Records Management System and Dispatch Software

The vendor is required to provide records management system (RMS) software as a service (SaaS) solution to dispatch, enhance operational efficiency, improve response times, and streamline reporting capabilities for county.
- RMS solution shall provide these following system architectures:
•    Shall have an integrated mobile feature which allows users to create, revise and search records while disconnected from the network
•    Allow multiple documents within the application to be open concurrently
•    Support attaching electronic files within RMS (i.e., pdf, word, excel, jpg files)
•    Have integrated full-text search capabilities which allows users to search any text, phrase, or wildcard search in the system, including all attached data files
•    Provide the ability to copy and paste records between applications
•    Narrative fields shall provide spell checking
•    Allow for tiered access to information based on passwords and other authentications.
•    Use role-based access control (RBAC) as the approach for restricting system access to authorized users.  
•    Roles will be created for various job functions. 
•    The permissions to perform certain operations are assigned to specific roles.
•    Provide the ability to restrict, limit access to portions of the software for users based upon their work duties.
•    Provide configuration management capability restricted to only a system administrator level of permission or equivalent or can be designated to super users.
•    Provide the capability to be configured as needed to meet agency requirements.  
•    Administrative functions include:
o    RMS table maintenance
o    System configurations (e.g., parameters, defaults, etc.)
o    Security (e.g., authorized user roles, jurisdiction, etc.)
o    Data management (e.g., data dictionary, archive, expunction, and purge)
•    Include the capability to log all actions, including security violations and attempted breeches, errors, changes, and updates.  
•    These logs shall be viewable and searchable by the system administrator(s). 
•    Provide the ability to apply and customize business rules and provide a mechanism to backup and restore these rules in the event of a system upgrade.
•    Allow a admin the ability to customize screens (i.e., add, modify or remove and hide data textboxes and drop-downs, change label captions, etc.).
•    Software shall be compatible with workstations on windows operating system platforms 10 or higher.
•    Provide high availability and scalability through industry standards using f5 or similar technologies that county support.  
•    The system shall be available to client at least to (99.9%) ninety-nine-point nine percent, (24) twenty-four hours a day, (7) seven days a week.
•    Provide direct technical support twenty-four (24) hours per day, seven (7) days per week.
•    Provide users with a user and role specific dashboard for viewing statuses and accessing reports. (New reports to review, cases to assign, other status information, and static information)
- RMS Required features
•    Ability to print accident reports from inside the RMS application
•    State mandated changes to the accident reports must be included as part of the recurring support and maintenance costs
•    Ability to create custom forms to pull data from existing documents into a template, i.e. – probable cause affidavit
•    Updates to the state statutes shall be automated and require no effort on the part of the agency
•    Provide access to a data share comprised of person, property, and warrants from the RMS applications of all other agencies utilizing the vendor’s applications who are participating in the data share
•    Must be currently capable of electronic submission of required state of reports. 
•    Auto-populate fields
- CAD dispatch
a. Software capabilities include:
•    Call entry
•    Daily log
•    Call assignment
•    Duty module
•    Mapping
•    Call tracking
•    Licenses issued by machine, not by user
b. Handling of calls and data entry screen includes:
•    Name
•    Phone number
•    Incident type
•    Location
•    Notes and details
c. Mapping and location features include:
•    Mapping systems (e.g., google maps, Esri, custom GIS)
•    Geofencing of properties using cellular telephone technology
•    Property locations, pinning map with latitude and longitude and addresses
•    Call entry map pinning ability
•    Ability to show closest unit and officer available on map
d. Daily logs and reporting include:
•    Daily dispatch log module to log officer activity during shift
•    Reporting system that loads all dispatch information from a call into RMS system
•    CAD reporting seamlessly integrates with RMS system
•    Duty module showing all officers on or off duty and location by team (i.e., patrol, post, parking, etc.)
e. Integration and compatibility
•    Integrates with both iOS and android cellular phones
•    Integrates with mobile data computers (MDC) locate in vehicles
•    Ability to integrate with Genetec security software.

- Contract Period/Term: 1 year
- Questions/Inquires Deadline: September 11, 2025