SW-118334 - USA (New York) - Cloud-Based Records and Case Management System - Deadline September 21,2026

(1) Vendor needs to provide cloud–based records and case management system. – Provide a secure, cloud–based records and case management system for the agency.– Provide a comprehensive software solution and related implementation, configuration, training, technical support, maintenance, and ongoing enhancement services to support the intake, investigation, management, and reporting of complaints alleging police misconduct.– The system must provide secure web–based access for authorized users, role–based permissions, electronic document and multimedia storage, automated workflows, document generation, assignment tracking, reminders, reporting and analytics, and the ability to import data from designated external sources. – The solution shall include all software licensing, implementation services, configuration, data migration, user training, maintenance, technical support, and future software updates necessary to provide a fully operational system.• System requirements:– Be accessible through a secure, web–based platform using a dedicated URL without requiring installation of client software.– Utilize industry–standard encryption for data in transit and at rest.– Provide role–based security that permits administrators to establish varying levels of user permissions, including read–only, editing, supervisory, and administrative access.• Complaint and case management:– Intake of complaints submitted by members of the public.– Creation and management of investigative case files.• Document and evidence management: provide secure management of records and evidence.• Workflow automation – The solution should include configurable workflow tools:– Automatically routing complaints through defined investigative stages.– Providing automated reminders and notifications.• Forms and document automation: Generate correspondence, reports, notices, and other standard documents using information contained within case files. • Data integration: Receiving complaint information submitted through a designated agency website or web portal.• Reporting and analytic: provide robust reporting capabilities.• Records management: provide records management capabilities.• Implementation service: configure the system to meet the operational requirements of the agency.• Training and customer support: – Initial training for administrators and end users.– Ongoing technical support during normal business hours, with procedures for reporting and resolving critical issues.• Data ownership and security.(2) All the questions must be submitted no later than September 4, 2026.