Project Information

Bid Title

Police Mind Wellness Software

Issuing Agency

James City County

Location

Virginia

Published Date

Oct 13, 2025

Closing Date

Nov 24, 2025

Government Level

State & Local

Status

Closed

Ref. #

20260480

Original Source

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Bid Documents

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Project Description

Bid Number:	20260480
Bid Title:	Police Mind Wellness Software
Category:	Request for Information
Status:	Open

Description: The James City County Police Department is seeking a comprehensive, proactive system designed to identify officers who have been exposed to a significant volume of high-risk incidents. These may include serious calls for service, traumatic events, use-of-force incidents, or citizen complaints. The system should provide timely notifications to the Police Wellness Manager and designated Peer Support Team members to ensure appropriate support and intervention. Publication Date/Time: 10/13/2025 11:45 AM Closing Date/Time: 11/24/2025 2:00 PM Related Documents: RFI 20260480 Police Mind Wellness Software (PDF)

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JAMES CITY COUNTY, VIRGINIA

REQUEST FOR INFORMATION 20260480

James City County Purchasing Office

101-F Mounts Bay Road, Ste. 300

Williamsburg, VA 23185

Phone: (757) 253-6735

Fax: (757) 253-6619

Email: Chris.Roh@jamescitycountyva.gov

http://va-jamescitycounty.civicplus.com/467/Bids-Requests-For-

Proposals

Title:

Police Mind Wellness Software

Issue Date:

October 13, 2025

Due Date:

November 24, 2025 – 2:00 PM Local Time

Submit:

Responses shall be emailed to: Chris.roh@jamescitycountyva.gov

Inquiries:

Questions relating to this RFI shall be addressed to Christopher Roh, via email:

Chris.roh@jamescitycountyva.gov by no later than 12:00 p.m. on October 29,

2025. Responses to questions will be posted via an addendum to this RFI on the

County website at http://va-jamescitycounty.civicplus.com/467/Bids-Requests-For-

Proposals

This public body does not discriminate against faith-based organizations.

PROPRIETARY INFORMATION

YES ( ) NO ( )

Trade secrets or proprietary information is hereby submitted and identified. Reasons for protection

and exclusion form the Virginia Freedom of Information Act (2.2 et seq.) is set forth below.

(Additional sheet may be added if necessary.)

_______________________________________________________________________

_______________________________________________________________________

Firm Name:__________________________________________________________________

State Corporation Commission No.#: ________________________________________________

Address:_____________________________________________________________________

City/State/Zip:_________________________________________________________________

Telephone:___________________________________FAX:____________________________

Email:_____________________________________________________________________

Print Name:___________________________________Title:____________________________

Signature_____________________________________Date____________________________

James City County

RFI 20260480 Police Mind Wellness Software

I. PURPOSE

James City County, Virginia (“the County”) is seeking information from qualified vendors

regarding Police Mental Wellness Software solutions. The objective is to support the James City

County Police Department in evaluating and monitoring officers’ mental acuity and clarity, based

on the type and volume of calls they respond to.

The James City County Police Department is seeking a comprehensive, proactive system

designed to identify officers who have been exposed to a significant volume of high-risk

incidents. These may include serious calls for service, traumatic events, use-of-force incidents, or

citizen complaints. The system should provide timely notifications to the Police Wellness

Manager and designated Peer Support Team members to ensure appropriate support and

intervention.

The Department currently does not have a formal system in place to identify employees who have

been exposed to multiple critical or traumatic incidents. At present, notifications to the Wellness

Manager and Peer Support Team are made by Department supervisors based on personal

judgment. This informal and ad hoc approach is inefficient, inconsistent, and often results in

missed opportunities to provide timely support to officers in need.

The purpose of issuing this Request for Information (“RFI”) is to have vendors demonstrate the

following capabilities:

a.) Must integrate seamlessly with existing Computer-Aided Dispatch (CAD) and Records

Management System (RMS) systems.

b.) Automatically and regularly monitor Computer-Aided Dispatch (CAD) and Records

Management System (RMS) data to identify officers who meet established referral

criteria.

c.) Capable of filtering and identifying high-priority calls for service associated with specific

individuals.

d.) Supports multi-user access with appropriate role-based permissions.

e.) Notify designated personnel (e.g., Police Wellness Manager, Peer Support Team) when

an officer meets the referral threshold.

f.) Available 24/7/365 to employees, Peer Support Team members, and Department

Administrators.

g.) Allow for anonymous referrals submitted by department members.

h.) Serve as a resource hub for officers to access the Peer Support Team and other mental

health and wellness services.

i.) Be accessible via mobile devices, mobile data terminals (MDTs), and Department

administrator workstations.

j.) Generate statistical reports to support analysis of system usage and access trends.

k.) Be compatible with current and future CAD and RMS platforms.

l.) Offers access to a range of wellness resources available to employees.

m.) Ensures strict confidentiality and privacy for all users.

n.) Designed to operate effectively as a regional, multi-jurisdictional, and multidisciplinary

resource.

II. BACKGROUND

James City County is a full-service local government located near historic Williamsburg,

Virginia. It is a growing, urbanizing community of 141 square miles with an estimated population

of 78,000. The County provides its citizens with a wide variety of services including police

and fire protection, social services, water and wastewater services, among others.

James City County

RFI 20260480 Police Mind Wellness Software

III. RESPONSES

Interested parties are invited to respond to this RFI by submitting a response to the County.

Responses should include ideas, information and recommendations that could result in a

clarification of the requirements, cost-saving opportunities, and the identification of problem

areas with this initiative.

Respondents are requested to provide a concise and focused response to this RFI. Responses

should include:

A. A brief company profile.

B. The name of a key contact person, including telephone number and email address.

C. A brief description of the firm’s interest and experience

D. Timeframe to install and implement software.

E. Other information specific to the nature of this RFI and deemed important by the

vendor.

F. Best estimate price range to provide software and services.

In the event that sufficient information is received, James City County may, but is not required to,

issue a competitive solicitation. This RFI is not a competitive solicitation, and no contract award

shall result. This RFI will not be used to evaluate, rank, or select vendors, nor will it be used to

pre-qualify or screen vendors for a subsequent competitive solicitation process, if any. If a

subsequent competitive solicitation is issued, the County is under no obligation to advise any firm

responding to this RFI. Vendors are advised to monitor the County’s website

(www.jamescitycountyva.gov) for any such opportunities, which will be open to all vendors

regardless of whether or not a response to this RFI has been submitted.

The County will not pay for the preparation of any information submitted or for use of that

information. The County reserves the right to utilize any information submitted in its best interest

without any obligation, liability, or consideration on the part of the County.

Ownership of all data, materials and documentation originated and prepared for the County

pursuant to this RFI shall belong exclusively to the County and be subject to public inspection in

accordance with the Virginia Freedom of Information Act. Trade secrets or proprietary

information submitted by a firm shall not be publicly disclosed under the Virginia Freedom of

Information Act; however, the firm shall invoke the protection of this section prior to or upon

submission of the data or other materials and must identify the data or other materials to be

protected and state the reasons why protection is necessary. Disposition of the proprietary

materials after the RFIs are reviewed should be stated by the firm. Firms should indicate on the

Cover Sheet the portions of their response that are proprietary and return the signed Cover Sheet

with their submission. Please list the page number(s) and reason(s).

James City County

RFI 20260480 Police Mind Wellness Software

Commodity Codes

• NAICS 511210Software Publishers

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