The Records Management System (RMS), with automated field reporting (AFR) capabilities, is the police department’s most critical internal database application. It is what our employees use to enter all collected crime information and then manage these cases for follow-up investigation and eventual submission to local, state, and federal prosecutors. Our organizational efficiency is fully dependent upon the usability and functionality of this critical software solution. The Police Department procured its current RMS nearly 20 years ago, and we are now seeking a new solution that can provide a number of technological improvements and efficiencies that have been introduced during the past several years. These include, but are not limited to, an intuitive web-based platform, comprehensive case management capabilities, crash reporting with an established API for direct crash data retrieval from TxDOT, integrated citizen online reporting, and automatic submission of crime data to N-DEx for investigative collaboration with other law enforcement agencies.

To ensure the best available solution is selected, the police department is seeking assistance from a qualified and experienced team of subject matter experts with demonstrated and verifiable industry expertise. In furtherance of this goal, a request for proposals was published in October 2021 and seven (7) responses were received. An evaluation team was compiled and the scoring criteria were established as follows:

After a thorough review by the evaluation team of all proposals received, including comprehensive discussions with the two offerors on the short list, Police Records and Information Management Group, INC., was selected to provide the consultant services for this project, beginning with initial needs assessment and persisting through the project closeout. The best and final offer price from the Police Records and Information Management Group, INC. team was $127,470.00.

Replacement of RMS with the best available solution is essential for continued success of the police department, and I recommend we proceed with this procurement for professional services. Failure to support this effort will diminish the department’s ability to most effectively fulfill its mission.

Funding for this item is available in the 2021-22 Technology Improvements CIP Fund.  This request is to procure consulting services from Police Records and Information Management Group, Inc. for the Police Records Management System (RMS), in the amount of $127,470, which will leave a remaining balance of $872,530 in the Technology Improvements CIP Fund for other project expenditures.

Approval of this item supports the City's Strategic Plan Critical Success Factors of Safe, Vibrant Neighborhoods, and Excellent, Innovative, and Accountable City Government.