Bylaw Records Management System Software

The Vendor is required to provide for the supply of new software and implementation and support services for the institution of a new Records Management System (RMS) software for the City’s Bylaw operations.
- Software solution that can provide detailed labeling and tracking of calls/responses, dynamic reporting, complex relational tracking, modern data connections (including Application Programming Interfaces (APIs)), mobile compatibility, and integration with the City’s Geographic Information System (GIS).
- The City’s Bylaw department is seeking to improve its operations to meet these increasing demands.
- Current Bylaw operations rely on existing software that no longer meets reporting, security, and mobile workforce requirements and standards. Further configuration and customization of the current system was deemed incapable of improving performance and therefore, the City is interested in acquiring a new Records Management System (RMS) software program (“the Solution”) to improve its operations.
- Enable real-time field operations, giving officers access to the critical information they require on the go, including data that may affect their safety or the safety of others.
- Collections process integration. Managed through Tempest; any new software Solution will require this separate Tempest integration(s) or full ownership of the process of transferring of Bylaw tickets to Collections.
- Tempest – eCommerce. Online payment would start with the Tempest eCommerce site. The online payment provider is Paymentus.
- Incident Reporting & Case Management
• Incident Reporting: Capture detailed narratives, witness statements, and evidence with support for attachments (e.g. photos, documents, audio).
• Case Management: End-to-end case lifecycle management including task assignment, progress tracking, and deadline monitoring.
• Incident Categorization: Support for multi-level categorization and the ability to assign multiple incidents in a single file.
• Mandatory Fields: Safeguards in place to ensure complete documentation of investigation
• Custom Fields: Create and modify custom fields (e.g. license plates, phone numbers, addresses).
- Dispatch
• Dispatch Integration: Seamless integration with dispatch tools.
• Call Queuing: Prioritized queuing of incoming calls for service and occurrence reports.
• Safety Alerts: Automatically triggered alerts associated to locations, properties, persons, vehicles, etc.
- Mobile & Field Operations
• Mobile Access: Full functionality on mobile devices, tablets, and mobile laptops.
• Direct messaging: Secure in-system messaging between staff.
• Complete database accessibility: Full in-field ability to query all relevant history of locations, properties, persons, vehicles
- Evidence & Audit Management
• Evidence Tracking: Manage physical and digital evidence with full chain-of-custody.
• Audit Trails: Comprehensive logs of all system activity for accountability.
• Role-based Access: Role-based permissions for file creation, closure, and sharing.
- Reporting & Analytics
• Dashboards: Customizable dashboards for KPIs and frequently used metrics.
• Statistical Analysis: Advanced reporting tools for strategic planning and resource allocation.
• Report Templates: Pre-built and customizable templates for standard and ad hoc reports.
- Workflow Automation & Notifications
• Automated Workflows: Streamlined approvals, assignments, and notifications.
• Alerts & Reminders: Automated alerts for deadlines and critical tasks.
- Mapping & Geospatial Tools
• GIS Integration: Integration with ESRI municipal GIS systems and geospatial mapping tools.
• Map Visualization: View Incidents and cases on a map with filtering by priority and type.
• GPS/AVL Integration: Real-time location tracking of officers and assets.
- Enforcement & Compliance
• Ticketing & Notices: Auto-generate and print enforcement documents from templates.
• Legal Compliance: Ensure adherence to municipal, provincial, and federal regulations.
- User Experience & Accessibility
• UI with Conditional Logic: Dynamic forms that adapt based on user roles and incident types.
• “Smart” Search: Intuitive, fast, and comprehensive search functionality.
- Public Interaction & Online Services
• Public Interaction Records: Log and manage complaints, inquiries, and community engagement.
• Online Portal: Support for complaint registration, offense payments, and bylaw dispute adjudication.
- Personnel & Asset Management
• Staff Management: Maintain personnel records, emergency contacts, and certifications.
• Scheduling: Daily shift login, scheduling, and time tracking.
• Asset Tracking: Manage and assign devices and other assets.
- Integration Capabilities
• Core Systems: Integration with Tempest.
• Interagency Sharing: Secure data exchange with external law enforcement and municipal partners.
- Collections Process Management
• Early/Late, customer payment tracking for bylaw infractions
• Sent to Collection Agency.