Records Management System

The State of Florida is requesting proposals from qualified vendors for the provision of a scalable records management system with comprehensive hosting and implementation services. The system must be designed to accommodate future growth, supporting new incident types, evolving reporting requirements, configurable workflows, and an expanding number of users and roles. It is also required to provide an offline capability, enabling users to access, interact with, and update essential features and data without an active internet connection, with data synchronization upon reconnection to the central server.

Key functions include robust user management and access control with support for at least fifty concurrent users and role-based access permissions. The solution must allow multiple agency administrators with distinct accounts for both administrative and user duties, ensuring secure separation of access to sensitive cases and audit logs.

For case and incident management, the system must facilitate the creation and tracking of a variety of event types, such as investigations, incidents, and complaints. There should be no character limit for designated input fields, supporting extensive data entry while maintaining security, performance, and usability. Finally, the system must deliver advanced reporting and analytics, including but not limited to the generation of Field Intelligence Reports, Trespass Warning Reports, Consent to Search Reports, and Responses to Resistance.

The selected vendor will be responsible for system installation, user training, ongoing maintenance and support, regular system and security updates, and will act as a long-term development partner to address additional needs as they arise.