Public Safety Secondary Employment System and Management Services

The Vendor is required to provide a professional services agreement with one service provider for a web-based secondary employment system and associated secondary employment management services.
- The system must allow approved coordinators and/or administrators to build and manage jobs for secondary employers, and/or be managed by the service provider.
- Software Platform and Job Management
• Provide a user-friendly web-based scheduling software which public safety bureaus may utilize to schedule and bid on paid details according to appropriate rules, policies, and collective bargaining agreements (CBAS).
• This includes setting up user profiles/accounts for end users, and administrative accounts.
• Such rules, policies, and CBAS will be provided to selected vendor.
• Generate payroll reports, monthly invoices, and statistical reports; and monitor unfilled details.
• Software must be able to be integrated with current city payroll and timekeeping systems to provide seamless reporting.
• The city presently utilizes day force as its primary timekeeping and payroll system.
• At the time of this publishing, the bureau of police uses in time as its primary scheduling system.
• The bureau of fire uses firehouse as its primary scheduling system and is migrating to first due.
• These export to day force for final processing.
• Integration with in time scheduling services or any other timekeeping software the city may use in the future to provide a seamless export and/or real-time, two-way syncing with current secondary employment jobs, identifying hiring entity along with the point of contact, location, times, and nature of detail (i.e., security, traffic, plainclothes, uniformed, etc.).
• Any such integrations must prevent duplication of hours worked when exported or imported between systems.
• Integration with any other software programs as identified by the city.
• Geotagging and/or geofencing with respect to personnel location in relation to the secondary employment job site, with a preference for geofencing that would require an employee to be within a defined geographical area before they can begin and end their job.
• Manage jobs as small as a single-officer detail to large-scale special events.
• Create recurring jobs and manually assign jobs, identify employee groups, or schedule on a first come first-serve basis consistent with evolving contractual or policy guidelines.
• Manage secondary employment call-offs.
• Upon demand of the city, provide detailed documentation on secondary employment by providing a robust auditing and reporting system that monitors secondary employment hours and assists in the early identification of potential risks.
• Provide a mobile application that would permit employees to receive notifications when new jobs are available, see job details like location and equipment requests, apply for jobs, clock or punch in and out, and provide a chat feature that would allow other staff working the same job to communicate.
• Provide the ability for employees to indicate secondary employment jobs in which contractual minimum payments concerning the number of hours exist.
• Provide managed services can receive job requests, ensure they comply with appropriate policies, and input awarded jobs in a manner consistent with evolving contractual guidelines.
• Track, assign, and/or require specific types of assets, skill sets, and/or ranks for secondary employment positions within a job or jobs.
• Notify all scheduled employees of job updates and alerts in real-time, including unfilled or cancelled jobs.
• Allow multiple admins to see job details for large and small-scale special events.
• Organize multiple positions over protracted and sustained undefined periods.
• Providing personnel with general liability insurance.
• Provide in-person, virtual, and written trainings on the use of any and all components of the platform. • Initiate and conduct delinquency collections from hiring entities when necessary.
• Allow for annual rate changes in accordance with authorized city fee schedules.
• Invoice hiring entities for payment and ensure that collected funds are dispersed to specific accounts as identified by the city.
• Provide hiring entities the ability to pay invoices via an online platform.
• Provide hiring entities with an online portal to manage their requested jobs and request employees for detailed and specified duties.
• Provide an account manager dedicated to the city during the 40-hour work week.
• Maintain regular business hours at least eight (8) hours per day, five (5) days per week, excluding holidays, each year in order to handle service requests for and manage details, and administrative and support services to the city and secondary employers.
• Provide after-hours service on evenings, weekends, and holidays at no charge to city entities as provided by the department of public safety.
- Contract Period/Term: 5 years
- Pre-Proposal Meeting (Non-Mandatory) Date: April 29, 2025
- Questions/Inquires Deadline: May 6, 2025