Public Safety - Case Management System

The City of Columbus, Ohio, through its Department of Public Service, is seeking proposals for a comprehensive Public Safety Case Management System via a Request for Proposals (RFP) issued on September 2, 2025, with proposals due on October 6, 2025. The procurement targets a turnkey solution for managing public safety investigations, specifically for Police and Fire Departments, encompassing a system that will serve as both a database and form fill application. Key deliverables include documenting investigation compliance processes, capturing internal and external data exchange capabilities, developing reporting mechanisms with data visualization dashboards, and implementing a comprehensive document management system. The project requires a solution that can handle approximately 70,000 police investigations and 1,600 fire investigations annually, serving approximately 380 total users across various investigative units. Evaluation criteria will be based on a 100-point scoring system, with points allocated as follows: project approach (20 points), past performance (15 points), quality and feasibility (25 points), competency (20 points), offeror ability (10 points), response clarity (5 points), and cost (5 points).

The RFP includes provisions for Minority and Women-owned Business Enterprise (MBE/WBE) participation, with potential certification providing an additional 5% incentive to the final evaluation score. The contract will be an initial three-year term with options for two additional one-year renewals, with full implementation expected by June 2026. Mandatory requirements include CJIS security compliance, case file creation and tracking, evidence management, and secure communication capabilities. While specific budget ranges were not explicitly detailed, the comprehensive nature of the system suggests a significant investment in modernizing public safety technology infrastructure. The procurement is open to highly qualified publishers or authorized partners who can demonstrate expertise in developing complex case management systems with robust integration capabilities. Prospective offerors must be prepared to provide post-implementation support and demonstrate the ability to meet the city's rigorous technical and operational requirements.