records laws, and vendors may designate information as trade secret or proprietary only if submitted in separate electronic files with proper statutory references and compliance documentation. No specific contract award date, term, or budget range is indicated in the RFI documentation, as this is an information-gathering phase intended to inform future procurement decisions rather than an immediate contract award opportunity.