Software & Implementation Services for a Client Case Management System

The Florida Statewide Guardian ad Litem Office (SGAL) is soliciting proposals for a comprehensive Client Case Management System (CCMS) software and implementation services. The procurement seeks a solution to replace the current Optima case file system, with specific requirements for case file management, volunteer record management, document creation and storage, reporting, and research capabilities. The RFP requires vendors to provide a web-based, cloud-native or on-premises software system that supports dependency and juvenile cases, with robust features including workflow management, alert systems, exhibit management, and document storage. Evaluation criteria will assess proposals based on functionality (35 points), technical alignment (30 points), implementation approach (15 points), proposer experience (15 points), proposed staff experience (5 points), and cost (40 points). Key deadlines include a non-mandatory Pre-Proposal Vendor Conference on January 6, 2026, a question submission deadline of January 12, 2026, proposal submissions due by January 30, 2026 at 4:00 PM, vendor demonstrations scheduled for the week of March 2, 2026, and a full implementation and deployment deadline of June 30, 2027.

The solicitation is open to all vendors located within the United States, with no specific set-aside designations mentioned. Vendors must demonstrate financial stability by submitting documentation such as investment-grade ratings, financial statements, or CFO attestation letters. Proposers are encouraged to declare diversity status, including Florida Business Enterprise, Small Business Enterprise, Veteran Business Enterprise, or Minority Business Enterprise designations. IT security requirements mandate either current SOC 2 Type 2 reports or ISO 27001 certifications, with alternatives including a comprehensive IT Security Questionnaire. The Office anticipates serving approximately 30,095 children with a total general revenue budget of $65,917,126 and supports flexible deployment models including on-premise, proposer-hosted, or Software as a Service (SaaS) options. While specific budget allocations for the CCMS are not explicitly stated, the solicitation indicates full funding for one-time and recurring annual software and professional services costs, with final budgets to be determined through contract negotiations.