Case Management System

The Vendor is required to provide for a turnkey solution for a case management system.
- System include:
•    Document requirements for the acquisition of a new city public safety case management system.
•    Document requirements for the case management compliance process for all local public safety investigations as required by federal, state and local laws and administrative rules.
•    Include needs of application to serve as both a database and form fill application.
•    Capture internal user accessibility needs for system access.
•    Include requirements for a comprehensive document management mechanism.
•    Capture needs for internal and external data exchange capabilities.
•    Document reporting mechanisms and capabilities, including data visualization dashboard interface and integration potential.
•    Capture the idealized version of how the customer would prefer these new systematic and business processes will work together.
•    Plan, train for, and implement new solution.
•    Post implementation support.
- Motorola Premier One records management system has limited case management features, including a workflow for supervisor review.
- Digital evidence is kept in a variety of locations including spreadsheets on shared drives or physical thumb drives.
- The City’s high-level objectives for this project are:
•    Acquire a Case Management System for Public Safety operations.
•    Integrate with Police and Fire records management systems.
•    Enhance cohesion between systematic and business processes.
•    Streamline information sharing practices.
•    Enhance data validation and profile recognition.
•    Generate informed decision-making opportunities for leadership.
•    Utilize real-time data reporting mechanisms that provide continuously accurate and updated data sets.
•    Workflow capabilities with real-time notifications.
•    Ability to use a search engine for investigative leads.
•    Optimize document management.
- Key material requirements for the proposed solution are as follows:
•    Ability for system to provide tools to manage and track all aspects of criminal investigation functions in a modern user interface.
•    Ability for system to meet or exceed CJIS Compliant Security and Access Controls as required under local and federal requirements.
•    Ability to create case files, assign, and track through investigative processes.
•    Ability to define and track investigative steps, assign tasks, and set deadlines.
•    Ability to securely store, track, and manage case evidence within the system.
•    Ability to facilitate secure internal and external communication and file sharing
•    Ability to create reports on case status and analyze data for trends, patterns, and correlations.
•    Ability to integrate with public safety and law enforcement systems for real time and historical data.
•    Demonstrates additional functionality that optimize operations, enhances investigative capabilities, and improves collaboration.
- New Functionality
•    Interface to data in city’s public safety to allow data to be searchable within the case management solution
•    Case status monitoring for supervisors
•    Workflow capabilities with real-time notifications
•    Ability to redact any field in printable reports
•    Ability to set permissions on a user, unit and case level
•    Ability to replicate near live data to a local database via an API
•    Ability to create custom fields and form
•    Real time crime mapping and statistics.

- Contract Period/Term: 1 year
- Vendor Conference Date: September 15, 2025
- Questions/Inquires Deadline: September 15, 2025