Records Management System

The Florida Department of Lottery is seeking proposals for a comprehensive Records Management System (RMS) through a competitive Request for Proposals (RFP) process targeting law enforcement and investigative record tracking. The RMS must be a fully cloud-based, web-responsive system capable of supporting 50 concurrent users with role-based access control and 99.9% uptime. Key system requirements include case and incident management, property and evidence tracking with barcode integration, data migration of approximately one terabyte from legacy systems, optical character recognition, and integration with law enforcement databases like FCIC/NCIC. Vendors must be CJIS certified and demonstrate prior experience through three client references, with at least one recent law enforcement RMS implementation. The technical proposal will be evaluated across ten criteria totaling 1,720 points, covering system infrastructure, case management, data integration, security, training, and project planning, with an additional 300 points allocated for system demonstrations. Critical procurement dates include questions due by January 20, 2026, sealed proposals due February 17, 2026 at 2:00 PM ET, evaluation from February 25 to March 5, 2026, demonstration sessions March 23-25, 2026, and anticipated contract award decision on April 6, 2026.

The RFP does not specify any specific set-aside designations or restrictions for disadvantaged businesses. The initial contract term is three years with potential renewal for up to three additional years, contingent on satisfactory performance and legislative appropriation. Vendors must submit comprehensive cost proposals using Attachment C, with pricing evaluated using a lowest-cost formula where the lowest bidder receives 200 maximum points and others receive proportional points. Financial requirements include providing certified financial statements for two fiscal years and demonstrating financial responsibility. A performance bond of $30,000 is required at contract execution, and the contractor must maintain commercial insurance and provide 24/7/365 support with specific response time commitments. Deliverables include a project kick-off meeting, final project plan, user acceptance testing, on-site training, and system installation by June 15, 2026. Non-compliance with performance standards may result in financial penalties ranging from $50 to $250 per day. While no specific contract value is mentioned, the comprehensive system requirements and support obligations suggest a significant investment in modernizing the Lottery's records management infrastructure.