RFI SmartCop-Maint.docx

Any vendor wishing to respondSAP

State of South Carolina

SOLE SOURCE

Procurement Solicitation:

Date Issued:

Procurement Officer:

Phone:

E-Mail Address:

Mailing Address:

5400030121 8/21/26 Andy Bowman, CPPB 803-734-3933 BowmanA@dnr.sc.gov SC Department of Natural Resources 260 D Epting Lane West Columbia , SC 29172

DESCRIPTION: Sole Source – Smart Cop

Agency: South Carolina Department of Natural Resources Sole Source Vendor: Smart Cop

This is a (1) year Sole source Term: 8/28/2026-8/27/2027 South Carolina Department of Natural Resources needs to procure the annual maintenance agreement for use for our SmartCop RMS System, Mobile forms diagraming software, mobile forms field based reporting, and computer aided dispatch software.

Based upon the following determination, Agency proposes to acquire the supplies, construction, information technology, and/or services described herein from the Vendor named above per S.C. Code Ann. §11-35-1560 and S.C. Regulation 19-445-2105, Sole Source Procurement.

Description of the Agency need that this procurement meets: SC Department of Natural Resources South Carolina Department of Natural Resources needs to procure the annual maintenance agreement for use in our SmartCop RMS System, Mobile forms diagraming software, mobile forms field-based reporting, and computer aided dispatch software.

Description of market research Agency performed to determine the availability of products or services that would meet the Agency’s needs:

A comprehensive market analysis was conducted to assess available law enforcement records management solutions, with a focus on identifying software that would meet the unique needs of the South Carolina Department of Natural Resources (SCDNR) Law Enforcement Division. After evaluating leading solutions, SmartCOP’s suite, which includes E-Ticketing, Records Management System (RMS), and Field Reporting, emerged as the optimal choice for natural resource law enforcement agencies due to its specialized functionality, widespread adoption, and off-the-shelf features. SmartCOP has become the standard for natural resource law enforcement in several states, including Georgia, Florida, Tennessee, and Colorado. Its extensive adoption across these agencies has proven its reliability and compliance with critical data-sharing agreements, such as the Interstate Wildlife Violator Compact, which mandates the seamless exchange of violation data among states. SmartCOP’s ability to meet these agreements is built-in, streamlining SCDNR’s compliance with minimal need for customization. A key differentiator of SmartCOP is its integration with U.S. Coast Guard reporting requirements, such as the Boating Accident Report Database (BARD), an essential tool for marine incident reporting. SmartCOP is currently the only software solution to offer this integration as a standard feature, positioning it as a superior choice for SCDNR’s needs. Additionally, SmartCOP’s compatibility with commercial licensing, boating sales, and registration systems will ensure seamless alignment with SCDNR’s projected acquisitions in these areas. Notably, SmartCOP’s existing implementation within the South Carolina Highway Patrol also presents a valuable opportunity for SCDNR Law Enforcement to establish data-sharing capabilities with other in-state and interstate natural resource law enforcement entities. Furthermore, SmartCOP offers an in-built Computer-Aided Dispatch (CAD) system and GPS/AVL tracking for field officer safety, unlike other solutions that require third-party integrations for CAD, increasing costs and implementation complexity. This feature-rich, scalable, and law-enforcement-focused solution stands out as the most practical and efficient option for SCDNR’s immediate and future needs.

Description of supplies, construction, information technology, and/or services Vendor will provide under the contract:

SmartCop Inc will provide annual maintenance and upgrades to our current software suite to include records management software, eticket solution, ereporting solution, diagraming software, field-based reporting and computer aided dispatch software suite.

Detailed explanation why no other vendor’s supplies, construction, information technology, and/or services will meet the needs of the Agency:

The South Carolina Department of Natural Resources (SCDNR) Law Enforcement Division requests sole source procurement of the SmartCOP software suite, comprising E-Ticketing, Records Management System (RMS), and Field Reporting. SmartCOP stands as a unique offering in the law enforcement software market, with features specifically tailored to meet the needs of natural resource law enforcement agencies. SmartCOP has been widely adopted by multiple natural resource law enforcement agencies nationwide, including in Georgia, Florida, Tennessee, and Colorado. This widespread adoption underscores the system’s reliability and its alignment with the specific needs of natural resource agencies. Critically, SmartCOP’s design facilitates compliance with the Interstate Wildlife Violator Compact, allowing for seamless sharing of violation data among states—a requirement that would demand extensive customization in other systems. Another unique feature of SmartCOP is its integration with the U.S. Coast GuardBoating Accident Report Database (BARD). This functionality is provided as a standard feature, positioning SmartCOP as the only law enforcement software capable of directly supporting SCDNR’s marine incident reporting needs without modification. Additionally, the software offers integration with commercial licensing, boating sales, and registration systems, which aligns with SCDNR’s future acquisition plans. SmartCOP is already in use by the South Carolina Highway Patrol, presenting an invaluable opportunity for SCDNR to share data with other in-state and interstate natural resource law enforcement agencies. Moreover, SmartCOP’s off-the-shelf package includes Computer-Aided Dispatch (CAD) and GPS/AVL tracking for officer safety, unlike other options that would require third-party integrations to fulfill these functions, increasing both cost and implementation time. This procurement will enable SCDNR to secure a solution that meets immediate operational needs while avoiding substantial customization costs associated with alternative products.

I CERTIFY THAT THE STATEMENTS LISTED ABOVE ARE TRUE AND THAT THE CONDITIONS CITED EXIST AND JUSTIFY THIS SOLE SOURCE PROCUREMENT.

This notice will be posted in the South Carolina Business Opportunities (SCBO) for at least (5-10) business days as required by SC Code 11-35-1560.

PROTESTS:

If you are aggrieved in connection with the intended award or award of the contract, you may be entitled to protest, but only as provided in Section 11-35-4210. To protest an award, you must (i) submit notice of your intent to protest within (5) business days of the date this notice is posted, and (ii) submit your actual protest within fifteen days of the date this notice is posted. Days are calculated as provided in Section 11-35-310(13). Both protests and notices of intent to protest must be in writing and must be received by the appropriate Chief Procurement Officer within the time provided. The grounds of the protest and the relief requested must be set forth with enough particularity to give notice of the issues to be decided. Any protest or notice of intent to protest must be addressed to the Chief Procurement Officer and submitted in writing.

Chief Procurement Officer -Materials Management Office 1333 Main Street, Suite 700 -Columbia, SC 29201 Email: protest-mmo@mmo.state.sc.us

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