Case Record Management Services
City of Albany
Original Solicitation Links
RFP 2026-16
]rfp 2026-16 cprb record management
Contact
Submission Instructions
Description
The City of Albany Community Police Review Board seeks a qualified contractor to provide as-needed professional case record management services for police-misconduct complaint investigations. The requirement includes a case and records management platform supporting complaint intake, investigative files, assignments, status tracking, deadlines, reminders, searchable records, permissions, audit logs, electronic document and multimedia storage, version control, retention and archival, workflow automation, document generation, imports and exports, reporting, analytics, and dashboards. The solution must include licensing, implementation, configuration, potential migration of current digitized materials, testing, training, documentation, technical support, maintenance, updates, security enhancements, and future generally available releases. The City anticipates approximately 100 unique complaint records annually and 15 concurrent users. The system must support specified Microsoft Office, PDF, image, audio, and video formats, with adjustable permissions ranging from read-only to full administrative access. The City will continue hosting a public-facing complaint form that can accept anonymous complaints and transmit them to the system. Recurring costs must be separated from one-time costs, with pricing for contract extension periods. The written-question responses clarify that direct connections to NCIC, FBI, New York State, law-enforcement, or other criminal-justice databases are not currently or anticipated to be required; materials will be entered or uploaded by authorized City users. The City has not determined whether Criminal Justice Information will be handled, but proposers must identify whether their solution can handle it and describe applicable CJIS requirements, controls, certifications, or related obligations. Any applicable CJIS requirements must be satisfied before production use. If migration is required, metadata, record relationships, audit histories, and document versions must be preserved for open complaints at the time of migration; proposers must state migration assumptions, services, requirements, and costs.
Classification Codes
Smart Codes
Specifications
Timeline
Requirements
- Workers' Compensation and Employer's Liability Insurance
- Commercial General Liability Insurance — $1,000,000.00
- Errors and Omissions/Professional Liability Insurance — $2,000,000.00
- Excess/Umbrella Insurance — $2,000,000.00
- Automobile Liability Insurance — $1,000,000.00
- Minimum 3 references
- Within the last 5 years
- Client point of contact required for each reference
Location
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