VAP Case Management and Reporting Software

The City of Detroit Office of Contracting and Procurement on behalf of the Detroit Police Department is requesting proposals for case management and reporting software for the Victim's Assistance Program under RFP 549742, with proposals due August 31, 2026 at 4:30 p.m. EST and a pre-proposal conference on August 17, 2026 at 1:30 p.m. EST via Microsoft Teams. Detroit Equalization Credits of up to 5 points are available for qualified local businesses.

Respondents must demonstrate a minimum of three years of experience providing similar services. The software must be web-based, operate without desktop client installation, and support modern browsers (Chrome, Edge, Firefox) with API capabilities. Critical requirements include integration with the Detroit Police Department Records Management System, Microsoft Entra ID single sign-on, multi-factor authentication, full data encryption (in transit and at rest), HIPAA and CJIS compliance with Business Associate Agreements, ISO 27001 certification or SOC 2 Type II report submission, and role-based security across department, division, role, user, screen, menu, report, and field levels. The system must support case intake, assessment, note creation, customizable forms and checklists, duplicate record detection, and document association via drag-and-drop functionality. Data centers must be Tier III facilities with geographically diverse backup; CJIS requirements mandate data storage in the United States. A 98-requirement matrix defines functional, technical, security, compliance, backup/recovery, and cloud specifications. Vendor must provide web-based support with searchable databases, online documentation, and remote access 7:00 a.m. to 6:00 p.m. Eastern minimum, plus onsite initial training, 90-day follow-up training, and ad-hoc post-implementation training.

The City anticipates awarding one contract for approximately 20–25 users with an initial three-year term and an option to extend an additional three years, contingent upon Detroit City Council approval. Evaluation allocates 40 points for product quality and functional capability, 20 points for project approach and work plan, 20 points for maintenance and support, 10 points for vendor experience, and 10 points for proposed cost. Questions are due August 24, 2026 at noon. Proposals must remain firm for 120 days. Submission is through the EUNA Bonfire Procurement Supplier Portal at detroit.bonfirehub.com. Successful respondent must obtain City Treasury Clearance, submit notarized affidavits, three years of financial statements, proof of System of Awards Management registration, and insurance coverage including $2 million general liability, $1 million cyber liability and errors and omissions per claim with $5 million aggregate, and $1 million non-owned automobile liability.