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

The City of West Sacramento is requesting proposals for a Law Enforcement Records Management System (LERMS) and Automated Field Reporting (AFR) solution under RFP Bid #26-074, with proposals due October 9, 2026 at 5:00 p.m. and questions due September 11, 2026. The scope includes integrated hardware, software, interfaces, services, and U.S.-based technical support designed to replace the existing CentralSquare Enterprise RMS system and improve data quality, reduce administrative workload, and enhance investigative capability.

The City serves approximately 55,000 residents with 86 sworn officers and 125 total personnel requiring system access across 225 Windows workstations and 12 mobile devices. The solution must integrate with the existing CentralSquare Enterprise CAD system managed by the Yolo Emergency Communications Agency, Crossroads Software and TraQ7 evidence management systems, and external databases including NCIC and VCIN. Key technical requirements include clean Master Name Indices with merge tools to address approximately one million duplicate records in legacy data, automated IBR/NIBRS validation and California DOJ CIBRS compliance (addressing current 9–21% error rates), property and evidence management for approximately 80,000 items across multiple storage locations, disaster recovery and business continuity capabilities, web-based and mobile field reporting with digital signatures and unlimited narratives, and real-time CAD integration. Vendors must demonstrate minimum five years of experience providing these services to California public agencies and provide customer references from similar-sized California law enforcement agencies actively submitting IBR/NIBRS data; the City will conduct direct verification with references.

The initial contract term is up to three years at the City's discretion, with options to extend for up to two additional one-year terms, allowing a potential total duration of five years. The anticipated award date is June 1, 2027. Evaluation is weighted as follows: Proposal Transmittal Letter (5%), Technical Narrative (25%), Features and Functionality Technical Requirements Matrix (50%), Cost Proposal (10%), and Customer References (10%). All costs must be all-inclusive with no additional reimbursement for travel, telecommunications, or copying. The contractor must maintain Commercial General Liability insurance of $1,000,000 per occurrence, Commercial Automobile Insurance of $1,000,000 per accident, and Professional Liability Insurance of $1,000,000 per claim. If applicable, prevailing wage compliance under California Labor Code is required.