Police Department
Reference: Police Records Management System Award - Tyler Technologies
To: Mayor Gregory Mills and Members of City Council
Through: Michael P. Martinez, City Manager
Prepared By: Justin Moore, Police Commander
Date Prepared: 3/23/26
PURPOSE
Requesting City Council’s approval for the procurement of 25-009042 Police Records Management System by awarding a contract to Tyler Technologies, Inc., deemed the most responsive and responsible bidder of the 8 eight proposals received in response to the published solicitation, and approving the resolution giving the City Manager authority to sign the contract. Per City Code Section 3-8-30(b): “All materials, services, and construction contracts, except as otherwise provided in this Article, with an estimated cost greater than five hundred thousand dollars ($500,000) shall be awarded through the formal solicitation procedure by the City Council. After due notice inviting bids, purchase orders and contracts shall be awarded to the lowest responsive and responsible bidder.”
BACKGROUND
The Brighton Police Department currently participates in a shared Records Management System (RMS) hosted by the Adams County Communications Center (AdCom) in partnership with other Adams County law enforcement agencies. By agreement of the AdCom board of director’s, AdCom will no longer be hosting a shared RMS system, and each agency is responsible for obtaining their own standalone RMS platform. All the partner agencies have either transitioned away from the shared system and implemented their own independent RMS platform or are in the process of doing so. If the City does not move forward in a timely manner with procuring its own RMS, it will assume full standalone costs under the current AdCom model while continuing to operate on a system with limited functionality, increasing risk related to system reliability, data access, and long-term vendor support. Due to the long-term cost and operational considerations, staff moved forward with identifying a new RMS solution.
An RFP was issued, resulting in eight vendor responses. Staff evaluated proposals based on affordability, functionality, and overall technology capabilities. Following this evaluation, three vendors were shortlisted and invited to participate in formal panel interviews and product demonstrations to further assess system performance and alignment with department needs.
After the demonstrations, staff conducted outreach to agencies currently utilizing each of the three prospective systems. These discussions focused on implementation experiences, system performance in daily operations, vendor support, and identifying any gaps between promised and delivered functionality, as well as ongoing challenges following implementation.
Based on the full evaluation process, Tyler Technologies was selected as the preferred vendor. Tyler Technologies distinguished itself from other finalists through its demonstrated success with similarly sized agencies, a more mature integration framework, and its ability to deliver both operational functionality and long-term sustainability within a single platform. Key factors in this selection included strong integration capabilities with existing and partner systems, including electronic discovery (eDiscovery) workflows with the District Attorney’s Office, as well as advanced analytics tools to support data-driven decision-making. The system also provides in-field handheld reporting capabilities, improving efficiency and report accuracy. In addition, the solution is expected to reduce duplicate data entry, streamline report submission, and improve access to real-time information in the field, allowing officers to spend more time on active policing and less on administrative tasks.
Additionally, a significant factor in the selection was Tyler Technologies’ ability to host the City’s legacy RMS data in a cloud-based, searchable environment that is directly accessible from within the new RMS platform, ensuring continued access to historical records for all users. The RMS also supports comprehensive tracking of case assignments, property and evidence management with a clear chain of custody, and streamlined reporting processes. The system is designed to meet evolving state and federal reporting requirements and provides a scalable platform that can adapt to future technology needs and regulatory changes. Ultimately, this investment supports improved service delivery, faster information sharing, enhanced transparency, and long-term sustainability for the Brighton Police Department.
Following contract approval and execution, implementation of the new RMS is anticipated to take approximately 8 to 12 months. This timeline includes system configuration, data migration, testing, training, and full deployment to ensure a smooth transition with minimal disruption to operations. Tyler Technologies utilizes a structured implementation methodology that includes phased testing, user training, and parallel system validation to further reduce risk and maintain continuity of operations during the transition.
FINANCIAL IMPACT
Adequate budget for this purchase and implementation has been included in the 2026 budget and will be carried forward into 2027 as needed.
STAFF RECOMMENDATION
Accept Bid/Proposal 8, submitted by Tyler Technologies, Inc., as this Proposal has been deemed the lowest most responsive and responsible of those received.
OPTIONS FOR COUNCIL CONSIDERATION
• Approve resolution as drafted, accepting the bid/proposal submitted by Tyler Technologies
• Approve a modified resolution
• Deny resolution
• Provide further direction to staff
ATTACHMENTS
• Resolution
• PowerPoint presentation