Tracking System Software

The Vendor is required to provide to purchase a tracking system software to support a robust mental health emergency co-responder/alternative response model for behavioral and mental health calls for service, and a system to support tracking victim and partner services through a community.
- The tracking system should have the ability to do and/or support the following:
•    Case and contact management: a comprehensive log to detail every interaction, including a record of contacts and the individual's history.
•    Internally hosted or cloud based: the city is open to either an internally hosted system or a cloud-based system. If the system is cloud based it must be hosted in the country and data security specifications must be clearly stated in the proposal. If the system is internally hosted, all hosting requirements must be clearly stated in the proposal.
•    Real-time information access: the system should provide real-time access to up-to-date information from the field using mobile devices.
•    Secure interagency data sharing: this feature allows for the secure exchange of information between public safety and social services, which is necessary for a holistic and effective response. The software must be compliant with regulations like HIPAA and criminal justice information system (CJIS) standards.
•    Case follow-up and monitoring: the system should track the status of referrals and the individual's progress to ensure they receive ongoing support.
•    Data tracking and analytics
•    Key performance indicators (KPIs): The software should be able to track performance metrics to demonstrate the program's impact. These may include: 
o    Response time: How quickly teams respond to incidents.
o    Diversion metrics: The number of individuals diverted from jail or emergency departments to behavioral health services.
o    Recidivism rates: The number of repeat calls for the same individual, which measures the effectiveness of interventions.
o    Connection to services: The number of successful referrals and follow-ups to other community services.
•    Individual and program-level data: The system must collect data on each individual served, including their demographics, assessment results, services provided, and the outcome of the encounter.
•    Program evaluation and reporting: Robust reporting and analytics tools to measure program effectiveness, identify trends, assess gaps in care, and recommend budget needs.
•    Baseline data: Establish and track baseline data from the start for measuring progress and outcomes over time.
•    Usability and security
•    Accessible user interface: The interface needs to be simple and accessible for encouraging consistent and accurate data entry. Accessibility should include any regulatory accessibility issues.
•    Mobile-friendly access: As responders work in the field, the platform must be accessible on mobile devices like smartphones and tablets.
•    High security: Data security is paramount due to the sensitive nature of the information. The software must adhere to strict national and ethical data security standards.
•    Customization: The software must be customizable to address the specific needs of the City diverse communities, allowing modifications in workflows, report templates and other identified areas.

- Questions/Inquires Deadline: October 24, 2025