Records Management System

The Texas Department of Criminal Justice (TDCJ), Office of the Inspector General (OIG), is soliciting offers for a cloud-based Software as a Service Records Management System (RMS) to replace the current SHSU Police Research Center-CRIMES system. The procurement seeks a comprehensive solution supporting incident and case management, evidence and property management with barcode/RFID tracking, field reporting with mobile access, advanced records search and retrieval, customizable workflows, access controls, report generation, analytics, system administration, and dashboard capabilities. The RMS must comply with CJIS Security Policy, FBI Criminal Justice Information Services requirements, NIBRS reporting standards, TX-RAMP Level 2 certification, and NIST standards, with data encryption required both in transit and at rest. Key deliverables include migration of 900 gigabytes of existing CRIMES data from a SQL Server database containing 23 years of records across 394 tables, a minimum of 14 full-system in-person training sessions, and system performance meeting 99 percent uptime with sub-two-second search response times and one-hour Recovery Point Objective capabilities. Minimum qualifications require respondents to demonstrate five years of experience in the project work, ability to obtain required insurance including $2,000,000 cybersecurity coverage, and capacity to commence operations without financial assistance. The Department will evaluate proposals using a Best Value approach, weighting technical factors at 60 percent (capability and approach, system functionality, integration, security and compliance, and implementation plan) and cost at 40 percent (pricing and financial strength). Critical deadlines include a pre-proposal conference on May 11, 2026, at 10:00 a.m. CT; written questions deadline of May 15, 2026, at 12:00 p.m. CT with responses expected by May 22, 2026; and response submission deadline of June 1, 2026, at 3:00 p.m. CT, with service commencement on November 1, 2026, and full implementation required by August 31, 2027.

The solicitation originally included Historically Underutilized Business (HUB) subcontracting plan requirements with a 3.00 percent goal across all applicable categories; however, Amendment No. A-002 (effective May 7, 2026) eliminated these requirements after determining that no HUB subcontracting opportunities are probable under this contract. The procurement is available to all qualified providers without set-asides or restrictions on organizational types, though respondents must provide proof of proper business certification in Texas and confirmation of no outstanding debt to the State. Respondents must disclose any contracts cancelled or terminated within the five years preceding the response, list all pending legal actions, and provide references demonstrating past performance on similar governmental contracts. The solicitation does not identify an incumbent vendor; however, the current system being replaced is the SHSU Police Research Center-CRIMES system, indicating that data migration and system transition planning are critical integration requirements. The RMS must integrate with existing TDCJ infrastructure and support multi-jurisdictional use across the agency. While the solicitation documents do not specify a firm award value or budget range, the contract structure includes a one-year base period (September 1, 2026, through August 31, 2027) with four optional one-year renewal periods extending through August 31, 2031, indicating a potential five-year contract value that would be determined through the best value evaluation process.