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charlotte-area-transit-system-bluet  Charlotte Area Transit System / Technology Goods & Services

Public Safety Information Management System

Details

Add to Calendar 2021-12-01 2021-12-01 Public Safety Information Management System

To procure a public safety information management system that will aid staff in tracking and reporting infractions, citations, incidents, and accidents, etc. occurring on CATS vehicles and property. A new system will help to provide safe and secure public mass transportation by tracking, enforcement, and prevention campaigns through accurate, real-time, input retrieval, tracking and reporting

 

PSR 1113.

Posting Number 2021-Q4(Oct-Dec)-CATS-5264

Anticipated Posting Date 2021-12-01

Commodity Code(s): 83834

To procure a public safety information management system that will aid staff in tracking and reporting infractions, citations, incidents, and accidents, etc. occurring on CATS vehicles and property. A new system will help to provide safe and secure public mass transportation by tracking, enforcement, and prevention campaigns through accurate, real-time, input retrieval, tracking and reporting

 

PSR 1113.

Requirements

Last Updated: 09/15/21
Estimated Total Value+
Contract Term+
Insurance Requirements+
Special Notes

CATS Safety & Security
Public Safety Information System Replacement
Requirements Document
Document Created By:
April Johnson
October 5, 2020
Version 1.1

 

1. Overview
1.1.1 Purpose
This document details the functionality required for a new Public Safety Information
Management System that will provide safety information and help manage resources
efficiently in an easy to use solution.

1.1.2 Introduction
CATS Safety & Security (CSS) is responsible for assuring protection of CATS employees,
patrons, and infrastructure by responding to specific incidents occurring on CATS services and
premises. The CSS staff consists of approximately 20 employees and additional contracted law
enforcement personnel. In 2019, staff managed over 13,000 incidents that took place on CATS
property. Over 9,000 of those incidents consisted of fare evasion. Various incident types are
tracked; incidents ranging from simple assaults to vehicle accidents along the light rail
alignment.

1.1.3 Scope
To procure a public safety information management system that will aid staff in tracking and
reporting infractions, citations, incidents, and accidents, etc. occurring on CATS vehicles and
property. A new system will help to provide safe and secure public mass transportation by
tracking, enforcement, and prevention campaigns through accurate, real-time, input
retrieval, tracking and reporting.

2. Situational Assessment

2.1.1 Current
CSS is seeking to replace its current public safety information management system with a
system that is more user-friendly and one that will increase employee efficiency. Currently,
officers spend too much time with an offender when in the field. A system that will help
reduce interaction time and put officers back in the field faster is greatly needed. There is also
a current disconnection between dispatchers and officers due to the manual location tracking
that occurs. A CAD system that can report officer’s location and status to dispatchers would
help dispatchers effectively manage resources, responses and other dispatching activities.

2.1.2 Future
CSS has an urgent need for a single integrated system to replace its current public safety
information management system. A system modular by design and one that integrates with
existing national crime data systems is ideal.

3. Critical Assumptions and Constraints
1. The vendor chosen will work with CATS Safety & Security to define and document business
processes for a successful implementation.
2. CATS Safety & Security will assign department administrators to assist with configuration and
any reasonable amount of manual data entry that may be needed.
3. Existing data will be imported into the new system using vendor-provided import tool.
4. The vendor will conduct training for all department administrators and end users.
5. The system is compatible with Windows 10 and above operating system, Chrome and Firefox
browsers.

4. Functional Requirements
Functional Requirements
(Required)
1. The system must keep track of incidents across multiple jurisdictions and relevant data
pertaining to each such as victims, suspects, subjects, arrestees, property, vehicles, etc.

2. The system must comply with federal and state program standards and procedures.

3. The system must collect necessary data for National Transit Database (NTD) reporting to the
Federal government.

4. The system must be compliant with Uniform Crime Reporting/National Incident-Based
Reporting System (UCR/NIBRS).

5. The system should mirror the FBI crime codes.

6. The system should provide real-time access to external federal and state crime databases
such as National Crime Information Center (NCIC).

7. The system must support CATS Safety & Security’s Banning and Anti-Terrorism Policies
alerting users IMMEDIATELY of banned individuals and terrorists when their name is entered
in the system.

8. The system must track a violator’s warnings and bannings.

9. The system must visually identify repeat offenders and scofflaws to users when their name is
entered in the system and require user’s acknowledgement.
10. The system must color-code records of individuals who are flagged for known offender,
weapons, or resistor.
11. The system must provide access to local and state warrant databases.
12. The system must be capable of participating in a regional information sharing system.
13. The system must be modular, so that additional application modules can be purchased and
implemented separately if desired.
14. The system must have an audit log that tracks user activity and changes to all records.
15. The system must enable users to query/search records using various filters.
16. The system must enable users to save queries for later use.
17. The system must allow a user to query/search using a “wildcard” designator and/or partial
string searches.
18. The system must enable users to export data generated from queries/searches.
19. The system must have the ability to link incidents with other incidents that are related.
20. The system must collect data for crime analysis and present the information in standard
reports, graphs, and charts.
21. The system must include detailed canned reports.

22. The system must include a report writer to allow users to easily create ad hoc custom reports
and save them for reuse.

23. The system must have point-in-time reporting functionality.

24. The system must allow users to share and email reports.

25. The system must track all incidents and link them to the record of the individual(s), vehicles,
businesses, etc. involved. The incident record must include the following fields at a minimum:
Incident number
Incident type
Incident date
Individual(s) involved
Involvement code
Method of operation (building entry & exit, time of day, weapons)
Notes

26. The system must track all individuals associated with any type of incident. The individual’s
record must include the following fields at a minimum:
Last, First, and Middle Name
Aliases and Nicknames
Date of Birth
Complete Address
Email address
Driver’s License Number
Place of birth
Employment
Registered sex offender/ Megan’s Law flag
Resistor flag
Weapon(s) flag
Known offender flag
Sex
Race
Ethnicity
Height & Weight
Eye Color and characteristics
Hair Color, length and style
Facial hair
Jewelry (including piercings)
Scars, Mark, Tattoos
Notes

27. The system must track an individual’s arrest record and link all arrests to an incident. The
arrest record must include the following fields at a minimum:
Incident number
Arrest date
Arrest number
Charge code

28. The system must track an individual’s warrant record (active or served).

29. The system must track evidence gathered from investigations.

30. The system must track multiple levels of supervisor’s approval of an incident report.

31. The system must include a computer-aided dispatch (CAD) module.

32. The CAD module must show/track officer’s location when they call into dispatch and enable
dispatcher to generate a report from the officer’s location received from CAD.

33. The CAD module must include dispatch event history for every incident with information such
as the time & date and the dispatched officer(s).

34. The CAD module must include officer’s status and indicate to users whether officers are
in/out of service.

35. The system must track bookings and link them to the individual(s) and/or incident. The
booking record must include the following fields at a minimum:
Booking number (unique identifier)
Booking date & time
Individual’s name
Individual’s DOB
Individual’s ID number
Individual’s description
Employer information
Arrest location
Detention location
Charges
Bond/Bail amount
Parent/Guardian name, if a juvenile
Notification date & time of parent/guardian, if a juvenile
Notes

36. The system must print a receipt listing all property received during booking.

37. The system must track all citations (written and verbal) and link them to the individual(s)
and/or incident, and/or vehicle. The citation record must include the following fields at a
minimum:
Citation number
Violator’s name
Violation code
Violation date & time
Violation location
Officer writing the citation
Statute/Ordinance code
Vehicle
Court
Court date & time
Citation disposition
Notes

38. The system must allow for the pre-payment of citations not currently in the system (citations
paid off the windshield).

39. The system must provide access to detailed citation information regarding balance due,
addition of late fees and fine increments, administrative holds, and adjustments.

40. The system must track the status of a citation including void, transfer, uncollectible, reduce
to warning, etc.

41. The system must provide access to complete history of transactions associated with the
citation, including monetary, telephone and walk-in contacts.

42. The system must allow a user to adjust the monetary amount of a citation.

43. The system must allow the attachment of scanned documentation, digital images or other
electronic items to the citation.

44. The system must track the citation appeal and hearing process.

45. The system must access hearing information from the citation record.

46. The system must display a message or have a visual indicator if a citation is currently on
appeal.

47. The system must access receipt (payment) information from the citation record.

48. The system must display vehicle, customer, hearing, receipts, notes, attachments, and prepaid citation data from the citation record.

49. The system must track all changes and adjustments made to a citation and trace changes to
a specific individual, date, and time.

50. The system must provide the ability to view all activity associated with a vehicle including
permits, citations, boot/tow information, and notes.

51. The system must maintain vehicle ownership and plate type information.

52. The system must track vehicles that have been booted/towed or have been approved for
boot/tow, the status and location of booted/towed vehicles.

53. The system must track all property taken from an individual/business and link it to an
individual, business, booking, and/or incident. The property record must include at a
minimum:
Property number
Property description
Date logged
Owner’s/Business’s name
Name of who property was recovered from
Vehicle obtained from
UCR code
Estimated value
Actual value
Aisle and bin location/locker number
Estimated disposal date
Actual disposal date
Notes

54. The system must track and be able to print the chain of custody for each piece of property.

55. The system must provide a way to scan and inventory items collected on CATS vehicles and
property and turned into CATS Lost & Found.

56. The system must provide the ability to capture extensive notes/comments on all records.

57. The system must capture notes/comments history, including who entered the note and date
of note.

58. The system must allow for customer customizations to screens.

59. The system must include various user-defined fields.

60. The system must allow an administrator to customize a numbering sequence for all records
and begin a new numbering sequence at will, such as the beginning of a new year.

61. The system must accept hyphenated names.

62. When creating a new record, the system must search the databases for existing records
(vehicles, businesses, names, property) to prevent duplication of records.

63. The system must provide tools/views for managers and users to analyze relevant data.

64. The system must support single sign-on.

65. The system’s security must be role based.

66. The system must be fully integrated to maximize information sharing and reduce duplication
of effort.

67. The system must be compatible with Windows 10 and greater Windows based OS systems.

68. The system must integrate with Microsoft Office and allow users to export data to Word and
Excel.

69. The system must be compatible Chrome and Firefox browsers.

70. The system must be network-based to allow for remote access.

71. The system must automatically log off a user after a period of inactivity.

72. All client software upgrades/updates must be automatically sent to the user’s machine from
the server without any further intervention by a system administrator.

73. User permissions must be configurable to be able to control access at the group level,
program level, screen level, and down to the field level. Levels of permission must include
read, read/write, and view and must be setup by the super administrator.

74. The system must allow users to add digital images.

75. The system must allow users to upload videos.

76. The system must be able to export files and reports.

Functional Requirements
(Desired)
1. The system must be able to integrate with other external systems.

2. The system must allow the use of reporting tools, such as Microsoft Reporting Services, to
create custom reports.

3. The system must include an internal messaging that allows users to send and receive
messages from other users.

4. The system must allow a user to create multiple image lineups.

5. The system must allow the user to create lineups by manually selecting names, or by
searching physical characteristics and then selecting images for the lineup.

6. The system must allow the user to preview lineups on the screen or print to any printer.

 

7. The system must list all lineups that are associated with an incident record.

8. The system must allow for use of mobile handheld ticket writers.

9. The system must provide mobile options for inputting and searching for data in the field.

10. The system must include GPS tracking of officers to enable dispatching officers nearest to
incident.

11. The system must send email/internal reminders to users when completion of reports are due,
case follow-ups, court dates, etc

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For Questions, Contact:

Shanda Lewis

Procurement Officer

shanda.lewis@charlottenc.gov