Staffing and Scheduling Software

The vendor is required to provide a cloud-based staffing and scheduling platform that supports the operational complexity of the district, including 56-hour suppression schedules, multi-tiered overtime processes, and specialty deployments.
• Provide a proven, stable, cloud-based staffing and scheduling platform capable of supporting the operational complexity of agency including 56-hour suppression personnel, dispatch center staffing, and specialty team deployments. 
• Deliver a mobile-first platform accessible via modern web browsers and native mobile apps (iOS 14+/android 10+) that supports full scheduling functionality, overtime signups, time-off requests, alerts, and staffing dashboards
• Ensure browser and OS compatibility includes support for chrome, Firefox, safari, and edge across windows, macOS, and mobile platforms. 
• System must support real-time updates and notifications across all devices with push alerts, SMS, and email options. 
• Include robust support for annual vacation picks, tour-based time-off requests, and partial-day shift coverage in line with MOU-defined procedures, including vacation seniority and bid-based tour selections, and allowing bids to automatically start every 2- 3 week when triggered. 
• Allow suppression personnel to request time off in 24-hour tour increments and shorter periods (e.g., 4–11.5-hour partials) with built-in validation and requirement flags for qualified relief, per union policy. 
• Incorporate support for agency multi-tiered overtime processes, including 6-day and 1-day pre-hire staffing, day-of recall, and exception list workflows, with precise control over sign-up locking and rotation logic. 
• Automate tracking and rotation of overtime assignments across multiple lists: voluntary, mandatory, short-hour, special events, and communications center dispatchers, including rules for rotation exclusions on specified holidays. 
• Support assignment-driven payroll coding with automated application of differential pay (e.g., ambulance stipends, step-ups, etc.) based on roster assignments. 
• Ensure the system supports configurable approval workflows for trades, time-off, overtime and mandatory assignments with appropriate chain-of-command tracking and audit logs. 
• Provide notifications and reminders for submissions and approvals. 
• Allow supervisor and payroll staff to create and assign work schedules and add, update, and deactivate employee records. 
• Support configurable rules for meal breaks. 
• Support both positive time reporting (employees report all hours worked) and negative time reporting (Employees only report exceptions to their standard schedule). 
• Provide leave tracking: auto-calculation of balances and accruals after initial input of prior balances and accrual rules. 16. show FLSA periods 
• No limit on number of users 
• Provide configurable rules to enforce maximum continuous work hours (96-hour max), with alerts and supervisor override options. 
• Integrate with agency existing and/or future rms, payroll (sap/PeopleSoft or equivalent), and leave accrual systems, via secure API connections or csv exports/imports. 
• Include configurable minimum staffing rules across apparatus types (engines, trucks, squads) and specialty units (e.g., hazmat, dozer, investigation unit) per MOU and district policies. 
• Allow secure sign-on via SSO and support MFA. 
• All user activity must be logged and auditable. 22. provide vendor-led implementation services including data migration from legacy tele staff system, including historical roster import. 
• Deliver compliance with act (where applicable), and relevant state labor codes. system must support meet-and-confer provisions and department-specific sop/SOG enforcement, and ideally be soc2 type 2 compliant. 
• Include configuration support for deployment needs such as strike teams, wildfire responses, and act deployments, and track backfill hours for reimbursement eligibility. 
• Ensure real-time roster and dashboard visibility for battalion chiefs, captains, and line personnel — including location-specific assignments and specialty qualifications. 
• Provide data export and report generation tools in excel, csv, and pdf formats, including in approved requests daily staffing levels, attendance trends, and overtime distribution by rank and cause
• Include detailed audit capabilities and rollback features for all schedule modifications and personnel transactions. 
• Provide configurable messaging tool with read-receipt tracking, including shift-wide, rank-based, or custom group distribution, and integration with push/email/SMS alerts; messaging system must be robust enough to replace Everbridge.
- Preferred deliverables
• Include time-off waitlist functionality that automatically grants canceled time to “if available” sign-ups in order of submission, with time-limited accept/decline windows. 
• Support bid-based assignment processes for station and shift assignments with auto confirmation email workflows and audit trails. 
• Allow drag-and-drop reassignment and real-time switching of personnel between companies or stations, per roster management protocols used by company officers and battalion chiefs. 
• Provide intuitive calendar-based dashboards for vacation availability, shift trade tracking, and accrual balances — filterable by station, shift, or battalion. 
• Enable multi-division roster management across operations, training, EMS, administration, and fire marshal’s office, with role-specific viewing and edit rights. 
• Integrate native mobile app features such as push-to-sign-up for OT, on-call notifications, and easy access to daily assignments, riding orders, and call-back history. 
• Allow electronic timecard certification and lockout rules for payroll submission compliance, with visibility by supervisor and payroll clerks. 
• Support incident overtime entry, travel holds, and special payroll codes examples.
• Deliver a real-time analytics suite showing metrics such as overtime by cause, hours by classification, budget usage per deployment, and trends across sick leave, vacation, and holdovers. 
• Maintain audit history for all list movements including assignment refusals, #1 overrides, and rotation changes, with reasons and approver records. 
• Provide full data access and export tools to retain historical staffing and payroll records after contract expiration (in csv format within 60 days). 
• Ensure that all configuration settings are administrator-editable by agency or its designees, with vendor support available for complex changes.
- Questions/Inquires Deadline: July 25, 2025