A fully integrated Public Safety Software Systems

RANKIN COUNTY, MISSISSIPPI
RFP # 268001
RFP # 268001
Request for Proposals (RFP)
PUBLIC SAFETY & EMERGENCY SERVICES SOFTWARE
For
Computer Aided Dispatch (CAD),
For
Records Management System (RMS),
a Mobile Field Reporting System,
and a Jail Management System (JMS)
Issued: April 16, 2026
Deadline for Questions: April 30, 2026
Proposal Deadline: May 22, 2026, at 5:00 PM
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RFP # 268001
Table of Contents
Table of Contents
PURPOSE, O ...B...J.E...C...T...I.V...E...S...,. .&... .G...U....I.D....E..L...I..N...E...S................................................................................... 2-3
1. ................................................................................. 4-8
1.1 Reason for Procurement ........................................................................................................ 4
1.2 Scope of Work ........................................................................................................................ 4-6
1.3 Desired Outcomes .................................................................................................................... 6
1.4 Ownership of Data.................................................................................................................... 6
1.5 Disclaimer .................................................................................................................................... 6
1.6 Preparation Costs ..................................................................................................................... 6
1.7 Completeness of Response .................................................................................................. 6
1.8 Compliance with Industry Regulations & Standards ................................................. 7
1.9 Addenda to this RFP ............................................................................................................... 7
1.10 New Equipment, Software Version .................................................................................. 7
1.11 Vendor Committment ............................................................................................................ 7
1.12 Independent Contractor Status ........................................................................................... 7
1.13 Assignment of Contractual Rights ...................................................................................... 7
1.14 Statement of Time .................................................................................................................... 8
1.15 Non-discrimination in Employment ................................................................................. 8
1.16 Compliance with the Law ...................................................................................................... 8
1.17 Licenses, Permits, & Approvals ........................................................................................... 8
2. BACKGROUND & SPECIFICATIONS .......................................................................................... 9-10
2.1 Demographics & Statistics .................................................................................................... 9
2.2 Explanation on Specifics ................................................................................................. 9-10
2.3 Required Interfaces ...............................................................................................................10
3. SERVICE REQUIREMENTS.................................................................................................................11
3.1 Project Management .............................................................................................................11
3.2 System Configuration and Setup ......................................................................................11
3.3 Training ......................................................................................................................................11
3.4 Data Conversion ......................................................................................................................11
3.5 Warranty, Maintenance, & Support .................................................................................11
4. PROPOSAL SCHEDULE & INSTRUCTIONS ........................................................................... 12-15
4.1 Schedule .....................................................................................................................................12
4.2 Date Changes ............................................................................................................................12
4.3 Agency Contact ........................................................................................................................12
4.4 Questions ...................................................................................................................................12
4.5 Proposal Submission ...................................................................................................... 12-13
4.6 Proposed Contract .................................................................................................................13
4.7 Proposal Format .....................................................................................................................13
4.8 Proposal Document & Organization ................................................................................13
4.9 Attachment A ..................................... ................................................................................ 13-14
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4.10 Signatures ..................................................................................................................................14
4.11 Oral Presentations & Software Demonstrations ................................................. 14-15
4.12 Evaluation Criteria .................................................................................................................15
5. PROPOSAL CONTENT .................................................................................................................. 16-21
5.1 Vendor Background ...............................................................................................................16
5.2 Vendor References .................................................................................................................16
5.3 System Overview ............................................................................................................. 16-17
5.4 System Requirements .................................................................................................... 17-18
5.5 Implementation .......................................................................................................................19
5.6 User Licenses..................................................................................................................... 19-20
5.7 Warranty, Maintenance, & Support .......................................................................... 20-21
6. PROPOSAL TERMS & CONDITIONS ........................................................................................ 22-23
6.1 True & Accurate ......................................................................................................................22
6.2 Incurred Expenses .................................................................................................................22
6.3 Evaluation of Proposals .......................................................................................................22
6.4 Open Procurement .................................................................................................................22
6.5 Qualifications of Vendors ....................................................................................................22
6.6 Acceptance of Proposal Prices ...........................................................................................22
6.7 Award of Contract ........................................................................................................... 22-23
7. PRICING ....................................................................................................................................................24
7.1 Modules & Interfaces ..................... .......................................................................................24
7.2 Optional Pricing ......................................................................................................................24
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RFP # 268001
PURPOSE, OBJECTIVES, & GUIDELINES
1.
The purpose of this Request for Proposals (RFP) is to solicit sealed proposals to establish a
contract through competitive negotiation for the purchase of a fully integrated Public Safety
Software Systems for the Rankin County Sheriff's Department (RCSD), to include the
following suites: (a) Computer-Aided Dispatch (CAD), (b) Mobile Data Computing (MDC), (c)
Records Management System (RMS) and Jail Management System (JMS).
The primary objective is to purchase fully integrated Public Safety Software systems with
CAD, RMS, and JMS to enhance the daily operations to perform at the highest eficiency level
for the safety and security of the residents within Rankin County, Mississippi. The RCSD
proposed system requirements are meant to ascertain the capabilities of the system the
Vendors can provided and not necessarily what is required.
The systems will use state-of-art technology. No part of the proposed systems will be in
testing mode, and all components shall be fully functional. The contract will be a irm-ixed
price coRnetarascotn. for Procurement
1.1
The current systems utilized by the RCSD are outdated and no longer supported by the prior
vendor, and lack the necessary features to support modern law enforcement demands,
including:

Ineficient Data Entry and Retrieval: Manual data entry and cumbersome search
functions lead to delays in accessing critical information, hindering timely response to
incidents and investigations.

Lack of Mobile Capabilities: Limited mobile access to critical information restricts
oficers' ability to effectively respond to incidents in the ield and access necessary data
in real-time.

Limited Reporting and Analytics: The current systems lack robust reporting and
analytical capabilities, making it dificult to generate meaningful insights for performance
evalSucaotpioen o, rf eWsoourrkce allocation, and strategic planning.
1.2
The proposed systems shall encompass the following key functionalities:
*1 .2.1 Computer-Aided Dispatch (CAD)
Incident Management: Receive and prioritize emergency and non-emergency
calls; dispatch units eficiently and effectively to incidents; track unit status and
locations in real-time; and generate automatic vehicle location (AVL) reports.
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RFP # 268001
*
Resource Management: Manage personnel, equipment, and resources effectively;
schedule and track oficer assignments; optimize resource allocation based on call
* volume and incident severity.
Data Integration and Analytics: Integrate and leverage open-standard interfaces
with other departmental systems, including RMS, JMS, NCIC, court systems,
criminal justice databases, and other third-party applications; provide robust
reporting and analytics capabilities to identify trends, analyze, and evaluate
performance; support data-driven decision-making for resource allocation, crime
prevention; automatically populates incoming E-9-1-1 information, performs
NCIC queries/searches, and includes optional interfaces to RMS applications,
* protocol-integration solutions, and other third-party databases.
Mobile Capabilities: Provide oficers with secure and reliable mobile access to
critical information, including incident details, suspect information, and arrest
* warrants; enable oficers to complete reports and other tasks in the ield.
GIS Mapping: Allow dispatchers to create incidents and dispatch from the map,
which when integrated with the CAD database, would provide location speciic
* information.
System Administration and Maintenance: Provide comprehensive system
administration tools for user management, data backup and recovery, and system
maintenance; offer ongoing technical support and training for system users.
1*.2 .2 Record Management System (RMS)
Incident Reporting: Provide deputies with the ability to enter Incident Reports
* and perform all Mississippi reporting requirements.
Arrest & Warrants Reporting: Allow for arrest information to be entered and
provided in satisfaction of Mississippi reporting requirements (MS IBR); allow
* for entry, identiication, and lookup of warrants and assignments.
Evidence: Allow for the entry and easy search / retrieval of forms / logs for
* evidence and chain of custody.
Civil Process & Case Management: Allow for the sharing / production with
prosecuting agencies; allow for the tracking of court pleadings, deadlines, and
* requirements.
Employment Files: Whether in the RMS and/or JMS system, there should be the
ability to maintain, access, and monitor an oficer's or jailer's employment and
training records, including disciplinary and property records.
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1*.2 .3 Jail Management System (JMS)
Inmate / Detainee Information from Booking to Release: Contain a ri.eep. ository and
storage, including information manually entered and those scanned in, for
inmates from booking to release, including booking informai.eti.on ( , mug shots,
inmate property, arrest information, intake questions, etc.), court dates and
sentencing with reminders to staff, daily activities ( , logs, programs,
disciplinary, incidents, etc.), and release; allow staff to easily access, search, and
* compile data relevant to inmates / detainees.
Medical / Mental Health Professionals: Allow for the sharing / production
between jail personnel and medical and/or mental health professionals of
pertinent information concerning inmates / detainees. with jail medical staff all
pertinent medical prosecuting agencies; allow for the tracking of court pleadings,
* deadlines, and requirements.
DesiSriegdn aOtuurtceo: Amlleosw for the capture of electronic signatures.
1.3
The successful implementation of the new CAD / RMS / JMS systems is expected to improve
response times to emergencies, enhance responder / personnel safety and eficiency,
improve data accuracy and completeness, streamline administrative processes, improve
communication and collaboration within the RCSD and with other agencies, and provide
valuablOe winnsiegrhsthsi fpo ro df aDtaat-ad riven decision-making.
1.4
All data collected by any of the systems, as well as all data converted from prior systems shall
belong Dtoi sRcalanikmine Cro unty.
1.5
Rankin County (including the RCSD), to the best of its knowledge, represents information
and data herein that are current and applicable to this RFP. Rankin County provides the
information contained herein as a courtesy to the Vendor. Rankin County neither guarantees
nor warrants that the information contained in this RFP or referenced documents is accurate
and complete. Rankin County is not and will not be liable for omissions and/or errors
contained in this RFP, and it is the Vendor's responsibility, in its sole discretion, to use and
verify this information as part of any proposal, negotiation, and/or contract implementation
throughP ritesp oawrant dioune Cdiolisgtesn ce.
1.6
Vendor shall be solely responsible for any and all costs and/or expenses incurred by it in
respondCionmg ptol ettheisn eRsFsP .o f Response
1.7
Failure to include all information requested in this RFP is cause for rejection of the proposal.
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Compliance with Industry Regulations & Standards
1.8
During any work, construction, implementation, installation, data conversation, or the like,
Vendor and all contractors and/or subcontractors must meet or exceed current federal and
state standards applicable to Vendor, contractors, subcontractors, and/or the RCSD,
including but not limit to the following: Federal Communications Commission (FCC),
Electronic Industries Association (EIA), Institute of Electrical and Electronic Engineers
(IEEE), American National Standards Institute (ANSI), Environmental Protection Agency
(EPA), Contractor Work Hours and Safety Standards Act, Equal Opportunity Act, and Federal
AviatioAn dAduethnodrait tyo ( tFhAiAs )R. FP
1.9
Rankin County will not be responsible for oral interpretations and/or representations given
by any of its employees, representatives or others. The issuance of a written addendum is the
only oficial method whereby interpretation, clariication, or additional information can be
given. If any addenda are issued to this RFP, Rankin County will attempt to notify all
prospective Vendors who have secured the RFP. However, it will be the responsibility of each
Vendor, prior to submitting the competitive proposal, to contact the Point of Contact to
determine if addenda were issued and to make such addenda a part of its competitive
proposNale. w Equipment, Software Version
1.10
Rankin County shall accept only new equipment and the latest version of software and/or
operatiVnegn sdysotre mCosm. Umseidtm anend/tor remanufactured equipment will not be accepted.
1.11
The Vendor shall offer maintenance and upgrades for the operational software and hardware
at its then-current public-released level during the term of the contract or any subsequent
maintenInadnecep econndternact tCs ownittrha Rcatonrk iSnt aCtouusn ty, pursuant to this RFP.
1.12
It is expressly understood and agreed that the proposing Vendor is an independent
contractor at all times and for all purposes hereunder. Oficers, employees, or representatives
of the Vendor will not be deemed in any way to be and shall not hold themselves out as
employees, servants, representatives, or agents of Rankin County. The Vendor shall be solely
responsible for payroll wages, for the withholding and payment of all income and social
security taxes to the proper federal, state and local governments, for providing workers'
compensation and unemployment insurance of the Vendor, and for providing all insurance
(including suficient liability insurance) either deemed necessary by Vendor or pursuant to
the termAss soifg tnhmise RnFtP o. f Contractual Rights
1.13
It is agreed that the successful Vendor shall not assign, transfer, convey, or otherwise dispose
of the contract or its rights, title, or interest in any part thereof, without prior written
agreement by Rankin County. All subcontractors providing on-site services must be approved
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RFP # 268001
Statement of Time
1.14
A period of time, unless stated as a number of workdays, shall include Saturdays, Sundays
and holNidoany-sd. iscrimination in Employment
1.15
During the performance of this contract, the Vendor agrees as follows:
a. The Vendor will not discriminate against any employee or applicant for employment
because of race, religion, color, sex or national origin, except where religion, sex or
national origin is a bona ide occupational qualiication reasonably necessary to the
normal operation of the Vendor. The Vendor agrees to post, in conspicuous places
available to employees and applicants for employment, notices setting forth the
provisions of this non-discrimination clause.
b. The Vendor, in all solicitations or advertisements for employees placed by or on behalf
of the Vendor, will state that such Vendor is an equal opportunity employer.
c. Notices, advertisements, and solicitations placed in accordance with federal law, rule
or regulation shall be deemed suficient for the purpose of meeting the requirements
oCfo tmhipsl RiaFnPc. e with the Law
1.16
Vendors shall adhere to all applicable federal, state and local laws, ordinances, and
regulations while rendering services pursuant to any Agreement entered into as a result of
this RFPL.i censes, Permits, & Approvals
1.17
The Vendor will obtain and pay for all permits, licenses, and approvals necessary for it to
perform its contracted services.
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BACKGROUND & SPECIFICATIONS
2. Demographics & Statistics
2.1
The following table provides speciic information about Rankin County and community
sTearbvleed 1: . Current Demographics
Description Details
CAD / RMS
Population served 162,181
Total number of sworn oficers 120
Average annual calls for service 24,000
Total number of concurrent users 150
Average number of concurrent users for CAD 150
Number of full dispatch stations 9
Number of dispatchers typically on-call per shift 4
Number of Public Safety Answering Points (PSAP) 1
Number of municipalities / police departments dispatched 2
Number of ire agencies dispatched 16
Number of EMS agencies dispatched 1
Number of OTHER agencies dispatched 0
JMS
Number of mobile units 150
Total number of Detention Centers 2
Maximum capacity of detainees / inmates 700
Average number of detainees / inmates per day 385
Number of full-time jailers 80
Number of jailers per shift 20
These igures are an estimate and may need to be adjusted.
Explanation on Speciics.
2.2
The Rankin County Sheriff's Department provides law enforcement and emergency services
for Rankin County, Mississippi, which has a population of service for the City of Jackson,
population of 162,181. The department is comprised of approximately 150 full-time sworn
law enforcement oficers, part-time or reserve sworn law enforcement oficers, and civilian
administrative employees. Cato, Cleary, Evergreen, Florence, Lake Harbor, Lanford, Leesburg,
Monterey, Pelahatchie, Puckett, Reservoir Robinhood, Shell Road, Southwest, Star, and
Walters Fire Departments; Rankin County EOC on a full-time basis and Pelahatchie and
Pucket Police Departments on a part-time ba9sis, 2su4c h as nights, weekends, or as otherwise
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RFP # 268001
needed. The department is broken down into separate divisions, including patrol,
interdiction, reserves, animal control, school resource, and dispatch. The department has two
detention centers (an Adult Detention Center (capacity 650 inmates / detainees) and a
Juvenile Detention Center (capacity 84 inmates / detainees)). It also operates the animal
shelter owned by Rankin County.
The department currently uses PTS Solutions as its CAD vendor, PTS Solutions as its Mobile
vendor, Motorola as its AVL/Mapping vendor, AT&T as its E-911 provider, and PTS Solutions
for its RRMeSq uainrde dJM ISn.t erfaces
2.3
TThaeb lfeo l2lo. wReinqgu iinretedr Ifancteesr fmacuesst be provided:
Interface Purpose
Motorola Solutions P25 Radios RCSD currently uses Motorola APX N70 radios
RCSD currently utilizes Motorola Solutions V700
Motorola Body Worn Cameras
and V300 body worn cameras.
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