Records Management System

The Texas Department of Criminal Justice (TDCJ) Office of the Inspector General (OIG) issued a Request for Offers on May 1, 2026, seeking a cloud-based Records Management System (RMS) designed for multi-jurisdictional law enforcement use. The procurement encompasses a comprehensive solution including personnel, hardware, software, training, licensing, implementation, storage, materials, and support services with capabilities for complex criminal and administrative case management, evidence and property tracking, field reporting, records search and retrieval, workflow automation, access control, report generation, advanced analytics, and system administration. Respondents must demonstrate a minimum of five years of experience in the requested project work, possess ability to obtain required insurance coverage including $2,000,000 in cybersecurity insurance, maintain compliance with FBI CJIS Security Policy and NIST guidelines, and achieve Texas Risk and Authorization Management Program (TX-RAMP) Level 2 certification. The evaluation criteria weighs cost at 40 percent and technical capability at 60 percent of the final score, with the Department anticipating award of one firm fixed-price contract based on best value. Key dates include a May 8, 2026 pre-proposal conference at 10:00 a.m. CT via Microsoft Teams, written questions deadline of May 15, 2026 at 12:00 p.m. CT, expected amendment responses on May 22, 2026, and response submission deadline of June 1, 2026 at 3:00 p.m. CT via the Bonfire Submission Portal, with service commencement on November 1, 2026 and full implementation by August 31, 2027.

The contract requires completion of a Historically Underutilized Business (HUB) Subcontracting Plan with uniform HUB goals of 3.00 percent across all contract categories in accordance with Texas Government Code Sections 2161.181 and 2161.252, and respondents must demonstrate good faith efforts to utilize State of Texas certified HUB vendors or provide documentation of required outreach attempts. Respondents must submit two years of financial statements, evidence of insurance coverage meeting specified minimums, service agreements if applicable, and proof of compliance with all mandatory contractual clauses addressing cybersecurity training, E-Verify verification, foreign adversary restrictions, and compliance with federal and state security standards including NIBRS reporting requirements and critical infrastructure ownership restrictions. The contract structure consists of a one-year base period from September 1, 2026 through August 31, 2027, with four optional one-year renewal periods extending through August 31, 2031 for a potential total contract duration of five years, subject to non-appropriation by the Texas Legislature and termination for convenience with 60 days' notice. The RMS must maintain 99 percent system uptime availability, user response times not exceeding three seconds 98 percent of the time, quarterly management-level meetings with the OIG, and an eight-hour disaster recovery restoration window with a one-hour Recovery Point Objective for data backups. Performance penalties apply for security incidents not reported within six hours (10% invoice deduction), unresolved incidents beyond 30 hours (15% deduction), critical system defects unresolved within eight hours (5% per defect), non-compliance with information security requirements (10% per issue), and system downtime exceeding 1 percent monthly (10% deduction), with potential contract termination for unauthorized data use or sharing.