Ticket 384074 ENV MEP Records Management System and Computer-Aided Dispatch Solution RFI~1.docx

COMMONWEALTH OF MASSACHUSETTS

EXECUTIVE OFFICE OF ENERGY AND

ENVIRONMENTAL AFFAIRS

100 Cambridge Street, 10th Floor Boston, MA 02114

Request for Information (RFI) Massachusetts Environmental Police Records Management System and Computer-Aided Dispatch Solution

COMMBUYS Document #: BD-27-1042-ENV-ENV01-132147

Issued August 06, 2026

THIS IS A REQUEST FOR INFORMATION ONLY. Respondents to this Request for Information (RFI) are invited to respond to any or all of the questions in this document. Responses to this RFI shall serve solely to assist the Commonwealth in understanding the current state of the marketplace with regards to the solicited information or to inform the development of a possible solicitation for a Request for Response (RFR) or other procurement in the future. This RFI does not in any way obligate the Commonwealth to issue or amend a solicitation or to include any of the RFI provisions or responses in any solicitation. Responding to this RFI is entirely voluntary, and will in no way affect the Commonwealth’s consideration of any proposal submitted in response to any subsequent solicitation, nor will it serve as an advantage or disadvantage to the respondent in the course of any procurement that may be subsequently issued or amended.

Background The Massachusetts Environmental Police (MEP) is the primary enforcement agency responsible for the protection of the Commonwealth's natural resources and public safety in environmental and recreational settings. MEP personnel perform a diverse range of law enforcement and public safety functions including:

· Natural resource and conservation law enforcement

· Recreational boating enforcement and safety

· Off-Highway Vehicle enforcement and safety

· Search and rescue operations

· Environmental crime investigations

· Commercial and recreational fishing enforcement

· Hunting, Trapping, and wildlife enforcement

· Homeland security and critical infrastructure support

· Emergency response and incident management

· Public education and outreach MEP operations occur across diverse geographic environments including coastal waters, inland waterways, state forests, parks, wildlife management areas, and urban jurisdictions. As a result, MEP requires technology solutions that support both traditional law enforcement activities and specialized environmental enforcement missions.

Purpose of the RFI The Executive Office of Energy and Environmental Affairs, on behalf of MEP, is issuing this Request for Information (RFI) to gather information from qualified vendors regarding modern Records Management System (RMS) and Computer-Aided Dispatch (CAD) solutions that support natural resource, environmental, and conservation law enforcement operations.

The purpose of this RFI is to better understand available technologies, implementation approaches, industry best practices, and estimated costs associated with replacing and/or modernizing existing systems. Information received will assist MEP in evaluating current operational requirements, assessing future needs, and developing a potential procurement strategy for a next-generation RMS and CAD platform.

This RFI is for information and planning purposes only and does not constitute a solicitation, contract, or commitment by the Commonwealth of Massachusetts.

Objectives MEP seeks information regarding solutions capable of:

· Supporting operational dispatch and field response activities.

· Managing incident, enforcement, investigative, and administrative records.

· Improving situational awareness and resource deployment.

· Enhancing officer safety.

· Supporting strategic planning and resource allocation.

· Providing data analytics and reporting capabilities.

· Integrating with existing and future Commonwealth systems.

· Supporting mobile and remote operations.

· Leveraging historical operational data for trend analysis and decision support.

· Maintaining compliance with applicable federal, state, and criminal justice information security requirements.

Desired Solution Overview MEP seeks information regarding a unified RMS and CAD platform or tightly integrated RMS/CAD ecosystem capable of supporting agency-wide operations.

Respondents should describe:

· Cloud-hosted, hybrid, or on-premises deployment options.

· Solution architecture.

· Scalability and performance.

· Security controls.

· Data governance capabilities.

· System administration tools.

· Configuration and customization options.

· Product roadmap and future development plans.

Functional Requirements A. Computer-Aided Dispatch (CAD)

The proposed solution should support:

· Call intake and incident creation.

· Event prioritization and categorization.

· Unit recommendation and dispatch.

· Status monitoring and unit tracking.

· GIS-based mapping and geospatial visualization.

· GPS and Automatic Vehicle Location (AVL) integration.

· Marine and terrestrial-based patrol operations.

· Resource assignment and tracking.

· Multi-jurisdictional coordination.

· Search and rescue incident management.

· Emergency response coordination.

· Incident timeline reconstruction.

· Mobile dispatch functionality.

· Real-time alerts and notifications.

· Interoperability with public safety communication systems.

B. Records Management System (RMS)

The RMS should support:

· Incident reports.

· Arrest and citation records.

· Warnings and compliance actions.

· Investigations and case management.

· Evidence and property tracking.

· Wildlife and environmental enforcement records.

· Vessel inspections and enforcement actions.

· Boating accident reporting.

· Search and rescue documentation.

· Digital forms management.

· Workflow automation.

· Document management.

· Electronic approvals.

· Records retention management.

· Audit logging.

· Public records request support.

C. Mobile Operations

The solution should provide:

· Mobile access from patrol vehicles, vessels, and field locations.

· Offline data entry with synchronization capabilities.

· Mobile report writing.

· Field-based querying and search.

· Citation and warning issuance.

· Electronic forms and signatures.

· Photo, video, and document attachment capabilities.

· GPS-enabled operational support.

Data Analytics, Intelligence, and Strategic Planning MEP seeks information on capabilities that support data-driven decision-making.

Respondents should describe:

· Operational dashboards.

· Resource utilization analysis.

· Workload analysis.

· Geographic crime and incident mapping.

· Predictive and trend analytics.

· Performance measurement tools.

· Command staff reporting.

· Grant and regulatory reporting support.

· Environmental and conservation enforcement trend analysis.

· Search and rescue trend reporting.

· Boating safety and accident analysis.

· Custom reporting capabilities.

· Self-service analytics tools.

Additionally, respondents should explain how historical RMS and CAD data can be leveraged to:

· Improve resource deployment strategies.

· Identify operational trends.

· Support staffing decisions.

· Enhance enforcement effectiveness.

· Inform long-term strategic planning.

· Measure program outcomes.

Geospatial Capabilities Given the geographic nature of MEP operations, respondents should describe:

· Native GIS functionality.

· ESRI ArcGIS integration capabilities.

· Marine chart integration.

· Geofencing capabilities.

· Environmental and conservation area mapping.

· Wildlife management area mapping.

· Spatial analytics capabilities.

· Incident heat mapping.

· Resource coverage analysis.

Integration Requirements Respondents should identify available integrations with:

· State and local public safety systems.

· Criminal justice systems.

· Computer-aided dispatch systems.

· Radio and communications platforms.

· Geographic Information Systems (GIS).

· Automatic Identification System (AIS)

· Digital evidence management systems.

· Identity and access management platforms.

· Enterprise reporting and business intelligence platforms.

· Document management systems.

· Statewide data-sharing platforms.

· Federal and state law enforcement systems.

Respondents should also describe:

· Available APIs.

· Data exchange standards.

· Event-driven integration capabilities.

· Import/export capabilities.

Security and Compliance Respondents should describe:

· CJIS Security Policy compliance.

· NIST alignment.

· Encryption standards.

· Identity and access management controls.

· Role-based access control.

· Multi-factor authentication.

· Audit logging and monitoring.

· Data retention controls.

· Disaster recovery and business continuity capabilities.

· Security incident response procedures.

· Third-party security certifications.

Data Migration MEP seeks information regarding migration of legacy RMS and CAD data.

Respondents should address:

· Data assessment methodologies.

· Data cleansing approaches.

· Historical data migration options.

· Validation procedures.

· Chain-of-custody considerations.

· Migration risks and mitigation strategies.

· Recommended retention approaches for legacy data.

Implementation and Support Respondents should provide information regarding:

· Implementation methodology.

· Project governance approach.

· Estimated implementation timeline.

· Training programs.

· Change management support.

· System administration training.

· End-user training.

· Ongoing technical support.

· Service level agreements (SLAs).

· Upgrade and maintenance processes.

Vendor Information Please provide:

· Company overview.

· Years in business.

· Public safety customer base.

· Experience supporting conservation, natural resource, marine, wildlife, park, or environmental law enforcement agencies.

· Relevant government clients.

· References from comparable agencies.

· Product roadmap and future vision.

Cost Information For planning purposes only, respondents are requested to provide:

· Licensing models.

· Subscription pricing structures.

· Implementation costs.

· Data migration costs.

· Integration costs.

· Training costs.

· Ongoing maintenance and support costs.

· Optional module pricing.

Budgetary estimates are requested solely to support planning and market research.

Future State Vision MEP is particularly interested in understanding how modern RMS and CAD platforms can:

· Improve operational effectiveness.

· Enhance officer safety.

· Increase interoperability.

· Support conservation and environmental enforcement missions.

· Leverage historical operational data for strategic planning.

· Incorporate emerging technologies such as artificial intelligence, machine learning, automation, and advanced analytics.

· Support evolving operational requirements over the next five to ten years.

Response Submission Instructions Responses must be submitted electronically (Word or .pdf format) via www.COMMBUYS.com (COMMBUYS).

Estimated Calendar of Events

A. Response Information Requested

1. Executive Summary

2. Company Profile

3. Solution Overview

4. Functional Capabilities

5. Technical Architecture

6. Security and Compliance

7. Data Migration Approach

8. Implementation Approach

9. Cost Estimates

10. Relevant References

11. Additional Recommendations B. Technical assistance is also available from OSD:

- Go to www.mass.gov/osd/commbuys and select the COMMBUYS Resource Center link offered under Key Resources.

- Send email inquiries to the COMMBUYS Helpdesk at COMMBUYS@state.ma.us

- Call the COMMBUYS Help Desk at 1-888-MA-STATE (1-888-627-8283).

Respondents may contact OSDHelpDesk@mass.gov in the event the Respondent is having trouble submitting via COMMBUYS.

General RFI Information A. Additional Information EOEEA retains the right to request additional information from Respondents. EOEEA may, at its sole discretion, elect to request formal presentations from certain Respondents and/or create a procurement which will include the detailed requirements and key success criteria for the procurement and be based, at least in part, on the responses received from this RFI. EOEEA may request further explanation or clarification from any and all Respondents during the review process.

Content submitted or in response to this RFI must be suitable for public viewing. Respondents must not include inappropriate content, including but not limited to, information that could be considered personal, security sensitive, inflammatory, incorrect, or collusory. EOEEA reserves the right to edit or delete any inappropriate content.

Respondents should not display the Commonwealth of Massachusetts Seal in their response or subsequent marketing materials if they are awarded a contract because use of the coat of arms and the Great Seal of the Commonwealth for advertising or commercial purposes is prohibited by law.

B. Use of RFI Information Please note that this RFI is issued solely for the purpose of obtaining information. The RFI does not obligate EOEEA to issue a procurement nor to include any of the RFI provisions or responses in any procurement. No part of the response to this RFI can be returned.

Information received in response to this RFI shall serve solely to assist the Commonwealth. No information received in response to this RFI is binding on the Commonwealth or any of its agencies. Responding to this RFI is voluntary and will not affect consideration of any proposal submitted in response to any subsequent procurement or solicitation. Nothing in this RFI and no action taken during the review process shall be interpreted as a commitment on the part of the Commonwealth, EOEEA or its constituent agencies to enter into a contract with any Respondent or to conduct any procurement.

Responses to this RFI become the property of the Commonwealth of Massachusetts, become public records and are subject to the Massachusetts Public Records law, M.G.L. c.66, §10 and M.G.L. c.4, §7, subsection 26. Any statements in submitted responses that are inconsistent with these statutes will be disregarded.

C. Electronic Distribution This RFI has been distributed electronically using COMMBUYS. COMMBUYS is an electronic mechanism used for advertising and distributing the Commonwealth of Massachusetts’ procurements and related files. No individual may alter (manually or electronically) the RFI or its components except those portions intended to collect the respondent’s response. Interested parties may access COMMBUYS at the following address: http://www.commbuys.com. Questions specific to COMMBUYS should be made to the COMMBUYS Help Desk at commbuys@state.ma.us or OSDHelpDesk@mass.gov.

D. RFI Amendments Interested parties are solely responsible for checking COMMBUYS for any addenda or modifications that are subsequently made to this RFI. The Commonwealth and its subdivisions accept no liability and will provide no accommodation to interested parties who fail to check for amended RFIs.

E. Costs All costs incurred in responding to this RFI, or in support of activities associated with this RFI, shall be the sole responsibility of respondent. EOEEA shall not be held responsible for any costs incurred in preparing a response to this RFI.

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