The intent of this Request for Proposals (RFP) is to seek providers of Law Enforcement Records Management System (LERMS) software, hardware, and services for the primary purpose of transitioning from an in-house Records Management System (RMS) – referred to as Crime Data Warehouse (CDW) – to an RMS that is NIBRS/CIBRS-compliant [National Incident-Based Reporting System/California Incident-Based Reporting System]. While the need to become NIBRS/CIBRS-compliant is the driver for this Project, the San Francisco Police Department (SFPD) will also be including other related RMS modules that are integral to achieving a complete NIBRS implementation. The RFP is being advertised to firms with whom SFPD may subsequently negotiate an agreement with the selected Proposer for a LERMS and its implementation as described in this RFP. SFPD seeks a firm that has a proven performance and implementation track record. The Project has an aggressive schedule due to both the FBI mandate of NIBRS-compliancy and grant funding. SFPD expects the Proposer will have a well thought-out proposal that can meet the timeline based on staffing and experience. SFPD attributes equal importance between the software system itself and the ability to implement the software successfully within the agreed-upon timeframe. Proposals must include identified third-party interfaces and Geographical Information System (GIS) mapping. In addition, SFPD has identified other solution components of interest including, but not limited to, analytics and statistical reporting, federated search capabilities, database access National Information Exchange Model (NIEM) compliance, and ability to interface with multiple third-party systems and software. The current in-house RMS (CDW) utilizes a full on-premises (on-prem) Oracle Exadata X7 solution. For the new RMS, SFPD will ONLY consider a hybrid solution (as defined by primary and secondary are cloud-hosted with CJIS data being on-prem as required by California DOJ). The breadth and complexity of SFPD’s NIBRS Implementation and the associated change it will bring must be carefully considered by Proposers in developing their proposals. Substantive changes include: • Changing current on-prem infrastructure to a hybrid model. • Changing from an in-house RMS that does not fully employ master data indices  new NIBRS/CIBRS-compliant RMS that fully employs master data indices. • Employing an optimal solution that minimizes the extent of data conversion/migration while minimizing the impact to officers. • Building 20+ interfaces. • Replacing manual processes affecting both members and staff with the new RMS. • Training 2000+ members in addition to staff that supports the new RMS. • Cutting over to a new RMS in phases, rather than the conventional ‘big bang’. The selected vendor to implement its RMS will be responsible for the overall implementation which includes integrating systems or components from different sources, interfaces, infrastructure, configuration, testing, training, documentation, change 8 management, communication and post-cutover stabilization. Also included in the overall implementation is assisting SFPD to become NIBRS certified from the State of California (referred to as CIBRS) which will begin upon achieving full Department cutover to the NIBRS/CIBRS-compliant RMS. For SFPD to be certified, it must meet a 3% or less error rate of three (3) consecutive file submissions to the California Department of Justice (CA DOJ). The three (3) key criteria for a successful NIBRS/CIBRS-compliant RMS are: 1. Partial successive cutovers that allow uninterrupted Summary Reporting System (SRS) State file submissions to continue until the entire Department is on the NIBRS/CIBRS-compliant RMS. 2. Full cutover of the Department per the agreed-upon schedule. 3. California certification of file submissions where the FBI accepts SFPD’s NIBRS data per the agreed-upon schedule – to be 6 months or less after full cutover. The new RMS is expected to be a turnkey Commercial off the Shelf (COTS) integrated solution. It should be one that is configurable and does not require extensive customization or workarounds to meet SFPD’s requirements as outlined in this RFP. Beta systems or systems undergoing major functional changes or upgrades are not acceptable for this solicitation. The new solution will provide enhanced information sharing with the intent of improving the overall effectiveness of officer productivity while at the same time streamlining the ability to provide more accurate and timely information to stakeholders both inside and outside the Department. Additional information about SFPD and its current environment can be found in Section II.C. San Francisco Police Department of this RFP. SFPD is responsible for conducting the issuance of this RFP and the subsequent procurement process under the City’s rules and policies. Issuance of this RFP shall in no way constitute a commitment by SFPD to execute an agreement with a Proposer. SFPD shall not be obligated to accept the lowest priced proposal but will make an award in the best interest of SFPD, the City and County of San Francisco (CCSF) and the people it serves after all factors have been evaluated. The contracts shall have an original term of not more than two (2) years and have two (2) renewal options of a period of not more than four (4) years each. The contract during the original period is expected to not exceed $9,000,000. See RFP attachment for all instructions. DO NOT submit correspondence or proposals on this site.

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