The vendor is required to provide police secondary manages activities related to off-duty shifts worked by department personnel.
- Office of police secondary employment (OPSE) scheduling and management software in either a software-as-a-service (SaaS) model, as a locally hosted software licensee on a month-to-month basis, or by an enterprise system one- time licensing agreement for the department.
- scheduling
• The system must be capable of accepting information and making assignments 24 hours a day, 365 days per year.
• The system must incorporate an on-duty shift schedule import that facilitates the prevention of signup or assignment where there is a schedule conflict.
• The system must prevent the assignment of officer to more than one job during a given time span.
• The system must facilitate the ranking of officers for the purpose of assigning a job based upon business rules.
- For each job class, additional ranking is done by: length of service and then alphabetically.
• The system must be able to prevent officers from signing-up or working a job above their police rank.
• The system must be able to automatically limit officers’ ability to be assigned to a job based on:
a. The officer’s good standing after having returned to work after suspension, sick leave, or authorized absence
b. The officer’s status which considers eligibility factors other than suspensions
• The system must be able to create pool of officers for a given location from which coordinators will assign the job.
- Management
1. The system should have four interfaces through which data is either entered in the database or accessed from the database: an officer portal, a customer portal, a coordinator portal, and an administrator portal.
2. These portals must be web‐based and accessible from any non‐mobile platform.
3. Mobile platform access is preferred.
a. Personnel portal: personnel must be able to:
• View available jobs.
• Sign-up for a shift where there is no schedule conflict.
• Clock in and out of a shift. preferably employing GPS.
• View relative personnel reports
b. Customer portal: customers must be able to:
• View their jobs, to include but not limited to, personnel assigned.
• Approve time submitted by relative personnel.
c. Coordinator portal: coordinators must be able to:
• Create a job, which consists of a customer, job location, job schedule, job pay and billing rates.
• Assign the job to an officer either from a ranked sign-up list or manually.
• Generate standard and customized reports
d. Administrator portal: administrators must be able to:
• Assign and restrict rights,
• Conduct active scheduling management functions, and
• Access standard and customized queries and reports.
• Change or update individual assignments in the event of contingencies.
4. The system should have web services which can be used to:
• Access every data element entered or calculated in the system
• Perform all tasks relative to creating, posting, assigning and job approval.
5. The system should then automatically notify via email and SMS text the candidate at the top of the list, offering him or her the post shift.
6. The database must have a robust and customizable search or query function that can retrieve all current or historical data.
7. The system should have a way to record the results of in‐person inspections by supervisory officers on the stored record of each job.
8. The system must be able to automatically advise on‐duty department patrol supervisors via email of each officer working a secondary job within that supervisor's geographical coverage area on that day and the identity of each employee working each secondary post shift.
9. The proposer should describe what and how data can be exported out of the system. the city’s preference is for a web service.
10. There is a need to invoice customers based upon the hours worked by an officer, administrative fee charged, and any rebate given.
- Technical
1. These are the major components of the city technical environment with which the system will be required to integrate and be compatible:
• Existing microsoft environment
o Microsoft windows server 2019 or above (prefer windows server 2022)
o Microsoft IIS 10
o Microsoft SQL server 2016 minimum, prefer 2019
o Microsoft SharePoint server subscription edition.
o Microsoft m365 (we no longer support on prem exchange)
o Microsoft windows 11
o Microsoft I.E is no longer supported. must be chrome or edge.
o Must be latest versions
o Microsoft 365 office (18)
• Existing virtualization platform
o VMWare 7 update 3p
• Existing GIS environment
o ESRI ArcGIS pro 3.3 for individual workstations/remote app access
o SQL driver ODBC 17
o ESRI ArcGIS server 10.9.1 with SDE databases in MS SQL 2017
2. If there is a database behind the product, specify the backend.
• Existing telephony environment
o Cisco VOIP - cisco call manager
o Cisco 8841 IP phone
• Existing copper network environment
o Cisco 9300 switches.
o Backbone at minimum ethernet 10gb/sec.
o Desktops are switched ethernet 100/1000.
o All remote facilities interconnected by cox metro ethernet. lumen and Uniti fiber are our internet providers, 3gb/sec each.
- Contract Period/Term: 4 years
- Pre-Submittal Conference Date: April 21, 2025
- Questions/Inquires Deadline: May 02, 2025