Request for Proposal - Software and Implementation Services for Computer Aided Dispatch (CAD) System

Request for Proposals for Software and Implementation Services for a
Computer Aided Dispatch (CAD) and Records Management System
(RMS) Including Jail Management and Property Evidence Software
Systems Environment - Enterprise System Preferred
Solicitation Due Date: Monday, October 13, 2026 Time: 4:00 p.m. (Pacific Time)
All Proposals must be received by the City of San Leandro and the San Leandro Police
Department, (SLPD) by the date and time cited above. It shall be the Proposer's sole risk to
assure submission by the designated time.
VENDORS ARE STRONGLY ENCOURAGED TO READ THE ENTIRE SOLICITATION.
Solicitation packages can be obtained by downloading from the City's purchasing website
https://www.sanleandro.org/Bids.aspx, for further information on obtaining copies of the RFP.
Should you experience problems downloading the solicitation, contact Titus Britt at
tbritt@sanleandro.org
All questions concerning the RFP must be submitted via one email only, to Titus Britt at
tbritt@sanleandro.org and BerryDunn (Kate Offerdahl-Joyce - kate.offerdahl-
joyce@berrydunn.com) as identified within this solicitation in Section 1.8. Communications with
other SLPD staff other than for assistance with downloading the solicitation may disqualify you
from the evaluation process.
Forms, Worksheets, and Other Attachments
Attachment A - Proposal Response Forms
(See MS Word document "San Leandro CAD-RMS RFP - Attachment A.docx")
Attachment B - Functional and Technical Requirements/Capabilities
(See MS Excel spreadsheet "San Leandro CAD-RMS RFP - Attachment B.xlsx")
Attachment C1 - Cost Worksheets
(See MS Excel spreadsheet "San Leandro CAD-RMS RFP - Attachment C1.xlsx")
Attachment C2 - Cost Narrative
(See MS Word document "San Leandro CAD-RMS - Attachment C2.docx")
Attachment D - CoSL IT Security Questionnaire
(See MS Excel spreadsheet "CoSL IT Security Questionnaire - Attachment D.xlsx")
Attachment E - CONSULTING SERVICES AGREEMENT
(See MS Word Document - Consulting Services Agreement (CSA) Template (10.21.2025)
- Attachment E.dotx)

Section Page
Forms, Worksheets, and Other Attachments .......................................................................... i
1 RFP Introduction and Background ........................................................................... 4
1.1 Introduction .................................................................................................................. 4
1.2 About The SLPD .......................................................................................................... 4
1.3 Current Applications Environment ................................................................................ 5
1.4 Project Objectives ........................................................................................................ 5
1.5 Definitions .................................................................................................................... 6
1.6 RFP Schedule of Events .............................................................................................. 7
1.7 Prequalification of Vendors .......................................................................................... 8
1.8 Minimum Qualifications ................................................................................................ 8
1.9 Questions and Inquiries ............................................................................................... 8
1.10 Non-Mandatory Pre-Proposal Vendor Teleconference ................................................. 9
1.11 Amendments and Addenda .......................................................................................... 9
1.12 Non-Warranty of RFP Information ................................................................................ 9
2 Project Scope ............................................................................................................10
2.1 Functional Areas .........................................................................................................10
2.2 Alternate Proposals, Partnerships and Proposers of Subsets of Functionality .............11
2.3 SLPD and Project Staffing ..........................................................................................13
2.4 Deployment Model ......................................................................................................13
2.5 Number of Users .........................................................................................................14
2.6 Potential Phasing and Target Live Dates ....................................................................15
2.7 Project Management Documentation ..........................................................................15
2.8 Budget ........................................................................................................................16
2.9 Personnel ...................................................................................................................16
2.10 Performance Review ...................................................................................................16
3 Proposal Evaluation and Award ..............................................................................17
3.1 Evaluation Process .....................................................................................................17
3.2 Clarification and Discussion of Proposals ...................................................................18
3.3 Evaluation Criteria.......................................................................................................18
3.4 No Obligation, Right of Rejection, and Multiple Award ................................................21
3.5 Offer Held Firm ...........................................................................................................21
3.6 Contract Negotiation ...................................................................................................21
3.7 Failure to Negotiate .....................................................................................................22
3.8 Contract Type .............................................................................................................22
3.9 Contract Changes .......................................................................................................22
3.10 Contract Approval .......................................................................................................23
4 Submittal Response Format ....................................................................................24
4.1 General Instructions ....................................................................................................24
4.2 Technical Proposal Organization Guidelines ...............................................................26
4.3 Content for Sections 1 - 14 .........................................................................................26
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4.4 Price Proposal ............................................................................................................27
7 Terms and Conditions ..............................................................................................29
7.1 Permits and Codes .....................................................................................................29
7.2 City of San Leandro Living Wage Ordinance ...............................................................29
7.3 Data Security ..............................................................................................................29
7.4 Indemnification ............................................................................................................30
7.5 Records and Audits .....................................................................................................30
7.6 Incurred Expenses ......................................................................................................30
7.7 Authorized Signatures .................................................................................................31
7.8 Rights to Submitted Material .......................................................................................31
7.9 Confidential Information ..............................................................................................31
7.10 Waiver of Claims .........................................................................................................31
7.11 Statutory Information ...................................................................................................31
7.12 Non-Discrimination Clause ..........................................................................................32
7.13 Force Majeure .............................................................................................................32
7.14 Policy Compliance ......................................................................................................32
7.15 Compliance with Federal, State, City, and Local Laws ................................................32
7.16 Patents and Copyrights ...............................................................................................33
7.17 Invalid, Illegal, or Unenforceable Provisions ................................................................33
7.18 City Property ...............................................................................................................33
7.19 Rights of Use ..............................................................................................................33
7.20 Ownership of Data and Transition ...............................................................................33
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1 RFP Introduction and Background
1.1 Introduction
The City of San Leandro (City) is soliciting Proposals from Proposers capable of satisfying the needs
for software and consulting services to implement a new software systems environment to address the
San Leandro Police Department (SLPD) needs related to a Computer Aided Dispatch (CAD) and
Records Management System (RMS) Solution, Jail Management and Property/Evidence Management
systems that can be interfaced with or are incorporated as modules within the RMS system. The City
recognizes that these needs may be met through a fully integrated enterprise solution (preferred) or
through one or more individual system replacements and, therefore, welcomes proposals that address
either a preferred enterprise-wide approach or proposals that address one or more of the systems
identified for replacement.
In addition to soliciting written responses, this document provides information to assist Proposers in
preparing their responses and facilitates the subsequent evaluation and comparison process. In that
regard, this RFP:
* Provides information essential to soliciting meaningful recommendations and realistic
commitments from the Proposers
* Specifies the desired format and content of Proposals in response to this RFP
* Outlines the SLPD's evaluation and selection procedures
* Establishes a schedule for the preparation and submission of Proposals in response to this
RFP
This RFP and the selected Proposal in response to this RFP will be incorporated into the contract
resulting from this solicitation.
1.2 About The SLPD
San Leandro, California, is a dynamic and culturally rich city in the East Bay region of the San Francisco
Bay area located in Alameda County. With a population of approximately 87,300 residents, it reflects a
vibrant mix of ethnic backgrounds that all contribute to the City's unique character. San Leandro is
known for its strong neighborhood identity, engaged residents, and a balance of historic charm and
modern development. The City continues to grow as a regional hub for families, small businesses, and
innovation, supported by a responsive local government and a commitment to inclusive civic life.
Currently, SLPD is allocated a total of 138.41 staff, of which 91 are sworn officer positions and 47.41
are professional staff positions. The organization has several divisions, including Patrol, Criminal
Investigations, Support Services, and Professional Standards.
The following table contains statistics related to the SLPD. These statistics are estimates and are
provided for planning purposes only. Additional information has been provided in Table 04: Functional
Area Statistics.
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Table 01: Statistics
No. Area Statistic
1 Total SLPD FY26 Budget Approx. $49,718,693
2 Population Served Approx. 87,300
3 Total FTEs 138.41
5 Fiscal Year July 1 - June 30
1.3 Current Applications Environment
For nearly 20 years, the SLPD has depended on the New World/Tyler Technologies suite as the core
system for its RMS, CAD, and Mobile operations. SLPD upgraded to Tyler's Enterprise CAD and
Mobile, a platform that provides a modern, browser-based, on-premises solution, however, they had to
remain on the legacy RMS platform (identified as LERMS or New World) because no enterprise solution
was available at the time the other systems were upgraded. As a result, the current system integration
is atypical. The Mobile Data Terminal (MDT) environment is presently performing core records
management functions, while the Records Management System (RMS) itself operates with limited
standalone records management capability. Proposers submitting solutions that replace only the RMS
should account for this configuration and describe how records management functionality would be
appropriately reestablished within the proposed RMS solution.
1.4 Project Objectives
The overall goal of this project is to take advantage of the newest technology and harness efficiencies
by reviewing business processes and implementing technology to enhance existing business
processes performed by the SLPD. The SLPD is seeking to replace its current software environment
with a new public safety software system or combination of software systems designed to support the
Department's mission-critical operations on a continuous 24x7x365 basis. The proposed solution shall
provide high levels of availability, reliability, resiliency, and operational continuity while delivering the
functionality necessary to support the Department's core law enforcement, records management,
administrative, and reporting processes.
In doing so, the SLPD seeks to address several challenges in the current environment, and gain
future efficiencies, including, but not limited to:
* Key Objectives and Outcomes for LERMS:
o Implement a modern, fully integrated RMS serving as the system of record for all
cases, reports, and master data
o Support configurable workflows, case management, and records review processes
aligned with industry best practices
o Deliver robust reporting, analytics, and compliance support (e.g., National Incident-
Based Reporting System (NIBRS), Criminal Justice Information Services (CJIS),
retention schedules), and California Incident Based Reporting System (CIBRS)
* Primary Challenges in the Current LERMS Environment:
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o Legacy platform nearing end of life with substantially reduced vendor support and
limited enhancements
o Heavy reliance on manual workarounds (spreadsheets, Word/PDF reports), leading to
inefficiency and data integrity risks
o Inadequate case management, records retention, and audit capabilities, increasing
compliance and operational risk
o Limited usability and mobile support, reducing report quality and delaying field
documentation
o Difficulty adapting the system to evolving policies, reporting requirements, and
operational practices without significant customization
* Key Objectives and Outcomes for CAD/Mobile:
o Improve real-time mapping, AVL, and GIS reliability to enhance dispatcher and officer
situational awareness
o Enable seamless integration with RMS and mobile platforms to eliminate duplicate data
entry and data silos
o Provide high availability and system resilience (cloud-ready, rapid recovery) to support
uninterrupted 24/7/365 dispatch operations
* Primary Challenges in the Current CAD/Mobile Environment:
o Unreliable mapping and AVL functionality, including crashes and disappearing units,
impacting officer safety
o Intermittent system outages and slow recovery following power disruptions
o Limited integration with RMS, resulting in siloed data and reduced operational
efficiency
o Outdated user interface and limited configurability, increasing dispatcher workload and
training time
o Insufficient reporting and performance metrics to support operational oversight and
continuous improvement
In order to address these challenges and others, the SLPD has initiated a project to adequately plan
for, select, and implement a replacement or upgraded Software Systems environment. Section 2.0 -
Project Scope, outlines the features and functionality desired in a future system(s), as well as the
professional services necessary to implement the software system.
1.5 Definitions
In order to simplify the language throughout this RFP, the following definitions shall apply:
ADDENDA - Written instruments issued by the SLPD prior to the date for receipt of Proposals that
modify or interpret the RFP documents by addition, deletions, clarification, or corrections.
CAD AND RMS - Means the Computer Aided Dispatch and Records Management System software
system(s) that is described in this RFP and in the Attachments hereto.
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CONTRACT DOCUMENTS - The RFP, submitted Proposals, including any diagrams, Addenda, and
a form of agreement between the SLPD and the Contractor, including all change orders, insurance
certificates, exhibits, amendments, and attachments.
CONTRACTOR - The Contractor(s)/consultant(s) that may be awarded a contract to provide software
system(s) and professional services to implement the CAD and RMS System(s) for the SLPD.
DAYS - Means calendar days unless otherwise specified.
JMS - Jail Management System.
LERMS - Law Enforcement Records Management System.
PROJECT - The project to configure and implement the CAD and RMS System(s) for the SLPD as
described in this RFP and in the Attachments hereto.
PROJECT SCOPE - Scope of services to be provided by the Contractor(s).
PROPOSAL - A complete and properly signed Proposal to provide goods, commodities, labor, or
services for the sum stated and submitted in accordance with the RFP.
PROPOSER or VENDOR - The person, Contractor, corporation, partnership, or other entity
submitting a Proposal on items listed in the RFP documents and thereby agreeing to meet the
specified Contract terms and conditions if awarded the contract.
POLICE SERVICE TECHNICIAN - Perform non-sworn, technical law enforcement support
RMS - Records Management System.
SLPD - The City of San Leandro Police Department.
SLPD EVALUATION COMMITTEE - The team of SLPD staff that will participate in the review,
evaluation, and scoring of proposals and subsequent evaluation processes, including demonstrations
and reference checks.
SLPD PROJECT MANAGER - The person designated by the SLPD to be the SLPD Project Manager
assigned to act on behalf of the SLPD during the term of the resulting Contract.
SERVICES or WORK - All services to be performed by the Contractor to successfully complete the
Project to the satisfaction of the SLPD.
SUBCONTRACTOR or SUBCONSULTANT - Any individual, corporation, company, or other entity
that contracts to perform work or render services to a Contractor or to another subcontractor as part of
this Contract with the SLPD.
VENDOR - See "PROPOSER."
1.6 RFP Schedule of Events
The following RFP Schedule of Events represents the best estimate of the schedule the SLPD will
follow, which is subject to change at the SLPD's discretion. Vendors are encouraged to hold the
demonstration dates listed. If a component of the schedule is accelerated or delayed, it shall be
anticipated that the remaining components may also be adjusted by a similar number of days via RFP
Addendum prior to the submittal deadline.
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Table 02: RFP Schedule of Events
Event Estimated Date
RFP Published Thursday, September 10, 2026
Pre-Proposal Vendor Teleconference Thursday, September 17, 2026 at 11:00 a.m. PT
Deadline for Questions from Vendors Wednesday, September 24, 2026 at 4:00 p.m. PT
Deadline for Responses to Questions Tuesday, October 29, 2026 at 11:00 a.m. PT
Deadline for Registration to Bid Friday, October 2, 2026 at 4:00 p.m. PT
Deadline for Proposal Submissions Monday, October 13, 2026 at 4:00 p.m. PT
Shortlist Vendors Notified Week of November 16, 2026
Vendor Demonstrations Weeks of January 11 - 29. 2027
1.7 Prequalification of Vendors
The SLPD has not employed a prequalification process. No Vendors are either prequalified or
precluded from responding to this RFP. The SLPD has not engaged in any formal discussions or
demonstrations with vendors leading up to the issuance of this RFP.
1.8 Minimum Qualifications
In order for Proposals to be evaluated and considered for award, Proposals must be deemed
responsive to this RFP as determined in the discretion of the SLPD Evaluation Committee. To be
deemed responsive, the submitted Proposal documents shall conform in all material respects to the
requirements stated in the RFP, and Proposers shall document and validate the capability to fully
perform all requirements defined by the RFP. Factors to be considered in connection with a
Proposer's capability to fully perform all requirements of the RFP include, and may not be limited to:
experience, integrity, reliability, capacity, and other factors required to provide the Services defined by
the RFP.
1.9 Questions and Inquiries
It shall be the responsibility of the Proposers to inquire about any portion of the RFP that is not fully
understood or that is susceptible to more than one interpretation prior to the question period closing.
* All questions concerning the RFP must be submitted via email only, to Titus Britt at
Tbritt@sanleandro.org and the SLPD's consulting partner, BerryDunn (Kate Offerdahl-Joyce -
kate.offerdahl-joyce@berrydunn.com).
* Questions and answers will be issued in accordance with Section 1.10 - Amendments and
Addenda.
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* Only questions and answers publicly published through Addenda shall be binding.
Proposers shall not contact other SLPD staff with any questions or inquiries. Unauthorized contact
with any personnel of the SLPD may be cause for rejection of the Proposer's response. The decision
to reject a Proposal is solely that of the SLPD.
1.10 Non-Mandatory Pre-Proposal Vendor Teleconference
A non-mandatory Pre-Proposal Vendor Teleconference will be held on Thursday, September 17, 2026
at 11:00 a.m. PT.
Vendors that are interested in participating in the Pre-Proposal Vendor Teleconference shall contact
Titus Britt at Tbritt@sanleandro.org and BerryDunn in writing at kate.offerdahl-joyce@berrydunn.com
to request the teleconference information.
The format of the Pre-Proposal Vendor Teleconference will be an overview presentation of the RFP,
its contents, the RFP Schedule of Events, and additional topics. Following the presentation, Vendors
will be able to ask questions related to the RFP or the overall process. The SLPD will attempt to
answer all questions at that time, but answers provided shall not be binding. Following the Pre-
Proposal Vendor Teleconference, the SLPD will post online the material questions asked and their
respective answers in an addendum.
1.11 Amendments and Addenda
All clarifications, corrections, or revisions to this RFP will be documented in an addendum, which will
be publicly published to the SLPD purchasing website. Only questions and answers in an addendum
shall be considered as part of the RFP. The SLPD reserves the right to revise the RFP prior to the
deadline for Proposal submissions. Revisions shall be documented in an addendum and publicly
published and/or provided via email.
The SLPD will attempt to publicly publish periodic addenda on a timely basis between the RFP
publishing date and the close of the question period. Vendors are responsible for monitoring the
SLPD website for the periodic posting of addenda prior to the submittal due date.
1.12 Non-Warranty of RFP Information
Due care and diligence has been exercised in the preparation of this RFP and all information herein is
believed to be substantially correct. However, the responsibility for determining the full extent of the
exposure to risk and verification of all information herein shall rest solely on those parties making
Proposals. The SLPD, its representatives, and its agents shall not be responsible for any error or
omission in this RFP, nor shall they be responsible for the failure on the part of any Proposers or their
representatives to verify the information herein and to determine the full extent of that exposure.
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2 Project Scope
2.1 Functional Areas
The following table contains the list of functional areas of the desired future systems environment.
Table 03: Functional Areas
Functional Areas
No. RMS Functional Area No. CAD Functional Area
1 RMS Core (Mandatory) 1 CAD Core (Mandatory)
2 RMS - Records 2 CAD Dispatcher
3 RMS - Patrol 3 E911 - EMD - Call Taker
4 RMS - Investigations 4 CAD Supervisor
5 RMS - Property and Evidence 5 GIS
6 RMS - Administration and Training 6 MOBILE (MDT)
7 RMS - Crime Analysis
9 RMS - Citations
JMS Functional Area
(Platform or Module requirements)
10 JMS Core (Mandatory)
11 JMS
The list of Functional and Technical Requirement Capabilities contained in Attachment B -
Functional and Technical Requirements/Capabilities contains the detailed functionality the SLPD
requires within each functional area in a future systems environment, as well as general and technical
system requirements, and data conversion and interface scope.
The following table contains functional statistics of the SLPD. These statistics are estimates and are
provided for planning purposes only.
Table 04: Functional Area Statistics
No. Functional Area/Metric Statistic
RMS
Number of Police Service
12
Technicians
1
Total Sworn Officers 91
Professional Staff 35.41
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