HomeMy WebLinkAbout2015-10-22 - Request for Proposals - Police Records Management SoftwareCITY OF TUKWILA
REQUEST FOR PROPOSALS
POLICE RECORDS MANAGEMENT SOFTWARE
DUE: OCTOBER 22, 2015 by 5:00 p.m. Pacific Standard Time
The Tukwila Police Department invites qualified public safety software vendors to submit responses to this
Request for Proposals (RFP) for Police Records Management Software. The agency will use the information
to purchase software that best meets the agency’s needs. In order to effectively manage our resources, the
department seeks a solution that will improve the department’s technological capacity and access to
information. An updated system will improve efficiency and effectiveness department-wide, including
increased officer safety with access to records in the field, and reduced liability risk with a comprehensive
and integrated system. Please review the full RFP following this notice.
Two (2) paper copies of the Proposal, whether mailed or hand-delivered, must arrive in a sealed box or
envelope at the address listed below no later than 5:00 p.m. (Pacific Standard Time) on Thursday,
October 22, 2015. No submittal will be accepted after this date and time. The City will not be liable for
delays in delivery of proposals due to handling by the U.S. Postal Service or any other type of delivery
service. Faxed or emailed submittals will not be accepted. Please reference the project name
“Police Records Management Software” and vendor name on all communications and mailing labels.
Trina Cook
Tukwila Police Department
6200 Southcenter Blvd
Tukwila WA 98188
Questions regarding the proposal will be accepted by email ONLY to Trina Cook, Project Coordinator, at
trina.cook@tukwilawa.gov
The award shall be made to the qualified vendor whose proposal is most advantageous to the
municipality with price and other factors considered. The municipality may reject any and all proposals for
good cause and request new proposals.
Published Seattle Times: October 8, 2015 and October 15, 2015
Published Daily Journal of Commerce: October 8, 2015 and October 15, 2015
Tukwila Police Department Police Records Management Software RFP
ii
Tukwila Police Department
Police Records Management Software RFP
Publication Dates: October 8 and 15, 2015
Proposals Due: October 22, 2015 by 5:00 pm (PST)
Issued By: Tukwila Police Department
6200 Southcenter Blvd
Tukwila, WA 98188
Table of Contents
General Overview .................................................................................................................... 1
Request for Proposals ........................................................................................................................... 1
Agency Contact ..................................................................................................................................... 1
Proposal Submission ............................................................................................................................. 1
Proposal Format .................................................................................................................................... 2
Evaluation Criteria ................................................................................................................................. 2
1. Proposal Questionnaire ........................................................................................... 3
1.1. Vendor Background .................................................................................................................... 3
1.2. Vendor References ..................................................................................................................... 4
1.3. System Overview ........................................................................................................................ 4
1.4. System Requirements ................................................................................................................ 5
1.5. Implementation.......................................................................................................................... 6
1.6. User Licenses .............................................................................................................................. 6
1.7. Warranty, Maintenance, and Support ....................................................................................... 7
2. Functional Specifications ......................................................................................... 9
2.1. System Overview ........................................................................................................................ 9
2.2. Core Integration ....................................................................................................................... 13
2.3. Records Management System (RMS) ....................................................................................... 20
2.4. Mobile Data Computing (MDC) ................................................................................................ 27
2.5. Resource Management ............................................................................................................ 31
2.6. Additional Interface Specifications .......................................................................................... 34
3. Pricing ................................................................................................................... 37
3.1 Pricing – Software .................................................................................................................... 37
3.2 Pricing – Data Conversion ........................................................................................................ 38
3.3 Pricing – Professional Services ................................................................................................. 39
3.4 Pricing – Hardware ................................................................................................................... 40
3.5 Pricing – Warranty, Maintenance, and Support ...................................................................... 40
3.6 Pricing – Summary .................................................................................................................... 41
Tukwila Police Department Police Records Management Software RFP
1
General Overview
Request for Proposals
The Tukwila Police Department invites qualified public safety software vendors to submit responses to this
Request for Proposals (RFP). The department will use the information to purchase software that best meets
the agency’s needs. In order to effectively manage our resources, the department seeks a solution that
will improve the department’s technological capacity and access to information. An updated system will
improve efficiency and effectiveness department‐wide, including increased officer safety with access to
records in the field, and reduced liability risk with a comprehensive and integrated system.
The selected software shall include the following capabilities/modules (not ranked by importance):
mobile access, field reporting, driver’s license scanning, NIBRS reporting with Washington State
standards, case management, personnel management, equipment maintenance, fleet maintenance,
inventory management, user‐to‐user messaging, crime analysis, pin mapping, photo montage, sex
offender tracking, evidence including barcoding, and interfaces with: WACIC/NCIC, LInX, SECTOR,
CopLogic, SCORE Jail, Tiburon CAD.
The following table provides specific information about the department and community served:
Description Details
Population served 19107
Number of sworn officers 75
Total number of full‐time employees (sworn and non‐sworn) 93
Maximum number of concurrent users 100
Average number of concurrent users 50
Number of mobile units 29 MDTs in vehicles +
26 laptop/tablets
Department Contact
All communication, questions, or clarification regarding this RFP shall be directed via email to the
following departmental contact:
Trina Cook
trina.cook@tukwilawa.gov
Contact with other department employees regarding this RFP is prohibited without prior consent.
Vendors that directly contact employees risk elimination.
Proposal Submission
Submit two printed copies.
A response to all questions is required.
Bids cannot be withdrawn or corrected after submission.
Tukwila Police Department Police Records Management Software RFP
2
Proposals must be submitted in a sealed box or envelope to the address below.
Trina Cook
Tukwila Police Department
6200 Southcenter Blvd
Tukwila WA 98188
Proposal package must be labeled as follows:
Project name of Police Records Management Software
Vendor name
The vendor is responsible for all costs incurred in the preparation, demonstration, or
negotiation of this proposal.
The award shall be made to the qualified vendor whose proposal is most advantageous to the
municipality with price and other factors considered. The municipality may reject any and all
proposals for good cause and request new proposals.
Proposal Format
Vendors must organize their proposals in the following format:
Letter of Transmittal
Table of Contents
Executive Summary
Proposal Questionnaire (RFP Section 1.)
Functional Specifications (RFP Section 2.)
Pricing (RFP Section 3.)
Attachments
Evaluation Criteria
The department will consider the following in its evaluation:
Proposal response
Software capabilities
Presence in Washington State
Company profile
Proposed services
Warranty, licensing, maintenance, and support
Pricing
The awarded contract shall agree to offer the terms and conditions offered herein to other government
departments who wish to participate in a cooperative purchase program. Participating agencies may
include the purchase and installation, modification, and maintenance for the Contract, but will be
responsible for entering into separate agreements with the Contract and for all payments thereunder.
Tukwila Police Department Police Records Management Software RFP
3
1. Proposal Questionnaire
1.1. Vendor Background
Vendor Information
Company Name
Address
City, State & Zip
Primary Vendor Contact
Name and Title
Address
City, State & Zip
Phone
Email
1. Provide a brief company history, including total number of customers and years in business.
2. Does the vendor develop, sell, or support any software other than public safety software? If so,
describe.
3. What percentage of vendor employees are dedicated to public safety software versus public
sector software and/or other private sector business interests?
4. List any technology certifications the vendor holds. For example, identify whether the vendor is
a Microsoft® Certified Solutions Partner.
5. How many agencies are currently using the vendor’s public safety software?
6. How many current public safety agencies have used the vendor’s software for 10 years, 15
years, and 20 years, respectively?
7. Has the vendor ever been party to a buy‐out, merger, or company acquisition? If so, explain.
8. Has the company or any company employee ever been named in litigation or arbitration related
to the company’s products or services? If so, explain.
9. Where is the nearest user group located? Is there an annual user conference? If so, where is it
located? Is training offered at the conference? Is certification available?
Tukwila Police Department Police Records Management Software RFP
4
1.2. Vendor References
Provide at least five (5) references that are currently using a system similar to the proposed
solution. At least five (5) of these references must be customers who have used the system for
five years or more. References from Washington State municipal agencies will receive special
consideration.
Include the following information:
Agency name
Address, city, state, zip
Contact information
Years using system
Programs/modules in use
1.3. System Overview
1. In the table below, enter the name of the vendor providing each module or service in your
proposed solution. The information should reflect any third party vendors proposed for this
project.
Module/Service Vendor
RMS software
Mobile software
Project management
Training
Software maintenance and support
Data conversion
External interfaces (SECTOR, CopLogic, etc.)
2. Provide a detailed overview of the proposed system.
3. Do all system modules query a single database? Describe the internal interface between proposed
modules.
4. Describe the system’s customization capabilities.
5. Can agency administrators easily establish security privileges and permissions within the system?
If so, please describe.
6. Can the system create both preformatted and ad hoc reports? Describe the system’s reporting
capabilities.
7. Describe the system’s imaging capabilities including how users capture, store, and use media.
Tukwila Police Department Police Records Management Software RFP
5
8. Can users attach all types of media files to an individual record (e.g., image, sound, and video
files)? Can attachments be opened in their native formats?
9. Does the proposed solution include link analysis functionality that connects all record types
associated with a case? If so, describe.
10. Describe vendor capabilities to perform data exchanges using the National Information Exchange
Model (NIEM) standards and web services.
1.4. System Requirements
1. Describe the system’s minimum networking requirements.
2. How many servers will be required to operate the proposed system? Describe the purpose of
each proposed server.
3. Using the table below, provide server hardware specifications. Repeat the table for each
proposed server.
Server Recommendations
Number of Concurrent Users Supported
System Information
Operating System
Processors
# of Processors @ Speed
Memory
Total Memory
Storage
Type
Speed
RAID levels supported
Capacity
Network Adapters
Number of Ports
Speed
4. Provide the recommended specifications for user workstations.
Non‐Dispatch Workstations
Operating Systems
Processor
Memory
Network card
Screen resolution (pixels)
Hard disk space
Monitor
Tukwila Police Department Police Records Management Software RFP
6
Non‐Dispatch Workstations
Additional applications/ software
Mobile Laptops
Operating Systems
Processor
Memory
Wireless network
Screen resolution (pixels)
Screen size
Hard disk space
Additional applications/ software
1.5. Implementation
1. Describe the typical implementation process for a project of this scope including the roles of key
members of the implementation team.
2. Include the resume of the project manager assigned to this opportunity. Note whether the
project manager is Project Management Professional (PMP) certified.
3. Provide a project organization chart.
4. What tools are employed by the implementation team to collaborate with the agency regarding
project milestones?
5. Describe the vendor’s training services.
6. Does the vendor provide a practice database that utilizes the agency’s data? If so, describe.
7. Describe all training documentation and instructional support available to the agency.
8. Has the vendor ever completed an implementation after the deadline or exceeded the agreed
budget? If so, describe.
9. Has the vendor ever failed to complete an implementation? If so, describe.
10. Attach an implementation timeline that outlines specific milestones and deliverables.
1.6. User Licenses
1. Describe the proposed licensing structure (user, concurrent, etc.).
Tukwila Police Department Police Records Management Software RFP
7
2. Provide the following information for each proposed component that requires a license. Add
rows as needed.
Licensed Component
or Module
License Type
(user, concurrent, etc.)
# of Proposed
Licenses
3. As the agency expands, will there ever be any additional charges for workstation licenses?
4. Using agency‐defined privileges, will the agency be able to grant unlimited view‐only licenses to
outside departments, such as the Prosecuting Attorney’s Office?
1.7. Warranty, Maintenance, and Support
Warranty
1. What is the length of the warranty? When does the warranty begin?
2. Does the warranty include both maintenance and support services?
Maintenance
3. Are there any costs associated with system updates, enhancements, and bug fixes? If so,
describe.
4. Does the vendor provide a clearly defined process for customers to influence product
enhancements? If so, describe.
5. Will the agency be required to update their system when a new enhancement is released?
6. When an enhancement becomes available, if the agency elects to retain a previous release, how
long will the vendor provide maintenance for that release?
7. Does the vendor preserve agency customizations to the system during the enhancement
process free of charge?
Support
8. What percentage of the support staff is dedicated solely to public safety software?
9. Describe the account management resources available to the agency.
10. Describe the vendor’s standard support services.
Tukwila Police Department Police Records Management Software RFP
8
11. For telephone support, provide the following information:
Does the vendor provide 24‐hour support?
What is the vendor’s average time to resolve issues?
What is the vendor’s first‐call resolution percentage?
12. Does the vendor provide an online educational database? If so, describe.
13. Describe the process to escalate an issue if it is not resolved in a timely manner.
Tukwila Police Department Police Records Management Software RFP
9
2. Functional Specifications
Complete the following tables by selecting the correct column (Y / N / M) for each requirement. If
additional explanation is required, information may be included in the comments column.
Y Yes – The proposed software meets or exceeds the requirement.
N No – The proposed software cannot meet the requirement.
M Modification – The software must be modified in order to meet the requirement. Provide
estimated costs and proposed delivery date.
2.1. System Overview
2.1.1. General System Specifications
Description Y N M Comments
1. Are all system modules integrated through one
central database to maximize information sharing
and reduce redundant entry?
2. Can system modules be added, licensed, and
implemented separately as needed?
3. Is the software developed to run using either a
Windows‐based, UNIX‐based, or Linux‐based
operating system?
4. Is the system ODBC‐compliant?
5. Can system interfaces meet the National
Information Exchange Model (NIEM) principles for
data sharing and integration with other systems?
6. Does the system include an N‐DEx IEPD compliant
interface?
7. Does the proposed solution include a screen for
administrators to oversee all system modules?
8. Can users view changes to code tables without
logging out of the system?
9. Can users operate the system using function keys, a
command line, and mouse point‐and‐click
operations?
10. Can the agency hide fields in the system without the
need for vendor assistance?
11. Can the agency create templates for narrative fields
on any screen?
12. Does the system provide spell check for narratives?
13. Does the system provide cut, copy, and paste
functionality?
*For Agency Use Only* Column Total:
Total Table Score:
Tukwila Police Department Police Records Management Software RFP
10
2.1.2. System Queries
Description Y N M Comments
1. Can users search any field, on any screen, in any
order?
2. Can searches be performed directly within the data
entry screens, without the need for a separate
search application or window?
3. Can users search using the following criteria:
4. - none
5. - equal to
6. - not equal to
7. - less than
8. - greater than
9. - between (date/time, day of week, etc.)
10. Can users search any field with wildcard characters?
11. Does the system provide Soundex search
capabilities?
12. Does the system allow search criteria to be non‐case
sensitive?
13. Can users search multiple criteria within the same
table or search combined criteria across multiple
tables?
14. Can users expand or refine a search with additional
criteria?
15. Can the system display a list of all records matching
the search criteria?
16. Can users create a new search based on previous
search criteria?
*For Agency Use Only* Column Total: Total Table Score:
2.1.3. Reporting
Description Y N M Comments
1. Does the system offer preformatted reports?List
how many in Comments field.
2. Can the preformatted reports include data from
multiple tables?
3. Can users easily define or limit the information
included in a report?
4. Can users create and save a report format, defining
the applicable table, fields, column titles, etc.?
Tukwila Police Department Police Records Management Software RFP
11
2.1.3. Reporting
Description Y N M Comments
5. Can users create ad hoc reports using third party
report writers, such as Microsoft Office and Crystal
Reports?
6. Can the system create UCR and NIBRS reports?
7. Can users schedule recurring reports to run at user‐
defined times and dates?
8. Can users output reports in various formats such as
PDF and HTML?
*For Agency Use Only* Column Total:
Total Table Score:
2.1.4. Security
Description Y N M Comments
1. Can the agency define security on world, agency,
group, and individual levels for all screens within the
system?
2. Can user access be defined per screen, record, field,
and function (view, add, modify, delete, etc.)?
3. Does the system allow multiple agencies to share
the host server yet partition data to limit access to
sensitive information?
4. Can users be assigned to one primary group and
multiple secondary groups? For example, a patrol
shift supervisor might be assigned to a primary
patrol group and to a secondary supervisor group
given additional privileges.
5. Can the agency track how users access tables,
including which records have been printed,
searched, viewed, added, and deleted?
*For Agency Use Only* Column Total:
Total Table Score:
2.1.5. Messaging and Chat
Description Y N M Comments
1. Does the system provide messaging and real‐time
chat capability?
2. Can users add customized external links directly to
the home messaging screen (for example, to a city
intranet site)?
Tukwila Police Department Police Records Management Software RFP
12
2.1.5. Messaging and Chat
Description Y N M Comments
3. Can users establish custom messaging groups for an
agency or zone?
4. Does the message center display a summary of
alerts, state/NCIC/local returns, approvals, and
report assignments?
5. Can users view the status of personnel (online or
offline)?
6. Can Be On the Lookout (BOLO) and Attempt to
Locate (ATL) notices scroll along the bottom of the
screen until expired or deleted?
7. Can BOLO and ATL notices be sent as instant
messages?
8. Can users set the expiration date and time for
outgoing alerts (for example, BOLOs)?
9. Does the system retain a searchable record of all
instant messages?
*For Agency Use Only* Column Total: Total Table Score:
Tukwila Police Department Police Records Management Software RFP
13
2.2. Core Integration
2.2.1. Names
Description Y N M Comments
1. Is a central names table used for all names entered
into the system? A names table accommodates an
individual, business, or group of names.
2. Can name records be accessed from all system
modules without the need to re‐enter search
criteria?
3. Can users view any records linked to a name, such
as an incident or vehicle record?
4. Can users capture the following information
regarding an individual in the name record:
5. — name and address
6. — home and work phones
7. — date of birth
8. — place of birth
9. — adult/juvenile
10. — physical description
11. — social security number
12. — driver license
13. — school
14. — emergency contact
15. — relationships
16. — employment
17. — state ID number
18. — FBI ID number
19. — user‐defined ID numbers
20. Can users attach media to a name record, such as
images, audio, and video?
21. Does the system maintain a history of all past
addresses, telephone numbers, and name changes?
22. Can users search a name record using a variety of
criteria, including:
23. — partial name
24. — address
25. — social security number
26. — date of birth
27. — sex
28. — race
29. — hair color
30. — eye color
31. — approximate height/weight
32. — scars/marks/tattoos
Tukwila Police Department Police Records Management Software RFP
14
2.2.1. Names
Description Y N M Comments
33. Can users enter Modus Operandi (MO) information
for each name and search by particular MOs?
34. Can users enter and view alert codes for any name
in the system?
35. Does an alert appear if a name is associated with an
alias?
36. Can a name record be associated with an unlimited
number of aliases, with a physical description for
each alias?
37. Can users generate a report identifying possible
duplicate name records so the information can be
merged?
38. Can the system transfer data required by the FBI
from the names record to a LiveScan Fingerprinting
system?
*For Agency Use Only* Column Total: Total Table Score:
2.2.2. Vehicles
Description Y N M Comments
1. Is a central vehicle table used for all vehicles
entered into the system?
2. Can vehicle records be accessed from all system
modules without the need to re‐enter search
criteria?
3. Can users view any records linked to a vehicle, such
as accidents and traffic citations?
4. Can users capture the following information
regarding a vehicle:
5. — license plate number, type, and state
6. — vehicle Identification Number (VIN)
7. — year, make, model
8. — vehicle type
9. — description
10. — storage location
11. — status
12. — date stolen, recovered, or received
13. — responsible agency and officer
14. — owner
15. — related incident
16. — recovered value
Tukwila Police Department Police Records Management Software RFP
15
2.2.2. Vehicles
Description Y N M Comments
17. Can users attach media to a vehicle record, such as
images, audio, and video?
18. Can the following information be included in a
vehicle record:
19. — stolen/not recovered
20. — stolen/recovered
21. — evidence
22. — abandoned
23. — impounded
24. — involved in an accident
25. — driven by criminal suspect
26. — used in crime
27. — vehicle of interest
28. Does the system maintain a history of modifications
made to the vehicle record?
29. Does the system perform a check digit calculation to
validate the VIN entered for a vehicle record?
30. Can users generate a report identifying any vehicles
with invalid VINs?
31. Can users generate a report identifying possible
duplicate vehicle records so the information can be
merged?
*For Agency Use Only* Column Total: Total Table Score:
2.2.3. Property
Description Y N M Comments
1. Is a central property table used for all property
entered into the system?
2. Can property records be accessed from all system
modules without the need to re‐enter search
criteria?
3. Can users view any records linked to property, such
as the owner’s name?
4. Can users capture and search the following
information regarding property:
5. — type
6. — brand name and model
7. — model year
8. — serial number
9. — owner‐applied number
Tukwila Police Department Police Records Management Software RFP
16
2.2.3. Property
Description Y N M Comments
10. — descriptive characteristics
11. — UCR code
12. — quantity with measurement unit
13. — storage location and agency ID number
14. — crime lab case number
15. — status
16. — date stolen, recovered, or received
17. — stolen and recovered locations
18. — stolen and recovered values
19. — responsible agency and officer
20. — owner information
21. — victim name
22. — related incidents
23. Can users attach media to a property record, such as
images, audio, and video?
24. Does the system provide a record displaying the
history of an item’s custody transfers?
25. Can the following information be included in a
property record:
26. — stolen/not recovered
27. — stolen/recovered
28. — lost
29. — found
30. — evidence
31. — attached by civil officers
32. Can the system easily duplicate a change‐of‐custody
entry for multiple items under the same tag?
33. Does the system maintain a history of modifications
made to a property record?
34. Can users access preformatted reports for property
records?
35. Can users submit property reports to UCR/IBR?
*For Agency Use Only* Column Total: Total Table Score:
2.2.4. Wants/Alerts
Description Y N M Comments
1. Can users capture information regarding wanted
persons, both within an agency’s jurisdiction and
across jurisdictional lines?
Tukwila Police Department Police Records Management Software RFP
17
2.2.4. Wants/Alerts
Description Y N M Comments
2. Can users capture and search the following
information regarding wanted persons:
3. — court number
4. — docket number
5. — type of want
6. — reason wanted
7. — disposition of want
8. — assigned officer and agency
9. — dates issued, received, served, returned
10. For a single name, can users enter multiple active
wants or multiple offenses per want?
11. Does a wanted person's name automatically
become part of the central names table?
12. Does the system automatically display any active
wants for a name record?
13. Does a visual alert automatically display beside the
person’s name or alias?
14. Are alerts visible within all system modules?
15. Can users define the wording of a want alert?
16. Does an alert identify if a person is currently in jail?
17. Can users access preformatted reports for wanted
persons?
*For Agency Use Only* Column Total: Total Table Score:
2.2.5. Imaging
Description Y N M Comments
1. Does the system include imaging functionality
developed and maintained by the primary vendor?
2. Can the software capture images with a TWAIN
compliant device from any terminal connected to
the network?
3. Does the system provide crosshairs for positioning
during image capture?
4. Does the system display a preview of the captured
image prior to final acceptance?
5. Are all images stored in non‐proprietary formats?
6. Can users view thumbnail images that can be
enlarged by clicking the picture?
7. Can users alter the properties of a photo with the
following actions:
8. — crop
Tukwila Police Department Police Records Management Software RFP
18
2.2.5. Imaging
Description Y N M Comments
9. — resize
10. — center
11. — rotate
12. — adjust contrast, sharpness, and brightness
13. Can users create a lineup directly from a suspect’s
name record based on matching characteristics
(such as age, hair color, height, etc.)?
14. Can users alter the position of individual photos in a
lineup and add other photos using drag and drop?
15. Using the Imaging solution, can users generate
wristbands, ID cards, and wanted/missing posters?
*For Agency Use Only* Column Total: Total Table Score:
2.2.6. GIS Address Verification
Description Y N M Comments
1. Does the system validate addresses using industry
standard Esri® GIS technologies?
2. Does the GIS system verify the following:
3. — street names
4. — intersections
5. — street aliases
6. — mile markers
7. — rural routes
8. — highway exits
9. — overpasses
10. — common place names
11. — number ranges
12. — street names
13. Does the system automatically populate the record
with city, state, zip, and jurisdiction after verifying an
address?
14. Does the system display the following information
associated with a specific address:
15. — number of previous calls
16. — possible duplicate calls
17. — name records
18. — name alerts
19. — local wants
20. — number of premises records
Tukwila Police Department Police Records Management Software RFP
19
2.2.6. GIS Address Verification
Description Y N M Comments
21. — address alerts
22. — number of previous calls
23. Can the system display select locations within a
defined radius (for example, sex offenders proximate
to a school)?
24. Does the system display cross streets on either side
of an address?
25. Does the system provide directions to an address?
26. Can users enter information on commercial
properties associated with individual suites or
apartment numbers?
27. Does the system allow for multiple occurrences of
the same street name in different cities?
28. Can street intersection information be used
interchangeably (for example, State Avenue/Main
Street or Main Street/State Avenue)?
29. Does the system accommodate the use of address
abbreviations (St. for Street)?
30. Can users rename a street and retain the old name as
an alias?
*For Agency Use Only* Column Total:
Total Table Score:
Tukwila Police Department Police Records Management Software RFP
20
2.3. Records Management System (RMS)
2.3.1. General RMS Specifications
Description Y N M Comments
1. Can users create records with the following fields:
2. — address
3. — complainant
4. — offense
5. — responding officer
6. — times and date
7. — modus operandi
8. — status
9. Do records automatically link to all associated
records?
10. Can the system automatically generate separate
incident numbers for each agency using the system?
11. Can the agency define narrative templates that
prompt users to enter required information?
12. Can users enter a narrative of virtually unlimited
length?
13. Can the system track the workflow or approval
process and keep related historical records?
14. Does the system have a case management feature
to track incidents from the initial incident to the
completed investigation?
15. Does the system provide a numerical solvability tool
based on agency‐defined criteria and scoring?
16. Can detectives keep unlimited case notes that are
both part of and separate from the incident?
17. Can users generate a list of cases that are pending
or past due?
18. Can users track race and ethnicity information on
persons involved in incidents?
19. Can users capture the following intelligence
information:
20. — name
21. — description
22. — associates
23. — hangouts
24. — vehicles
25. — employment history
26. — residence history
27. — gang affiliations
28. Can users associate intelligence information with a
person of interest:
29. — known sex offender
Tukwila Police Department Police Records Management Software RFP
21
2.3.1. General RMS Specifications
Description Y N M Comments
30. — habitual criminal
31. — under investigation
32. — drug dealer
33. Does the system track criminal history activity for
non‐custody bookings (cite and release)?
34. Does the system capture the following arrest
information:
35. — name
36. — address
37. — offense
38. Can the system track dissemination information?
39. Can users customize dissemination information
reports?
40. Does the system include preformatted management
reports?
*For Agency Use Only* Column Total: Total Table Score:
2.3.2. Incident‐Based Reporting (IBR)
Description Y N M Comments
1. Can users generate Incident‐Based Reports (IBR)
from incidents, arrests, and offenses?
2. Can the system transfer information from the
incident to the IBR‐related fields without the need
to re‐enter any information, including all of the
following:
3. — offenses
4. — victims
5. — offenders
6. — property
7. — arrests
8. Does the system allow multiple agencies to share
data while maintaining their own unique ORI?
9. If agencies can maintain their own unique ORI, can
the agency also query a single name and hit all
shared agencies without having to run multiple
queries for that name?
10. Does the system require the necessary IBR fields to
be completed before a user can move to the next
screen?
11. Can users preview information in a report before it
is submitted to the state?
Tukwila Police Department Police Records Management Software RFP
22
2.3.2. Incident‐Based Reporting (IBR)
Description Y N M Comments
12. At any given time, can a user validate an IBR report
and be notified of any errors/warnings?
13. Does the system provide a field to indicate if an
incident has been validated for submission?
14. Does the system provide a field to indicate if an
incident has been previously submitted?
15. Can users generate a report showing all incidents
that have not been submitted to IBR within a
defined time period?
16. Can users create unique offense codes that
correspond with specific IBR values?
17. Can users view customizable errors/warnings
associated with an incident?
18. If an incident has been submitted to the state, then
a user modifies it, will the system automatically flag
the incident for re‐submission?
*For Agency Use Only* Column Total: Total Table Score:
2.3.3. Traffic Information
Description Y N M Comments
1. Can users record the following traffic accident
information:
2. — accident number
3. — date, time, and location
4. — individuals and vehicles involved
5. — agency and officer
6. — severity code
7. — injuries
8. — speed (actual, posted, safe)
9. — weather and road conditions
10. — traffic control
11. Can users link related records to an accident?
12. Can users record the following traffic citation and
warning information:
13. — citation number
14. — date, time, and location
15. — individuals and vehicles involved
16. — agency and officer
17. — citation/warning type
18. — speed (actual, posted, safe)
Tukwila Police Department Police Records Management Software RFP
23
2.3.3. Traffic Information
Description Y N M Comments
19. — court location and date
20. Can users track citation dispositions as well as bail
and fine collections?
21. Can users view the number of accidents, citations,
and/or warnings associated with a vehicle?
22. Does the system provide preformatted traffic
information reports?
*For Agency Use Only* Column Total: Total Table Score:
2.3.4. Pin Mapping
Description Y N M Comments
1. Does the system allow users to plot data recorded in
the system (incidents, persons of interest, etc.) on a
pin map without requiring a third party product?
2. Can full record information be accessed by clicking
on a pin icon?
3. Can users measure the distance between locations
of offenders/suspects and areas of interest such as
schools, etc.?
4. Can users perform the following functions:
5. — view different map layers
6. — customize the display of points
7. — restrict or show all incidents on the map
8. — change the color of map elements
9. — zoom and pan
10. — print
11. Can customized map configurations be saved for
agency‐wide use depending on user privileges?
*For Agency Use Only* Column Total:
Total Table Score:
2.3.5. Comparative Statistics (CompStat)
Description Y N M Comments
1. Does the system calculate trends and patterns,
displaying statistical information in a graphical
dashboard, including crimes, quality of life offenses,
accidents, and traffic citations?
Tukwila Police Department Police Records Management Software RFP
24
2.3.5. Comparative Statistics (CompStat)
Description Y N M Comments
2. Can users customize a dashboard based on districts,
zones, and beats?
3. Can the agency compare statistics over user‐defined
periods of time?
4. Can users add or remove the types of incidents
displayed on graphs?
5. Does the solution allow users to access Google Earth
to view incident and offense locations?
6. Can information be displayed as a heat map?
7. Can users view UCR offenses and/or IBR incidents?
8. Is a crime index rate displayed?
9. Can users track which personnel responded to
crimes?
10. Can the agency track the quality of life offenses,
such as gang problems, graffiti, and animal attacks?
11. Can users view traffic and accident information,
including the number of injuries or fatalities
occurred and the resulting monetary damage?
12. Can users identify the most frequent places for
traffic citations and accidents?
13. Can users export information to a spreadsheet?
*For Agency Use Only* Column Total: Total Table Score:
2.3.6. Vehicle Impound
Description Y N M Comments
1. Can users track the following information on
impounded vehicles:
2. — impound number
3. — ticket number
4. — impound date and type
5. — related incident number
6. — towing company
7. — Vehicle Information Number (VIN)
8. — make, model, and year
9. — owner, driver, and lien holder
10. — status and storage location
11. — releases
12. — scheduled sale date
13. — price and buyer
14. Can users verify a VIN in the system?
Tukwila Police Department Police Records Management Software RFP
25
2.3.6. Vehicle Impound
Description Y N M Comments
15. Do vehicle impound records automatically link to
related records?
16. Can users track impound, towing, and storage fees?
17. Can the system automatically stop the calculation of
storage charges for sold vehicles?
18. Can users batch‐enter vehicle sales, automatically
updating individual vehicle records?
19. Does the system provide preformatted Impound
and Intent to Sell notifications for owners and lien
holders?
20. Does the system provide preformatted vehicle
impound reports?
*For Agency Use Only* Column Total: Total Table Score:
2.3.7. Evidence Management
Description Y N M Comments
1. Can users track changes in evidence location, status,
and custody?
2. Is evidence automatically linked to owner, property,
and vehicle information already stored in the
system?
3. Can users track the movement of multiple items
between locations?
4. If a change is made to an evidence record, does the
evidence history automatically update?
5. Does the system provide preformatted evidence
management reports?
*For Agency Use Only* Column Total:
Total Table Score:
2.3.8. Evidence Barcode and Audit
Description Y N M Comments
1. Does the system have barcoding capabilities to track
the location and movement of evidence?
2. Is scanned information automatically transferred
into an evidence record?
3. Can users track the following information on
evidence items that have been moved:
Tukwila Police Department Police Records Management Software RFP
26
2.3.8. Evidence Barcode and Audit
Description Y N M Comments
4. — item number
5. — storage location
6. — custodian
7. — transaction code
8. — transaction time and date
9. — quantity moved
10. — reason for move
11. Can users print barcodes from either a laser printer
or label printer?
12. Does the barcode label include agency name,
incident number, location, and evidence type?
13. Using a barcode reader, can users collect and store
scanned inventory information, including the item
number, storage location, and custodian name?
14. Once a barcode has been scanned, can users change
the status of multiple evidence items at the same
time?
15. Does the system provide preformatted evidence
barcode and audit reports?
*For Agency Use Only* Column Total: Total Table Score:
Tukwila Police Department Police Records Management Software RFP
27
2.4. Mobile Data Computing (MDC)
2.4.1. General Mobile Specifications
Description Y N M Comments
1. Does the MDC system completely integrate with the
CAD/RMS system?
2. Does the MDC system run on Windows and
remotely interact with the agency’s main database?
3. Does the MDC system allow login by username,
password, and unit, to accommodate officers
assigned to more than one unit?
4. Does the MDC system utilize large, easy‐to‐read
fonts?
5. Does the MDC system allow personnel to utilize a
touch‐screen computer even while wearing gloves?
6. Can the agency customize the screen appearance
and vocabulary?
7. Can each agency within a shared system display its
own insignia?
8. Can each agency within a shared system customize
multiple toolbar configurations?
9. Can the MDC system perform real‐time messaging
with individuals or agency‐defined groups?
10. Does the MDC system include a locking feature to
prevent anyone other than the user from viewing or
retrieving information?
11. Does the MDC system provide at least 128‐bit data
encryption?
12. Does the MDC system display alerts for records?
13. Can users update unit and call status, view historical
address and incident information, and view the
radio log?
14. Can users list several types of calls:
15. — unit calls
16. — zone calls
17. — all calls
18. — completed calls
19. — other unit’s calls
20. — other zone’s calls
21. Can dispatchers assign a higher priority call while
the user is already in progress on a call?
22. Can users navigate between multiple open screens
using the mouse, keyboard, and touch?
23. Does the system allow officers and supervisors to
exchange notifications related to incidents needing
review, modification, or approval?
Tukwila Police Department Police Records Management Software RFP
28
2.4.1. General Mobile Specifications
Description Y N M Comments
24. Can users attach images to the following system
records:
25. — names
26. — vehicles
27. — property
28. — evidence
29. — records
30. — premises
31. Can users view file attachments from premises
records, such as floor plans?
*For Agency Use Only* Column Total: Total Table Score:
2.4.2. Mobile Queries
Description Y N M Comments
1. Can users search multiple databases with a single
query?
2. Can users run the following local, state, and national
queries from the MDC:
3. — warrants
4. — vehicle registration
5. — stolen vehicles
6. — stolen property
7. — driver license
8. — license plates
9. — criminal history
10. Can users query local, state, and national databases
with information captured from a driver license
scanner?
11. Can users query the following local database
information:
12. — incidents
13. — field incidents
14. — names
15. — vehicles
16. — property
17. — premises
18. Can the local database return the following
information from a mobile query:
19. — mug shot
Tukwila Police Department Police Records Management Software RFP
29
2.4.2. Mobile Queries
Description Y N M Comments
20. — involvements
21. — scars, marks, and tattoos
22. — name alerts
23. — physical description
24. Can users receive an audible notification of a query
return?
25. Can users select the font size for text in query
response lists?
*For Agency Use Only* Column Total: Total Table Score:
2.4.3. Automated Field Reporting (AFR)
Description Y N M Comments
1. Does the MDC have automated field reporting
capabilities, allowing users to enter incident,
accident, citation, and field interview information?
2. Are contact names part of the central names table?
3. Is involved property part of the central property
table?
4. Are involved vehicles part of the central vehicle
table?
5. Can a driver license scanner be used to
automatically populate field reports with driver
license data?
6. Does return information from state and local
queries automatically populate AFR forms?
7. Can users route workflow assignments directly from
the field?
8. Can users temporarily save a form without sending
data to the server, then return to it later for
completion?
9. Does a form remain active and editable even if
connectivity is lost?
10. Can users customize the form header with agency‐
specific information?
11. Can users compose and save narratives and
supplemental narratives?
12. Can users populate fields using a drop‐down list?
13. Can users create records from accident forms?
*For Agency Use Only* Column Total: Total Table Score:
Tukwila Police Department Police Records Management Software RFP
30
2.4.4. Driver License Scanning
Description Y N M Comments
1. When a license is scanned, does the system
automatically populate the appropriate fields with
the driver’s information?
2. Can the scanning interface be customized to search
in local, state, and national databases?
3. Does the solution adhere to American
Administration of Motor Vehicle Administrators
standards?
4. Can the interface gather information from both
barcoded and magnetic strip driver licenses?
*For Agency Use Only* Column Total:
Total Table Score:
2.4.5. Smartphone and Tablet Interface
Description Y N M Comments
1. Can users access system information through a
smartphone or tablet interface?
2. Does the interface provide the following system
functions:
3. — wild card searches
4. — call comments
5. — mapping
6. — unit status
7. Does the interface follow agency‐defined data
partitioning security parameters?
*For Agency Use Only* Column Total:
Total Table Score:
Tukwila Police Department Police Records Management Software RFP
31
2.5. Resource Management
2.5.1. Personnel Management
Description Y N M Comments
1. Can the agency track detailed employee
information?
2. Can the agency track administrative activities such
as commendations and disciplinary actions?
3. Can users access information about an employee’s
unique job skills, such as foreign language fluency,
CPR certification, or explosives expertise?
4. Can the agency determine employee priority for a
given shift?
5. Can the agency maintain a training history for each
employee, including types, dates and locations,
costs, credits earned, and certifications?
6. Can the agency maintain a medical history for each
employee, including blood type, allergies, insurance
and physician, and medical events?
7. Does the system accommodate family medical
leave, sick leave, paid time off, and overtime?
8. Can the system track the amount of leave earned
annually, using accrual rates defined by the agency?
9. Does the system provide preformatted personnel
management reports?
*For Agency Use Only* Column Total: Total Table Score:
2.5.2. Equipment Maintenance
Description Y N M Comments
1. Can users track the condition, location, history, and
upkeep of department equipment?
2. Can users record future scheduled maintenance?
3. Can users track information on external resources,
such as forklifts, backhoes, and jaws of life?
4. Can users enter notes regarding a piece of
equipment?
*For Agency Use Only* Column Total:
Total Table Score:
Tukwila Police Department Police Records Management Software RFP
32
2.5.3. Fleet Maintenance
Description Y N M Comments
1. Can the agency track the following information on
department vehicles:
2. — fleet vehicle number
3. — type of vehicle
4. — license plate number
5. — vehicle identification number
6. — year
7. — make
8. — model
9. — color
10. — assigned agency, division, and officer
11. — purchase information
12. — disposal information
13. Can users schedule maintenance, inspections, and
registrations for department vehicles?
14. Can users record information on repairs,
maintenance, replacement parts, service providers,
and total costs?
15. Can users track fuel consumption and mileage
information, including the date, odometer reading,
and the quantity of oil or fuel added?
16. Can the system automatically calculate the average
miles per gallon (MPG) for each vehicle?
17. Does the system provide preformatted fleet and
maintenance reports?
*For Agency Use Only* Column Total: Total Table Score:
2.5.4. Inventory Management
Description Y N M Comments
1. Can users track consumable items such as
ammunition and cleaning supplies?
2. Can users track supplier contact information,
ordering instructions, order history, and supplier
fulfillment?
3. Can users view an item’s balance, reorder point, and
full stock quantity?
4. Does the system automatically generate an item
purchase order once the reorder point has been
reached?
Tukwila Police Department Police Records Management Software RFP
33
2.5.4. Inventory Management
Description Y N M Comments
5. Does the system provide preformatted inventory
management reports?
*For Agency Use Only* Column Total:
Total Table Score:
Tukwila Police Department Police Records Management Software RFP
34
2.6. Additional Interface Specifications
2.6.1. WACIC and NCIC
Description Y N M Comments
1. Can users simultaneously perform real‐time queries
of multiple state systems as well as the National Law
Enforcement Telecommunications System
(NLETS)/National Crime Information Center (NCIC)?
2. Can users perform the following transactions for
each record without re‐entering information:
3. — query
4. — enter
5. — modify
6. — locate
7. — clear
8. — cancel
9. Does the interface have confirmation hit request?
10. Does the interface have confirmation hit reply?
11. Can the system display photos returned from a
query?
12. Can a query return be attached to a CAD call record?
13. Can users forward query returns to other users?
14. Can dispatchers run the following queries from the
CAD screen:
15. — driver license
16. — vehicle registration
17. — warrant
18. Can officers perform the following state queries
from their MDCs:
19. — driver license
20. — vehicle registration
21. — stolen vehicle
22. — wanted person
23. — boat registration
24. — stolen boat
25. — gun
26. — stolen article
27. Can users run the following queries from a name
record without re‐entering information:
28. — driver history
29. — driver license
30. — wanted person
31. — criminal history
32. — state RAP sheet
33. — NCIC III
Tukwila Police Department Police Records Management Software RFP
35
2.6.1. WACIC and NCIC
Description Y N M Comments
34. Can users run the following transactions from a
name record without re‐entering information:
35. — clear missing person
36. — enter missing person
37. — locate missing person
38. — modify missing person
39. — query missing person
40. — cancel missing person
41. Can users run the following transactions from a
name record without re‐entering information:
42. — clear stolen gun
43. — enter stolen gun
44. — locate stolen gun
45. — modify stolen gun
46. — query stolen gun
47. — cancel stolen gun
48. Can users run a registration query from a vehicle
record without re‐entering information?
49. Can users run the following transactions from a
vehicle record without re‐entering information:
50. — clear stolen vehicle
51. — enter stolen vehicle
52. — locate stolen vehicle
53. — modify stolen vehicle
54. — query stolen vehicle
55. — cancel stolen vehicle
56. Can users run the following transactions from a boat
record without re‐entering information:
57. — clear stolen boat
58. — enter stolen boat
59. — locate stolen boat
60. — modify stolen boat
61. — query stolen boat
62. — cancel stolen boat
63. Can users run the following transactions from a
property record without re‐entering information:
64. — clear stolen article
65. — enter stolen article
66. — locate stolen article
67. — modify stolen article
68. — query stolen article
69. — cancel stolen article
Tukwila Police Department Police Records Management Software RFP
36
2.6.1. WACIC and NCIC
Description Y N M Comments
70. Can users run the following transactions from a
wanted person record without re‐entering the
information:
71. — clear wanted person
72. — enter wanted person
73. — locate wanted person
74. — modify wanted person
75. — cancel wanted person
*For Agency Use Only* Column Total:
Total Table Score:
2.6.2. External System Queries
Description Y N M Comments
1. Can users search records information from multiple
external agency databases simultaneously?
2. Can users track a record and identify how many
times that record has been viewed and by whom?
3. Can users define query settings to search data
within specific groups and agencies?
4. Can users override their default search settings?
5. Does the system use 192‐bit encryption methods to
ensure data security?
6. Can agencies with separate systems query the local
database using a web‐based application?
7. Can users review a history of searches and modify
them for resubmission?
*For Agency Use Only* Column Total:
Total Table Score:
Tukwila Police Department Police Records Management Software RFP
37
3. Pricing
Provide the following pricing information for each component of the proposed solution.
3.1 Pricing – Software
Required Modules
Provide pricing information for all required applications/modules included in the proposed solution.
Module Price
# of user
licenses
included in price
Price per
additional
user license
System Core (Master Tables) $ $
Imaging $ $
GIS $ $
Computer‐Aided Dispatch $ $
Records Management System $ $
Traffic Information $ $
Pin Mapping $ $
Comparative Statistics (CompStat) $ $
Vehicle Impound $ $
Sex Offender Tracking $ $
Evidence Management
Evidence Barcode and Audit
Mobile Data Computing $ $
Mobile Queries $ $
Automated Field Reporting $ $
Driver License Scanning $ $
Personnel Management $ $
Equipment Maintenance $ $
Fleet Maintenance $ $
Inventory Management $ $
Total Price for Required Modules $
Check all the following that are included in the quoted Required Modules price:
☐ Complete integration of all modules with no internal interfaces
☐ Site license for all desktop modules
☐ First‐year maintenance on software
☐ Technical support and customer service
☐ Onsite end user training at implementation
☐ Ongoing end user and administrative training
Tukwila Police Department Police Records Management Software RFP
38
Required Interfaces
Provide pricing information for all required interfaces included in the proposed solution.
Check if
Existing
Interface
Interface Price # of
licenses
Price per
additional license
☐ IBR Reporting Interface $ $
☐ Smartphone and Tablet Interface $ $
☐ WACIC/ACCESS Interface $ $
☐ External System Queries Interface $ $
☐ Washington SECTOR Interface $ $
☐ CopLogic Interface $ $
☐ LInX Data Warehouse Interface $ $
☐ Tiburon CAD Interface $ $
☐ BAIR Analytics Interface $ $
Total Price for Required Interfaces $
Total Price for Required Modules and Interfaces $
3.2 Pricing – Data Conversion
Required Data Conversion
Provide pricing information for the conversion of legacy data from the following systems.
Legacy System Price Description
Justice RMS including related files $
Training Officer 2000 database $
Total Price for Required Interfaces $
Tukwila Police Department Police Records Management Software RFP
39
3.3 Pricing – Professional Services
Implementation Services
Total price for implementation project management $
Check all the following that are included in the quoted implementation and project management
price:
☐ Onsite project management services
☐ PMP‐certified project managers
☐ Code table setup
☐ Connection with state database
Total price for software and hardware installation $
Check all the following that are included in the quoted software and hardware installation price:
☐ Multiple onsite installation visits
Total price for travel and per diem $
Total Price for Implementation Services $
Training Services
Total price for administrative training $
Check all the following that are included in the quoted administrative training price:
☐ User manuals and other training materials
☐ Defined timeframe for Go‐live
☐ Training database that utilizes agency‐specific data
☐ Complete administrator training
☐ Post Go‐live refresher training
Total price for end user training $
Check all the following that are included in the quoted end user training price:
☐ User manuals and other training materials
☐ Post Go‐live refresher training
☐ Pre‐Implementation project team training
☐ Access to online training database
Total price for Go‐live assistance $
Total travel and per diem estimate $
Total Price for Training Services $
Total Price for Implementation and Training Services $
Tukwila Police Department Police Records Management Software RFP
40
3.4 Pricing – Hardware
Unit Price Quantity Extended Price
$ $
$ $
$ $
$ $
$ $
$ $
$ $
$ $
Total Price for Hardware $
3.5 Pricing – Warranty, Maintenance, and Support
Support Standard
Business Hours
24/7
Support
First‐year support (12 months) $ $
Second‐year support $ $
Tukwila Police Department Police Records Management Software RFP
41
3.6 Pricing – Summary
Inclusions Price
Total Software/Interfaces $
Total Data Conversion $
Total Professional Services $
Total Hardware $
Total Support (first year)$
Grand Total $
Vendor is required to provide an authorized signature certifying that the submitted bid includes ALL
costs associated with the proposed project and that the City of Tukwila will not be held liable for costs
not listed in this document.
Name and title____________________________________________
Signature ________________________________________________