County of Escambia Quote

Title: Digital Evidence Management System

Deadline: 2/16/2023 2:00 PM   (UTC-06:00) Central Time (US & Canada)

Status: Awarded

Quote Number: Quote DEMS

Description: The First Judicial Circuit of Florida is seeking to purchase a cloud-based Digital Evidence Management System (DEMS) for use to store digital evidence related to civil and family court activities for approximately twenty judges and magistrates.  


All vendors must meet the minimum requirements ("must" items) of the scope provided below.  The awarded vendor will be the vendor providing both the best pricing and the best value to the County.

To submit a response, vendors must provide a PDF-type document showing that they are capable of meeting the requirements below, and highlighting any areas that are not covered by their solution.

For questions, please contact Kayla Blanchard in writing at kayla.blanchard@FLCourts1.gov.

The minimum needs for the selected system are as follows:

  1. The Digital Evidence Management Solution (DEMS) must be a secure, cloud-based system, accessible from any internet-enabled device, including mobile phones and tablets.
  2. The DEMS must be capable of storing and indexing all Digital Evidence (DE) in a user-friendly, expedient method. Users must be able to quickly and accurately upload DE themselves, without the need for third-party support.
  3. The DEMS must have the ability to organize and index documents, images, videos, and audio into a single case file for efficient review.
  4. DEMS Users must be able to show all evidence and play all multimedia directly from the system.
  5. The DEMS must be able to index large documents for easy review.
  6. Uploading of digital photographs must be seamless and must preserve all Exchangeable Image File (ESIF) data. Batch uploads of all digital files, including video, audio, photos, and documents is also a requirement. Newly uploaded files (incoming evidence) must be placed in a separate section pending review and acceptance into evidence.
  7. The ability to easily access and utilize DEMS using smart-phones and tablets is also a requirement. The DEMS user must be able to use their smart device to easily upload DE to the DEMS.  The DEMS must be brand agnostic regarding mobile devices.
  8. The DEMS must use templates for standard case setup and initiation.
  9. The DEMS must have different levels of permissions for users, supervisors, and administrators to assign and access the different case types containing DE. An option to download certain files must also be granted to those who have permission.
  10. The DEMS must allow system administrators to make security permission changes at the security group and system user levels.
  11. The DEMS must be able to securely grant time restricted, file restricted, and redacted case access, with user-specific views for juries and witnesses to use the system while appearing remotely.
  12. The DE must be shareable though the use of expiring hyper-text links or a similar method that must be temporary in nature. The amount of time is dependent on the case type or the procedures set forth. This would allow the ability to share the DE to outside entities such as the Bar, Clerk, Prosecution, Public Defenders, and other Law Enforcement agencies.
  13. The DEMS must contain a calendar feature to allow for scheduling hearings and linking evidence to a calendar event for a specific hearing. Those events must also allow Zoom or Teams links to be added for ease of attending the hearing.
  14. The DEMS must provide a uniquely identifying sequential identification number for each DE item record, with tracking for each.
  15. The DEMS must provide for an audit trail, logging of who has seen what and when. The DEMS must be able to perform this audit trail automatically. The audit trail must be sufficiently detailed to stand as a record in a court of law.
  16. The DEMS must provide unlimited storage for DE.
  17. The DEMS must be able to store digital evidence (DE) in multiple file formats, either in standard or proprietary media. The DEMS must be able to play, view, and share all file formats.
  18. The DEMS must allow enhancing of file images being displayed when required. The system must include a built-in tool that allows for zooming, cropping, and image stabilization. The DEMS must retain the original file/image of any image that is altered for enhancement purposes.
  19. The DEMS must provide tools for redacting digital images, video, and audio files.
  20. The DEMS must have evidence exhibit marking and indexing.
  21. The DEMS must have tools for note taking. The notes must have sharing levels to allow them to be private or shared with specific user groups.
  22. The DEMS must maintain historical tracking of all DE.
  23. The DEMS must be able to encrypt evidence with standard 256-bit encryption.
  24. The DEMS must virus scan all uploaded DE.
  25. The DEMS must have the ability to produce reports on DE records based on user-defined criteria.
  26. The DEMS must have OCR capabilities and the ability to search by report number, date, address, agency, owner, wildcards, and persons involved across the entire database. The search results must also include any information in handwriting.
  27. The DEMS must have the ability to search all documents in a case, or the documents in a particular folder.
  28. The DEMS must allow for the creation of folders and sub-folders to allow for easier management of DE.
  29. The DEMS must have the ability to upload DE in batch mode. Using batch mode will allow the user to quickly upload large numbers of digital files to the DEMS. The same applies to downloading; the ability to download all digital files associated with a case for movement to other storage and archiving.
  30. The DEMS must have the ability to permanently delete DE from the system when necessary (for retention in other systems).
  31. The DEMS must be able to send automated emails and texts notifications to users of the system telling them when and how to upload DE. The notification must include a link for uploading and a passcode for access.
  32. The vendor must provide media tools for user training, and in-depth training for selected users.
  33. The vendor must provide same-day tier two support, and manage and provide all system updates and maintenance.
  34. The system must be fully installed, training completed, and fully operational by May 1, 2023.  

Addition 1

Posted: 2/9/2023

Type of Addition: Addendum 1

Overview: Please see the attached documents related to questions submitted by potential proposers, and the County's response.

Documents:

Addition 2

Posted: 3/23/2023

Type of Addition: Award Information

Overview: Please see the attached quote from the awarded firm, West Publishing Corporation d/b/a Thomson Reuters.

Amount: $48,000.00

Documents:

Addition 3

Posted: 3/23/2023

Type of Addition: Award Information

Posted: 2/9/2023

Type of Addition: Addendum 1

Overview: Please see the attached documents related to questions submitted by potential proposers, and the County's response.

Documents:

Posted: 3/23/2023

Type of Addition: Award Information

Overview: Please see the attached quote from the awarded firm, West Publishing Corporation d/b/a Thomson Reuters.

Amount: $48,000.00

Documents:

Posted: 3/23/2023

Type of Addition: Award Information