Fire Investigation Case Management System

The Vendor is required to provide and deploy a fire investigation case management system for office.
- The system shall provide full operational lifecycle of fire investigation case management.
- County reserves the right to inspect any equipment, installation and operation of any component of the fire investigation case management system at any time.
- Provide all supplies, labor, materials, equipment, and any parts required to effectively utilize the fire investigative case management system.
- Provide twenty-four seven (24-7) support services as needed.
- The ideal system shall provide a secure, cloud-based or hybrid deployment model and eliminate the need for internal Information Technology (IT) infrastructure during installation and ongoing maintenance.
- Provide a turnkey case management system tailored to fire and arson investigation workflows.
- The platforms must facilitate incident documentation, media handling, report generation, analytics, and compliance, with a use-friendly interface designed for public safety professionals.
- Infrastructure and Security
•    Operate as a hosted cloud or hybrid system requiring no departmental IT involvement.
•    Provide twenty-four (24) / seven (7) technical assistance.
•    Ensure end-to-end encryption and full compliance with CJIS security protocols.
•    Enforce strong password policies and user authentication controls.
- Investigative Functionality
•    Digital tools for documenting fire scenes with multimedia support (photos, video, evidence).
•    Integrated auto-fill tools for:
o    Vehicle data lookup via VIN or equivalent database.
o    Real-time weather data is tied to the date, time, and location of the incident.
•    Automatic formatting and generation of required reports, including:
o    Structure and Vehicle Fire Summaries.
o    K9 Deployment Logs.
o    Arrest/Detention Reports. 
- Documentation and Records Management
•    Customizable report templates to align with agency-specific formatting.
•    Case-specific centralized media repository (photos, video, audio, documents).
•    Digital Chain of Custody management and evidence tracking.
•    Integrated retention scheduling for physical and digital evidence.
•    Compliance with American Disability Act (ADA) accessibility standards.
•    Detailed audit trail of user activities and data access.
•    Secure, searchable photo log feature with export-ready narrative generation. 
- Data Reporting Integration
•    Tools for visual and statistical incident reporting
•    Bulk export options for administrative and usage data.
- Media and Artificial Intelligence (AI) Enhancements
•    Automated or assisted transcription and summarization of audio/video files.
•    AI-enabled image analysis to assist in drafting preliminary case narratives.
- Comprehensive evidence management functionality specifically designed for fire investigation requirements including digital evidence storage with chain of custody tracking, photograph and document management with metadata preservation, and physical evidence tracking capabilities.
- Geographic Information System integration capabilities specifically designed for County's geographic boundaries and infrastructure with the ability to integrate with existing County geographic information systems and databases.
- Mapping functionality shall include the ability to overlay incident data with County property records, utility infrastructure, and other relevant geographic datasets maintained by County.
- Customizable report generation tools to allow authorized users to create ad-hoc reports based on various case parameters and timeframes with export capabilities supporting multiple formats.
- Advanced analytics features shall include pattern recognition for potential arson series, resource allocation analysis, and performance metrics tracking aligned with County operational goals.
- Detailed audit trails for all case activities, modifications, and access events to ensure accountability and support legal proceedings.
- Evidence sharing capabilities allowing secure distribution of case materials to authorized personnel including prosecutors, insurance investigators, and other law enforcement agencies as required by County protocols.

- Contract Period/Term: 1 year
- Questions/Inquires Deadline: October 10, 2025