Records Management System

The Florida Department of Lottery is seeking proposals for a comprehensive Records Management System (RMS) through RFP-016-24/25, targeting an integrated solution to streamline case management, reporting, and evidence tracking processes. The procurement requires a sophisticated software system that supports at least 50 concurrent users across mobile and PC-based environments, with robust capabilities including property/evidence tracking, data management, and security compliance. Vendors must meet stringent Criminal Justice Information System (CJIS) Security Policy requirements and demonstrate multi-factor authentication, offline access, and database integration capabilities. Key procurement dates include proposal submissions due by March 12, 2025, at 2:00 PM ET, with vendor demonstrations scheduled for March 31-April 2, 2025, and a Notice of Agency Decision anticipated on April 8, 2025. The initial contract term spans three years with three additional one-year renewal options, contingent upon satisfactory performance and funding availability, with a full system installation required by June 15, 2025.

No specific set-aside designations or restrictions for disadvantaged enterprises were explicitly detailed in the procurement documents. The RFP does require a $30,000 performance bond from the successful vendor and includes potential financial consequences of $50-250 per day for missed deliverables, with liquidated damages capped at 2% of the total contract value per day, not exceeding 10% of the total contract value. While no incumbent vendor was identified, the procurement emphasizes comprehensive system requirements including integration capabilities with existing law enforcement databases. Vendors must also undergo background investigations for the company and key personnel. Though precise budget ranges were not specified, the cost submission certification form indicates a structured pricing model covering initial software training, installation, and subsequent annual maintenance across a six-year potential contract period, with funding contingent upon annual legislative appropriation.