Scheduling Software

The vendor is required to provide scheduling software a new scheduling and timekeeping system designed to streamline workforce management, enhance operational efficiency, and improve overall staff satisfaction. 
- Department has long recognized the critical importance of efficient and accurate scheduling and timekeeping to its operations.
- The department has relied on a combination of manual processes and legacy software systems to manage officer shifts, overtime, leave requests, and payroll compliance. 
While these tools have been serviceable, they have increasingly shown their limitations as the department has grown both in size and operational complexity.
- Officers, supervisors, and administrative staff have all experienced challenges such as scheduling errors, difficulties in shift swaps, delays in leave approvals, and time-consuming manual data entry. 
- The evolving needs of modern law enforcement—such as flexible shift patterns, increased accountability, and real-time reporting—have placed greater demands on the department’s scheduling infrastructure. 
- The need to comply with rigorous labor regulations, collective bargaining agreements, and transparency requirements has highlighted gaps in the current system’s ability to provide timely, accurate, and auditable records. 
- Recent feedback from both rank-and-file officers and administrative personnel has underscored the need for a more robust, user-friendly, and adaptable solution.
- The primary goal is to implement a platform that automates and simplifies complex scheduling tasks, reduces administrative burden, and minimizes the risk of errors in payroll and compliance reporting. 
- The department aims to select a solution that offers intuitive self-service options for officers, real-time visibility for supervisors, and seamless integration with existing HR and payroll systems. 
- By adopting a modern, cloud-based system, the department intends to support more flexible scheduling models, ensure fair and transparent allocation of shifts and overtime, and provide accurate, up-to-date information for decision-making. 
- This initiative is part of the department’s broader commitment to operational excellence, fiscal responsibility, and the well-being of its personnel.
- Scheduling solution to be a modern, vendor supported, SaaS solution that provides the following high-level capabilities:
•    Provide rules-based scheduling for 24/7 coverage
•    Provide auto-generated daily duty rosters and real-time staffing views
•    Ability to mass-assign or modify schedules, such as operating a patrol bid for over 200 members
•    Allow employees to submit time off requests, shift swaps, and overtime and extra duty requests.
•    Notify employees when requests are approved or denied
•    Support a full audit trail of any actions taken in the system
•    Enforce union, HR, organizational policies, and FLSA laws through robust business rules and restrictions
•    Accommodate both positive time entry and exception time entry
•    Allow for the ability to charge to different cost centers, other departments, etc.
•    Integrate with city payroll and HR systems
•    Provide reporting and dashboard functionality
•    Provide strong security of information.

- Contract Period/Term: 3 years
- Non-Mandatory Pre-Proposal Conference Date: August 26, 2025
- Questions/Inquires Deadline: September 3, 2025