Software Solution Planning Implementation and Support Services

The vendor is required to provide software solution, planning, implementation, and support services for one (1) year beginning approximately January 1, 2026.
- Functional requirements
1. Multi-platform support
•    Native or progressive web application (PWA) functionality on iOS, android, windows, macOS, and web browsers, and
•    Consistent user experience across all devices.
2. User management and access
•    Multi-user support with unique credentials per user,
•    Agency-level user management (create, modify, deactivate),
•    Role-based access control (RBAC):
o    Define roles: officer, investigator, supervisor, admin, etc., and
o    Map permissions and feature access to roles.
•    Strong password policies and multi-factor authentication (MFA).
3. Secure communication
•    End-to-end encryption for all conversations (text, voice, and file transfers),
•    Secure group and one-to-one messaging,
•    Encrypted data at rest and in transit, and
•    Secure authentication and session management.
4. Interdepartmental connectivity
•    Secure, federated communication between agencies,
•    Interoperable directories for locating and communicating with external users (if permitted), and
•    Agencies retain autonomy over their user directories.
5. Data archiving and retention
•    Automated archiving of all communication (messages, files, and call logs),
•    Searchable archived data for authorized personnel, and
•    Configurable retention policies by agency and administrative level.
6. E-discovery and legal compliance
•    Dedicated portal for authorized users to perform advanced search and legal holds,
•    Audit trails and export functions for legal compliance and investigations, and
•    Configurable access for internal and external users (legal department).
7. Application integration
•    Office 365 integration:
o    Calendar sharing,
o    File attachments via OneDrive and SharePoint,
o    Outlook contact synchronization, and
o    Single sign-on (SSO) via azure ad.
•    Application programming interface (API) endpoints and connectors for systems like computer-aided design (cad) and remote management system (rms).
8. Administration and governance
•    Administration portal
o    Agency-level dashboard for:
1.    User, group, and role management,
2.    Privilege assignment and revocation,
3.    Security and communication policy configuration, and
4.    Monitoring sessions, system alerts, and audit logs.
•    Role and rules management
o    Centralized interface for role creation, editing and deletion,
o    Rule engine for access restrictions and inter-agency policies, and
o    Enforcement of data sharing, retention, and usage polices.
•    Internal governance
o    Develop internal governance model to ensure policy compliance.
•    Regional governance
o    Propose regional governance framework based on public safety models,
o    Facilitate secure information sharing across municipal, county, state, federal, and tribal entities, and
o    Address challenges in data retention, access control, and interoperability.
•    External collaboration
o    Establish policies for secure stakeholder communication, and
o    Ensure protection of sensitive data during internal and external sharing.
9. Security and compliance
•    Standards and certifications
o    Compliance with criminal justice information systems (CJIS) and other relevant standards for law enforcement information technology (it) systems,
o    Data stored in government cloud with CJIS and soc 2 type 2 certifications, and
o    Encryption in transit and at rest per FIPS 140-3 standards.
•    Data protection
o    Logging and auditing of all user and admin actions,
o    Protection against unauthorized access and breaches, and
o    Secure application updates and vulnerability management.
•    Disaster recovery and business continuity
o    Develop disaster recovery plan integrated with critical systems, and
•    Implement redundancy and failover mechanisms.
o    Conduct regular drills to test and refine continuity strategies.
10. Implementation and operations
•    Planning and strategy
o    Assess current communication systems used by office and county entities,
o    Develop implementation plan with stakeholder identification and timeline,
o    Configure application to meet office operational needs,
o    Develop communications plan to enhance strategic, tactical, and operational information sharing within the organization utilizing the 1,650 user accounts,
o    Identify key personnel and define critical information delivery, and
o    Establish systems to ensure no critical data is missed.
•    Implementation and integration
o    Configure application for office public safety operations,
o    Enable multi-agency functionality,
o    Restrict public access,
o    Set up secure authentication and access controls,
o    Ensure accurate dissemination across agencies, and
o    Support interoperability between public safety entities.
•    Project management and oversight
o    Collaborate with office to oversee implementation,
o    Secure necessary access for service delivery, and
o    Adhere to office -defined project timelines and progress monitoring.
11. User lifecycle management
•    Onboarding
o    Provide ongoing onboarding support,
o    Offer clear, role-specific instruction manuals,
o    Integrate into personnel onboarding workflows,
o    Provision user licenses, and
o    Develop offboarding procedures for deactivation and channel ownership transfer.
•    Support and maintenance
o    Establish dedicated support system for office,
o    Provide regular updates and security patches,
o    Offer 24/7 technical support for critical issues,
o    Conduct system health checks and performance optimizations,
o    Collaborate with office IT services on onboarding scripts and escalation procedures, and
o    Implement feedback mechanisms for continuous improvement.
12. User experience and accessibility
•    Interface design
o    Design intuitive, user-friendly interface for public safety personnel,
•    Implement 
o    The Americans with disabilities act (ADA) compliant design for users with disabilities, and
o    Conduct usability testing and gather feedback for improvements.
13. Performance and scalability
•    Non-functional requirements
o    High availability: redundant infrastructure, minimal downtown,
o    Scalability: support for growing agencies and user base, and
o    Performance: low latency, fast search and retrieval.
•    Future enhancements
o    Design architecture to accommodate future growth,
o    Provide roadmap for feature enhancements, and
o    Plan for expansion beyond initial 1,650 user accounts.
14. Reporting and analytics
•    System reporting
o    Customized reporting tools for office administration,
o    Ad hoc and predefined reports via admin portal,
o    ETL-compatible data extraction for external analytics, and
o    Robust e-discovery portal for the retrieval of data pursuant to legal requirements for Litigation and open records requests.
•    Analytics and monitoring
o    Track system usage, performance metrics, and communication patterns, and
o    Real-time dashboards for system performance and user engagement.
15. Policy development and compliance
•    Develop and modify policies in compliance with local, state, and federal regulations,
•    Create acceptable use policy for communication standards, and
•    Establish guidelines for inter-agency and cross-jurisdictional information sharing.

- Contract Period/Term: 1 year
- Pre-Proposal Conference Date: November 4, 2025
- Questions/Inquires Deadline: November 06, 2025