Florida Statewide Guardian ad Litem Office Client Case Management System Software and Services RFP 2025-26
Florida Statewide Guardian ad Litem Office | State of FloridaState · Tallahassee, FL- Due
- Jan 30, 2026
- Deadline passed
- Posted
- Dec 15, 2025
- Duration
- 15 months
The 30-second brief
The Florida Statewide Guardian ad Litem Office (SGAL) is soliciting proposals for software and consulting services to implement an integrated Client Case Management System (CCMS) for data and file management, communications, and document processing. The project aims to replace the legacy 'Optima' system with a unified platform to support 20 judicial circuits, eliminating data silos and enhancing reporting capabilities. The scope includes case file management, volunteer management, portal access for external users, data conversion of over 10 TB of legacy data, and ongoing support. The system must support approximately 863 internal users and 6,552 external volunteers/pro-bono attorneys. Proposals are due January 30, 2026. A non-mandatory pre-proposal videoconference is scheduled for January 6, 2026, and the question deadline is January 12, 2026. Evaluation will be based on functionality, technical capabilities, approach, experience, and a ten-year cost of ownership.
Project Management Plan, Data Conversion Plan, Training Plan, System Interface Plan, Testing and Quality Assurance Plan, Pre- and Post-Implementation Support Plan, System Documentation, Risk Register
Functionality (35 points), Technical (30 points), Approach (15 points), Proposer Experience (15 points), Proposed Staff Experience (5 points), Cost (40 points)
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Summary
The Florida Statewide Guardian ad Litem Office (SGAL) is soliciting proposals for software and consulting services to implement an integrated Client Case Management System (CCMS) for data and file management, communications, and document processing.
The project aims to replace the legacy 'Optima' system with a unified platform to support 20 judicial circuits, eliminating data silos and enhancing reporting capabilities. The scope includes case file management, volunteer management, portal access for external users, data conversion of over 10 TB of legacy data, and ongoing support. The system must support approximately 863 internal users and 6,552 external volunteers/pro-bono attorneys. Proposals are due January 30, 2026. A non-mandatory pre-proposal videoconference is scheduled for January 6, 2026, and the question deadline is January 12, 2026. Evaluation will be based on functionality, technical capabilities, approach, experience, and a ten-year cost of ownership.
EVALUATION CRITERIA
REQUIRED DELIVERABLES
8- Project Management Plan
- Data Conversion Plan
- Training Plan
- System Interface Plan
- Testing and Quality Assurance Plan
- Pre- and Post-Implementation Support Plan
- System Documentation
- Risk Register
REQUIRED ATTACHMENTS
6- Attachment A – Vendor Certification Form
- Attachment B – Proposal Response Forms
- Attachment C – Functional and Technical Requirements/Capabilities
- Attachment D – Financial Stability Review
- Attachment E1 – Proposal Cost Worksheet (Instructions)
- Attachment E2 – Proposal Cost Worksheet
- Submit to
- Tallahassee, FL
- Scope location
- Tallahassee, FL
- Reported agency
- Florida Statewide Guardian ad Litem Office
Questions about this RFP
How do I respond to this RFP from Florida Statewide Guardian ad Litem Office | State of Florida?
Review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is January 30, 2026. The solicitation specifies required deliverables that must be addressed in your response. Be sure to include all required attachments as outlined in the solicitation. Submissions should be delivered to: Tallahassee, FL.
Can small businesses or minority-owned firms bid on this RFP?
Most government agencies, including Florida Statewide Guardian ad Litem Office | State of Florida in FL, encourage participation from small businesses, minority-owned, women-owned, and disadvantaged business enterprises (MBE/WBE/DBE). Check the full solicitation for any small business participation goals.
What happens after the RFP submission deadline?
After the deadline, the issuing agency reviews all submissions against the stated evaluation criteria. This typically includes a compliance check, technical evaluation, cost analysis, and may involve oral presentations with shortlisted vendors.
What are the key deliverables?
The solicitation specifies the following deliverables: Project Management Plan, Data Conversion Plan, Training Plan, System Interface Plan, Testing and Quality Assurance Plan, Pre- and Post-Implementation Support Plan, System Documentation, Risk Register. Proposals should clearly address how each deliverable will be met.
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What are the evaluation criteria for this solicitation?
This solicitation includes specific evaluation criteria that will be used to score proposals. The criteria include: "Functionality (35 points), Technical (30 points), Approach (15 points), Proposer Experience (15 points), Proposed Staff Experience (5 points), Cost (40 points)" Vendors should carefully align their proposals with each criterion to maximize their score.
Where can I find more RFPs from Florida Statewide Guardian ad Litem Office | State of Florida?
All active and historical solicitations from Florida Statewide Guardian ad Litem Office | State of Florida are tracked and searchable. As a state agency, Florida Statewide Guardian ad Litem Office | State of Florida regularly publishes solicitations. Visit the agency profile to see current open bids, past contracts, vendor relationships, and decision-maker contacts.
What is the contract term for this solicitation?
The anticipated contract term is 15 months. Contract terms may include renewal options.
What documents are required to bid on this RFP?
Requirements vary by solicitation, but common documents include a technical proposal, cost/price proposal, proof of insurance, relevant certifications, past performance references, and any forms specified in the solicitation. This solicitation specifically requires the following attachments: Attachment A – Vendor Certification Form, Attachment B – Proposal Response Forms, Attachment C – Functional and Technical Requirements/Capabilities, Attachment D – Financial Stability Review, Attachme. Review the full document from Florida Statewide Guardian ad Litem Office | State of Florida for the complete list.
What is the scope of this project?
This solicitation defines a specific project scope. The scope covers the following locations: Tallahassee, FL. Review the full solicitation for detailed scope requirements.