Case Management Services

The vendor is required to provide case management services features to maintain the effectiveness and integrity of fire investigations:
- Core system requirements
•    Case management system: a centralized platform for tracking cases, logging evidence, and generating structured reports, ensuring streamlined operations and consistent documentation.
•    AI-driven report writing: automates the report-writing process by structuring investigator inputs and scene data, reducing manual effort and improving accuracy.
•    Multi-user collaboration: supports concurrent investigations with role-based access controls, allowing seamless collaboration among team members. 
•    Must be able to support at least 600 cases.
•    Field use capability: enables investigators to document and analyze fire scenes directly from the field, ensuring real-time data entry and decision-making.
•    Data syncing: automatic synchronization of case files when investigators work from mobile devices (iPhone, iPad, and laptop), preventing data loss and ensuring up-to-date information. software should be web based.
- Specialized reporting and investigation tools
•    Full fire scene data capture and report generation: complies with 921 standards, ensuring comprehensive documentation and standardized report generation.
•    Structure and vehicle fire summary reports: provides specialized templates for detailed documentation of fire incidents, enhancing accuracy and efficiency. 
•    Reports should be related to NFPA 921 templates.
•    Data capture for k-9 units and scene examination report generation: supports the integration of k-9-unit findings and investigator notes into a comprehensive report, with optional fields to log training and certification records of dogs and handlers.
•    Arrest log and incident statistics: facilitates record-keeping and statistical analysis for trend identification and reporting.
•    Case media library: centralized storage for all media, including photos, videos, and audio files, ensuring quick retrieval and reference.
•    Interview transcription services: transcribes recorded interviews accurately, aiding in case documentation and legal proceedings.  
•    Must be able to import all types of audio files and convert into a word document. 
•    AI is allowed.
•    Photo log creation tools: streamlines the organization and annotation of photographic evidence, enhancing case clarity. 
•    Web based software. 
- Security and compliance features
•    Two-factor authentication (2fa) and CJIS compliance: ensures strict security measures for protecting sensitive investigative data.
•    NFPA and CJIS compliance: ensures adherence to 921 and 1033 standards, as well as compliance with criminal justice information services (CJIS) security policies.
•    Secure cloud storage: provides a cloud-based solution with encrypted storage, ensuring data security and accessibility. 
•    The solution must include a minimum of 1tb of secure storage per year, with the option to expand as needed.  
- Training and continuous education
•    Continuing education for fire investigation training: provides access to training resources and certification modules to support professional development and compliance with evolving industry standards.

- Contract Period/Term: 1 year
- Questions/Inquires Deadline: October 31, 2025