Public Records Search & Case Management Solution

The Florida Department of Environmental Protection has issued Request for Information (RFI #2026017) seeking vendor information regarding a Public Records Search & Case Management Solution. This RFI is issued by the state of Florida on behalf of Leon County and represents an information-gathering initiative rather than a binding procurement. The Department seeks a secure, cloud-based solution designed for Azure-hosted deployments capable of searching approximately 6,000 mailboxes across Microsoft Office 365 records, with particular emphasis on Exchange Online functionality. Key deliverables and objectives include robust search capabilities with precise filtering, comprehensive case management functionality, advanced deduplication and redaction features, full auditability and reporting capabilities, and compliance with CJIS, HIPAA, and PII handling requirements with SLA-backed reliability guarantees. Vendors must demonstrate compliance across 41 specific requirements categorized into nine areas: access control, search capabilities, case management, advanced features, system integration, reliability, compliance, non-functional requirements, and implementation. The submission timeline includes a deadline of April 1, 2026 at 5:00 PM for written questions, with answers to be posted by April 3, 2026; RFI responses are due by April 10, 2026 at 5:00 PM and should be submitted via email to Sabina Flanagan, the designated Procurement Officer. Vendors must provide detailed compliance information using specified coding (Fully Compliant, Partially Compliant, Compliant via Third-Party, Not Compliant, or Roadmap) and comprehensive cost information including support rates, licensing costs across multiple models (user, case, storage, API usage, and connectors), annual maintenance fees, third-party license requirements, and implementation costs.

The RFI does not specify any set-aside designations or organizational restrictions on responding vendors, and no incumbent contractor information is identified in the available documentation. The solution must integrate with existing Microsoft Office 365 infrastructure and Exchange Online systems currently deployed within the organization. All vendor responses will become public records subject to Florida's Public Records Act, though vendors may assert exemptions for trade secrets or confidential business information if properly segregated and identified in their submissions. The Department has emphasized that this RFI is strictly for information-gathering purposes and does not represent a commitment to award any contract; however, a competitive procurement may be issued at a later date based on information gathered from vendor responses. No specific budget range or award value has been disclosed in the RFI documentation, and the Department is not liable for any costs incurred by vendors in preparing and submitting their responses.