- Phone
- 1-615-862-4273
- Scope
- . EC.4.d.2. Provide a sample statement of work. EC. 5. RMS - Training Plan EC.5.a. Provide a comprehensive Training Plan for the proposed RMS implementation that addresses the diverse training needs of the end users and user groups. EC.5.b. Describe any antecedents/preparatory materials (e.g., orientation videos, RMS overviews, documentation) that will support early user familiarity and help establish a baseline understanding of the RMS before formal training begins. EC.5.c. Describe all formats in which all reference and training medium will be made available. EC.5.C.1. Include an overview of your Instructor-Led Training (ILT) if such an approach to training is available for MNPD. EC.5.d. Outline any continuous learning opportunities via a learning portal, sandbox or testing environment access. 140
- Doc Url
- /marketplace/api/blob?p=nashville%2F300000989481106%2FGG000018_5_SUPPLIER.pdf&fn=GG000018_5_SUPPLIER.pdf
- Address
- PO Box 196301 Nashville, TN 37219 Davidson United States
- Pdf Text
- RFQ GG000018,5
Proprietary and Confidential 7/20/2026 2:29 PM
RFQ GG000018,5
Title Police Records Management System
Preview Date Open Date 7/20/2026 2:26 PM
Close Date 8/13/2026 2:00 PM Award Date
Time Zone Central Standard Time
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Submit your response to the following contact.
Company Metropolitan Government of Nashville and Davidson County
Buyer Bradley D Wall
Location PO Box 196301
Nashville, TN 37219
Davidson
United States
Phone 1-615-862-4273
Fax
E-mail Brad.Wall@nashville.gov
When submitting your response, include the following information.
Your Company Name
Company Site (Optional)
Address
Contact Details
Response Valid Until
(Optional)
This document has important legal consequences. The information contained in this document is proprietary of
Metropolitan Government of Nashville and Davidson County. It shall not be used, reproduced, or disclosed to others
without the express and written consent of Metropolitan Government of Nashville and Davidson County.
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Table of Contents1 Overview.......................................................................................................................................................................41.1 General Information..............................................................................................................................................41.2 Schedule................................................................................................................................................................41.3 Negotiation Controls.............................................................................................................................................41.4 Terms....................................................................................................................................................................41.5 Attachments..........................................................................................................................................................42 Requirements................................................................................................................................................................52.1 Section 1. RFP Solicitation (Selection) Method...................................................................................................52.2 Section 2. Waiver Process.....................................................................................................................................62.3 Section 3. Commodity Codes...............................................................................................................................62.4 Section 4. Multi-Round Solicitation.....................................................................................................................72.5 Section 5. Timeline...............................................................................................................................................72.6 Section 6. Solicitation Objective...........................................................................................................................82.7 Section 7. Scope Summary...................................................................................................................................82.8 Section 8. Scope Details.......................................................................................................................................92.9 Section 9. Equal Business Opportunity (EBO) Program Requirements...........................................................1192.10 Section 10. Insurance Requirements...............................................................................................................1202.11 Section 11. Standard Solicitation Requirements.............................................................................................1212.12 Section 12. Information Security Agreement.................................................................................................1282.13 Section 13. Solicitation Acceptance...............................................................................................................1292.14 Section 14. Contract Acceptance....................................................................................................................1292.15 Section 15. Evaluation Criteria.......................................................................................................................1302.16 Section 16. Affidavits.....................................................................................................................................1563 Contract Terms.........................................................................................................................................................161
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1 Overview
1.1 General Information
Title Police Records Management System
Amendment Date 7/20/2026 2:26 PM
Amendment Description Added additional solicitation language in the multi-round solicitation section.
Buyer Bradley D Wall Outcome Contract Purchase
Agreement
E-Mail Brad.Wall@nashville.gov
1.2 Schedule
Preview Date Open Date 7/20/2026 2:26 PM
Close Date 8/13/2026 2:00 PM Award Date
Time Zone Central Standard Time
1.3 Negotiation Controls
Response Visibility Sealed
1.4 Terms
Agreement Start Date Agreement End Date
Agreement Amount
(USD)
Payment Terms Net 30 Freight Terms SUPPLIER PREPAID
Shipping Method FOB DELIVERY
Negotiation Currency USD (US Dollar)
Price Precision 0
1.5 Attachments
File Name or URL Type Description
IT Environment Requirements File
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2 Requirements
*Response is required
2.1 Section 1. RFP Solicitation (Selection) Method
1.
Request for Proposal
Pursuant to Metropolitan Code of Laws (M.C.L.) Section 4.12.040, this solicitation document serves as the
written determination of the Purchasing Agent, that the use of competitive sealed bidding is neither
practicable nor advantageous to Metro. Therefore, this solicitation will facilitate the entering into of contract
(s) by the competitive sealed proposals process. The proposal process, flexibility and limitations are
governed by the Code and related Procurement Regulations.
The proposal selection method permits discussions with offerors who submit proposals determined to be
reasonably susceptible of being selected for award. Modifications in proposal content, comparative
judgmental evaluations of the proposals, corrections, and scope adjustments, may occur at the request of
the Purchasing Agent or their designee.
There may be one or more amendments to this solicitation. Solicitation amendments are included as
updates to the original solicitation. It is the offeror's responsibility to remain informed on all solicitation
amendments and submit the solicitation response incorporating all amendments.
Offers to Metro online solicitations are required to be submitted within the iSupplier online environment
unless otherwise stated. Hard copy offers will not be considered except as required by law.
Any response to this solicitation is a formal waiver of any claims of confidentiality regardless of what may be
stated, printed, or implied in the submission and/or attachments submitted. All information is made a Public
Record after an award is made.
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The only official position of Metro is found within this solicitation document including answers provided in
response to questions raised. The online discussion tool within iSupplier is the appropriate tool for all
questions or communications concerning this solicitation.
Metro reserves the right to issue additional rounds as it deems necessary for the purposes of evaluation.
Additional rounds may include, but not be limited to, Offeror interviews.
Metro reserves the right to make multiple awards for a contract if it is deemed in the best interest of Metro.
2.2 Section 2. Waiver Process
1. Pursuant to Metropolitan Code of Laws (M.C.L.) Section 4.48.115 (Conflicts with Previous Metro Projects),
Non-Metro employees who provide services to the metropolitan government regarding the feasibility, cost,
design, implementation, or legislative adoption of a particular matter are prohibited from subsequent
participation in the procurement process or resultant contract(s) related to that particular matter.
Any offeror who may meet the standard of MCL 4.48.115 must disclose this potential conflict to the buyer
prior to the solicitation's deadline for questions. This disclosure must include reference to the offeror's prior
work on the particular matter, including the specific project and prospective offerors' participation, and the
timeframe services were rendered. If the offeror is requesting a waiver from MCL 4.48.115 this must be
explicitly stated in the disclosure.
Requests for a waiver will be reviewed by the Procurement Standards Board with final decisions published
in the news items section of purchasing.nashville.gov.
2.3 Section 3. Commodity Codes
1.
• 43210000 - Computer Equipment and Accessories
• 43230000 - Software
• 46150000 - Law enforcement
• 73170000 - Manufacture of electrical goods and precision instruments
• 81110000 - Computer services
• 81111503 - Systems integration design
• 81111504 - Application programming services
• 81112200 - Software maintenance and support
• 83120000 - Information services
• 92120000 - Security and personal safety
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2.4 Section 4. Multi-Round Solicitation
1.
Solicitation Rounds
This is a multi-round solicitation that will consist of at least three (3) rounds. Metro reserves the right for additional
rounds if deemed necessary.
Round 1
Round 1 consists of Experiences and Qualifications, RMS Implementation and Support, RMS Technical Overview,
and RMS Modules for a total of 2000 Points. Offerors evaluated as qualified and in the competitive range from Round
1 will be invited to the next round(s).
Round 2
Offerors evaluated as qualified and in the competitive range from Round 1 will be invited to Round 2 wherein Offerors
will have an opportunity to participate and respond to demonstrations for a total of 2500 Points. Offerors evaluated as
qualified and in the competitive range from Round 2 will be invited to the next round(s).
Round 3
Offerors evaluated as qualified and in the competitive range from Round 2 will be invited to Round 3 wherein Offerors
will have opportunity to submit cost for a total of 3000 Points.
Points from Round 1, 2, and 3 will be added together to determine who receives the max points (7500).
2.5 Section 5. Timeline
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1.
The following is the general, unofficial anticipated timeline for this solicitation. These dates represent a good
faith effort, accurate at the time of publication. They are non-binding and subject to change. They are for
informational purposes only and subsidiary to official dates/times contained elsewhere in the solicitation:
• 06/03/2026 – Round 1 Solicitation Opens
• 06/10/2026 - Pre-Offer Meeting
• 06/11/2026 - Round 1 Amendment Published with Pre-Offer PowerPoint and Attendee List
• 06/24/2026 - Round 1 Deadline to Submit Questions in iSupplier
• 07/08/2026 - Round 1 Amendment Published with Response to Online Discussion Questions
• 08/13/2026 - Round 1 Solicitation Closes
• 08/18/2026 - Responsive Offers Provided to Evaluation Committee
• 09/28/2026 – 10/09/2026 - Evaluation Committee Meeting
• 10/20/2026 - Published Round 2 to shortlisted offerors
• 10/22/2026 - Round 2 Deadline to Submit Questions in iSupplier
• 10/26/2026 - Round 2 Amendment Published with Response to Online Discussion Questions
• 11/02/2026 – 02/26/2027– Round 2 Virtual Demonstration period
• 03/04/2027 - Round 2 Solicitation Closes
• 03/05/2027 - Responsive Offers Provided to Evaluation Committee
• 03/11/2027 - Evaluation Committee Meeting
• 03/18/2027 - Published Round 3 to shortlisted offerors
• 03/25/2027 - Round 3 Deadline to Submit Questions in iSupplier
• 03/31/2027 - Round 3 Amendment Published with Response to Online Discussion Questions
• 04/13/2027 – Round 3 Solicitation Closes
• 04/20/2027 - Evaluation Committee Meeting
• 04/29/2027 - Intent to Award Issued
• 05/09/2027 - Protest Period Ends & Deadline for Awarded Supplier to Provide Outstanding
Documents
• 06/10/2027 – Finalized PDF of Contract Documents Sent to Awarded Supplier and Department
for Review.
• 06/15/2027 - Contract Routes for Signatures
• 06/30/2027 - Sourcing Process Complete
2.6 Section 6. Solicitation Objective
1. The objective of this solicitation is to enter into a Metro contract to provide a complete and fully functional
Records Management System (RMS). The initial contract term will be for five (5) years and have additional
five (5) year renewal by amendment approved by Metro Council. per Metro Code of Law Section 4.12.160.
2.7 Section 7. Scope Summary
1. The Metropolitan Government of Nashville and Davidson County (Metro) is soliciting proposals for a
qualified Offeror to deliver a comprehensive Law Enforcement Records Management System (RMS) for the
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Metropolitan Nashville Police Department (MNPD).
The proposed solution must fully support the operational needs of MNPD and its criminal justice partners
per details outlined herein.
2.8 Section 8. Scope Details
1. MNPD Key RMS Details (numbers are approximate):
• RMS Implemented in: 2009
• Active MNPD RMS Users (past year): 1,027
• Total RMS Users: 3000
• External RMS Users: 184
• Total Partner Agencies: 16
• Annual User Connections: 149,756
• Average Daily RMS Connections: 4,831
• Database Size: 6.8 TB (predominantly documents and images)
• Database Platform: Oracle 19.19.0.0.0 on Oracle Server Release 7.9
• Configuration: Dual Oracle Data Appliances (ODA) in failover mode via Oracle Data Guard
MNPD Approximate Staffing (as of January 2026)
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• Lieutenants: 99
• Sergeants: 336
• Officers: 1,079
• MNPD Trainees: 70
• Total Police Staffing: 1,636
• Budgeted Staffing for Police is 1,720
• Civilian Support Staff: 508
Average Response Metrics (as of January 2026):
• Average Response Time: 12.8 minutes
• Average Queue Time: 4.4 minutes
• Average Travel Time: 8.4 minutes
Attachments:
File Name or URL Type Description
Acronym Term Glossary.
pdf
File
2. GENERAL PROVISIONS
1. RMS Requirements
1.a. The RMS must support the full lifecycle of data from initial call-for-service through incident reporting,
investigations, citations, arrests, evidence management, case closure, and data analytics. The RMS should
promote transparency, efficiency, officer safety, accountability, and community trust. The RMS must be
capable of integration with internal systems, external agencies, and national databases outlined herein while
maintaining compliance with all applicable legal, privacy, and security standards.
1.b. Awarded offeror should be prepared to conduct a detailed discovery and analysis phase to evaluate
MNPD's existing RMS to ensure continuity of all current MNPD RMS Interfaces upon contract execution.
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1.c. MNPD will provide timely access to subject matter experts, IT staff, and end users for the Offeror's
current RMS functionality gathering and for testing new processes.
1.d. All project activities will be conducted within agreed timelines, with both parties responsible for meeting
their commitments.
1.e. The RMS solution must support the full migration of data from the current RMS to the new RMS,
ensuring accuracy, integrity, and minimal disruption to operations.
1.f. The RMS should allow administrators to manage configuration changes, version control, user role
adjustments, and permissions without the need for Offeror support in day-to-day operations.
2.Communication
2.a. The Offeror is required to provide effective communication throughout the contract life. Effective
communication is essential to ensuring project alignment, timely decision-making, risk mitigation, and overall
project success.
2.b. Offeror must ensure transparency, traceability, and effective communication regarding software updates
and modifications to the Records Management RMS. The Offeror shall produce and deliver comprehensive
Software Release Notes to the Customer for every software release, update, patch, or modification to the
Records Management System, whether major or minor. The Release Notes shall include at a minimum the
following:
2.b.1. Version Identification: Clear version number and release date.
2.b.2. Summary of Changes: Description of new features, enhancements, bug fixes, and
performance improvements.
2.b.3. Defect Resolution: Identification of issues corrected, including reference numbers where
applicable.
2.b.4. Known Issues: Any unresolved defects or limitations remaining in the release.
2.b.5. Impact Assessment: Description of any functional, data, configuration, or user interface
impacts.
2.b.6. Installation or Upgrade Instructions: Steps or prerequisites required for implementing the
release.
2.b.7. Dependencies: Identification of any changes to hardware, software, or third-party
components.
2.b.8. Backward Compatibility: Statement indicating whether backward compatibility is maintained.
2.b.9. Delivery: Release Notes shall be delivered to the Customer at least ten (10) business days
prior to implementation in electronic (PDF or Word) formats.
2.b.10. Archive: The Offeror should maintain a cumulative archive of all Release Notes and make
them available to the Customer upon request.
2.c. Failure to provide complete and accurate Release Notes may delay acceptance of the software release
or result in rejection of the update until documentation requirements are fulfilled.
3. Accreditation
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3.a. The RMS must support compliance with federal, TN, and local accreditation standards, including but not
limited to CALEA (Commission on Accreditation for Law Enforcement Agencies), FBI NIBRS and Standards,
CJIS Standards, and Tennessee Incident-Based Reporting System (TIBRS) and Standards (website links
included in attachment section herein).
3.b. The RMS should include built-in tools for auditing, compliance tracking, and documentation of
accreditation-related policies and procedures.
4. Open Architecture
4.a. The RMS must be based on an open architecture that enables integration with third-party systems via
standardized APIs and data exchange protocols. The RMS should not rely on proprietary technologies that
restrict integration, scalability, or interoperability with evolving law enforcement tools and platforms.
4.b. Offeror shall ensure all system components interoperate with MNPD's existing and future systems
using non‑proprietary, industry‑standard protocols and data formats (e.g., JSON, XML, NIEM,
CJIS‑compliant formats). Offeror may not impose contractual, technical, or financial barriers that restrict
MNPD from integrating third‑party systems.
4.c. The Offeror shall provide third‑party integrators with: API credential information, documentation, test
environments, and reasonable technical support as needed to complete integrations.
4.d. Offeror shall supply MNPD with fully documented, versioned, industry standards‑based APIs. APIs
must be accessible throughout the contract term without additional fees other than those explicitly defined in
the contracted pricing schedule. Offeror shall provide at least 90 days' written notice before any deprecation,
modification, or retirement of an API, and shall maintain backwa
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