The vendor is required to provide of the new police records management system (RMS) is to enhance the overall efficiency and effectiveness of the department by providing a comprehensive, secure, and user-friendly platform for managing law enforcement records.
- The system will streamline the process of data collection, management, and retrieval, minimizing manual intervention and improving response times.
- Customized RMS software solution with modules for case management, report generation (including incident, arrest, crash, and citation), incident tracking, evidence management, and personnel management.
- The legacy system to the new platform.
- In addition, the vendor will supply training materials, including manuals and video tutorials, and conduct training sessions for end-users and system administrators.
- The implementation phase will involve configuring, testing, and deploying the system, with ongoing go-live support to address any issues.
- The system administrators (both agency staff and it personnel) will receive training from the successful vendor.
- The system shall allow administrators to create and modify data fields within existing tables to ensure flexibility and adaptability to evolving operational needs.
- The system shall enable administrators to design and update graphical user interface (GUI) layouts and formats, providing a user-friendly and responsive experience for various stakeholders.
- Administrators should be able to modify fields, labels, and attributes easily, ensuring the system remains aligned with changing legal and organizational requirements.
- The system must have a feature that allows administrators to capture detailed notes and rationale behind code table changes (e.g., changes due to repealed statutes, new state-mandated agency codes, etc.), ensuring transparency and traceability.
- The software design shall make extensive use of table driven parameters, allowing easy modification by the system administrator without the requirement for programmer support.
- The software design should utilize table-driven parameters extensively, allowing system administrators to make adjustments without needing programming support.
- This should be an intuitive process, ensuring flexibility and efficiency.
- Administrators should be able to modify table-driven parameters while the system is operational, ensuring that updates can be applied in real-time without downtime or disruption.
- The system must support multiple administrators, each with customizable levels of access and privileges, allowing for tailored management and oversight.
- All modifications made by administrators must be logged in the system.
- The log should include, at a minimum, the administrator's user id, date/time of modification, details of the change, and the original value prior to the change.
- The system should allow administrators to create and maintain a geographic database that includes customizable agency-defined criteria, such as x/y/z coordinates, intersections, alias names, and latitude/longitude.
- System administrators should have the ability to create, update, and manage support data files required for agency operations that are outside the scope of the base RMS, ensuring full operational flexibility.
- The RMS application should provide intuitive and streamlined data entry features for both field-based and in-station data entry, ensuring all tools that enhance or accelerate data entry in the field are equally available in the base RMS application.
- The system shall support a “single point of data entry” approach to eliminate redundant data input.
- This means that information entered once should automatically populate relevant subsystems and transactions, including data from the cad system and any other interfaced ancillary systems.
- The single point of data entry should apply consistently across individual modules as well as across the entire system, ensuring seamless data flow and eliminating duplicate entry efforts.
- Each data field in the RMS must support validation against pre-defined tables, ensuring data integrity and enhancing the system's search and reporting capabilities.
- The vendor will be required to provide a comprehensive data dictionary and schema description following contract award, ensuring transparency and clarity on data structure.
- All text in the system must be searchable using industry-standard reporting tools, rather than relying on proprietary or vendor-specific tools, ensuring compatibility with other technologies.
- The system shall offer full word processing capabilities (or integrate with commercially available word processing applications) for entering narrative information, witness statements, and other textual data.
- Full word processing capabilities must include:
1. Cut, copy and paste,
2. Find, search, and replace
3. Search and replace,
4. Capitalization options
5. Paragraph and table formatting
6. Font and size selection
7. Text formatting (underline, bold, italic, etc.)
8. Tabs, bullets, word wrap, and tables
- Full word processing capabilities must include a spelling checker that includes the following functions:
1. Ignoring capitalized words,
2. Accepts commonly used abbreviations
3. Recognizes standard law enforcement terminology
4. Utilizes agency-specific dictionaries for consistent spelling
- The system shall support agency-specific, shared word processing templates for narrative entries.
- When a template is used, it should not overwrite any previously entered information within that narrative or incident report.
- The system shall allow for only one original offense/incident report or traffic accident report to be linked to an incident number, with the flexibility to add unlimited supplemental reports.
- Supplemental reports can be created and filed before the original report if needed.
- The system shall assist with data collection by using dynamic, hierarchical questioning based on the type of offense or incident being processed.
- This should include dropdowns for selecting agency codes and other relevant data fields.
- The system shall allow a supplemental report to be completed and filed prior to the original report.
- The system shall provide user authentication via Active Directory to manage user authentication as well as security policies.
- The system shall support Secure Socket Layer (SSL) communication.
- The system shall provide support for industry standard Internet Information Services (IIS) or web server hardening.
- The vendor shall provide specific information regarding the available security functions and features that are integrated or available within each system of the proposed configuration.
- The preferred methodology includes various “security profiles” that would be attributed to individual users, groups or roles based on personnel classifications (i.e., dispatcher, officer, sergeant, record clerk, supervisor, System Administrator, etc.), allowing access to the various modules, applications, functions, and / or features of the system environment.  The system administrators shall have the ability to assign functionality / commands as well as users to security groups and roles.
Individuals’ security profile configuration shall include the ability to limit / grant access at a transaction level (e.g., differentiate between running a person or a vehicle.)
- The system shall provide user access / permissions at application / subsystem level.
- The system shall provide user access / permissions at module level.
- The system shall provide user access / permissions at screen / transaction level.
- The system must provide user access / permissions at record level.
- Appropriate safeguards shall be provided to ensure that only authorized terminals / workstations and authorized users are allowed access to the system environment and stored information.
- The system shall provide the ability to restrict access to view.
- The system shall provide the ability to restrict access to inquiry.
- The system shall provide the ability to restrict access to add / create.
- The system shall provide the ability to restrict access to modify / edit.
- The system shall provide the ability to restrict access to delete.
- The system shall provide the ability to restrict access to print.
- The system shall provide the ability to restrict access to send (e.g., e-mail).
- The system shall provide the ability to assign security access by user ID.
- The system shall provide workstation / terminal level security.
- The system shall provide the capability to lock or flag an entire report or booking record as confidential and limit access to specific users or groups of users.
- The system shall provide the ability to flag specific data elements as confidential information for security purposes.
- The system shall provide the ability to automatically log-off workstation based on group profile after period of inactivity, definable by system administrator.
- The system shall provide the ability to disable automatic log-off for secured workstations..
- The system shall provide the ability to provide system generated warning message prior to disabling device or user, and extend or reset automatic sign-off timer.
- The system shall provide the ability for supervisors to “sign-off” remote workstations.
- The system shall provide the ability to remotely disable RMS or FBR applications on workstations to reduce ability to attempt unauthorized access in the case of a lost or stolen computer.
- The system shall provide the ability to “lock out” a user after an agency-defined number of attempted logons.
- Contract Period/Term: 1 year
- Questions/Inquires Deadline: May 23, 2025