Commission Information Management System

Background
The State of Florida, Department of Education is seeking information regarding entities with proven expertise in Electronic Document Management System (EDMS) solutions. This Request for Information (RFI) aims to gather knowledge about available products and services in the market to potentially develop a future competitive solicitation or legislative budget request.

The Commission for Independent Education currently uses an SQL-based database with a Microsoft Access interface to manage the licensure and regulation of approximately 1,000 licensed postsecondary education institutions.

Work Details
The RFI seeks information on cloud-based Commercial-off-the-shelf (COTS) solutions that can replace the current Management Information System. Key requirements include:
- Support for processing applications and associated reports.
- Enable electronic submission of applications, reports, data collection, and documents by institutions.
- Implement customizable online forms with database integration.
- Allow collaboration between staff and institutions on applications and documents.
- Support various file format uploads (e.g., .doc, .xls, .pdf).
- Role-based access for staff to create new records and update data.
- Secure web access for approximately 40 staff members and 1,000 licensed institutions (around 2,000 unique users).
- Manage the entire document lifecycle including creation, organization, workflow management, viewing, sharing, retention, and disposal.
- Migrate over 800 GB of documents from the current system.
- Provide user-friendly interfaces for data input and document uploads in predefined formats.
- Track changes to license status with updates on a publicly accessible directory.

Period of Performance
Responses to this RFI are due by January 7, 2025.

Place of Performance
The contract will be performed at the Florida Department of Education located at 325 West Gaines Street, Tallahassee, FL 32399-0400.