Records Management System

The Texas Department of Criminal Justice Office of the Inspector General is seeking a contractor to provide a comprehensive cloud-based Records Management System (RMS) designed for multi-jurisdictional law enforcement use, with capabilities in real-time data access and sharing, evidence management, incident and case tracking, reporting, and analytics. The system must be fully operational and customizable to meet stringent security and compliance standards, including CJIS, NIST SP 800-53, NIST SP 800-88, HIPAA, PCI DSS, and FERPA. The contractor is responsible for delivering all hardware, software, licensing, implementation, training, storage, and ongoing support services, ensuring the system is deployed, tested, and maintained across TDCJ facilities statewide. Data generated under the contract is the property of the OIG, and the contractor must return all data upon termination. The system must support multi-factor authentication, role-based access control, data redaction, and integration with Microsoft Office 365, with Recovery Point and Recovery Time Objectives of 1 hour and 15 minutes respectively. A detailed implementation plan with 20 milestones is required, and acceptance testing by the OIG must be completed within 90 working days, during which critical defects must be resolved within 8 hours and high-severity defects within 24 hours, with a 5% payment deduction for each unresolved critical or high-severity issue. The contract has a one-year base period beginning September 1, 2026, with four one-year option periods extending through August 31, 2031, for a potential five-year duration. Evaluation for award is based on a best-value trade-off process, with technical merit weighted at 60%—comprising 50% for capability and approach, including system functionality and integration, and 10% for experience—and cost weighted at 40%, with 35% for pricing and 5% for financial strength. Proposals must be submitted electronically through the Bonfire portal by June 1, 2026, and must include the required documentation outlined in Section L, including a HUB Subcontracting Plan, financial statements, compliance statements for clauses in Exhibit J.1, and adherence to Texas Department of Criminal Justice policies. The contractor must maintain comprehensive insurance coverage including cybersecurity, professional liability, general liability, and commercial crime policies, with the state named as additional insured or joint loss payee where applicable. Security obligations