The Vendor is required to provide a record management system (RMS) that is an integrated solution to streamline the process of completing, submitting, reviewing and approving reports by the security agents through a mobile device and personal computer-based computer environment.
- This component will allow for real-time report handling by security agents in the field and supports administrative staff and management in printing and distributing these reports.
- The system will host interfaces for delivering reports or data to other systems, enhancing interoperability, and must also offer comprehensive reporting and statistical analysis capabilities, facilitating search and trend analyses.
- The RMS must include, at a minimum, RMS infrastructure and hosting; installation, training, and other implementation services including all software licensing; system and software upgrades and security patches; maintenance and support; and ongoing development partnerships.
- Must have the ability to scale to accommodate future growth and change. Examples include changes to incident types, input fields, reporting requirements, approval workflow, number of roles and users.
- Must support offline capability that enables users to access, interact with, and update essential features and data without an active internet connection. The system must synchronize data with a central server when the connection is restored. Essential features are any data-related field that is capturing information.
- Shall be a responsive web-based system where users can interact with the system across various devices, including desktops, tablets, and mobile phones (IOS and Android). The system must automatically adapt its layout and functionality to the screen size, resolution, and orientation of the device.
- Transactional processing speed must be sub-second, with 99.9% uptime.
- Must support the creation of different event types, including but not limited to, investigations, incidents, and in-take complaints.
- Must automatically generate a case number when events are requested and shall include the current year in the format of two (2) digits for the respective calendar year followed by sequential numbering, such as “24- 0001”. The Lottery reserves the right to request changes to the formatting of case number generation, if determined to be in its best interest.
- Investigations: must include fields for the lead investigator name, investigation type, start date, completion date, evidence list, case status, etc.
- Incidents must include fields for incident location, date and time, involved party names, incident description, response actions, etc.
- Background investigation and retailer investigation: A type of report which documents the findings of a background investigation or a retailer investigation.
- Criminal investigation reports: A type of report which documents events within an investigative case.
- Must have the ability to link multiple events and other types of investigations by case number.
- Must show a timeline of events throughout the investigation, including but not limited to when the case was received, assigned, initiated, opened, completed and/or reassigned, and the current status.
- The system must track time and expenses for events and investigations by automatically recording the time each user spends on each case/incident report and calculating total costs using the Lottery-provided hourly rate.
- Must generate notifications by either an audible or visual alert, or both, when a case is assigned, initiated, completed, or approved.
- Flags must be specific visual indicators within the system to alert users to events including but not limited to new incidents, additional or supplemental information that has been added or modified to an existing incident or other system entities.
- Contract Period/Term: 3 years
- Questions/Inquires Deadline: January 20, 2026
