Police Scheduling Software and Extra Duty Management Services

The Vendor is required to provide cloud-based police scheduling solution for the department’s on-duty schedules, time off, overtime, and time accruals with payroll reporting and exporting.

- Will handle, through a secure online platform, all extra duty officer service requests, schedule all approved officers, manage all details for officers and complete other administrative aspects of the program.

- Software requirements

• Must be able to automatically handle shift rotations for scheduling

• Must provide a customizable dashboard that can be tailored to the individual’s role and access levels

• Must provide a web portal or application access that can be accessed from cellular devices

• Must be able to provide text messaging and email services

• Must be able to allow employees to request time off

• Must not allow employees to request time off that places an accrual bank in the negative

• Must be able to allow supervisors to approve and sign off on employee leave requests

• Must be able to print and provide daily assignment sheet that reflects who is working and their vehicle assignment

• Must have the ability to enter notes or tags on all shifts

• Must have the ability to post and schedule overtime shifts

• Must allow top level on-site administration must be able to set access permission levels as needed

• Must have the ability to provide a complete log of all system changes

• Must be able to provide a customizable payroll file that can be imported into the borough's payroll system

• Must be able to track "real time" accruals

• Must be able to handle multiple accrual banks with overflow banks to allow for easy payouts per department schedule and policy.

• The number of accrual banks shall be unlimited.

• The department administrator(s) and top-level on-site administration shall have the ability to create accrual banks.

• The addition of any and all accrual banks shall be included in the cost of the solution and shall not be charged as a 'fee per occurrence' after contract signing

• Must have automated holiday accruals, and "banking" for employees who work on holidays

• Must be able to handle anniversary dates of employees and adjust accruals per department policy

• Must have options in place for extended military or inactivity leave.

• Must be able to handle yearly automatic accruals - i.e. January 1 - personal leave bank automatic accruals (16 hours).

• October 1 - military leave bank automatic accruals (120 hours)

• Must be able to print employee time cards as needed

• Must be able to provide privacy controls based on permission level that allows top level on-site administration to limit visibility to personal and financial information

• Must allow the onsite administration to build codes for time keeping

• Must be able to provide work time alerts based on department policy

• Must allow at a minimum one year in advance data entry of vacation and court blocking time entry

• Must provide customizable excel and csv reports that can be downloaded

• Must have a customer support line that can be reached that has operating hours that are accessible and realistic for the east coast.

• Must provide an area where pay rates, ranks and other personnel information may be stored and allow selective access to this information.

• Access rights to be granted from top level onsite administration

• Must be able to allow division/assignment/supervisor changes in real time.

- Extra duty administration

• Provide complete administration of all extra duty police details, including requests for service, scheduling work, payroll, invoicing, financing accounts payable, collecting payments, and completing weekly and monthly reports.

• Provide the administration personnel to handle the administration of extra duty details.

• This administration includes, but is not limited to, handling all requests for service, scheduling all details, invoicing, and collection payment from customers, providing payment to officers through the agency pay rolling process, and completing all necessary and associated reporting.

• Contractor must supply at least one primary and at least one secondary extra duty coordinator for engaging with customer over the phone.

• The event no extra duty coordinator is available to field an incoming customer call, the customer will be presented with on- call messaging of wait times and call back and voicemail options.

• Contactor must field all incoming off-duty queries and requests from customers including providing a local or toll-free number for such.

• Customer inquiries for extra duty must be answered 24/7 without the use of a third-party answering service.

• Provide a technology infrastructure which has the capability to perform the following tasks: communicating detail opportunities to officers, awarding detail opportunities, the ability for customers to submit detail requests online, input for the generation and documentation of invoices to customers, and the collection and documentation of payments made to the customers.

• provide management reports specifying hours worked by location, customer, and officer by pre-specified time period.

• Contractor will remit payment for details worked to the agency immediately upon the close of each pay period for all details worked during that period, regardless of when contractor collects payment from customers.
- Contract Period/Term: 1 year
- Questions/Inquires Deadline: July 14, 2025