The Vendor is required to provide an emergency services workforce management and time attendance application (WM-TM) to replace the current WM-TM systems in use by the agency.
- The scheduling platform is used for essential scheduling, timekeeping, and attendance functions. 
- Current scheduling is managed via a web GUI interface, connected to an outdated database platform, variety of personal spreadsheets and manual processes to track separately that results in inefficiencies, compliance risks, and increased administrative burden.
- Provide a cloud-based or on premise Emergency Services Staffing System that includes the following key features:
• The proposed solution must be operational 24/7/365 for the agency emergency personnel, command staff, and support personnel, who will be the primary users of the program.
• The system must be scalable and fully functional with no performance degradation, regardless of the number of active clients at any given time.
• The solution must be fully functional on COTS desktop computers, mobile / tablet responsive, and meet or exceed the existing system functionality currently utilized by the agency.
• The solution must have industry-proven experience with functionality in the same manner as proposed for this RFP and scalable to support/integrate other business functionalities with minimal development needs.
• The proposed solution will include a high-level project plan that includes the initial start of project through the post-support phase of the project.
- Application Features
• The WM-TM will be vendor-supported and maintained.
• The WM-TM vendor will have implementation, development, and support responsibility while participating in agency change management planning and implementation.
• The WM-TM should meet or exceed the functionality of the current scheduling platform utilized at the agency.
• The WM-TM should include documented application programming interfaces (API) that provide an integration framework with HR, Payroll, Asset Management, and other business solutions (e.g., Tablet Command, Ellucian Banner, etc..
• The WM-TM shall be offered as a Cloud SaaS solution. All capabilities of the solution must be available through the cloud.
• The WM-TM should be capable of core time and attendance calculations, provide multiple user-friendly and intuitive methods of time capture, and provide real-time accurate time and cost allocation capabilities for all employees working across various cost centers and business units.
• The WM-TM should fully address the complexities of various pay rules and transaction types.
- Functional Features
• User-friendly web and mobile navigation
• Automated assignment of personnel to work locations and shifts based on criteria of need, availability, assignments, and more.
• Ability for manual assignment changes as needed for those with access to do so
• Online request submissions for vacation, sick leave, and shift trades
• Ability for personnel to view and adjust their work schedules
• Tracking of personnel qualifications to be used in criteria as needed
• Create, configure, and manage positions to support special coverage
• Email and text alerts of vacancies and assignments to personnel
• Online attendance tracking, approvals, and payroll submissions
• Create, configure, and manage positions to support special coverage.
• Ability to adjust staffing rules based on department needs by supervisor roles
• Automated and manual adjustments of excess personnel from one location to cover vacancies at other stations.
• Support future growth and customization to address evolving departmental needs while maintaining system flexibility.
• Provide hands-on training, training guides, and detailed documentation of custom development.
- Provide an on-site or remote demonstration of the solution.
- Contract Period/Term: 1 year
- A Non-Mandatory Pre-Proposal Tele-Conference Date: May 29, 2025
- Questions/Inquires Deadline: June 02, 2025