Police Professional Standards Software

James City County is soliciting proposals for Police Professional Standards Software through RFP No. 20260259, seeking a comprehensive law enforcement administrative management system. The procurement targets a cloud-based software solution capable of supporting administrative investigations, professional standards tracking, and early intervention systems compliant with CALEA standards. The software must provide extensive functionality including incident documentation, spell checking, unlimited narrative entry, email/text notifications, employee reporting, audit trails, mobile app capabilities, and robust statistical reporting. Vendors must demonstrate at least two years of experience implementing similar solutions for public entities, with successful installations in at least two comparable Virginia public entities. The county requires licenses and access for 120 members and mandates 8 hours of training for 25 police staff. Proposals are due by October 14, 2025, at 2:00 p.m. ET, with an evaluation approach focused on best value and weighted criteria: system suitability (30%), ease of use (25%), project understanding (10%), references (10%), system security (10%), customization ability (10%), and cost proposal (5%).

The solicitation does not explicitly outline specific set-aside designations or restrictions for disadvantaged enterprises. The software must integrate with existing systems like Evidence.com and AXON, indicating a need for comprehensive technological compatibility. The contract structure includes an initial implementation period followed by a five-year term with potential annual renewals, with price escalations limited to 5%. While specific budget ranges are not directly stated, the procurement will be executed on a firm fixed-price basis, covering implementation, training, licensing, and support. Vendors must provide detailed pricing for the initial implementation and each contract year, with comprehensive documentation required in the Software Specifications Spreadsheet. No incumbent vendors are mentioned, suggesting this may be a new technological initiative for the James City County Police Department. The solution must meet rigorous security standards, including single sign-on, dual-factor authentication, API calls, and data encryption in transit and at rest.