RFP - Medical Examiner Services Case Data Management System for the Harris County Institute of Forensic Sciences

Background
The Harris County Institute of Forensic Sciences (HCIFS) is seeking to update and streamline its Medical Examiner Services Case Data Management System. The current system is inadequate, lacking automation and integration between the medical examiner services and the HCIFS crime laboratory. This project aims to enhance the management, collection, integration, and storage of medical examiner case data, including death reports and forensic examination results. The goal is to implement a web-based system that improves workflow efficiency and allows for remote access by death scene investigators.

Work Details
The selected vendor will provide a web-based Medical Examiner Case Management System that meets the following specifications:

1. General Requirements:
- Web-based system with in-house hosting capabilities.
- Reliable backup and recovery processes.
- Centralized call log for case notes.
- Ability to track case milestones across various processes such as death investigation, autopsy documentation, and report generation.
- Functionality to merge or split cases as needed.
- Management of subpoenas and courtroom testimony tracking.
- Designed specifically for medical examiner office use, ensuring intuitive use for personnel.
- Compatibility with HCIFS crime laboratory software (JusticeTrax LIMS-plus versions 3.7/3.8).
- Accommodate significant caseloads without performance degradation.
- Dynamic data field storage capabilities per case.
- 24/7 technical support from the vendor.

2. Security/Access:
- Total security of data with user role controls.
- Compatibility with RFID badge readers or PIN pads for authentication.
- Unlimited concurrent users accessing the software simultaneously.

3. Evidence/Inventory Management:
- Secure chain of custody management using a barcode system.

4. Customization:
- Ability to accommodate changes in data fields and processes without data loss.

5. Integration:
- Seamless integration with other LIMS software used by HCIFS.

6. Reporting:
- Real-time report generation capabilities without external file attachments.

7. Notifications:
- Notification capabilities for case assignments, tracking, and milestones.

Period of Performance
The contract will be performed for one year starting approximately November 1, 2025, with four potential one-year renewal options subject to approval.

Place of Performance
The services will be performed at the Harris County Institute of Forensic Sciences located in Harris County, Texas.

Bidder Requirements
Vendors must demonstrate experience in implementing similar systems in forensic environments and provide evidence of technical capabilities aligned with the Harris County Universal Services Reference Architecture (USRA). Additionally, vendors must complete a questionnaire detailing their technical implementation features.