Records Management System

The vendor is required to provide records management system (CAD and RMS) and computer-aided dispatch that also includes capabilities for evidence storage, tracking, and cataloging to support the operational needs of the city’s public safety departments.
- System design and configuration: 
•    Collaborate with the city to customize and configure the CAD and RMS solution to meet specific operational, legal, and reporting requirements. 
- Data migration: 
•    Provide secure and accurate migration of data from the city’s current RMS to the new system. 
- System integration: 
•    Ensure compatibility and seamless integration with existing public safety technologies, including but not limited to mobile data terminals, body-worn camera systems, and automated reporting tools. 
•    Solution needs to allow the users to extract and export data to SQL or similar table structures. 
•    CVPD should be able to perform independent analysis and dashboard development.
- RMS platform IT requirements
•    The RMS must integrate with Motorola premier one CAD for real-time and historical data exchange. 
•    The RMS must provide bi-directional integration with the current property and evidence system. 
•    The RMS must support real-time case status updates and notifications through Spidr tech integration. 
•    Perform complete and verifiable data migration from Motorola net RMS, including reports, cases, people, property, and history. 
•    Provide a method for validating migrated data, including audit logs and reconciliation reports. 
•    Provide options for long-term archive access to net RMS data if full migration is not feasible for certain modules. 
•    The RMS must offer documented restful APIs to support secure, bidirectional third-party integrations. 
•    All interfaces must meet CJIS security policy requirements, including encryption, access controls, and audit logs. 
•    All system and interface interactions must be auditable with timestamps and user information.
•    The rms must automatically create or update incident records from CAD entries. 
•    Evidence records must automatically update between RMS and the evidence system based on status changes. 
•    The RMS must push configurable case status updates to Spidr tech.
•    Provide a full solution including implementation, configuration, training, support, and go-live readiness. 
•    On-prem hardware must support fault tolerance, failover, and business continuity for critical services. 
•    Hybrid solutions must meet CJIS and NIST 800-53 security requirements. 
•    Cloud offerings must meet CJIS SaaS compliance, including encrypted transmission and secure access control. 
•    Provide hosting flexibility based on agency preference or existing city infrastructure. 
•    Provide service level agreements (SLAS) for incident response and resolution by priority level (e.g., p1, p2, p3). 
•    High-priority (p1) incidents must receive 24/7 support with guaranteed response time
•    A clearly documented escalation path for unresolved support issues must be provided. 
•    RMS application (thick or web-based client) must be fully compatible with windows 11. 
•    RMS mobile app or web features must be operable on android OS version 12 or higher.
•    The user interface should be responsive and optimized for mobile field reporting, evidence entry, and searches. 
•    The district attorney interface via county sheriff’s office. one-way data exchange from office, electronic case submission. 
•    Direct integration with DOJ and CIBRS. 
•    Automated formatting of incident data to meet CIBRS xml schema requirements, transmission of reports from RMS to CIBRS via secure channels, receiving feedback or error messages from CIBRS, status tracking for submitted reports. 
•    Direct integration with ARJIS (automated regional justice information systems) local agency RMS data export, automated formatting and validation.
- Patrol operations and police support services:
1. Access and security
•    Implement robust role-based access controls to ensure user-specific permissions.
•    Ensure full compliance with FBI criminal justice information systems (CJIS) security policy.
•    Maintain complete audit trails tracking all access, changes, and system interactions.
•    Require multi-factor authentication for system access to safeguard sensitive data.
2. Records entry and management
•    Provide an intuitive, user-friendly interface for accurate data entry.
•    Include automated features such as dropdown menus and auto-fill fields.
•    Allow for the attachment of multiple file types, including pdfs, images, audio, and video.
•    Enable linkage between related records such as individuals, vehicles, cases, and incidents.
•    Maintain version control with a clear edit history.
3. Case and workflow management
•    Enable tracking and updating of case status throughout its lifecycle.
•    Include internal workflows for routing, review, and approval of records.
•    Generate alerts for overdue, missing, or incomplete reports.
•    Allow assignment of tasks and addition of internal notes for tracking purposes.
4. Reporting and compliance
•    Provide built-in reports to comply with local and federal reporting requirements
•    Offer customizable report generation tools for internal needs.
•    Allow data export in formats such as excel, pdf, and csv.
•    Automated statistical reports for department performance, crime trends, etc.
•    Include tools to support act compliance, including redactions and response tracking.
5. Search and retrieval
•    Offer advanced search capabilities using multiple criteria.
•    Quick search from dashboards.
•    Full-text search for narrative fields.
•    Include full-text search functionality across narrative and document fields.
•    Allow saving and reuse of frequently used queries.
•    Provide quick-search functionality from the user dashboard.
6. System integration
•    Integrate with computer-aided dispatch (CAD) systems for real-time incident data.
•    Support interfaces with the district attorney’s office, jail management, and law enforcement telecommunications system (CLETS) and law systems.
•    Include email and in-system notification capabilities to alert users of events and actions.

- Contract Period/Term: 1 year
- Questions/Inquires Deadline: August 12, 2025