Project Information

Bid Title

ANALYTICAL SOFTWARE PLATFORM FOR LPD SYSTEMS' INTEGRATION

Issuing Agency

City of Lynchburg

Location

Virginia

Published Date

Nov 24, 2025

Closing Date

Dec 15, 2025

Government Level

State & Local

Status

Closed

Ref. #

2026-046

Original Source

Join to Access Full Details

Bid Inquiries

Join to Access Full Details

Bid Documents

Join to Access Full Details

Project Description

Bid Number:	2026-046
Bid Title:	ANALYTICAL SOFTWARE PLATFORM FOR LPD SYSTEMS' INTEGRATION
Category:	Request for Proposals
Status:	Open

Description: OPTIONAL VIRTUAL PRE-PROPOSAL MEETING (click here) You can now submit your IFB or RFP response online. Simply click the button below, fill out the form, and attach your documents. Submit Online Publication Date/Time: 11/24/2025 12:40 PM Closing Date/Time: 12/15/2025 4:00 PM Pre-bid Meeting: 12/01/2025 @ 2:00 P.M. Contact Person: MATTHEW.MARSTELLER@LYNCHBURGVA.GOV Related Documents: 2026-046 ANALYTICAL SOFTWARE PLATFORM FOR LPD SYSTEMS INTEGRATION

Attachment Preview

REQUEST FOR PROPOSALS TITLE PAGE

Include This Page as the First Page in Your Proposal Response

City of Lynchburg, Virginia

Procurement Division

Proposal Title: Analytical Software Platform for LPD Systems’ Integration

This is the City of Lynchburg's Request for Proposals (RFP) No. 2026-046, issued November 24,

2025. Direct inquires for information to: Matt Marsteller; Phone: 434-455-4233 or e-mail at

matthew.marsteller@lynchburgva.gov All requests for clarification of or questions regarding this RFP

must be made in writing and be received by 4:00 p.m. on December 8, 2025. All Addenda shall be

issued no later than 4:00 p.m. on December 10, 2025. All responses to this solicitation shall be in strict

accordance with the requirements set forth in this proposal document and the ensuing contract documents.

Sealed proposals will be publicly accepted prior to 4:00 p.m., December 15, 2025; however only the

names of firms responding will be available for announcement. Proposals received after the stated due

date and time shall not be considered. Submit proposals electronically through the City’s Bid Postings

website as noted below. Acknowledge all addenda so issued in the space provided below. Any alteration

or changes to this Request for Proposals will be made only by written addendum issued by the City

of Lynchburg, Procurement Division.

An Optional Virtual Pre-proposal meeting will take place on Monday December 1, 2025 at 2:00 p.m.

via a Microsoft Teams link posted to the City’s website at the address listed below.

All Offerors are responsible for obtaining issued addenda from the City’s Procurement website:

http://www.lynchburgva.gov/Bids.aspx

Acknowledge receipt of addenda here: No. ________ Date: _______ No. _______ Date: _______ No. _______ Date:

______

Information the Offeror deems Proprietary is included in the proposal response in section(s):

See Paragraph B. on page 2 for guidelines on submitting proprietary

information.

In compliance with this Request for Proposals and all the conditions imposed therein, the undersigned

offers and agrees to furnish the services in accordance with the attached proposal or as mutually agreed

by subsequent negotiations. By my signature below, I certify that I am authorized to bind the Offeror in

any and all negotiations and/or contractual matters relating to this Request for Proposals. Sign in ink and

type or print requested information.

Full Legal Name of Offeror:

Fed ID OR SOC. SEC. NO.:

Date:

Address:

Signature:

Phone: ( )

E-mail address:

Typed or Printed Name, Title

City Procurement Signature

1 |P a g e

I. SUBMISSION OF PROPOSALS

A. To submit a proposal, access the Submit Online button as part of the RFP description on the City’s Bid

Postings webpage: https://www.lynchburgva.gov/Bids.aspx. All proposals submitted should be uploaded

as a single PDF file and must be submitted by the deadline. Late proposals will not be considered.

Proposals will be stored in a secure folder until after the deadline has passed then accessed by

Procurement staff.

B. Submission of Proprietary Information

Trade secrets or proprietary information submitted by an Offeror in connection with this procurement

transaction shall not be subject to public disclosure under the Virginia Freedom of Information Act;

however, the Offeror must invoke the protection of this section prior to or upon submission of the data or

the materials, and must identify the data or other materials to be protected and state the reason why

protection is necessary. (Section 2.2-4342 F. of the Code of Virginia). Offerors shall submit, in a

separate section of the proposal, any information considered proprietary and any copyrighted

material and clearly identify the information as proprietary and/or copyrighted information.

Offerors may not declare their entire proposal proprietary nor may they declare proposed pricing

to be proprietary. References may be made within the body of the proposal to proprietary information;

however, all information contained within the body of the proposal not in the separate section labeled

proprietary shall be considered Public Information.

C. Proposals having any erasures or corrections must be initialed by the Offeror in ink.

D. The City reserves the right to accept or reject any or all proposals, to waive informalities, and to

reissue any request for proposals and to award contracts to multiple Offerors. Any contract resulting from

this Request for Proposal shall not be exclusive to the successful firm. The City reserves the right to

contract with firms not party to the resultant contract for similar work if it determines this to be in their

best interest.

E. By submitting a proposal, the Offeror agrees that the proposal will not be withdrawn for a period of 90

days following the due date for proposal responses.

F. By submitting a proposal, the Offeror certifies that it has not combined, conspired or agreed to

intentionally rig, alter or otherwise manipulate, or to cause to be rigged, altered or otherwise manipulated

its proposal for the purpose of allocating purchases or sales to or among persons, raising or otherwise

fixing the prices of the goods or services, or excluding other persons from dealing with the City.

G. By submitting a proposal, the Offeror certifies that its proposal is made without collusion or fraud and

that it has not offered or received any kickbacks or inducements from any other Offeror, supplier,

manufacturer or subcontracting firm in connection with its proposal; and that it has not conferred on

any public employee having official responsibility for this procurement transaction any payment, loan,

subscription, advance, deposit of money, services or anything of more than nominal value, present or

promised.

H. Nothing herein is intended to exclude any responsible Offeror or in any way restrain or restrict

competition. All responsible Offerors are encouraged to submit proposals.

I. It is the policy of the City of Lynchburg to maximize participation by minority and women owned

business enterprises in all aspects of City contracting opportunities. The City does not discriminate

against faith-based organizations.

J. The City will not be responsible for any expense incurred by any Offeror in preparing and submitting a

proposal. All proposals submitted will become the property of the City.

K. By submitting a proposal, the Offeror is certifying that Offeror is not currently debarred by the City, or in

a procurement involving federal funds, by the Federal Government. A copy of the City debarment

2|P age

procedure in accordance with Section 18.1-10 of the City’s Procurement Ordinance is available upon

request.

II. PURPOSE

The Lynchburg Police Department is seeking proposals from qualified vendors to provide a cloud-based, real-

time crime intelligence and situational awareness platform to enhance proactive policing, investigations, and

interagency collaboration. The system must integrate seamlessly with existing law enforcement data sources and

provide automated insights, alerts, and visualizations that support operational decision-making.

III. BACKGROUND

Lynchburg is a city of 50 square miles with a population of approximately 80,000 located near the geographic

center of the state, bordered by the eastern edge of the Blue Ridge Mountains. It is located approximately 180

miles southwest of the nation's capital, Washington, D.C.

Lynchburg Police Department (LPD): Officially established in 1805, the LPD is a full-service law enforcement

police department that responds to calls for service, conducts criminal investigations, and partners with our

community. The current police department is comprised of 179 sworn and 91 civilian employees, total 270

employees. The Department is divided into two Bureaus, the Investigations Bureau and the Field Operations

Bureau, each under a Deputy Chief. The Investigations Bureau consists of Information Technology (IT),

Administrative Support Division, Criminal Investigations Division, Special Investigations Division. The Field

Operations Bureau consists of five uniform patrol platoons and Field Support units. The city PSAP center falls

under the management of the police department.

Services are provided through the following units: Patrol, Canine, Traffic Safety, Community Action Team,

School Resource Officers, Tactical Unit, Crisis Negotiations Team, Drone Unit, Criminal Investigations,

Forensics, Vice & Narcotics, Intelligence, Personnel & Recruiting, Training, Professional Standards, and the

Information Desk. The Police Department has a staffing compliment of 1 Chief, 2 Deputy Chiefs, 5 Captains, 14

Lieutenants, 22 Sergeants and 133 Police Officers. Total authorized sworn officer allocation is 179. The LPD has

been accredited by the Commission on Accreditation for Law Enforcement Agencies (CALEA) since 1989.

Population Served

The most recent population estimates (2022) from the U.S. Census Bureau show Lynchburg with an estimated

population of 79,287. The population’s demographics are: 61.9% White, 27.3% Black, 4.5% Latino or Hispanic,

2.5% Asian, .3% American Indian/Alaska Native and the remaining 3.5% two or more races. The Census data

also showed that Lynchburg is 53.2% Female and 46.8% Male. The median household income is $54,015 and

17.6% of the population was listed below the poverty level.

Grant Funded Opportunity

The City has been awarded a Federal Grant to fund all or a portion of this procurement; therefore, all vendors

submitting proposals in response to this RFP shall agree to abide by the stipulations outlined in Attachment A –

Federal Requirements Contract Insert.

IV. OBJECTIVES

1. Improve officer and analyst awareness through live, map-based visualization of crime-related activity.

2. Enable automated, data-driven alerts connecting related incidents, vehicles, and persons of interest.

3. Enhance cross-jurisdictional collaboration through secure data sharing across approved law enforcement

partners.

4. Provide intuitive, web-based tools accessible from desktop and mobile devices without the need for on-

premises infrastructure.

3|P age

V. FUNCTIONAL REQUIREMENTS & IMPLEMENTATION AND TRAINING

The proposed solution shall:

1. Integrate with multiple data sources, including license plate recognition (LPR) Flock, field reports,

computer-aided dispatch (CAD) Central Square, and record management systems (RMS) Central Square

through API-based connections.

2. Offer a single, unified map-based interface for all data layers and analytic tools.

3. Provide automated, AI-assisted pattern detection (e.g., identifying related crimes, vehicles, or locations).

4. Support real-time alerting and notification for designated events (e.g., vehicle sightings, incident

clusters, repeat offender presence).

5. Include built-in investigative collaboration tools, such as case workspaces and sharing permissions

between agencies.

6. Operate as a fully managed SaaS (Software-as-a-Service) environment — requiring no local servers,

software installation, or IT administration by agency personnel.

7. Maintain CJIS compliance, encryption in transit and at rest, and multi-factor authentication.

8. Allow for instant onboarding of new data feeds without vendor reconfiguration or new custom

integration code.

9. Provide audit trails for all user and system activity.

10.Include 24/7 technical support and training for end-users and administrators.

Vendor shall provide:

1. Full system configuration, onboarding, and data connection support.

2. Administrator end user training sessions.

3. Documentation for system use, API specifications, and data retention policies.

VI. PROPOSAL PREPARATION

Proposals must clearly outline the equipment, accessories, storage case, warranty, and PM plan being offered.

Proposals should be prepared simply, providing straightforward and concise responses to requests for information

and descriptions of qualifications and capabilities. Responses shall be limited to no more than 10 double-sided

pages or 20 single-sided pages, excluding the Title Page, cover letter if submitted, staff resumes, specification/cut

sheets, and any issued addenda. The proposal should be submitted as a single file through the City’s bids webpage

as noted on page 2. Proposals with extraneous information will receive a lower ranking and incomplete proposals

may be determined non-responsive.

Offerors should organize their proposals using the format described below:

Title page

Furnish the REQUEST FOR PROPOSALS TITLE PAGE and include it as the first page of the proposal. The

name stated on the Title Sheet must be the full legal name of the Offeror and the address must be that of the office

which will have the responsibility for providing the equipment.

Offerors should acknowledge receipt of any addenda issued in the section provided or include signed copies

behind the Title Page. Specify any sections that contain proprietary information on the line provided, refer to

4|P age

Paragraph B on Page 2 for guidelines. Failure to complete the Title Page may result in the proposal being deemed

non-responsive.

Summary

Provide a brief narrative summarizing the solution being offered.

Please include the following after the narrative:

1. The ability of the proposed solution to meet all ten (10) functional requirements listed above.

2. Provide the number of U.S. law enforcement agencies that have successfully deployed your firm’s solution.

3. Furnish three (3) references that the City can speak with regarding your firm’s deployed solution. Department

name. Contact person name, phone number, and email address. Years working with the Department using your

firm’s solution.

4. Outline the solution’s system configuration, onboarding, and data connection support. (to include system

uptime and customer support responsiveness)

5. Provide information on how end user training sessions will occur.

6. Describe what documentation is provided for system use, the API specifications, and your firm’s current data

retention policies.

7. List out the systems that your solution currently has the ability to integrate with.

VII. PROPOSAL EVALUATION CRITERIA & METHOD OF AWARD

All proposals that adequately address the information requested in this RFP will be evaluated on the content of

the proposals and the criteria listed below. The City reserves the right to reject all proposals submitted if it is in

the City’s best interest.

The written proposals will be evaluated utilizing the following evaluation criteria:

Description

Maximum Point Scale

1. Demonstrated ability to meet or exceed all functional requirements

30

2. Proven deployment within active U.S. law enforcement agencies

20

3. System uptime and vendor support responsiveness

20

5|P age

Commodity Codes

• NAICS 541511Custom Computer Programming Services
• NAICS 541512Computer Systems Design Services
• NAICS 541519Other Computer Related Services

* Disclaimer: Government BidHub provides information on bids, RFPs (Requests for Proposals), and RFQs (Requests for Qualifications) solely for convenience and informational purposes. This site is not an official public notice board. For official details, responses, or inquiries, please contact the relevant government agency directly.