Law Enforcement Records Management System (LERMS) and Automated Field Reporting

STATEMENT OF PURPOSE

The City of West Sacramento (City) is seeking the services of a qualified firm to provide the following:

1. 1. 1. • Law Enforcement Records Management System (LERMS)
         • Automated Field Reporting (AFR)
         • Associated Hardware, Software, Interfaces, and Services
         • U.S. Based Technical Support

The City seeks a modernized, integrated LERMS/AFR solution for the purpose of improving data quality, reducing administrative workload, enhancing investigative capability, and supporting the department’s long-term operational and analytical needs.

Details on the City's needs for this work are provided in the Features and Functionality Technical Requirements Matrix.

Each qualified Proposer is to submit a proposal in conformity with the terms of this Request for Proposal ("RFP") by the deadline below ("Proposal"). The Proposer selected by the City pursuant to the terms of this RFP and the City's contracting procedures, if any is selected, is referred to herein as "Contractor."

SYNONYMOUS TERMS

Unless the use indicates otherwise, as used throughout this bid and its attachments, the following terms are synonymous:

1. Firm, Consultant, Supplier, Vendor, Contractor, Successful Bidder, Offeror
2. Purchase Order, Contract, Agreement
3. Services, Work, Scope, and Project
4. Pricing proposal/sheet, Cost proposal/sheet, Rate table/sheet

West Sacramento is a vibrant riverfront community centrally located in Northern California. West Sacramento shares the Sacramento River with neighboring Sacramento, with the deep-water ship canal serving the Port of Sacramento. Incorporated in 1987, West Sacramento encompasses approximately 22 square miles, with a population just over 55,000.

The West Sacramento Police Department (WSPD) is the primary law enforcement agency for the City. WSPD is made up of several divisions: Patrol, Investigations, Field Support, Professional Standards, Community Outreach and Support, and Administrative Support. WSPD is staffed with 86 sworn officers and 125 total personnel, almost all of whom will require access to the new LERMS with AFR.

Public safety communications for WSPD are managed through the Yolo Emergency Communications Agency (YECA), a 24-hour consolidated center that serves as the primary point for all 911 emergency and non-emergency calls.

WSPD uses CentralSquare Enterprise CAD and CentralSquare Enterprise RMS (with AFR built into the RMS environment) for incident documentation, case management, evidence tracking, and state IBR/NIBRS reporting. YECA also uses CentralSquare Enterprise CAD, with most WSPD incidents originating as calls for service within the YECA-operated CentralSquare CAD system.

At present, WSPD has approximately 100 full-access CentralSquare Enterprise RMS users and 225 Windows devices; the current VxRail environment supports local VM provisioning. The cost of maintaining and backing up on-premises infrastructure is approaching the cost of cloud-hosted alternatives, making both paths viable for future consideration.

Implemented in 2022, WSPD’s instance of CentralSquare Enterprise RMS has not met operational needs. It has also introduced a substantial administrative burden across WSPD divisions. WSPD requires a new LERMS/AFR solution to improve data quality, reduce administrative workload, enhance investigative capability, and support WSPD’s long-term operational and analytical needs. Reliable connectivity between the separately managed WSPD and YECA CentralSquare CAD systems is also required.