REQUEST FOR PROPOSAL
RFP 11-12-10
A FULLY HOSTED SHIFT BIDDING AND
WORKFORCE SCHEDULING SOLUTION
Date: June 14, 2012
CONTENTS
1
INTRODUCTION ............................................................................................................... 3
2
BACKGROUND................................................................................................................. 5
3
PROJECT GOALS AND OBJECTIVES ............................................................................ 6
4
AGREEMENT TERM ......................................................................................................... 8
5
MINIMUM QUALIFICATIONS............................................................................................ 8
6
COMPLETE RFP ............................................................................................................... 9
7
PROCUREMENT TIMELINE ........................................................................................... 10
8
CONTACT INFORMATION ............................................................................................... 8
9
HOW TO OBTAIN THIS RFP .......................................................................................... 11
10
PROCEDURE FOR SUBMITTING QUESTIONS AND INQUIRIES ................................. 11
11
OBJECTIONS ................................................................................................................. 11
12
SUBMISSION OF PROPOSALS ..................................................................................... 12
13
LATE PROPOSALS ........................................................................................................ 12
14
RESPONSE DOCUMENTS / SUBMISSION REQUIREMENTS ...................................... 12
15
REVIEW PROCESS AND EVALUATION CRITERIA ...................................................... 14
16
BASIS OF AWARD ......................................................................................................... 15
17
PROTESTS ..................................................................................................................... 15
18
GENERAL INFORMATION ............................................................................................. 15
19
GROUNDS FOR DISQUALIFICTION .............................................................................. 16
20
ADDENDA AND INTERPRETATION .............................................................................. 16
21
PROPOSAL SUBMISSION ............................................................................................. 17
22
EXAMINATION OF PROPOSED MATERIAL .................................................................. 17
23
CODE ADHERENCE, PERMITS AND FEES .................................................................. 17
24
TERMS AND CONDITIONS OF AGREEMENT ............................................................... 17
25
PUBLIC NATURE OF PROPOSAL MATERIAL .............................................................. 18
26
NON-DISCRIMINATION/NON-PREFERENTIAL TREATMENT ...................................... 18
27
CITY BUSINESS TAX ..................................................................................................... 19
ATTACHMENT A, STATEMENT OF WORK AND SYSTEM REQUIREMENTS. ..................... 20
ATTACHMENT B, PRODUCT FUNCTIONAL & SERVICES REQ'S RESPONSE FORM ........ 54
ATTACHMENT C, COST PROPOSAL FORM ......................................................................... 83
ATTACHMENT D, PROPOSAL CERTIFICATION FORM ........................................................ 91
ATTACHMENT E, PROPOSER QUESTIONNAIRE ................................................................. 93
ATTACHMENT F, PREVIOUS CUSTOMER REFERENCE FORM .......................................... 95
ATTACHMENT G, EXEMPLAR AGREEMENT ........................................................................ 96
APPENDIX 1, DRAFT BFO WATCH LIST ............................................................................. 116
APPENDIX 2, COMMUNICATIONS WATCH 1 DEPLOYMENT LIST .................................... 120
APPENDIX 3, OSSD WATCH LIST ....................................................................................... 121
APPENDIX 4, SECONDARY EMPLOYMENT TRACING SHEET .......................................... 122
APPENDIX 5, APPLICATION OUTSIDE WORK PERMIT .................................................... 123
APPENDIX 6, OVERTIME ON CALL LIST ............................................................................ 125
APPENDIX 7, ON-CALL AVAILABILITY FORM.................................................................... 126
APPENDIX 8, OVERTIME REQUEST FORM ........................................................................ 127
APPENDIX 9, POLICE ORGANIZATIONAL CHART ............................................................. 128
1. INTRODUCTION
The City of San José (City) is soliciting proposals from qualified firms (Proposers) for a fully hosted
Shift Bid and Workforce Scheduling Solution (Solution) in support of San José Police Department’s
(SJPD or the Department) bid and scheduling requirements described in this RFP.
1.1
1.2
1.3
The City is looking for a hosted solution which addresses security needs for data at rest, in
transit and provides an auditing mechanism.
The City seeks a web-based product which can also include interactive voice response (IVR)
technology.
The City seeks to utilize existing infrastructure to the maximum extent so as to leverage the
hardware, system, and network resources already in place.
1.4
The proposed solution should not require add-ons for browsers or additional client
installations. Such requirements are to be clearly identified by vendor as they would impact
City resources to implement proposed solution.
1.5
Due to the immediate need to replace the Bureau of Field Operations (BFO) Shift Bid system,
this project is expected to be implemented with a multi-phased approach. The phases of the
Project are detailed in Attachment A - Statement of Work, Section 6.2 – Phased
Implementation Strategy and include:
1.5.1 Department-wide Shift Bid Program and scheduling system with web-based and IVR
features that pervasively meets all SJPD bureau and unit business process needs related to
staffing and scheduling
1.5.2 Internal and external system interfaces including but not limited to the existing Access
database, the Records Management System personnel module and PeopleSoft
1.5.3 Communications Shift Bid Program and Workforce Scheduling system with web-based
and IVR features
1.5.4 Bureau of Investigations (BOI) Shift Bid and Workforce Scheduling system with webbased and IVR features
1.5.5 Operations Support Services Division (OSSD) Shift Bid and Workforce Scheduling
system with web-based and IVR features
1.5.6 Other functionality/interfaces as identified through this project including:
1.5.6.1 Training Unit
1.5.6.2 Court Liaison Unit - Notification System
1.6
Each of the phases for Shift Bid and Workforce scheduling has unique requirements which are
outlined in Attachment A - Statement of Work, Section 3 - Current Environment.
1.7
The City realizes that each Proposer’s product is structured and engineered differently and
may not be consistent with our exact priorities. It is expected that the Proposer will identify
and submit a logically phased approach based upon their product and the priorities set forth by
the City below.
1.8
Information from the shift bid, workforce scheduling system will be utilized on an enterprise
basis.
1.8.1 Enterprise basis – includes all Bureaus, Units within these Bureaus, and other potential
internal and external end-uses of scheduling data including City Human Resources and the
District Attorney’s Office.
2. BACKGROUND
1.9
The City is a Charter City of about 1.07 million people. The City is located in Santa Clara
County and covers approximately 180 square miles. San José is the tenth largest city in the
nation and the third largest city in California. San Jose Police Department (SJPD) employs
approximately 1200 sworn and 500 non-sworn personnel.
1.10
The Department is divided into four (4) Bureaus with various Units, as outlined in Appendix 9,
Police Organization Chart. As a result, SJPD has significantly diverse workforce scheduling
needs across the Units. Shift bids currently occur every six (6) months, but at different times
depending on the Bureau/Division. The needs of the Bureau of Field Operations (patrol) are
quite different from the Bureau of Investigations, which are different from Communications
(911/Dispatch), which are different from Operations Support Services Division (records).
Issues of flexibility of the proposed solution in both how it is deployed and how it is used will be
critical to the success of this project.
3. PROJECT GOALS AND OBJECTIVES
1.11
The overall objective of the project is to implement a shift bid and workforce scheduling system
that pervasively meets all SJPD bureau and unit business process needs related to staffing
and scheduling.
1.12
This system is expected to reduce inefficiencies, increase the timeliness and accuracy of shift
and personnel information, reduce redundancy in workflows, and provide critical data and tools
to other SJPD users based upon security access.
1.13
The City seeks to deploy an integrated solution that will integrate with the City’s personnel
management system, currently PeopleSoft 8.9, and the Department’s Records Management
System, Versaterm’s Versonnel.
1.14
The desired solution will allow individual Police Department members the ability to
electronically monitor and update information which will support workflows in both the City and
the Department systems (currently PeopleSoft 8.9 and Versaterm’s Versonnel, respectively).
1.15
The specific objectives of this project are as follows:
1.15.1 To procure and implement a shift bid and workforce management system that enhances
and supports SJPD's need for managing workforce resources and collecting, organizing,
accessing, searching, querying, analyzing, and disseminating schedule information.
1.15.2 To obtain a system which is “hosted” by the selected vendor and available to
Department via secured web-access. The City’s expectation is that all system maintenance will
be conducted by the vendor.
1.15.3 Implementation of the project in conjunction with the priorities the City has articulated in
Attachment A – Statement of Work.
1.15.4 Ensure that all information within the system is available to all who need to know and
have appropriate access to it in a timely fashion and in support of the 24 x 7 environment of
SJPD.
1.15.5 To fully implement the new system and eliminate the existing use of standalone
databases, worksheets, files and enhance day-to-day operations by combining the functions of
these standalone applications into a single comprehensive system.
1.15.6 To enhance the ability of employees to update information in a “real-time” fashion and
for this information to be readily viewable by supervisors and command staff.
1.15.7 To employ an information sharing architecture consistent with SJPD and Department of
Justice related standards and open technology that adheres to the City’s technology priorities,
data security policies and infrastructure, the following shall apply: Strong passwords must
contain a minimum of 8 characters, an upper case letter, a lower case letter, a number, and a
special character. Additionally, DOJ requires passwords to be reset every 90 days and to not
repeat the 10 previous passwords.
1.15.8 To ensure compliance with security protocols including but not limited to:
1.15.8.1 Administrator set password strength including ASCII and length minimum
1.15.8.2 Audit tracking of user log-ins and data and time stamps of activity including
confirmation numbers of approved transactions
1.15.8.3 128 bit SSL with 1024 bit key encryption for transfer of sensitive data
between browser and/or application to the web server
1.15.9 To ensure that the system selected supports the availability of historical information for
a record work schedules, time off requests, etc.
1.15.10 To choose an implementation strategy that maximizes the benefit of the new system
for users in a manner in which causes the least amount of disruption to the business of
policing.
4. AGREEMENT TERM
1.16
The initial term of the agreement shall be for five (5) years. The City reserves the right to
extend the agreement term for additional one (1) year terms.
5. MINIMUM QUALIFICATIONS
A Proposer will be considered “non-responsive” to this RFP and will be disqualified from further
consideration if any of the following minimum qualifications are not met.
1.17
Proposers must have at least five (5) years of experience in the bid shift and workforce
scheduling industry. The years of experience must be certified in Attachment D – Proposal
Certification Form.
1.18
Proposer must submit three (3) references using Attachment F - Previous Customer
Reference Form. All three references must be from customers that implemented a bid shift
and workforce scheduling solution for a minimum of 500 employees and a multi-shift
operation. Multi-shift can mean (1) coverage for an operation on more than a traditional M-F,
8:00-5:00 work schedule and/or (2) which accommodates multiple (2 or more) different
schedules within the same organization. Utilize Attachment F – Previous Customer Reference
Form to satisfy the minimum qualifications in this Section.
1.19
The Proposer/company submitting the proposal and signing the Proposal Certification Form
(Attachment D) must have performed the work as the prime contractor for each customer
reference provided in Attachment F.
2 COMPLETE RFP
This document describes the goals and objectives of this procurement, the RFP process, and RFP
provisions. In addition, the following attachments, exhibits and/or appendices are included:
2.1
ATTACHMENTS:
Attachment
Number
Title
A
Statement of Work and System Requirements
B
Product Functional & Services Requirements Response Form
C
Cost Proposal Form
D
Proposal Certification Form
E
Proposer Questionnaire
F
Previous Customer Reference Form
G
Exemplar Agreement with Exhibits (Including
Requirements and Privacy and disclosure Policy)
2.2 APPENDICES:
Number
1
2
3
Title
BFO Draft Watch list
Communications Watch 1 Deployment List
OSSD Watch List
Insurance
4
5
6
7
8
9
Secondary Employment Tracking Sheet
SJPD Application for Outside Work Permit
Overtime on Call List
On Call Availability Form
Overtime Request Form
Police Organization Chart.
6.
7. PROCUREMENT TIMELINE
Date
Event
June 14, 2012
RFP Released
June 28, 2012, 3:00
p.m. Pacific Time
Deadline for Objections and Questions
July 6, 2012
City’s Response to Written Questions
July 20, 2012, 3:00 p.m.
Pacific Time
Proposals Due
8. CONTACT INFORMATION
City of San Jose
Finance/Purchasing, 13th Floor
200 E. Santa Clara St.
San Jose, CA 95113
Attn: Bernie Reyes
Phone: 408.535.7053
Fax:
408.286.6492
E-mail: Bernie.Reyes@sanjoseca.gov
9. HOW TO OBTAIN THIS RFP
2.3
This RFP may be downloaded from the BidSync e-Procurement system located at
www.bidsync.com . Suppliers can also find a link at the City of San Jose Bid-Line Web
site at www.sanjoseca.gov/purchasing/default.asp. At either Web site, follow the links to
register for the on line service. You may register for free either on-line or by calling BidSync
Vendor Support at 1-801-765-9245 and telling the support representative that you are
registering for City of San José procurements.
2.4
All addenda and notices related to this procurement will be posted by the City on BidSync.
In the event that this RFP is obtained through any means other than BidSync, the City will
not be responsible for the completeness, accuracy, or timeliness of the final RFP
document.
10. PROCEDURE FOR SUBMITTING QUESTIONS AND INQUIRIES
Questions pertaining to this RFP should be submitted via BidSync System.
Please submit all
questions by the deadline indicated in the procurement timeline, Section 7. The City will provide a
written response to all pertinent questions in the form of an Addendum. Questions answered on
BidSync shall be considered addenda to the RFP.
11. OBJECTIONS
Any objections as to the structure, content or distribution of this RFP must be submitted in writing to
the purchasing contact identified in Section 8 prior to the submission deadline for Questions and
Answers. Objections must be as specific as possible, and identify the RFP section number and title,
as well as a description and rationale for the objection.
12. SUBMISSION OF PROPOSALS
2.5
Submit one (1) original and five (5) copies of the technical proposal clearly marked as
such. The outside of the box or package and the cover or title page of each proposal shall
be marked as follows: RFP 11-12-10, A Fully Hosted Shift Bidding and Workforce
Scheduling System Technical Proposal. In addition, include an electronic copy of your
proposal on a flash drive, in MS-Word and PDF format.
2.6
Submit one (1) original and one (1) copy of your printed cost proposal (Attachment C) in a
separate sealed envelope clearly marked on the outside: RFP 11-12-10, A Fully Hosted
Shift Bidding and Workforce Scheduling System Cost Proposal. Furthermore, include an
electronic copy of the cost proposal on the same flash drive and format required in Section
12.1.
2.7
Refer to the procurement timeline in Section 7 for due dates and delivery locations.
2.8
All Proposals shall be submitted as hard copy bound documents. The Original hard copy
version of the proposal will be considered the official proposal submission.
2.9
Hard copy RFP documents are to be printed on paper that contains a minimum of 30%
PCW, Chlorine Free. 100% PCW, Chlorine Free is preferred.
2.10
All pages shall be sequentially numbered and a table of contents shall be provided.
2.11
The font size on each page shall be 11 point Times New Roman or Arial font.
2.12
The pages shall be double sided with a maximum of one and one half line spacing.
13. LATE PROPOSALS
Late proposals shall be rejected and returned to the proposer. This deadline is absolute and proposals
received after the due date and time shall not be considered. Proposers must select a method of
delivery that ensures proposals will be delivered to the correct location by the due date and time.
14. RESPONSE DOCUMENTS / SUBMISSION REQUIREMENTS
In order to expedite the evaluation process, each Proposal shall be organized in accordance with this
section. Proposals that do not follow the specified format outlined below, or fail to provide the
required documentation, may receive lower scores, or if found to be non-responsive, be disqualified.
In the event of any conflict between any of the Proposal documents, resolution thereof shall be in the
City’s sole discretion. Proposals shall include the following information in the format indicated
2.13 COVER LETTER
Include a transmittal letter identifying the Contractor’s firm and the proposal package being
submitted. Include other important general information that is deemed significant enough to be
highlighted. The letter shall provide the name, title, address, telephone number, and fax number
of the individual authorized to contractually bind the firm and be signed by the authorized
individual.
2.14 EXECUTIVE SUMMARY
Include a summary containing highlights of the proposal approach, describing how the project
team would be organized, and how the Contractor will ensure responsiveness to City staff and
project requirements.
2.15 TECHNICAL RESPONSE
2.15.1 Provide a technical response that will satisfy the requirements and addresses all all
elements and questions set forth in Attachment A, Statement of Work and System
Requirements.
2.16 COST PROPOSAL
2.16.1 Submit in accordance with Section 12.2.
2.17 ATTACHMENTS
2.17.1 Required Attachment Submittals – The following documents must be completed and
submitted with your technical proposal:
2.17.1.1 Attachment D, Proposer Certification
2.17.1.2 Attachment F, Previous Customer Reference Worksheet
Three references are required. Include a list of three clients that would substantiate the
Contractor’s experience according to Section 5.2.
2.17.2 Additional Required Attachment Submittals - The following documents are required,
but will not result in immediate disqualification of your proposal if they are incomplete, or
inadvertently omitted from your proposal. However, failure to submit these forms with your
proposal, or incomplete submittals, may result in a lower overall score.
2.17.2.1 Attachment B, Product Functional & Services Requirements Response Form
2.17.2.2 Attachment E, Proposer Questionnaire
2.17.2.3 Attachment G, Exemplar Agreement with Exhibits Note any exceptions to the
Terms and Conditions of the Exemplar Agreement. If there are no exceptions, please
return the first page of the Agreement marked “No Exceptions”.
Please note that
excessive changes may result in lower proposal scores, or disqualification of proposal.
2.17.3 Post Award Submittal Requirements
Awardee is required to submit the following documents within 10 (ten) days from the final day
of the protest period date after the Recommendation of Award. Failure to provide the
documents within this time frame may result in withdrawal of the Award, and award to the next
highest ranked proposer.
2.17.3.1 Attachment G, Exhibit C - Insurance Requirements – Certificate of Insurance
15. REVIEW PROCESS AND EVALUATION CRITERIA
2.18 PROPOSAL RESPONSIVENESS.
2.18.1 Required Documentation: Proposals will be reviewed to determine if all required
documentation was included with the proposal submittal as described in Section 14.
2.18.2 Proposals that fail to contain the required documents with their technical and cost
proposals will be disqualified from further consideration.
2.19 PROPOSAL REVIEW AND EVALUATION.
2.19.1 Technical proposals will be evaluated against the general criteria and weighted scores
will be applied as described in Section 15.6.
2.19.2 The City may seek written clarification from any or all proposers in order to better
understand and evaluate the proposed solution. This process may not be used as an
opportunity to submit missing documentation or to make substantive revisions to the original
proposal.
2.20 COST PROPOSAL REVIEW AND EVALUATION.
Pricing will be evaluated and weighted in accordance with the table in Section 15.6. Pricing shall
be firm fixed for the period of time stated in the Pricing Form. During this period the price may not
change.
2.21 PRESENTATIONS/ORAL INTERVIEWS.
Finalists (proposals determined to have scored in the competitive range) may be invited to present
oral presentations for the purpose of introducing key members of the project team, and allowing
the City to fully understand the Proposer’s ability to meet the evaluation criteria. Oral
presentations will not be scored separately. Instead the City may modify proposal scores and
resulting rankings based on the oral presentation.
2.22 BEST AND FINAL OFFER (BAFO).
2.22.1 A Best and Final Offer (BAFO) may be held with finalists that have scored in the
competitive range if additional information or clarification is necessary in order to make a final
decision. The BAFO may allow proposers to revise their original technical and/or cost
proposals based on information received from the City. The City will send out the request for a
BAFO with instructions addressing the areas to be covered and the date and time in which the
BAFO is to be submitted. After receipt of the BAFO, scores may be adjusted based on the
new information received in the BAFO.
2.22.2 The City will request only one BAFO, unless the Purchasing Officer determines in
writing in the procurement file that another BAFO is warranted.
2.22.3 Proposers are cautioned that the BAFO is optional and at the sole discretion of the City.
Therefore, Proposers should not assume that there would be an additional opportunity to
amend their technical or price proposals after the original submission of technical and price
proposals. Proposers may not request an opportunity to submit a BAFO.
2.23 PROPOSAL EVALUATION WEIGHTING CRITERIA
Criteria
Technical Capabilities
Product Functional & Services
Requirements Response Form
Experience
Cost
TOTAL
Weight
25%
25%
25%
25%
100%
16. BASIS OF AWARD
2.24
2.25
2.26
2.27
Award will be based on the overall highest ranked proposer score in accordance with Section
15.6.
Should the City, in its sole discretion, determine that a secondary award is required, award will
be to the second highest ranked proposer.
Should either of the selected proposers fail to provide post award documents as required, the
City, in its sole discretion, may withdraw the award recommendation, and select the next
highest ranked proposer for award.
The City reserves the right to accept an offer in- full, or in-part, or to reject all offers.
17. PROTESTS
2.28
2.29
If an unsuccessful Proposer wants to dispute the award recommendation, the Protest must be
submitted in writing to the Purchasing Officer no later than ten calendar days after
announcement of the successful Proposer, detailing the grounds, factual basis and providing
all supporting information. Protests will not be considered for disputes of proposal
requirements and specifications, which must be addressed in accordance with Section 11.
Failure to submit a timely written Protest to the Purchasing Officer will bar consideration of the
Protest.
The address for submitting protests is:
City of San Jose
200 East Santa Clara Street, 13th Floor
San Jose, CA 95113
Attention: Purchasing Officer
18. GENERAL INFORMATION
2.30
2.31
2.32
2.33
2.34
2.35
2.36
The City reserves the right to accept or reject any item or group(s) of items of a response. The
City also reserves the right to waive any informality or irregularity in any proposal. Additionally,
the City may, for any reason, decide not to award an agreement as a result of this RFP or
cancel the RFP. The City shall not be obligated to respond to any proposal submitted, nor be
legally bound in any manner by submission of the proposal.
The City is not required to accept the lowest price proposal. Responses will be evaluated to
determine the most advantageous proposal on a variety of factors including but not limited to
price, implementation costs, design quality, features, and performance.
Final award shall be contingent upon reaching an agreement on software licensing terms, if
applicable.
Do not include sales tax in your price quotation. The City will work with the selected supplier
to add sales tax as appropriate and will incorporate it into the Purchase Order.
Statistical information contained in this RFP is for informational purposes only. The City shall
not be responsible for the complete accuracy of said data.
The City reserves the right to verify any information provided during the RFP process and may
contact references listed or any other persons known to have contracted with the Proposer.
The City may require financial statements for the last two fiscal years as certified by an
independent Certified Public Accountant. Do not submit these documents unless they are
requested.
19. GROUNDS FOR DISQUALIFICATION
2.37
All Proposers are expected to have read and understood Council Policy 0-35 titled
Procurement and Contract Process Integrity and Conflict of Interest adopted on February 6,
2007. A complete copy of the policy can be found at:
http://www.sanjoseca.gov/clerk/cp_manual/CPM_0_35.pdf
2.38
Any proposer who violates the Policy will be subject to disqualification. Generally, the grounds
for disqualification include:
2.38.1 Contact regarding this procurement with any City official or employee or Evaluation team other
than the Procurement Contact from the time of issuance of this solicitation until the end of the protest
period.
2.38.2 Evidence of collusion, directly or indirectly, among Proposers in regard to the amount, terms, or
conditions of this proposal.
2.38.3 Influencing any City staff member or evaluation team member throughout the solicitation process,
including the development of specifications.
2.38.4 Evidence of submitting incorrect information in the response to a solicitation or misrepresent o fail
to disclose material facts during the evaluation process.
2.39
In addition to violations of the Process Integrity Guidelines, the following conduct may also
result in disqualification:
2.39.1 Offering gifts or souvenirs, even of minimal value, to City officers or employees.
2.39.2 Existence of any lawsuit, unresolved contractual claim or dispute between Proposer and the City.
2.39.3 Evidence of Proposer’s inability to successfully complete the responsibilities and obligations of
the proposal.
2.39.4 Proposer’s default under any City agreement, resulting in termination of such Agreement.
20. ADDENDA AND INTERPRETATION
2.40
2.41
2.42
The City shall not be responsible for nor be bound by any oral instructions, interpretations or
explanations issued by the City or its representatives. Should discrepancies or omissions be
found in this RFP or should there be a need to clarify the RFP, requests for clarification may be
sent via e-mail or fax to the attention of the contact named in Section 8.
Proposer requests for clarification shall be deliverable as stated in Section 10. Any City
response to a request for clarification will be made in the form of an addendum to this RFP. All
addenda shall become part of this RFP.
Receipt of all addenda should be acknowledged using Attachment D, Proposal Certification,
Paragraph 5.
21. PROPOSAL SUBMISSION
2.43
2.44
2.45
This RFP does not commit the City to pay any costs incurred in the submission of a proposal
or in making any necessary studies or designs for the preparation thereof, nor the purchase or
contract for the services.
After acceptance of the successful proposal by the City, the successful Proposer(s) shall be
obligated to enter into an agreement consistent with the proposal submitted.
Should the successful Proposer fail to execute the agreement, the City shall have the right to
seek legal remedies against the Proposer, including forfeiture of the Proposal Bond, if any, and
an action for damages and shall have the right to award to the next responsive Proposer.
22. EXAMINATION OF PROPOSED MATERIAL
The submission of a proposal shall be deemed a representation and certification by the Proposer that
they have investigated all aspects of the RFP, that they are aware of the applicable facts pertaining to
the RFP process, its procedures and requirements, and that they have read and understood the RFP.
No request for modification of the statement shall be considered after its submission on grounds that
Proposer was not fully informed as to any fact or condition.
23. CODE ADHERENCE, PERMITS AND FEES
Contractor shall agree to abide by all laws, rules and regulation of the United States, State of
California, Santa Clara County, and the City of San Jose, securing all necessary licenses and permits
in the connection with resulting contract at no additional cost to the City. Successful contractor must
have or obtain a current City of San Jose business license.
24. TERMS AND CONDITIONS OF AGREEMENT
2.46
2.47
2.48
2.49
Upon conclusion of the RFP process, City Staff will make a recommendation to the City
Council regarding the selection based upon the evaluation of the proposals. The City will enter
into negotiations with one or more Proposer(s). Proposer(s) shall enter into a contract with the
City in substantial conformity with the selected proposal and the form of the City’s Standard
Terms and Conditions. Attachment G, Exemplar Agreement, outlines the City and its standard
terms and conditions as part of the agreement between the City and the successful Proposer.
The City reserves the right to negotiate project deliverables and associated costs.
All agreements will require the Proposer to adhere to the terms of their proposal and to act in
accordance with all applicable laws and regulations.
An agreement shall not be binding or valid with the City unless and until it is executed by
authorized representatives of the City.
INSURANCE REQUIREMENTS
2.49.1 The selected Proposer(s), at Proposer’s sole cost and expense and for the full term of
the Agreement or any extension thereof, shall obtain and maintain, at a minimum, all of the
insurance requirements outlined in Attachment G, Exhibit C
2.49.2 All policies, endorsements, certificates and/or binders shall be subject to approval by
the Risk Manager of the City of San Jose as to form and content. These requirements are
subject to amendment or waiver if so approved in writing by the Risk Manager. The selected
Proposer agrees to provide the City with a copy of said policies, certificates and/or
endorsements.
2.49.3 Certificate of Insurance, as required, shall be provided to City within 10 days of the
notice of award. Failure to provide the required Certificate of Insurance may result in
withdrawal of the Award, and award to the next highest ranked proposer.
25. PUBLIC NATURE OF PROPOSAL MATERIAL
2.50
2.51
2.52
All correspondence with the City including responses to this RFP will become the exclusive
property of the City and will become public records under the California Public Records Act
(Cal. Government Code section 6250 et seq.) All documents that you send to the City will be
subject to disclosure if requested by a member of the public. There are a very limited number
of narrow exceptions to this disclosure requirement.
Therefore, any proposal which contains language purporting to render all or significant
portions of their proposal “Confidential”, “Trade Secret” or “Proprietary”, or fails to provide the
exemption information required as described below will be considered a public record in its
entirety subject to the procedures in Section 25.5.
Do not mark your entire proposal as “confidential”.
2.53
2.54
The City will not disclose any part of any proposal before it announces a recommendation for
award, on the ground that there is a substantial public interest in not disclosing proposals
during the evaluation process. After the announcement of a recommended award, all
proposals received in response to this RFP will be subject to public disclosure. If you believe
that there are portion(s) of your proposal which are exempt from disclosure under the Public
Records Act, you must mark it as such and state the specific provision in the Public Records
Act which provides the exemption as well as the factual basis for claiming the exemption. For
example, if you submit trade secret information, you must plainly mark the information as
“Trade Secret” and refer to the appropriate section of the Public records Act which provides the
exemption as well as the factual basis for claiming the exemption.
Although the California Public Records Act recognizes that certain confidential trade secret
information may be protected from disclosure, the City of San José may not be in a position to
establish that the information that a Proposer submits is a trade secret. If a request is made
for information marked “Confidential”, “Trade Secret” or “Proprietary”, the City will provide
Proposers who submitted the information with reasonable notice to seek protection from
disclosure by a court of competent jurisdiction.
26. NON-DISCRIMINATION/NON-PREFERENTIAL TREATMENT
The successful Proposer agrees that there shall be no discrimination against, or segregation of, any
person, on account of race, sex, color, age, religion, sexual orientation, actual or perceived gender
identity, disability, ethnicity, national origin, marital status, or family status, in connection with or related
to the performance of San Jose contracts.
27. CITY BUSINESS TAX
The Proposer(s) shall be required to comply with the San Jose Municipal Code Chapter 4.76 with
respect to payment of the City Business Tax prior to any commencement of work. Contact
Finance/Revenue Management at (408) 535-7055 to determine the applicable tax costs.
ATTACHMENT A
STATEMENT OF WORK (SOW) AND SYSTEM REQUIREMENTS
NOTE: Where the word “shall” or “required” appears, Proposers may not take an exception.
NOTE: Where the term "Contractor" is used, the description denotes the responsibilities of the
selected Proposer once an agreement is completed. Where the term "Proposer" is used, the
description denotes expectations of the respondents to this RFP as part of their proposal.
NOTE The SHIFT BID AND WORKFORCE SCHEDULING SYSTEM Statement of Work (SOW)
outlines the City’s expectations that should be included in the solution you will be providing regarding
the SHIFT BID AND WORKFORCE SCHEDULING SYSTEM, the implementation, technology, and
functionality.
NOTE: Provide a technical response that will satisfy the requirements and addresses all questions set
forth below.
NOTE Failure to address any and all sections or questions within the SOW will result in a lower
evaluation score.
1 SYSTEM DELIVERY REQUIREMENTS
1.1. The City will only consider hosted solutions. The proposed solution must be provided
as a hosted, web-based secure service and have a web-based interface for remote
users to securely accomplish time-off requests, shift bid and vacation requests. The
service shall be hosted, managed and maintained offsite by the vendor as a service.
1.2. The City is asking the Contractor to implement and provide training on an easy-to-use
Shift Bid and Workforce Scheduling system with a standardized yet highly configurable
user interface. Information input in one module of the system must be readily available
in all other appropriate parts of the system, and accessible by users with the
appropriate security privileges.
1.3. The system must operate in a 24 x 7 x 365 environment and be able to accommodate
over 1,200 sworn officers, 500 civilian personnel, 1,000 standalone PC’s, and 350
patrol cars with 450 mobile data computers (MDCs). SJPD operates via an
independent, proprietary Wide Area Network distributed to approximately 1,700 endusers and over 150 diverse print devices. Most of these workstations are currently
running Microsoft XP or Windows 2003 as the Operating System. An additional facility,
requiring full records system functionality, will be opened in 2013. SJPD requires that
the workstations should not have to be upgraded for this project and that the Proposer
provides a solution which is not dependent upon a particular operating system (OS).
1.4. The Proposer’s response must take into consideration SJPD’s network environment,
which uses two mobile networks to support operations and a local area network (LAN)
with the main headquarters facility and similar networks in remote facilities connected
back to SJPD headquarters over a wide-area network (WAN).
1.5. The selected Proposer will provide system diagrams and all associated documentation
related to hardware and system architecture.
1.6. The City does not intend to procure client hardware for this system. Proposers may
make recommendations as to the technical environment in which their software
optimally performs, but the vendor must understand and take into consideration the
City’s current limitations.
1.7. The City would like the ability to audit the production environment as needed.
1.8. The City is also seeking Proposer input on the approach to security, beyond the
minimum requirement of role-based security and user authentication at the application
level.
1.9. Currently, security is enforced by user authentication (user name and password) to the
system. The user authentication is tiered and based on the user’s role within the
agency. SJPD wishes to continue this type of user authentication and role-based
security as the minimum standard for access to the proposed SHIFT BID AND
WORKFORCE SCHEDULING SYSTEM solution. In addition the SJPD would like to
understand how the proposer would address data at rest and in transit including, but
not limited to, the desire to understand who in the hosted environment has access to
the SJPD data in all forms and at all times.
1.10.
In addition to the general security framework, there are specific requirements for
security to which the proposed SHIFT BID AND WORKFORCE SCHEDULING
SYSTEM solution must adhere to. These requirements focus on allowing system
administrators to track and manage user access, log on/log off attempts, as well as
understand when a security violation occurs.
1.11.
QUESTIONS FOR PROPOSERS - SECURITY:
1.11.1.1.
Proposers must describe in detail how their proposed
solution adheres to the minimum requirements of user authentication and
role-based security currently used by SJPD.
1.11.1.2.
Proposers must discuss the additional security protocols
used by their system and describe the relative advantages and
disadvantages of their approach to security.
1.11.1.3.
Proposers must provide information about the system’s
ability to track and audit changes to data and prevent changes which
compromise data integrity once the report is finalized.
1.12.
As noted consistently throughout the RFP, the system must provide the ability
for trained users who are not technical professionals to generate standard reports with
the option to include user-modifiable search criteria and generate ad-hoc queries
including the specification of the search criteria and the information to return for each
record that meets the search criteria. The system should support the
downloading/extraction of information (again, using both standard and user-modifiable
lists) in formats compatible with Excel, FileMaker Pro, and delimited ASCII text files.
2 General Milestones and Deliverables
This section contains the deliverables and milestones that should be outlined in the Proposer’s
response. See below for specific requirements related to each deliverable.
2.1. First Deliverable/Milestone: City’s first priority for this project is to deploy a “fully
functional” BFO Shift Bid system.
2.2. The proposer will work with SJPD to gain on-site system access for the migration of
data from its existing Access Database to begin populating the scheduling module of
the new BFO Shift Bid System.
2.3. In general; a “fully functional” BFO Shift Bid System refers to a system which:
2.3.1.1.
Can generate a list of all BFO personnel by seniority and
by roles as established by BFO Administration in conjunction with
“source” data from the City Human Resource management tool,
PeopleSoft 8.9, and the Department personnel management tool,
Versonnel.
2.3.1.2.
Can generate a schedule of positions to which the BFO
personnel must bid into to meet Department shift staffing needs.
2.3.1.3.
positions.
Can process web-based inquiries related to available
2.3.1.4.
Can process a request for Time Off (TO) which includes
Comp-Time (CTO), Vacation (VAC) etc.
2.3.1.5.
In conjunction with processing requests for TO, the system
must recognize employee Time balances or be able to forecast regularly
scheduled accrual of vacation against scheduled time off and deny such
requests for TO for which the employee will not have the time balance
available.
2.3.1.6.
Can generate Watch Lists as defined by SJPD (See
Appendix 1: BFO DRAFT Watch List)
2.3.1.7.
Skill Set/Specialized Training tracking
2.4. Second Deliverable/Milestone: Deployment of a Workforce Scheduling system to
manage updates to personal information and on-going requests for TO for all
Department personnel and Implementation of a Shift Bid Program with Workforce
Scheduling system for Communications consistent with the general requirements
outlined for BFO. (See Appendix 2: Communications Watch I Deployment List)
2.5. Includes the ability for the employee to personally update information, including but not
limited to home address, phone, cell phone and personal email addresses.
2.6. Includes the ability to make scheduling TO a “self-service” activity that can be
monitored and managed by appropriate administrative users.
2.7. Includes the ability to generate a variety of reports related to the efficient management
of the workforce.
2.8. Third Deliverable/Milestone: Develop interface requirements for PeopleSoft and
Versonnel data retrieval/upload processes.
2.9. Fourth Deliverable/Milestone: Implementation of a Shift Bid Program with Workforce
Scheduling system for Operations Support Services Division (records) and Bureau of
Investigations, inclusive of non-sworn support personnel and consistent with the
general requirements outlined for BFO. (See Appendix 3: OSSD Watch List)
2.10.
Additional/Optional Deliverables/Milestones: Implementation of any
additional/optional interfaces and functionality identified as part of this proposal. The
due date, implementation strategy, and costs associated with this additional work will
be treated as a change order to the original contract. A detailed discussion of the
specific functions that must be included within each deliverable is presented in
Attachment A – Statement of Work, Sections 3.7 through 3.10 as noted below.
Interfaces could include:
2.11.
Training Unit – refer to Section 3.7
2.12.
Secondary Employment – refer to Section 3.8
2.13.
Fleet Deployment – refer to Section 3.9
2.14.
Court Liaison Unit- Notification System – refer to section 3.10
3 CURRENT ENVIRONMENT
3.1. Department-wide Policies
3.1.1. To utilize sick time, employees must call in to the on-duty supervisor at least 2
hours prior to the beginning of shift.
3.1.2. If an employee needs time off at the beginning of shift, they call in to the on-duty
supervisor and it is at the supervisor’s discretion to approve and adjust staffing
accordingly.
3.2. General Bidding Procedures
3.2.1. At present, depending on the Bureau/Division/Unit, Access databases, or paper
documents, such as Excel spreadsheets are created to identify available shift
assignments.
3.2.2. Available shift assignments are designated by Job Classification and/or Job
Skills.
3.2.3. Seniority bid lists are created based upon the employees’ time with the
Department, within job classification and can include scores on promotional
tests if there is a tie on the dates of both.
3.2.4. Seniority lists are generated by Bureau of Administration Personnel Unit and
come from the Records Management System (RMS).
3.2.5. Department members call in their bid selection which is noted in the schedule
database or on the paper document.
3.2.6. Those calling in must be able to review the remaining available selections in
order to make their decision.
3.2.7. Shift bids take place two times per year in BFO, Communications and OSSD
3.2.8. Copies of the documents, once the shift bid is completed, are transmitted to a
variety of SJPD enterprise users. Information from these reports is manually
entered into various databases and used by a number of custom applications
developed in-house, 3rd party products, and ad-hoc databases.
3.3. BFO Shift Bid and TO System
3.3.1. The San Jose Police Bureau Operations Administrative Unit (BFO Admin) uses
a custom coded, Microsoft Visual Basic staff scheduling program connected to
an Access Database that has been used for approximately eight years. It was
created by an officer in the department as a collateral assignment. There will
be no direct software support for the home-grown program after that officer
retires. If the program is corrupted or the servers crash, patrol scheduling
functions will be a pen and paper system.
3.3.2. The BFO schedule is identified in advance of the designated shift bid time. The
schedule is manually created by BFO Admin personnel who review anticipated
staffing levels and who are responsible for identifying Watch and Shift needs
and creating the schedule based upon those needs.
3.3.2.1.
Daily staffing is broken into three 10-hour watches with four
different start times, 24-hours a day, seven days a week. A six-month
work schedule defined by watch, patrol district and beat is known as a
shift.
3.3.3. The shift bid call-in process is managed by BFO Admin. BFO personnel are
assigned a call-in time based upon seniority BFO Admin staff review the
schedule to make sure the requested shift is available and enter the bid
information into Access database.
3.3.3.1.
BFO personnel bid into a specific assignment when they
make their selection. They call in to make their selection and are
assigned a time based upon seniority in job classification.
3.3.3.2.
The call-in time is based upon seniority within each job
classification.
3.3.3.3.
There are only two job classifications that are subject to the
bidding process: patrol officers and patrol sergeants
3.3.4. The vacation and TO bid is accomplished in the same manner for the main
vacation TO request process. Vacation and TO can also be requested
throughout the shift/year as scheduling permits.
3.3.5. The BFO Holiday bid is a secondary bid that occurs once a year around the
holiday season. This is for officers only. Sergeants are able to bid for holidays at
the vacation bid. Currently the holiday is completely a pen and paper operation
for BFO patrol. During the shift bid, the holidays are blocked off from any
regular time off or training for officers.
3.3.5.1.
A sign-up sheet is posted for officers in the back of the
briefing room based on seniority. Five holidays are listed: Thanksgiving,
Christmas Eve, Christmas day, New Year’s Eve and New Year’s Day.
3.3.5.2.
The holidays that already fall on the officer’s days off are
blacked out on the list. The officers rank their preference for the
remaining holidays that fall on their work days.
3.3.5.3.
When the list is finished at the assigned deadline, an
administrator puts the information into a spreadsheet and manually ranks
each day off for each person by watch and day off. The administrator
starts with the most senior officer on that day and looks at his preferences
to make a decision on whether he gets his first pick off based on how
many other days he has off.
3.3.5.4.
The process is continued through all three watches. The
spreadsheet information is then manually entered into the Absence
Manager system.
3.3.6. Normal absence requests, such as vacation or time off, are requested by the
employee by submitting a paper form, by phone or in person through BFO
Admin.
3.3.6.1.
The patrol supervisors can enter the Absence request into
an existing Access database. It is automatically approved if patrol is
above minimum staffing.
3.3.6.2.
BFO Admin staff can manually adjust staffing, even if we
are below minimum staffing.
3.3.7. Some BFO Special Operations Units submit biannual shift rosters by pen and
paper.
3.3.8. Management and staffing reports are generated in Access through an
administrator.
3.3.9. Roster and personal information is recorded or changed by submitting paper to
an administrator who enters in the Access Database.
3.3.10.
Records of individual, specialized Skill-sets are part of the personal
information in Access.
3.4. Communications Shift Bid and TO System
3.4.1. Like BFO Admin, the Communications Administrative Services Unit (ASU) is
responsible for developing the schedule for the Division based upon staffing
and need.
3.4.2. Communications bid schedules are created by utilizing both Microsoft Word
documents and Excel spread sheets.
3.4.3. The process for Communications bid is also much like BFO – a call in process
based upon a pre-designated time which is based upon seniority in job
classification. ASU must dedicate staff to manage the call-in and update the
rosters.
3.4.4. The schedules are divided into four Watches – W1: 06:30-16:30, W2: 16:0002:00, W3: 21:00-07:00, W4 11:30-21:30
3.4.5. In addition to work schedules, the shift supervisors must create an Overtime
On-Call List (Appendix 6) and the beginning of every month for the next month.
3.4.5.1.
To compile this information, employees must fill out a
monthly availability form (Appendix 7) which lists the dates and times they
are available to be on-call to fill an overtime spot.
3.4.5.2.
When a need for overtime occurs, the shift supervisor will
review the excel spreadsheet to see who is available for that date and
time.
3.4.5.3.
Seniority and classification are taken into consideration.
3.4.5.4.
However, first preference is given to personnel who can
work the full slot.
3.4.5.5.
The shifts/hours have changed over time and may need to
be changed in the future based on staffing and need.
3.4.5.6.
The primary work schedule is a 4 consecutive day work
week, 10
hours per day although the Division does accommodate
part-time shifts (2 consecutive 10 hour days) in the Public Safety Radio
Dispatcher (PSRD) and Public Safety Communications Specialist (PSCS)
ranks.
3.4.5.7.
Communications Job Classifications bid based on seniority
in Job Classification.
3.4.5.8.
seniority.
Supervising Public Safety Dispatchers (PSD) bid based on
3.4.5.9.
Senior PSDs bid based on seniority
3.4.5.10.
PSRDs bid based on seniority
3.4.5.11.
PSCSs bid based on seniority
3.4.5.12.
Seniority is established by time in classification but such
time must be adjusted every shift bid based upon unpaid leave or actions
which impact time in class.
3.4.5.13.
The seniority is perpetually maintained from bid to bid and
adjusted with input from Police Personnel if it is known a situation has
arisen to impact seniority.
3.4.5.14.
The seniority list is posted no later than two weeks in
advance of the bid to allow for contesting of the established list.
3.4.5.15.
Unlike BFO, the Communications personnel are only
bidding their shift and days off only. The assignment for each shift can
vary depending upon activity and need.
3.4.5.16.
Bidding capabilities are also impacted by accommodations
which are made to address an employee’s inability to fulfill the
requirements of their job classification.
3.4.5.17.
Such accommodations must be cleared in advance of the
bid process to be eligible to bid.
3.4.5.18.
Employees who require accommodation, depending on the
nature of the accommodation, may be administratively assigned.
3.4.5.19.
Communications personnel also do a holiday bid in
October. Bidding is based on seniority with considerations being given to
employees who already have any holidays off due to the holiday being on
their regular day off.
3.4.5.20.
Communications personnel do a vacation bid twice a year
in conjunction with the shift bid. Bidding is seniority based while adhering
to the time off rules.
3.4.5.21.
Employees are allowed to bid in 40 hours blocks based on
what their balance would be at the time of the vacation considering the
accrual rate.
3.4.5.22.
Vacation accrual rates vary depending on the employee’s
service hours. More hours equates to more vacation earned.
3.4.5.23.
After vacation bidding is completed, an additional bid for
extra days off is held so that employees can bid for single days off.
3.4.5.24.
Communications daily time-off rules are based on staffing
numbers and time frames.
3.4.5.25.
Prior to 45 days, depending on the shift, only 1 or 2
employees may be allowed time off depending on the shift. Within 45
days, if there is additional staffing, additional personnel may be granted
time off.
3.4.5.26.
If two employees put in for the same time off, the one with
the earlier time stamp will be awarded. It is not seniority based.
3.4.5.27.
Daily Deployments are used in Communications. There are
only two deployments used for four (4) Watches. Changes on one
deployment may need to be reflected on the second deployment due to
the fact that shift hours overlap.
3.4.5.28.
Last minute vacancies that occur (e.g. sick leave,
emergency time off, etc.) need to be filled by moving personnel around on
the deployment or by overtime if staffing is insufficient.
3.4.5.29.
Deployments are flexible to allow for assignment changes
as needed. (e.g. position trades, release time for meetings, training, etc.)
3.4.5.30.
Unlike BFO personnel, Communications personnel may
have to cover multiple work assignments over the course of a single shift.
3.4.5.31.
Personnel have the ability to trade shifts with each other.
There are 2 types of trades in Communications: those that occur within
the 40 hour work week and those that occur outside the 40 hour work
week. Shift trades can be for the entire 10 hours or any portion thereof.
3.4.5.32.
Changes to deployments are reviewed daily and used to
reconcile timesheet accuracy. This is a manual process that is done by
ASU. This work product can be viewed in Appendix 2.
3.4.5.33.
Overtime is used often to maintain minimum staffing levels.
3.4.5.34.
Planned absences (e.g. vacations, long term leaves) are
staffed by overtime
3.4.5.35.
Overtime spots are first open for voluntary bid based upon
seniority and dispersed equally.
3.4.5.36.
Employees wishing to volunteer for overtime must sign up
on a form (Appendix 8) and will be awarded overtime on a rotating
seniority basis.
3.4.5.37.
If the unit has a large amount of overtime and it cannot be
covered by volunteers, it may be assigned in reverse seniority, with
consideration given to the amount of overtime worked in the previous two
weeks.
3.4.5.38.
Last minute absences (e.g. sick leave, emergency time-off)
that require overtime are filled using the Overtime On Call List (Appendix
6)
3.4.5.39.
If the list is exhausted, on-duty personnel are offered the
slots and they are filled on a first-come first-serve basis.
3.4.5.40.
If there are no takers, working personnel may be assigned
mandatorily based on reverse seniority and overtime worked within the
previous 2 weeks.
3.5. OSSD Shift Bid and TO System
3.5.1. OSSD shift bid processes are similar to BFO but and done with paper (Excel
spreadsheet) documents.
3.5.1.1.
OSSD Supervising Police Data Specialists (Supervising
PDS’) are responsible for generating the schedule.
3.5.1.2.
The schedules are divided into three (3) Watches: Days,
Swings and Mids
3.5.1.3.
The primary work schedule is a 4 day work week 10-hours
per day although the Division does accommodate some 5 day work
weeks at 8 hours per day.
3.5.1.4.
It is important to note that OSSD personnel (as is the case
with most civilian, other than Communications personnel) will also be
scheduled for their lunch break – a 10 hour day is actually scheduled at
10.5 hours; an 8 hour day is scheduled at 8.5. This is time that must be
accounted for and addressed in the overall staffing need for the shifts.
3.5.1.5.
Like Communications personnel, OSSD personnel could
work multiple assignments at one time or over the course of their shift.
3.5.1.6.
The schedules for each of the shift can vary significantly
from bid to bid based upon the anticipated available staffing for the six (6)
month period.
3.5.1.7.
OSSD personnel bid based upon seniority in Job
Classification.
3.5.1.8.
rotation.
The Supervising PDS’ are rotated based on a pre-set
3.5.1.9.
Senior PDS bid based upon seniority
3.5.1.10.
PDS’ bid based upon seniority
3.5.1.11.
Seniority is established by time in classification but such
time must be adjusted every shift bid based upon unpaid leave or actions
which impact time in class.
3.5.1.12.
The seniority is perpetually maintained from bid to bid and
adjusted with input from Police Personnel if it is known a situation has
arisen to impact seniority.
3.5.1.13.
The list is posted approximately one-month in advance of
the bid to allow for contesting of the established list.
3.5.1.14.
Bidding capabilities are also impact by accommodations
which are made to address an employees’ inability to fulfill the
requirements of their job classification.
3.5.1.15.
Such accommodations must be cleared in advance of the
bid process to be eligible to bid.
3.5.1.16.
Employees who require accommodation, depending on the
nature of the accommodation, are administratively assigned.
3.6. Bureau of Investigations Shift Bid and TO System
3.6.1. The Bureau of Investigations (BOI) relies on a verbal assignments made by
sergeants at Shift Change. Movement is compiled by respective Unit
secretaries. The secretary will then notify the Personnel Unit and the BOI
Deputy Chief’s Office. Once notifications have been made, the Personnel Unit
will update RMS.
3.6.2. For time off, an officer or sergeant must make a request to their immediate
supervisor. Different units have their own guidelines and minimum staffing
levels to determine if time off will be approved.
3.7. Training Unit
3.7.1. The San José Police Department is responsible for mandated California Peace
Officer Standards and Training. The State has certain mandated blocks of
training that each police agency in the State is responsible for. In the case of
SJPD it is referred to as Continuous Professional Training (CPT).
3.7.2. CPT is ongoing training that must be attended by all sworn officers. The training
covers many topics such as use of force, first-aid, self-defense, driving tactics
etc. With about 1200 sworn officers this is a complicated task that must be
done during most officers’ normal work hours.
3.7.3. The training unit also offers non-mandatory training that officers may sign up for
or utilize to further their experience in certain skills.
3.7.4. Currently the Training Unit uses a system called Eventbrite that tracks when
and where the classes are and who attends them. Eventbrite is offered over the
internet with a specific account for SJPD. While Eventbrite does not interface
with the current scheduling system in BFO Admin, it is the Department’s desire
that the proposed Shift Bid and Workforce Scheduling System interface with
Eventbrite. The proposer should list its solution for this interface.
3.7.5. The Training Unit CPT Coordinator works with BFO Admin and allows BFO
Admin to determine when an entire patrol team will be attending their CPT
block. BFO Admin then advises each team when that training will occur and the
officers will sign up through Eventbrite for tracking purposes only.
3.7.6. Rescheduling classes due to non-attendance is an arduous task. To change a
class, both BFO Admin and the Training Unit must be notified and another date
that meets both the class availability and available release time must be
coordinated manually.
3.7.7. Non-compliance lists are compiled in spreadsheets from rosters in the classes
and against the Eventbrite sign up list. Those officers are then contacted
individually through email or chain-of-command.
3.7.8. The Training Unit CPT Coordinator will post CPT trainings in Eventbrite so that
BOI personnel can go directly into the system and sign themselves up
individually.
3.7.9. If an officer needs to reschedule, they will call the CPT Coordinator to make the
change in Eventbrite.
3.7.10.
The San Jose Police Range Unit also presents mandatory training of
firearm qualifications. The qualifications are for all full-duty sworn officers. The
qualifications take place twice a year.
3.7.11.
The Range Unit posts schedules with the times each patrol team is
scheduled to qualify at the beginning of their regular shift. If officers are
unavailable to attend on their scheduled day, they will go on another patrol
team’s assigned day subject to space. They may also go to several of the
makeup dates.
3.7.12.
Each officer completes a qualification card that is entered in an Access
database to track compliance.
3.8. Secondary Employment
3.8.1. Under department rules, officers are able to work department authorized jobs
outside of the department. The Secondary Employment Unit tracks these jobs
and coordinates the fulfillment of staffing some of them.
3.8.2. The Secondary Employment Unit (SEU) permits individuals or entities who
would like to utilize secondary employment officers.
3.8.3. These individuals or businesses must fill out an application and pay fees for this
service.
3.8.4. Officers are selected for the job by SEU.
3.8.5. The individual or entity will pay the individuals.
3.8.6. Officer and Sergeant assignments and scheduling of secondary-employment
jobs is currently a manual process involving numerous steps.
3.8.7. Officer fills out an Application for Outside Work Permit (Appendix 5) and submits
to their supervisor for every Secondary Employment employer.
3.8.8. Supervisors must complete a transmittal memorandum for the following areas:
3.8.8.1.
Personnel File
3.8.8.2.
Internal Affairs File
3.8.8.3.
Outside Work Permit renewal or first time permit
3.8.8.4.
Uniformed or plain clothed assignment
3.8.8.5.
Type of assignment: armed, unarmed, non-law
enforcement
3.8.8.6.
School site assignment
3.8.8.7.
Number of permits currently approved for the applicant
3.8.8.8.
application)
Professional certificates where applicable (attached to
3.8.8.9.
Once the transmittal is completed, it is submitted for
approval through the chain of command.
3.8.8.10.
The chain of command will route a final copy to the
Secondary Employment Unit (SEU) to be stored in the applicant’s file.
SEU will send a copy of the form to the applicant to notify them of
approval.
3.8.8.11.
Approved applicants are entered into an excel spreadsheet
with email addresses by SEU.
3.8.8.12.
individuals.
SEU will email job notifications to potential approved
3.8.8.13.
An SEU Sergeant will review responses and select the
individuals for the job with an attempt to distribute work equitably between
eligible personnel.
3.8.8.14.
For tracking purposes, all Department personnel are
required to complete a Tracking Sheet (Appendix 4) biweekly.
3.8.8.15.
Email confirmation when job assigned, often with a followup cell phone call.
3.8.8.16.
Last minute cancellations are handled through cell phone
calls, job cancellations require cell calls to everyone scheduled to work.
3.8.8.17.
3.8.8.17.1.
Notification and Cancellations
When officers are selected, they receive an email confirmation.
3.8.8.17.2. They will receive a reminder phone call when the job is
approaching.
3.8.8.17.3. If an officer wants to cancel a job, they call the SEU Sergeant who
scheduled them to release the job.
3.8.8.18.
Last minute jobs are filled by the appropriate sergeant on a
first-come first serve-basis.
3.8.8.19.
3.8.8.19.1.
Billing
When a job is requested, SEU will compile a cost estimate.
3.8.8.19.2. Once the job is completed, SEU will submit a final invoice will the
cost of the event broken down by individual officer cost.
3.8.8.19.3.
The requestor will submit payment to the individual officers.
3.9. Fleet Deployment
3.9.1. City garage and fleet management personnel are responsible for purchasing,
maintaining and repairing vehicles.
3.9.2. The San José Police Department has a large fleet of marked and unmarked
police vehicles. Marked units are for general patrol and are administered out of
the BFO Administrative Unit. The unmarked vehicle fleet may have a police
function or be used for general transportation for SJPD employees. The
unmarked fleet is administered by a non-sworn employee based in the Bureau
of Administration.
3.9.3. The SJPD fleet administrators are responsible for fleet deployment only. The
SJPD fleet administrators deploy the vehicles to best achieve the optimum use
and life out of the vehicles.
3.9.3.1.
The marked fleet is currently designated to get 110,000
miles and six years out of each car. To do this, the cars are regularly
rotated from beats that achieve high mileage to areas lower mileage
beats and vice versa.
3.9.4. This administrator uses various reports to try to keep the vehicles within the
appropriate mileage based on the 110k/6 year plan. Mileage is entered by
officers at the electronic city gas pumps when they fill up the vehicles. Currently,
this information is uploaded into RMS and is used to determine whether a
vehicle is on the proper mileage schedule. Adjustments then can be made to
slow or speed up the mileage. Item 3.9.5 below is an example of data that is
kept to compile these reports.
3.9.5.
3.10.
Court Liaison Unit (CLU)
3.10.1.
The Court Liaison Unit (CLU) currently handles all court notices and
subpoenas for police personnel at SJPD.
3.10.2.
There are generally two types of court notices for sworn personnel: Court
notices with an appearance date that is for mandatory appearance such as a
preliminary hearing or for motions. There are also court notices notifying officers
of a scheduled felony or misdemeanor trial.
3.10.3.
Generally these notices are not mandatory for appearance, and officers
can choose to be on “telephone standby.” This means that they can provide
information to the district attorney to be reached when a hard date or time is
finalized
3.10.4.
Notices are generated by the Santa Clara District Attorney’s Office. They
are a result of criminal cases being tried in California Superior Court in Santa
Clara County court rooms.
3.10.5.
District Attorneys request officers to be notified for appearance as a
witness in those cases as they make their way through the criminal justice
system.
3.10.6.
The court notices are printed and sent by courier to SJPD. They are
received by CLU and entered into a Filemaker Pro database that was
configured in-house.
3.10.7.
Once the notice is entered it is put in the specific patrol sergeant’s box
that supervises that officer. The sergeant is responsible for serving the officer
with the notice by signing his name to the notice. The officer signs his notice,
and states whether he can appear or not. He must also provide a reason why
he cannot attend court, agree to telephone standby and provide his days off.
The officer must provide the best phone numbers to reach that officer. The
officer then drops it in a box in the report writing room.
3.10.8.
A representative from CLU picks up the notices regularly and records
whether or not the officer agrees to appear. The notices are then couriered
back to the District Attorney’s office where the attorney trying the case is
notified.
3.10.9.
Sample of Current Court Notice:
4 SOFTWARE REQUIREMENTS
4.1. The software must support all current popular web-browsers adhering to HTML 4.0 (or
greater) industry standards while maintaining current security protocols used for
transferring sensitive data between a web server and a browser (e.g. SSL).
4.2. As mentioned above, the current system is an in-house standalone system utilized
only by BFO. As such, the system does not allow for effective use of the system or its
data throughout the Department. Required functionality includes:
4.3. System must be able to support up to 2,000 concurrent users involving a wide range of
roles, duty assignments, shifts, work hours, start/end times, etc.
4.4. System must support a shift bid function as identified in the Statement of Work.
4.5. System must be hosted within the State of California. Redundant servers may reside
outside California.
4.6. System must allow for web access to utilize the most up to date user personal
information.
4.7. System must not require add-ons for browsers such as ActiveX controls.
4.8. Data packets must be small enough to refresh quickly in a 3G mobile environment.
Mobile interface must be compatible with leading cell phone browsers or have an
application available for smartphones including but not limited to iPhones and Android
phones.
4.9. The City seeks information from proposers as to how their solutions manage web
browser sessions. Management must include a notification if a web connection is lost,
if the software has the capacity to work offline, and a description of how frequently data
is autosaved.
4.10.
Outside agencies require encrypted information between software clients and
server systems. The proposed solution must comply with the Department of Justice’s
security standards, which currently is 256 bit encryption. We expect software providers
to provide standard encryption between client(s) and sever applications.
5 FUNCTIONAL REQUIREMENTS
This section summarizes each of the areas in which the City has identified and articulated
specific functional requirements. Attachment B, Product Functional & Services
Requirements Response Form, provides the detailed description of each functional
requirement that the City of San José perceives to be important for functionality in a range
of areas, each of which is documented in a separate sheet within the Excel file.
5.1. Bureau of Field Operations needs:
5.2. Rostering and Work Assignment - SJPD would like this module to complete the
following tasks:
5.2.1.1.
Store and edit personal biographical information including
name, address, phone, email, etc.
5.2.1.2.
Store and edit personnel and work history information
including date of hire, seniority, assignments, skills, training, etc.
5.2.1.3.
Store and edit locker assignment information.
5.2.1.4.
Administrator-configured message system for use.
5.2.1.5.
Required periodic validation of user personal information.
Time period to be configured by administrators.
5.2.1.6.
Scheduling:
5.2.1.7.
set limits.
Dynamic allocation of granted of time off per administrator-
5.2.1.8.
Rule based minimum staffing calculations. By percentage
or hard numbers. Administrators must be able to override.
5.2.1.9.
Automated alerts regarding staffing levels to administratorset personnel.
5.2.1.10.
Accomplish and hold accountable shift trades with
administrator-set rules.
5.2.1.11.
denied.
Auditing of all time off requests, including those that are
5.2.1.12.
Customization of skill required to fill certain positions.
5.2.1.13.
Track and separate reportable FMLA leave.
5.2.1.14.
Reserve hold of time off allowed that may be released
according to administrator-set schedule.
5.2.1.15.
Watchlist Management:
5.2.1.16.
Create a listing of personnel assigned to a watch
(“watchlist”) for each watch, each day.
5.2.1.17.
Allow personnel to be moved within, added to, or removed
from the watchlist.
5.2.1.18.
Auto-fill function for relief personnel based upon userdesignated assignment preferences, seniority, skills, and administratorset attributes.
5.2.1.19.
Ability to individually add personnel to a watch beyond
regularly-scheduled personnel.
5.2.1.20.
Ability to finalize or lock a watchlist preventing any
additional modification.
5.2.1.21.
Print capabilities allow for multiple paper sizes including
letter, legal and tabloid and duplex printing.
5.2.1.22.
Watchlist report must contain the following information
listed on the front page of a 8.5 by 14-inch piece of paper. Date, Watch,
Day of year, Week number, Each Division, Lieutenants of each division,
16 districts (minus airport) listed under those divisions. Each patrol team
number and district name, with work days. Supervisor of those teams
must be listed with officers underneath. All names must have call sign,
badge number, and skills associated.
5.2.1.23.
The back of the same report must contain officers assigned
to the main lobby/preprocessing. Long term absences, absences allowed
and absences denied will be listed. Unassigned relief officers will be listed
followed by Skill Codes key. There will be a heading titled Notes with who
Roll Call Sgt, Briefing Sgt, Garage Sgt and Report Review Sgt are.
5.2.1.24.
Shift and Vacation Bid
5.2.1.25.
Real-time bid process to determine work assignment for a
shift based upon seniority, skill, and administrator-set rules. Then, the
system should allow you to complete your vacation bid.
5.2.1.26.
Remote access to the shift bid process.
5.2.1.27.
Administrator-set bid times and length of bid window.
5.2.1.28.
process.
Administrator-set limits on vacation availability during bid
5.2.1.29.
Administrator override for assignment, addition, or removal
of personnel during the bid process
5.2.1.30.
Holiday Bid - The City asks the Proposer to develop a
solution through its bid software that accomplishes an electronic Holiday
Bid process.
5.3. Communications needs:
5.4. The proposer must have an online bidding component to facilitate bidding for multiple
schedules including starting times, overlapping shifts and in increments down to 15
minutes. Additionally, the bid will facilitate work shift; then vacation bidding for days off
during the six-month shift.
5.5. An administrator must have the ability to change the watches and shifts for the next 6month bid. Administrators must additionally be able to add or subtract positions for staff
movement at any time during the six-month rotation.
5.6. The scheduling software must be able to accommodate schedules of various days and
hours. It must be able to accommodate part-time hours (reduced workweek).
5.6.1.
It must be built to accommodate multiple shifts and allow for
administrators to move assignments within a single shift.
5.6.2.
The software should automatically populate the schedule, down to
individual assignments.
5.6.3.
The proposed solution must allow for ASU to post available overtime,
both pre-scheduled and last minute, and to send notification to the
corresponding job classifications.
5.6.4.
An employee can request to fill the spot through the system if they
possess the needed skill set.
5.6.5.
The system should suggest award of the spot based upon seniority and
equitable distribution of overtime.
5.6.6.
ASU personnel can then make final approval of who will be awarded the
spot.
5.6.7.
When an employee is selected, they must receive notification.
5.6.8.
Proposer must be able to replicate the same holiday bid process as
officers in BFO patrol.
5.6.9.
For last-minute overtime spots, the system must award in accordance
with Communications existing policies and utilize telephony (IVR) for outbound
notifications.
5.7. Interfaces
5.8. The City expects the Contractor to support two key interfaces as part of this project.
The following section will describe each of the systems with which an interface is
required.
5.9. Proposers will be asked below to respond specifically regarding how and when the
exchanges would be implemented over the course of the project rollout.
5.10.
The systems for which interfaces are specified are currently considered
disparate databases and not linked together other than residing on the internal SJPD
network.
5.11.
Required Interfaces:
5.11.1.
Ability to export / import variety of files:
System
Description/Proposer
Misc. systems which track current SJPD assignments for
the service of subpoenas, secondary employment
assignment approvals, range and training tracking.
Description of Exchange
This will be a two-way export of information from RMS
various databases primarily when SJPD employees
change their personal information (name, address,
martial status, etc.) through the City’s web interface to
PeopleSoft. These various databases include subpoena
management, changes in work assignments, training, etc
(refer to Attachment B for additional details).
Technical Information
SQL and other common file formats.
5.11.2.
PeopleSoft
System
Description/Proposer
Oracle
Description of Exchange
This will be a two-way flat file transfer of information from
PeopleSoft to the RMS when SJPD employees change
their personal information (name, address, martial status,
etc.) through the City’s web interface to PeopleSoft.
Technical Information
Service Oriented Architecture. RMS must be able to read
updates in PeopleSoft and update the RMS personnel
module accordingly. The update from PeopleSoft runs at
20 minute intervals daily.
5.11.3.
Interface Questions for Proposers
5.11.3.1.
Proposers must provide general background information
regarding their approach to writing interfaces, including compliance with
justice exchange standards such as the Global Justice XML Data Model
and the National Information Exchange Model.
5.11.3.2.
Proposers must describe their overall approach to writing
exchanges and whether and how the process and methodology can be
transferred to SJPD staff, so that they may write their own exchanges in
the future.
5.11.3.3.
Proposers must articulate if they have interfaced with any
of the above mentioned systems.
5.11.3.4.
Proposers must articulate specifically how and when each
exchange will be implemented in the overall system
rollout/implementation.
5.11.3.5.
Proposers must identify, by interface, the costs associated
with implementing the exchange. The required Cost Proposal in
Attachment C provides separate spaces so that the costs for both types of
interfaces can be estimated separately.
5.12.
Operations Support Services Division and Bureau of Investigations desired
functionality:
5.12.1.
They desire functionality similar to what is being proposed for
Communications and BFO. They would like the Proposer to provide solutions
that fit their workflow as described in Statement of Work in this RFP.
5.13.
Training Unit
5.13.1. Training Unit staff in coordination with BFO Admin should have the ability
to look at staffing over the six-month period, prior to the beginning of each shift
to help them identify when best to schedule training classes. This would reduce
the staffing impact on patrol.
5.13.2. Training Unit Staff should be able to create and post trainings within the
scheduling software. They must also be able to edit class characteristics after
it’s posted for compliance.
5.13.3. The Proposer must be able to make the current sign up process an
electronic process. The amount of space available in each class should be
posted and available to officers to sign up on their own as their schedule allows
during their regularly scheduled shift. This process will allow for a highcompliance rate and reduce the amount of no-shows or class changes.
5.13.4. Non-mandatory training should be posted in the same manner so that
officers can sign up during their regular shift.
5.13.5. If an officer reschedules a mandatory training, notification shall be sent to
the officer’s immediate supervisor.
5.13.6.
If the classes are during a regular shift, the times will automatically be
reflected on the Watchlist and on the officer’s personal calendar.
5.13.7. The system should also remind officers 48 hours prior to their scheduled
class.
5.13.8. Automatic reminders for expiring skill sets (e.g. firearms qualifications)
must be sent to officers 60 days, 30 days and 24 hours prior to expiration.
5.13.9. There must also be a mechanism to automatically notify non-compliant
officers and their chain of command. This mechanism should begin with the
immediate supervisor notification and escalate to the officer’s respective
Lieutenant after an additional timeframe has passed.
5.13.10. Reports
5.13.10.1.
The system must create ad-hoc reports monitoring skill sets that
must be continually updated.
5.13.10.2.
It must also identify non-compliance issues for ad-hoc reporting to
Training Unit staff and BFO Admin.
5.14.
Secondary Employment Unit
5.14.1.
Job Scheduling
5.14.2. Select staff can create a secondary employment event and staff it,
naming number of officers, where it is, for whom (with their social security
number), and its duration. The system must not allow officers on disability,
leave of absence etc. to be eligible to sign up for events.
5.14.3. The job opportunity should be available on all users’ homepage for 24
hours where they can schedule it or request to work the event.
5.14.4. Additional criteria (i.e. language requirements) can be included in the
event creation by the SEU Administrator.
5.14.5. Administrator should also have the ability to self-select officers for certain
details, over-riding the auto notification and posting process.
5.14.6.
All users will receive notification of job postings.
5.14.7.
Users can respond to job posting.
5.14.8. Responses will be prioritized based on the number of jobs previously
assigned within a designated timeframe.
5.14.9. An SEU Administrator can view the event and make the final selection of
officers to fill the available slots.
5.14.10. Selected officers will receive a notification then electronically
acknowledge that they have accepted the job.
5.14.11. A record of other respondents must be maintained in priority order in
case SEU Administrators need to fill additional or last minute spots.
5.14.12. Tracking
5.14.13. The system must be able to track jobs, duration, how many spots were
available, when it occurred and who the client was.
5.14.14. Recording of number of officer cancellations after they’ve been confirmed
for an event.
5.14.15. Officer Eligibility or skills
5.14.16. Must have administrator defined skills in the rostering section of the
program to make an officer eligible to work secondary events, such as
probationary status, supervisor,
5.14.17. Language or specific skills as identified for the event.
5.14.18.
Ability for administrators to track valid secondary employment insurance.
5.14.19. Reports - SEU administrators must be able to create adhoc reports that
include the following on a monthly and annually:
5.14.20. Must be able to query or generate a report on individual officers, each
job, and total hours secondary employment worked or worked during a certain
time frame.
5.14.21. Number of jobs staffed
5.14.22. Number of officers who get assignments
5.14.23. Total number of hours worked
5.14.24. Hours worked broken down by officer
5.14.25. Total amount of money paid out to all officers
5.14.26. Number of valid work permits in the Department
5.14.27. Cost analysis/projection
5.14.28. Must be able to generate a report for a potential event employer on what
staffing an event would cost
5.14.29. Must be able to generate a final invoice to the event employer with their
social security number and broken down by officer.
5.14.30. We must also have the ability to redact the social security number on an
as needed basis.
5.14.31. Electronic approval of work permit
5.14.32. Must be able to develop a form that contains information related to the
SJPD work permit. The form must be able to be electronically sent to eligible
stakeholders for appropriate approval.
5.14.33. Tracking off duty employment
5.14.34. Must be able to have users enter information into an additional form or
set of fields for tracking off-duty employment. These fields must be able to be
queried and reported upon.
5.14.35. Off-duty job assignment
5.14.36. A way to assign jobs randomly to a selected group or by administrator
set requirements
5.14.37. Administrators must have the ability to cancel jobs.
5.14.38. Notifications
5.14.39. Reminder to fill out the Tracking sheet biweekly, in line with the City’s
payroll calendar
5.14.40. 30 day notification to an individual before annual expiration of their work
permit
5.14.41. Job selection
5.14.42. 24-hr reminder of assigned job
5.15.
Fleet deployment
The proposer’s solution must contain the following:
5.15.1. A module to track fleet roster and beat assignment. The fleet roster must
have entry fields for: make, year, VIN, license plate, in-service date, mileage,
beat, if it is a supervisor car, remarks field, beat/or personal assignment if
unmarked, person assigned to, bureau person is assigned to, parking space,
service date and what special equipment is on the vehicle beyond normal build
up such as License Plate Reader, FLIR etc.
5.15.2. Mileage history - Must keep running history of mileage at a certain point
in time through data transfer from Versaterm or other another system. Must
have ability for administrator to change mileage.
5.15.3. Fleet reports - Must be able to produce two different reports regarding
fleet, pulling form the information above. Must have a mileage averaging
function to track service life expectancy based on a six year/110k service life.
Must be able obtain a master report which would include assigned vehicle
number, vehicle assignment and assigned parking spot.
5.15.4. The vehicle assignment and parking space should be represented on the
officer’s homepage as well as a report generated periodically by the fleet
administrator.
5.15.5. Must have different report queries to separate reports by vehicle number,
supervisor vehicles, marked police vehicles, unmarked police vehicles, covert
vehicles, special purpose vehicles, etc.
5.15.6. Must be able obtain a master report which would include assigned
vehicle number, vehicle assignment and assigned parking spot. Other reports
must include: Ability to search for vehicles via assigned number or license plate.
Ability to gather information and print out vehicle assignment sheet for Day shift,
Swing shift, Mid shift, Pool and specialty vehicles (Pool, DSU).
5.16.
Court Notices
5.16.1. Court notices will be an electronic process receiving files from the District
Attorney’s office with notices and responding back with responses to those
notices.
5.16.2. Schedule and ability to notify users on their homepage of court notice.
Must be able to have user accept and acknowledge court and state whether
they can appear or not. They must be able to provide an explanation why they
can’t attend on that date, or if applicable accept telephone standby.
5.16.3.
System must send alert to supervisors and court liaison coordinator
upon acceptance or declining court notice. There must also be a comments
section on form for officers to respond to the notice for alternate dates or times.
There must be a “return to duty date” provided by the officer on the notice if
declined.
5.16.4. Accepted notice on calendar - An entry of expected court appearances
should be automatically entered on the user’s homepage calendar. There
should also be an option to have reminder notices sent via text or email to the
user at defined intervals.
5.16.5. Differentiation for court trials and hearings-There should be an
administrator defined designation for mandatory court or merely notification that
a case is scheduled for trial. Preliminary and motion hearings generally have a
hard date to appear, court trials do not.
5.16.6. Designated CLU personnel will have access to officer’s regular work
schedule
5.16.7. There must be a report generated by CLU staff that will be real time
showing open court notices, declined court notices and those that have been
accepted. This query should also have the function to look at various time
frames (e.g. 1, 5, 10, 15 days)
5.16.8. The report should be generated with a visual cue for those open case
notices, such as in red on color monitors or color printers.
5.16.9. There must be a mechanism for CLU to hand enter notices and send
them. There must be a function to resend notices by CLU.
6 PROJECT MANAGEMENT & IMPLEMENTATION SERVICE
6.1. Description
6.1.1. The City recognizes that the implementation of the complete Shift Bid and
Workforce Scheduling solution is a major undertaking that requires significant
planning as well as comprehensive project management. This project
management shall be the responsibility of the Proposer, who will be the prime
contractor for the project.
6.1.2. The Proposer shall describe the means and procedures to be employed to
ensure compliance with project deadlines. The Proposer shall also describe the
project management tools to be used to assist the Project Manager in adhering
to deadlines and tracking the progress of the project by primary task and all
associated sub tasks. Included in the Proposer’s response shall be a detailed
Project Plan that includes at a minimum the following level of detail:
6.1.2.1.
end dates;
Detailed listing of all tasks to be performed with begin and
6.1.2.2.
Identification of roles and qualifications for personnel
assigned to perform each task;
6.1.2.3.
Clearly defined Proposer and City of San José
responsibilities;
6.1.2.4.
Identification of dependent tasks; and
6.1.2.5.
Critical milestones and deliverables
6.1.2.6.
One of the stated objectives of this project is to implement
these new systems in such a way that will maximize the benefits of the
new technologies for SJPD staff in a way that minimizes the disruption of
day-to-day policing activities.
6.2. Phased Implementation Strategy
6.2.1. Phase 1:
6.2.1.1.
After signoff on the design document, the City expects the
Contractor to begin implementing the BFO Scheduling and watchlist module.
The purpose of this phase addresses the immediate need to replace a nonsupported shift scheduling and watchlist program. This phase will most likely
require the following components:
6.2.1.2.
Scheduling and time off administration. The goal of the first phase
is to be functional to the point of the current system. Administrators should be
able to enter and monitor time off requests, whether short or long term.
6.2.1.3.
A daily watchlist report for the three watches should be generated
by a watch sergeant to record who is working that day on a particular watch. All
entries at this point will be by administrators through traditional mechanisms.
6.2.1.4.
Hole days fall on a patrol team’s first or last day of work, every
other week. The hole day is an overlap day where officers and sergeants are
assigned to vacancies throughout the Watchlist by the Watch List Sergeant
creating the Watchlist in Access.
6.2.1.5.
When these modules are functioning properly, training will be
provided to all users on the self-service aspects of the database. This
functionality will be implemented after BFO patrol personnel are trained. They
will then be able to request Vacation and compensatory time off. They will see
their schedule reflected on their homepage and gain familiarity with the use of
the system.
6.2.1.6.
Because the bid portion of the system is only used three times a
year (two patrol bids and a vacation bid) this can be tested and incorporated
during the normal use of the system. This functionality would be used at the
next scheduled patrol bid to complete the first Phase. This functionality could be
pushed or concurrent with pieces of Phase 2.
6.2.1.7.
All management and BFO reports should be finalized. Additional
reports identified should be constructed.
6.2.2. Phase 2:
6.2.2.1.
Workforce Scheduling
6.2.2.2.
Communications Shift Bid
6.2.2.3.
Interface implementation with Versaterm
6.2.2.4.
OSSD & BOI Shift Bid & Scheduling
6.2.3. Phase 3 – Optional – this phase is desired by the City; however, further
research into these areas will be required. The functionality is needed but the
City will need to develop funding solutions first and priorities may change after
the implementation of Phase 1 and 2.
6.2.3.1.
Training schedule and compliance implementation.
6.2.3.2.
Secondary Employment implementation
6.2.3.3.
Fleet Deployment
6.2.3.4.
Court Liaison Unit Notification System
6.2.3.5.
City assumes there will be an incremental/staged approach to
implementing the system; therefore, considerable caution must be paid in
creating an efficient rollout strategy. The strategy must be balanced so as to
not extend the project for an extended period but with the recognition that the
core efficiencies promised through a new Shift Bid and Workforce Scheduling
system require all components to be installed to maximize the value of the
agency’s investment.
6.2.3.6.
The City would like Proposers to present their suggested roll-out
strategy in similar terms, but would also request Proposers articulate any
concerns with this approach, as well as alternative implementation strategies
that meet the overall objectives.
6.3. QUESTIONS FOR PROPOSERS – PROJECT MANAGEMENT AND
IMPLEMENTATION
In addition to articulating how the Proposer will meet the requirements articulated above,
the City would like Proposers to respond to the following questions regarding
implementation and rollout of the Shift Bid and Workforce Scheduling system.
6.3.1.1.
What is a realistic roll-out/implementation strategy from your
perspective? What is your expected timeline for the completion of this project?
6.3.1.2.
What are the specific stages/increments you propose?
6.3.1.3.
Overall, what is your estimate for staff involvement for developing
final specifications, testing, and training for each stage of your rollout strategy?
6.3.1.4.
What impacts will an incremental roll-out have on concurrent use
of the old and new shift bid and workforce scheduling systems?
6.3.1.5.
What type of resources, is the Contractor proposing and why?
6.3.1.6.
What level of involvement will specific Contractor team members
have over the course of the project?
6.3.1.7.
How long will the totality of the project take and what is the
duration for each stage/increment?
7 TESTING
7.1. Description of Testing
7.1.1.1.
The Contractor will be required to conduct a series of testing
activities in support of the SHIFT BID AND WORKFORCE SCHEDULING
SYSTEM implementation, including test plan development, system tests, and
acceptance test activities. The following section will highlight the contractor
requirements in this area.
7.1.1.2.
The Contractor must develop a comprehensive set of test plans
with input from City staff. The test plans must include unit level tests, a system
test for SHIFT BID AND WORKFORCE SCHEDULING SYSTEM, a system test
for Shift Bids, and a final and overall test of how the system components work
together. The unit tests will occur on each major module of the system and the
interfaces for each system, as articulated below. The unit tests must thoroughly
test all features and functions of each specific component and will require final
acceptance by the City.
7.1.1.3.
The system test for the SHIFT BID AND WORKFORCE
SCHEDULING SYSTEM will be a comprehensive test of all of the modules and
their integration. This test will address internal exchanges and assess the
availability of key information from one module within another module (the
availability of an employee’s personal information for example). It will also
address the key interfaces required by the Contractor between the SHIFT BID
AND WORKFORCE SCHEDULING SYSTEM and other important information
systems. Likewise, the system test will also address any internal exchanges
but most importantly address how successfully the system pulls employee
information from PeopleSoft and reports information to the RMS.
7.1.1.4.
The final acceptance test will be a comprehensive test, involving
SJPD personnel, of all components within the system and their integration, by
the following stages:
7.1.1.5.
Site Acceptance Test (SAT). Will be performed at the City and will
include the testing of all required interfaces as well as application functionality
on the City’s computer equipment. SAT will be complete when all application
deficiencies discovered during the testing have been corrected and re-tested to
ensure they have been properly corrected.
7.1.1.6.
Operational Performance Test (OPT). Will be conducted with the
application in production use at the City and will be part of the final acceptance
plan. OPT will be complete when the application has been in production for a
period of 30 continuous calendar days without any Priority 1 deficiencies. Upon
the repair of any Priority 1 deficiency, the 30 continuous calendar day testing
will reset to day one. Priority 2 & 3 deficiencies discovered during the testing will
have been fixed and re-tested to ensure they have been properly corrected, or
a mutually agreed to plan exists for their correction.
7.1.1.7.
The OPT category definitions are as follows:
7.1.1.8.
Priority 1. A critical system function does not work. Alternate
operator or processing procedures are not available or practical to enable the
system to continue working.
7.1.1.9.
Priority 2. One or more system functions partially do not work.
Alternate operator or processing procedures are available that enable the
system to continue working.
7.1.1.10.
Priority 3. Minor imperfections or City preferences items that do
not materially affect the operation of the system.
7.1.1.11.
Priority 4. Functions identified by City staff that performs as
specified but that City staff would like to change.
7.1.1.12.
Field Testing will be conducted by BFO personnel and will be part
of the final acceptance plan. Field testing will take place for a one week period
upon successful completion of the OPT.
7.1.1.13.
Field Testing SHIFT BID AND WORKFORCE SCHEDULING
SYSTEM. Will be conducted by OSSD personnel and will be part of the final
acceptance plan. Field testing will take place for a one week period upon
successful completion of the SHIFT BID AND WORKFORCE SCHEDULING
SYSTEM OPT.
7.1.1.14.
QUESTIONS FOR PROPOSERS – TESTING
7.1.1.15.
In addition to articulating how the Proposer will meet the
requirements articulated above, SJPD would like Proposers to respond to the
following questions regarding testing of the SHIFT BID AND WORKFORCE
SCHEDULING SYSTEM project:
7.1.1.16.
Describe the methodology that your firm uses for unit, system,
and comprehensive testing as outlined above. What sort of time commitment do
you anticipate for staff involved in the testing process? Please articulate
specific time commitments for each phase of testing outlined above.
8 DATA CONVERSION
8.1. Data Conversion Discussion
SJPD wishes to engage the Proposers in a discussion about best practice for data
conversion and permanent maintenance of data in the current SHIFT BID AND
WORKFORCE SCHEDULING SYSTEM. The current system has not been adequately
maintained. SJPD wishes to ensure compliance with retention requirements while
continuing to have access to data with value. To the greatest extent possible, all fields in
the current SHIFT BID AND WORKFORCE SCHEDULING SYSTEM should be available
when such converted data is recalled. SJPD understands that this limited approach to
data conversion may require it to operate modules in both the old and the new RMS
concurrently for a period of time. Please provide a description of the advantages and
disadvantages of data conversion of current data.
8.2. QUESTIONS FOR PROPOSERS – DATA CONVERSION
8.2.1. Describe your firm’s experience with and approach to data conversion.
8.2.2. Discuss any alternative strategies to data conversion
9 TRAINING
9.1. General Training
9.1.1. The City requires a mix of Train-the-Trainer and Contractor supplied training to
the end users of the system upon initial deployment. Training facilities will be
provided by the City.
9.1.2. The Contractor shall provide train-the-trainer courses on the system to ensure
that all available features and functions are covered. The SJPD Training Team
will then be responsible for the sustainability of the training program and for any
updates.
9.1.3. All technical training, such as system administrator and programmer training,
shall be provided by the Contractor, as well as all management level training.
Requirements for each of type of training are as follows:
9.1.4. Proposer provided training. The Proposer will be required to conduct the first
round of SJPD wide training for all users.
9.1.5. Train the trainer. This training will include in depth training on each module,
providing a general understanding of the function of each module as well as the
interaction between the modules and the Operating System. It should also
include the system administrator training topics defined in detail below. It will
also include basic information about adult learning, facilitation skills, and
effective knowledge transfer.
9.2. System Administrator
9.2.1. This training must also provide information for system administrators in
configuring the system to user preferences and provide an in-depth
understanding of the configuration options available to users. This module must
provide guidance to participants in the following areas: performing routine
audits of systems and software; performing backups; adding, removing, or
updating user account information; and troubleshooting basic problems.
9.3. Technical training
While San José requires the Contractor to provide for ongoing support, there is still a need
for local technical support training. The City support staff will require the necessary
training for supporting SJPD and therefore must be a part of the technical support training.
The following specifies the technical training that will likely be required.
9.3.1. The Contractor must provide a thorough training program for technical support
personnel in the performance of all required system problem analysis, tuning,
and maintenance programming.
9.3.2. The training program should include detailed instructions on the software
modules developed by the Contractor.
9.3.3. This training is for information technology personnel from the SJPD’s IT staff
which are in the Systems Development Unit (SDU) and have technical
information system backgrounds. The technical support staff training shall
include, but not be limited to, the following:
9.3.3.1.
Security Training: This training should provide the system
support staff with information about security system deployment and how
to ensure the maintenance of appropriate access to screens and data. It
must include security-audit program operation and other oversight
operations.
9.4. OTHER TRAINING
9.4.1. Management Training: The purpose of the management training is to
familiarize the managers with the types of data captured by these systems, how
to query the data, and the reports are available. This will include the SJPD
Deputy Chiefs, the heads of all of the Bureaus and Units, as well as
Administrative Departments within SJPD. We will need the curriculum from the
proposer and a train-the-trainer session(s); however, SJPD will conduct the
training internally.
9.4.2. Training Materials: The Contractor must provide all training materials for all
levels of training including an electronic copy for future which can be
reproduced for future trainings.
9.4.3. Training Equipment: The Contractor will provide the SJPD Training Team
specific instructions on classroom and equipment needs at least one month
prior to the commencement of training.
9.4.4. Training Facilities: Contractor will work with the SJPD Training Team to set-up
the training room and any special databases related to maximizing the training
experience.
9.4.5. The Contractor will work with the SJPD Training Team to test all equipment a
minimum of one day prior to the scheduled training.
9.5. QUESTIONS FOR PROPOSERS – TRAINING
9.5.1. Please provide examples of your training materials as part of your response to
this RFP.
9.5.2. The Contractor will provide a training plan identifying the minimum number of
training hours that will be provided as a part of the base package. The plan will
identify the actual training hours and describe the size of assumed skill levels of
each group. The courses should indicate whether the location would be onsite
and/or offsite training (the City has some onsite training facilities).
9.5.3. The Contractor will provide cost information for additional training that is
available. Please make sure that all costs totals are also included on the Cost
Proposal Form, Attachment C.
10 WARRANTY, SUPPORT & UPGRADES
10.1.
The City requires that the Contractor provide support beyond the initial rollout
period.
10.2.
The City requires the Contractor to provide 24-hours day, 7-days a week
support for the software application. This support must consist of an on-call person or
center where problems can be reported and immediate help is available.
10.3.
While the City is expecting a fully hosted system, should the proposer’s solution
require a separate server to be located at SJPD, then the City requires the Contractor
either provides 24-hours a day, 7 days a week support for hardware or to release any
hardware related service agreements depending on the arrangements for on-going
hardware support. In the event of a hardware failure, replacement parts and technical
support must be on-site within four (4) hours.
10.4.
The City will require the Contractor to supply all software upgrades to the SHIFT
BID AND WORKFORCE SCHEDULING SYSTEM operating software at no charge for
the life of the system as long as there is a valid subscription agreement in place. In
addition, as the hardware and operating software for the applications are upgraded,
the City will require the SHIFT BID AND WORKFORCE SCHEDULING SYSTEM to be
modified to ensure the software works with the upgraded operating system. SJPD
currently is running Windows XP with Internet Explorer. Once the systems are
installed, new source code must also be provided whenever the Contractor provides
software updates to their system.
10.5.
City will also require the Contractor to install global patches to the software as
the Contractor discovers them with other agencies.
10.6.
The solution provider must maintain archival and storage retention that meets
city data retention policy concerning personnel information. Specific rules regarding
police data an personnel retention rules can be found at:
http://www.sanjoseca.gov/openGovernment/files/City%20of%20San%20Jose%20Reco
rds%20Retention%20Schedule.pdf
The solution provider must maintain data backups, onsite and hardened offsite
10.7.
facilities and/or services. Full data backups must be done and exported and
accumulated at offsite facilities to maintain continuity of data and for archival purposes.
10.8.
QUESTIONS FOR PROPOSERS – WARRANTY & SUPPORT
10.8.1.
The Proposer must specify in detail its support plan for the solution
during the initial term of this agreement.
10.8.2.
What is the anticipated response time to queries, data validations, and
data entry based upon the proposed environment?
10.9.
EXIT STRATEGY
10.9.1.
The City will own the data contained in the system and upon termination
of an agreement, Contractor shall agree to provide all data to the City using a
“Full Oracle Database Export.” Or City specified format.
10.9.2.
At the termination of an agreement for hosting services, all data at Contractor’s
facilities shall be purged once City determines that it has satisfactory copies of the data.
ATTACHMENT B
PRODUCT FUNCTIONALITY & SERVICES REQUIREMENTS RESPONSE FORM
This matrix has been developed to allow the Proposer to ensure they have met all of the
requirements outlined in the Statement of Work as described in the RFP. For each
requirement listed below, place an X in the box that most closely describes how your product
meets the categories listed in this form. Additional narrative information should be added
where appropriate. Any cost estimates included must also be listed in Attachment C: Cost
Proposal Form.
Column 1: Column 2:
(R)
Phase
Required
(D)
Desirable
SYSTEM DELIVERY
OPTIONS
1.1 Be provided as a hosted,
web-based secure service and
have a web-based interface for
remote users to securely
accomplish time-off requests,
shift bid and vacation requests.
The service shall be hosted,
managed and maintained offsite by the vendor as a service.
1.3 SJPD requires that the
workstations should not have to
be upgraded for this project
and that the Proposer provides
a solution which is not
dependent upon a particular
operating system (OS).
R
1
R
1
Column 3:
Product
Provides
Function With
No
Customization
(included in
initial cost
quoted)
Column 4:
Product
Provides
Function With
Minimal
Customization
(Explanation
and cost
estimate
Required)
Column 5:
Product Will
Not Provide
Function
Without
Extensive
Customizatio
n and/or
Third-Party
Software:
(Explanation
and cost
estimate
Required)
Column 6:
Product
Will Not
Provide
Function
Column 7:
Detailed
Explanation: (Use
of additional
response
documents is
allowed but must
reference specific
category number.)
Column 1: Column 2:
(R)
Phase
Required
(D)
Desirable
SOFTWARE REQUIREMENTS
4.1 Support all current popular
web-browsers adhering to
HTML 4.0 industry standards
while maintaining current
security protocols used for
transferring sensitive data
between a web server and a
browser (e.g. SSL). Please list
supported browsers.
4.3 System must be able to
support up to 2,000 concurrent
users involving a wide range of
roles, duty assignments, shifts,
work hours, start/end times,
etc.
4.4. System must support a
shift bid function as identified in
Section 1 of the RFP.
4.5 System must be hosted
within the State of California.
Redundant servers may reside
outside California.
4.6 System must allow for Web
R
1
R
1
R
1
R
1
R
1
Column 3:
Product
Provides
Function
With No
Customizat
ion
(included in
initial cost
quoted)
Column 4:
Product
Provides
Function
With Minimal
Customizati
on
(Explanation
and cost
estimate
Required)
Column 5:
Product Will
Not Provide
Function
Without
Extensive
Customization
and/or ThirdParty Software:
(Explanation
and cost
estimate
Required)
Column 6:
Product Will
Not Provide
Function
Column 7:
Detailed
Explanation:
(Use of
additional
response
documents is
allowed but must
reference
specific category
number.)
Column 1: Column 2:
(R)
Phase
Required
(D)
Desirable
access to utilize the most up to
date user personal information.
4.7 System must not require
R
1
add-ons for browsers such as
ActiveX controls.
4.8 Data packets must be small R
1
enough to refresh quickly in a
3G mobile environment.
Mobile interface must be
compatible with leading cell
phone browsers or have an
application available for cell
phones.
4.10 Outside agencies require
R
1
encrypted information between
software clients and server
systems. The current minimum
is 256 bit encryption. We
expect software providers to
provide standard encryption
between client(s) and sever
applications.
FUNCTIONAL REQUIREMENTS
BFO- ROSTERING AND WORK ASSIGNMENTS
5.2.1.1 Store and edit personal R
1
Column 3:
Product
Provides
Function
With No
Customizat
ion
(included in
initial cost
quoted)
Column 4:
Product
Provides
Function
With Minimal
Customizati
on
(Explanation
and cost
estimate
Required)
Column 5:
Product Will
Not Provide
Function
Without
Extensive
Customization
and/or ThirdParty Software:
(Explanation
and cost
estimate
Required)
Column 6:
Product Will
Not Provide
Function
Column 7:
Detailed
Explanation:
(Use of
additional
response
documents is
allowed but must
reference
specific category
number.)
Column 1: Column 2:
(R)
Phase
Required
(D)
Desirable
biographical information
including name, address,
phone, email, etc.
5.2.1.2 Store and edit
personnel and work history
information including date of
hire, seniority, assignments,
skills, training, etc.
5.2.1.3 Store and edit locker
assignment information.
5.2.1.4 Administratorconfigured message system for
use.
5.2.1.5 Required periodic
validation of user personal
information. Time period to be
configured by administrators.
BFO- SCHEDULING
5.2.17 Dynamic allocation of
granted of time off per
administrator-set limits
5.2.1.8 Rule based minimum
staffing calculations. By
percentage or hard numbers.
Administrators must be able to
R
1
R
1
R
1
R
1
R
1
R
1
Column 3:
Product
Provides
Function
With No
Customizat
ion
(included in
initial cost
quoted)
Column 4:
Product
Provides
Function
With Minimal
Customizati
on
(Explanation
and cost
estimate
Required)
Column 5:
Product Will
Not Provide
Function
Without
Extensive
Customization
and/or ThirdParty Software:
(Explanation
and cost
estimate
Required)
Column 6:
Product Will
Not Provide
Function
Column 7:
Detailed
Explanation:
(Use of
additional
response
documents is
allowed but must
reference
specific category
number.)
Column 1: Column 2:
(R)
Phase
Required
(D)
Desirable
override
5.2.1.9 Automated alerts
R
regarding staffing levels to
administrator-set personnel.
5.2.1.10 Accomplish and hold
R
accountable shift trades with
administrator-set rules
5.2.1.11 Auditing of all time off
requests, including those that
R
are denied.
5.2.1.12 Customization of skill
R
required to fill certain positions.
5.2.1.13 Track and separate
R
reportable FMLA leave.
5.2.1.14 Reserve hold of time
R
off allowed that may be
released according to
administrator-set schedule.
BFO- WATCH LIST MANAGEMENT
5.2.1.16 Create a listing of
R
personnel assigned to a watch
(“watchlist”) for each watch,
each day.
5.2.1.17 Allow personnel to be
R
moved within, added to, or
1
1
1
1
1
1
1
1
Column 3:
Product
Provides
Function
With No
Customizat
ion
(included in
initial cost
quoted)
Column 4:
Product
Provides
Function
With Minimal
Customizati
on
(Explanation
and cost
estimate
Required)
Column 5:
Product Will
Not Provide
Function
Without
Extensive
Customization
and/or ThirdParty Software:
(Explanation
and cost
estimate
Required)
Column 6:
Product Will
Not Provide
Function
Column 7:
Detailed
Explanation:
(Use of
additional
response
documents is
allowed but must
reference
specific category
number.)
Column 1: Column 2:
(R)
Phase
Required
(D)
Desirable
removed from the watchlist.
5.2.1.18 Auto-fill function for
relief personnel based upon
user-designated assignment
preferences, seniority, skills,
and administrator-set attributes.
5.2.1.19 Ability to individually
add personnel to a watch
beyond regularly-scheduled
personnel.
5.2.1.20 Ability to finalize or
lock a watchlist preventing any
additional modification.
5.2.1.21 Print capabilities allow
for multiple paper sizes
including letter, legal and
tabloid and duplex printing.
5.2.1.22 Watchlist report must
contain the following
information listed on the front
page of a 8.5 by 14-inch piece
of paper. Date, Watch, Day of
year, Week number, Each
Division, Lieutenants of each
division, 16 districts (minus
R
1
R
1
1
R
R
1
R
1
Column 3:
Product
Provides
Function
With No
Customizat
ion
(included in
initial cost
quoted)
Column 4:
Product
Provides
Function
With Minimal
Customizati
on
(Explanation
and cost
estimate
Required)
Column 5:
Product Will
Not Provide
Function
Without
Extensive
Customization
and/or ThirdParty Software:
(Explanation
and cost
estimate
Required)
Column 6:
Product Will
Not Provide
Function
Column 7:
Detailed
Explanation:
(Use of
additional
response
documents is
allowed but must
reference
specific category
number.)
Column 1: Column 2:
(R)
Phase
Required
(D)
Desirable
airport) listed under those
divisions. Each patrol team
number and district name, with
work days. Supervisor of those
teams must be listed with
officers underneath. All names
must have call sign, badge
number, and skills associated.
5.2.1.23 The back of the same
R
report must contain officers
assigned to the main
lobby/preprocessing. Long term
absences, absences allowed
and absences denied will be
listed. Unassigned relief
officers will be listed followed
by Skill Codes key. There will
be a heading titled Notes with
who Roll Call Sgt, Briefing Sgt,
Garage Sgt and Report Review
Sgt are.
BFO- SHIFT AND VACATION BID
5.2.1.25 Real-time bid process R
to determine work assignment
for a shift based upon seniority,
skill, and administrator-set
1
1
Column 3:
Product
Provides
Function
With No
Customizat
ion
(included in
initial cost
quoted)
Column 4:
Product
Provides
Function
With Minimal
Customizati
on
(Explanation
and cost
estimate
Required)
Column 5:
Product Will
Not Provide
Function
Without
Extensive
Customization
and/or ThirdParty Software:
(Explanation
and cost
estimate
Required)
Column 6:
Product Will
Not Provide
Function
Column 7:
Detailed
Explanation:
(Use of
additional
response
documents is
allowed but must
reference
specific category
number.)
Column 1: Column 2:
(R)
Phase
Required
(D)
Desirable
rules. Then, the system should
allow you to complete your
vacation bid.
5.2.1.26 Remote access to the
shift bid process.
5.2.1.27 Administrator-set bid
times and length of bid window.
5.2.1.28 Administrator-set limits
on vacation availability during
bid process.
5.2.1.29 Administrator override
for assignment, addition, or
removal of personnel during the
bid process.
BFO- HOLIDAY BID
5.2.1.30 The City asks the
Proposer to develop a solution
through its bid software that
accomplishes an electronic
Holiday Bid process.
COMMUNICATIONS
R
1
R
1
R
1
R
1
R
1
Column 3:
Product
Provides
Function
With No
Customizat
ion
(included in
initial cost
quoted)
Column 4:
Product
Provides
Function
With Minimal
Customizati
on
(Explanation
and cost
estimate
Required)
Column 5:
Product Will
Not Provide
Function
Without
Extensive
Customization
and/or ThirdParty Software:
(Explanation
and cost
estimate
Required)
Column 6:
Product Will
Not Provide
Function
Column 7:
Detailed
Explanation:
(Use of
additional
response
documents is
allowed but must
reference
specific category
number.)
Column 1: Column 2:
(R)
Phase
Required
(D)
Desirable
R
2
5.5 An administrator must have R
the ability to change the
watches and shifts for the next
6-month bid. Administrators
must additionally be able to add
or subtract positions for staff
movement at any time during
the six-month rotation.
5.6 The scheduling software
R
must be able to accommodate
schedules of various days and
hours. It must be able to
accommodate part-time hours
(reduced workweek).
5.6.1. It must be built to
R
2
5.4 The proposer must have an
online bidding component to
facilitate bidding for multiple
schedules including starting
times, overlapping shifts and in
increments down to 15
minutes. Additionally the bid
will facilitate work shift, then
vacation bidding for days off
during the six-month shift.
2
2
Column 3:
Product
Provides
Function
With No
Customizat
ion
(included in
initial cost
quoted)
Column 4:
Product
Provides
Function
With Minimal
Customizati
on
(Explanation
and cost
estimate
Required)
Column 5:
Product Will
Not Provide
Function
Without
Extensive
Customization
and/or ThirdParty Software:
(Explanation
and cost
estimate
Required)
Column 6:
Product Will
Not Provide
Function
Column 7:
Detailed
Explanation:
(Use of
additional
response
documents is
allowed but must
reference
specific category
number.)
Column 1: Column 2:
(R)
Phase
Required
(D)
Desirable
accommodate multiple shifts
and allow for administrators to
move assignments within a
single shift.
5.6.2 The software should
automatically populate the
schedule, down to individual
assignments.
5.6.3 The proposed solution
must allow for ASU to post
available overtime, both prescheduled and last minute, and
to send notification to the
corresponding job
classifications.
5.6.4 An employee can request
to fill the spot through the
system if they possess the
needed skill set.
5.6.5 System should suggest
award of the spot based upon
seniority and equitable
distribution of overtime.
5.6.6 ASU personnel can then
make final approval of who will
R
2
R
2
R
2
R
2
R
2
Column 3:
Product
Provides
Function
With No
Customizat
ion
(included in
initial cost
quoted)
Column 4:
Product
Provides
Function
With Minimal
Customizati
on
(Explanation
and cost
estimate
Required)
Column 5:
Product Will
Not Provide
Function
Without
Extensive
Customization
and/or ThirdParty Software:
(Explanation
and cost
estimate
Required)
Column 6:
Product Will
Not Provide
Function
Column 7:
Detailed
Explanation:
(Use of
additional
response
documents is
allowed but must
reference
specific category
number.)
Column 1: Column 2:
(R)
Phase
Required
(D)
Desirable
be awarded the spot.
5.6.7 When an employee is
selected, they must receive
notification.
5.6.8 Proposer must be able to
replicate the same holiday bid
process as officers in BFO
patrol.
5.6.9 For last-minute overtime
spots, the system must award
in accordance with
Communications existing
policies and utilize telephony
(IVR) for notifications.
INTEROPERABILITY
INTERFACE
All interoperability interfaces
comply with FIPS 140 for
transfer of information,
structure, and security.
All information transfer is
automated or scheduled, with
no requirements for manual
input or execution.
Two-way Interface with
R
2
R
2
D
2
D
2
D
2
D
2
Column 3:
Product
Provides
Function
With No
Customizat
ion
(included in
initial cost
quoted)
Column 4:
Product
Provides
Function
With Minimal
Customizati
on
(Explanation
and cost
estimate
Required)
Column 5:
Product Will
Not Provide
Function
Without
Extensive
Customization
and/or ThirdParty Software:
(Explanation
and cost
estimate
Required)
Column 6:
Product Will
Not Provide
Function
Column 7:
Detailed
Explanation:
(Use of
additional
response
documents is
allowed but must
reference
specific category
number.)
Column 1: Column 2:
(R)
Phase
Required
(D)
Desirable
PeopleSoft for personnel and
payroll information including
available time off and timesheet
entry,.
Interface with SJPD Versadex
RMS for transfer of personal
and personnel information.
Interface with Santa Clara
County District Attorney’s Ciber
Law Office for transfer of court
notice information.
Interface with Versaterm
software for personal,
personnel, and vehicle fleet
information.
Viewable log of interface runtime results. Alerts for data
transfer failures.
USER FUNCTIONS
User configurable homepage
view of user profile including
personal information,
scheduling, bulletin board,
court, training, secondary
D
2
D
2
R
2
D
2
R
1
Column 3:
Product
Provides
Function
With No
Customizat
ion
(included in
initial cost
quoted)
Column 4:
Product
Provides
Function
With Minimal
Customizati
on
(Explanation
and cost
estimate
Required)
Column 5:
Product Will
Not Provide
Function
Without
Extensive
Customization
and/or ThirdParty Software:
(Explanation
and cost
estimate
Required)
Column 6:
Product Will
Not Provide
Function
Column 7:
Detailed
Explanation:
(Use of
additional
response
documents is
allowed but must
reference
specific category
number.)
Column 1: Column 2:
(R)
Phase
Required
(D)
Desirable
employment opportunities.
Past and future calendar view
of schedule and approved time
off of at least a one year
window.
Calendar view of available time
off indicating availability on any
given day.
User-based ability to request or
cancel time off.
Immediate notification of time
off for standard approval or
denial, including messaging
notification.
Administrator-set ability to
queue time off requests for
supervisor review before final
approval or denial.
Ability to post opportunities for
shift trades seen only by users
fitting the requestor-set
requirements.
Ability to approve, schedule,
and notify all stakeholders of a
shift trade.
R
1
R
1
R
1
R
1
R
1
R
1
R
1
Column 3:
Product
Provides
Function
With No
Customizat
ion
(included in
initial cost
quoted)
Column 4:
Product
Provides
Function
With Minimal
Customizati
on
(Explanation
and cost
estimate
Required)
Column 5:
Product Will
Not Provide
Function
Without
Extensive
Customization
and/or ThirdParty Software:
(Explanation
and cost
estimate
Required)
Column 6:
Product Will
Not Provide
Function
Column 7:
Detailed
Explanation:
(Use of
additional
response
documents is
allowed but must
reference
specific category
number.)
Column 1: Column 2:
(R)
Phase
Required
(D)
Desirable
Ability for administrators to
create simple surveys for
system users.
Messaging to all users or
administrator-set groups of
users.
User configurable homepage
view of user profile including
leave balances (i.e sick,
vacation, etc.).
REPORTS
Ad-hoc exportable data query
reporting.
Dashboard representation of
staffing levels and other data.
User-identified favorite reports
with shortcut on user’s
homepage.
Modeling function to allow
exploration of staffing or
management scenarios and
their impact.
ADMINISTRATOR
FUNCTIONS
Data export and import to CSV,
R
1
R
1
D
2
R
1
R
1
R
1
D
2
R
1
Column 3:
Product
Provides
Function
With No
Customizat
ion
(included in
initial cost
quoted)
Column 4:
Product
Provides
Function
With Minimal
Customizati
on
(Explanation
and cost
estimate
Required)
Column 5:
Product Will
Not Provide
Function
Without
Extensive
Customization
and/or ThirdParty Software:
(Explanation
and cost
estimate
Required)
Column 6:
Product Will
Not Provide
Function
Column 7:
Detailed
Explanation:
(Use of
additional
response
documents is
allowed but must
reference
specific category
number.)
Column 1: Column 2:
(R)
Phase
Required
(D)
Desirable
XML, or RTF.
Administrator does not require
any coding or software
development experience.
Familiarity with web-based
interface is sufficient for system
manipulation.
TRAINING AND SKILLS
TRACKING
5.13.1 Training Unit staff in
coordination with BFO Admin
should have the ability to look
at staffing over the six-month
period, prior to the beginning of
each shift to help them identify
when best to schedule training
classes
5.13.2 Training Unit Staff
should be able to create and
post trainings within the
scheduling software. They
must also be able to edit class
characteristics after it’s posted
for compliance.
5.13.3 The Proposer must be
R
1
D
3
D
3
D
3
Column 3:
Product
Provides
Function
With No
Customizat
ion
(included in
initial cost
quoted)
Column 4:
Product
Provides
Function
With Minimal
Customizati
on
(Explanation
and cost
estimate
Required)
Column 5:
Product Will
Not Provide
Function
Without
Extensive
Customization
and/or ThirdParty Software:
(Explanation
and cost
estimate
Required)
Column 6:
Product Will
Not Provide
Function
Column 7:
Detailed
Explanation:
(Use of
additional
response
documents is
allowed but must
reference
specific category
number.)
Column 1: Column 2:
(R)
Phase
Required
(D)
Desirable
able to make the current sign
up process an electronic
process. The amount of space
available in each class should
be posted and available to
officers to sign up on their own
as their schedule allows during
their regularly scheduled shift.
5.13.4 Non-mandatory training
should be posted in the same
manner so that officers can
sign up during their regular
shift..
5.13.5 If an officer reschedules
a mandatory training,
notification shall be sent to the
officer’s immediate supervisor
5.13.6 If the classes are during
a regular shift, the times will
automatically be reflected on
the Watchlist and on the
officer’s personal calendar.
5.13.7 The system should also
remind officers 48 hours prior
to their scheduled class.
D
3
D
3
D
3
D
3
Column 3:
Product
Provides
Function
With No
Customizat
ion
(included in
initial cost
quoted)
Column 4:
Product
Provides
Function
With Minimal
Customizati
on
(Explanation
and cost
estimate
Required)
Column 5:
Product Will
Not Provide
Function
Without
Extensive
Customization
and/or ThirdParty Software:
(Explanation
and cost
estimate
Required)
Column 6:
Product Will
Not Provide
Function
Column 7:
Detailed
Explanation:
(Use of
additional
response
documents is
allowed but must
reference
specific category
number.)
Column 1: Column 2:
(R)
Phase
Required
(D)
Desirable
5.13.8 Automatic reminders for
expiring skill sets (i.e. firearms
qualifications) must be sent to
officers 60 days, 30 days and
24 hours prior to expiration.
5.13.10.1 The system must
create ad-hoc reports
monitoring skill sets that must
be continually updated.
5.13.10.2 It must also identify
non-compliance issues for adhoc reporting to Training Unit
staff and BFO Admin
There must also be a
mechanism to automatically
notify non-compliant officers
and their chain of command.
This mechanism should begin
with the immediate supervisor
notification and escalate to the
officer’s respective Lieutenant
after an additional timeframe
has passed.
SECONDARY EMPLOYMENT
5.14.1. Job Scheduling-Select
D
3
D
3
D
3
D
3
D
3
Column 3:
Product
Provides
Function
With No
Customizat
ion
(included in
initial cost
quoted)
Column 4:
Product
Provides
Function
With Minimal
Customizati
on
(Explanation
and cost
estimate
Required)
Column 5:
Product Will
Not Provide
Function
Without
Extensive
Customization
and/or ThirdParty Software:
(Explanation
and cost
estimate
Required)
Column 6:
Product Will
Not Provide
Function
Column 7:
Detailed
Explanation:
(Use of
additional
response
documents is
allowed but must
reference
specific category
number.)
Column 1: Column 2:
(R)
Phase
Required
(D)
Desirable
staff can create a secondary
employment event and staff it,
naming number of officers,
where it is, for whom (with their
social security number), and its
duration. The system must not
allow officers on disability,
leave of absence etc. to be
eligible to sign up for events.
5.14.4 Additional criteria (i.e.
language requirements) can be
included in the event creation
by the SEU Administrator
5.14.5 Administrator should
also have the ability to selfselect officers for certain
details, over-riding the auto
notification and posting
process.
5.14.6 All users will receive
notification of job postings
5.14.7 Users can respond to
job posting.
3.6.1.7 Responses will be
prioritized based on the number
D
3
D
3
D
3
D
3
D
3
Column 3:
Product
Provides
Function
With No
Customizat
ion
(included in
initial cost
quoted)
Column 4:
Product
Provides
Function
With Minimal
Customizati
on
(Explanation
and cost
estimate
Required)
Column 5:
Product Will
Not Provide
Function
Without
Extensive
Customization
and/or ThirdParty Software:
(Explanation
and cost
estimate
Required)
Column 6:
Product Will
Not Provide
Function
Column 7:
Detailed
Explanation:
(Use of
additional
response
documents is
allowed but must
reference
specific category
number.)
Column 1: Column 2:
(R)
Phase
Required
(D)
Desirable
of jobs previously assigned
within a designated timeframe.
5.14.9 An SEU Administrator
can view the event and make
the final selection of officers to
fill the available slots
5.14.10 Selected officers will
receive a notification then
electronically acknowledge that
they have accepted the job.
5.14.11 A record of other
respondents must be
maintained in priority order in
case SEU Administrators need
to fill additional or last minute
spots
5.14.13 Tracking- The system
must be able to track jobs,
duration, how many spots were
available, when it occurred and
who the client was.
5.14.14 Recording of number of
officer cancellations after
they’ve been confirmed for an
event.
D
3
D
3
D
3
D
3
D
3
Column 3:
Product
Provides
Function
With No
Customizat
ion
(included in
initial cost
quoted)
Column 4:
Product
Provides
Function
With Minimal
Customizati
on
(Explanation
and cost
estimate
Required)
Column 5:
Product Will
Not Provide
Function
Without
Extensive
Customization
and/or ThirdParty Software:
(Explanation
and cost
estimate
Required)
Column 6:
Product Will
Not Provide
Function
Column 7:
Detailed
Explanation:
(Use of
additional
response
documents is
allowed but must
reference
specific category
number.)
Column 1: Column 2:
(R)
Phase
Required
(D)
Desirable
5.14.16 Officer Eligibility or
skills-Must have administrator
defined skills in the rostering
section of the program to make
an officer eligible to work
secondary events, such as
probationary status, supervisor
5.14.17 Language or specific
skills as identified for the event
5.14.18 Ability for
administrators to track valid
secondary employment
insurance
5.14.20 Reports-Must be able
to query or generate a report
on individual officers, each job,
total hours secondary
employment worked or worked
during a certain time frame.
SEU administrators must be
able to create adhoc reports
that include to following
monthly and annually:
5.14.21 Number of jobs staffed
5.14.22 Number of officers who
D
3
D
3
D
3
D
3
D
D
3
Column 3:
Product
Provides
Function
With No
Customizat
ion
(included in
initial cost
quoted)
3
Column 4:
Product
Provides
Function
With Minimal
Customizati
on
(Explanation
and cost
estimate
Required)
Column 5:
Product Will
Not Provide
Function
Without
Extensive
Customization
and/or ThirdParty Software:
(Explanation
and cost
estimate
Required)
Column 6:
Product Will
Not Provide
Function
Column 7:
Detailed
Explanation:
(Use of
additional
response
documents is
allowed but must
reference
specific category
number.)
Column 1: Column 2:
(R)
Phase
Required
(D)
Desirable
get assignment
5.14.23 Total number of hours
worked
5.14.24 Hours worked broken
down by officer
5.14.25 Total amount of money
paid out to all officers
5.14.26 Number of valid work
permits in the Department
5.14.28 Must be able to
generate a report for a potential
event employer on what
staffing an event would cost
5.14.29 Must be able to
generate a final invoice to the
event employer with their social
security number and broken
down by officer
5.14.30 We must also have the
ability to redact the social
security number on an as
needed basis.
5.14.32 Electronic approval of
work permit- Must be able to
develop a form that contains
Column 3:
Product
Provides
Function
With No
Customizat
ion
(included in
initial cost
quoted)
D
3
D
3
D
3
D
3
D
3
D
3
D
3
D
3
Column 4:
Product
Provides
Function
With Minimal
Customizati
on
(Explanation
and cost
estimate
Required)
Column 5:
Product Will
Not Provide
Function
Without
Extensive
Customization
and/or ThirdParty Software:
(Explanation
and cost
estimate
Required)
Column 6:
Product Will
Not Provide
Function
Column 7:
Detailed
Explanation:
(Use of
additional
response
documents is
allowed but must
reference
specific category
number.)
Column 1: Column 2:
(R)
Phase
Required
(D)
Desirable
information related to the SJPD
work permit. The form must be
able to be electronically sent to
eligible stakeholders for
appropriate approval
5.14.34 Tracking off duty
employment- Must be able to
have users enter information
into an additional form or set of
fields for tracking off-duty
employment. These fields must
be able to be queried and
reported upon.
5.14.36 Off-duty job
assignment- A way to assign
jobs randomly to a selected
group or by administrator
set requirements
5.14.37 Administrators must
have the ability to cancel jobs.
Notifications
5.14.39 Reminder to fill out the
Tracking sheet biweekly, in line
with the City’s payroll calendar
5.14.40 day notification to an
Column 3:
Product
Provides
Function
With No
Customizat
ion
(included in
initial cost
quoted)
D
3
D
3
D
3
D
D
3
Column 4:
Product
Provides
Function
With Minimal
Customizati
on
(Explanation
and cost
estimate
Required)
Column 5:
Product Will
Not Provide
Function
Without
Extensive
Customization
and/or ThirdParty Software:
(Explanation
and cost
estimate
Required)
Column 6:
Product Will
Not Provide
Function
Column 7:
Detailed
Explanation:
(Use of
additional
response
documents is
allowed but must
reference
specific category
number.)
Column 1: Column 2:
(R)
Phase
Required
(D)
Desirable
individual before annual
expiration of their work permit,
job selection and 24-hour
reminder of assigned job
FLEET MANAGEMENT
5.15.1. A module to track fleet
roster and beat assignment.
The fleet roster must have
entry fields for: make, year,
VIN, license plate, in-service
date, mileage, beat, if it is a
supervisor car, remarks field,
beat/or personal assignment if
unmarked, person assigned to,
bureau person is assigned to,
parking space, service date
and what special equipment is
on the vehicle beyond normal
build up such as License Plate
Reader, FLIR etc.
5.15.2 Mileage history-Must
keep running history of mileage
at a certain point in time
through data transfer from
Versaterm or other system.
Must have ability for
D
2
D
2
Column 3:
Product
Provides
Function
With No
Customizat
ion
(included in
initial cost
quoted)
Column 4:
Product
Provides
Function
With Minimal
Customizati
on
(Explanation
and cost
estimate
Required)
Column 5:
Product Will
Not Provide
Function
Without
Extensive
Customization
and/or ThirdParty Software:
(Explanation
and cost
estimate
Required)
Column 6:
Product Will
Not Provide
Function
Column 7:
Detailed
Explanation:
(Use of
additional
response
documents is
allowed but must
reference
specific category
number.)
Column 1: Column 2:
(R)
Phase
Required
(D)
Desirable
administrator to change
mileage.
5.15.3 Fleet reports-Must be
able to produce two different
reports regarding fleet, pulling
form the information above.
Must have a mileage averaging
function to track service life
expectancy based on a six
year/110k service life. Must be
able obtain a master report
which would include assigned
vehicle number, vehicle
assignment and assigned
parking spot.
5.15.4 The vehicle assignment
and parking space should be
represented on the officer’s
homepage as well as a report
generated periodically by the
fleet administrator
5.15.5 Must have different
report queries to separate
reports by vehicle number,
supervisor vehicles, marked
police vehicles, unmarked
D
2
D
2
D
Column 3:
Product
Provides
Function
With No
Customizat
ion
(included in
initial cost
quoted)
2
Column 4:
Product
Provides
Function
With Minimal
Customizati
on
(Explanation
and cost
estimate
Required)
Column 5:
Product Will
Not Provide
Function
Without
Extensive
Customization
and/or ThirdParty Software:
(Explanation
and cost
estimate
Required)
Column 6:
Product Will
Not Provide
Function
Column 7:
Detailed
Explanation:
(Use of
additional
response
documents is
allowed but must
reference
specific category
number.)
Column 1: Column 2:
(R)
Phase
Required
(D)
Desirable
police vehicles, covert vehicles,
special purpose vehicles, etc
5.15.6 Must be able obtain a
master report which would
include assigned vehicle
number, vehicle assignment
and assigned parking spot.
Other reports must include:
Ability to search for vehicles via
assigned number or license
plate. Ability to gather
information and print out
vehicle assignment sheet for
Day shift, Swing shift, Mid shift,
Pool and specialty vehicles
(Pool, DSU
COURT NOTICES
5.16.2 Schedule and NotifyAbility to notify users on their
homepage of court notice. Must
be able to have user accept
and acknowledge court and
state whether they can appear
or not. They must be able to
D
D
Column 3:
Product
Provides
Function
With No
Customizat
ion
(included in
initial cost
quoted)
2
2
Column 4:
Product
Provides
Function
With Minimal
Customizati
on
(Explanation
and cost
estimate
Required)
Column 5:
Product Will
Not Provide
Function
Without
Extensive
Customization
and/or ThirdParty Software:
(Explanation
and cost
estimate
Required)
Column 6:
Product Will
Not Provide
Function
Column 7:
Detailed
Explanation:
(Use of
additional
response
documents is
allowed but must
reference
specific category
number.)
Column 1: Column 2:
(R)
Phase
Required
(D)
Desirable
provide an explanation why
they can’t attend on that date,
or if applicable accept
telephone standby.
5.16.3 System must send alert
D
to supervisors and court liaison
coordinator upon acceptance or
declining court notice. There
must also be a comments
section on form for officers to
respond to the notice for
alternate dates or times. There
must be a “return to duty date”
provided by the officer on the
notice if declined.
5.16.4 Accepted notice on
D
calendar- An entry of expected
court appearances should be
automatically entered on the
user’s homepage calendar.
There should also be an option
to have reminder notices sent
via text or email to the user at
defined intervals.
5.16.5 Differentiation for court
D
trials and hearings-There
Column 3:
Product
Provides
Function
With No
Customizat
ion
(included in
initial cost
quoted)
2
2
2
Column 4:
Product
Provides
Function
With Minimal
Customizati
on
(Explanation
and cost
estimate
Required)
Column 5:
Product Will
Not Provide
Function
Without
Extensive
Customization
and/or ThirdParty Software:
(Explanation
and cost
estimate
Required)
Column 6:
Product Will
Not Provide
Function
Column 7:
Detailed
Explanation:
(Use of
additional
response
documents is
allowed but must
reference
specific category
number.)
Column 1: Column 2:
(R)
Phase
Required
(D)
Desirable
should be an administrator
defined designation for
mandatory court or merely
notification that a case is
scheduled for trial. Preliminary
and motion hearings generally
have a hard date to appear,
court trials do not
5.16.6 Designated CLU
D
personnel will have access to
officer’s regular work schedule
5.16.7 There must be a report
D
generated by CLU staff that will
be real time showing open
court notices, declined court
notices and those that have
been accepted. This query
should also have the function to
look at various time frames 1,
5, 10, 15 days etc
5.16.8 The report should be
D
generated with a visual cue for
those open case notices, such
as in red on color monitors on
color printers.
Column 3:
Product
Provides
Function
With No
Customizat
ion
(included in
initial cost
quoted)
2
2
2
Column 4:
Product
Provides
Function
With Minimal
Customizati
on
(Explanation
and cost
estimate
Required)
Column 5:
Product Will
Not Provide
Function
Without
Extensive
Customization
and/or ThirdParty Software:
(Explanation
and cost
estimate
Required)
Column 6:
Product Will
Not Provide
Function
Column 7:
Detailed
Explanation:
(Use of
additional
response
documents is
allowed but must
reference
specific category
number.)
Column 1: Column 2:
(R)
Phase
Required
(D)
Desirable
5.16.9 There must be a
mechanism for CLU to hand
enter notices and send them.
There must be a function to
resend notices by CLU
D
2
Column 3:
Product
Provides
Function
With No
Customizat
ion
(included in
initial cost
quoted)
Column 4:
Product
Provides
Function
With Minimal
Customizati
on
(Explanation
and cost
estimate
Required)
Column 5:
Product Will
Not Provide
Function
Without
Extensive
Customization
and/or ThirdParty Software:
(Explanation
and cost
estimate
Required)
Column 6:
Product Will
Not Provide
Function
Column 7:
Detailed
Explanation:
(Use of
additional
response
documents is
allowed but must
reference
specific category
number.)
ATTACHMENT C
COST PROPOSAL INSTRUCTIONS AND COST FORMS
1. Rates shall be inclusive of all costs (labor, equipment, materials, training, travel, overhead,
profit, insurance, taxes, employee benefits, ancillary personnel, etc.) incurred or to be incurred by
the Contractor to fulfill the requirements of this RFP.
2. Do not include sales tax in your proposal. The City will work with the selected supplier to add
sales tax as appropriate.
3. In the event of conflict between unit and extended prices, unit prices shall prevail. The City will
recalculate extended prices and correct accordingly.
4. Only prices that appear on City’s Cost proposal form will be considered. No other pages with
prices, no attached price lists (except those requested) and no catalogue prices will be
considered.
5. Pricing shall be fixed for the first ten (10) years of the agreement.
6. Price Adjustments: After ten (10) years, price adjustments may be considered by the City if the
vendor demonstrates to the satisfaction of the City that a price increase is warranted. Increases
shall not exceed 3% annually.
7. To be considered a responsive cost proposal, all items must be priced unless there is no cost
to the City. No cost item entries must be entered as N/C.
8. Provide summary pricing in Table 1 below. The pricing summary shall be equal to the individual
totals of Tables 2 thru 8 (i.e., Tables 2 thru 8 rolled into one Table, Table 1).
9. Provide detail pricing for Tables 2 thru 8. The individual totals of tables 2 thru 8 must be posted
to Table 1.
10. Low price scoring determination will be based on annual pricing for year 1 of the contract, row
9 (Total Base Price) of Table 1 (Summary Pricing). The City may use pricing from either Column
A or B and may include or exclude optional elements for final award and signing of a contract.
Company Name: ________________________________________
TABLE 1, Summary Pricing:
Line Description:
1
2
3
4
5
6
7
8
9
Required Elements (Column 1) for Phase
1 items (Column 2) from Attachment B –
Product Functional and Service
Requirements (Table 2)
Desirable Elements (Column 1) for Phase
1 from Attachment B – Product Functional
and Service Requirements (TABLE 3)
Required Elements (Column 1) for Phase
2 from Attachment B – Product Functional
and Service Requirements (TABLE 4)
Desirable Elements (Column 1) for Phase
2 from Attachment B – Product Functional
and Service Requirements (TABLE 5)
OPTIONAL Desirable Elements (Column
1) for Phase 3 from Attachment B –
Product Functional and Service
Requirements (TABLE 6)
Maintenance and Support (Table 7)
Professional Services (Table 8)
BASE PRICE (add line 1 thru 7 for
columns A & B)
TOTAL BASE PRICE (total column A plus
B)
Column A
For up to 600
Concurrent
Users
Annual Price
$
Column B
For up to 2,000
Concurrent Users
$
$
$
$
$
$
$
$
$
$
$
$
$
$
Annual Price
$
$
Total base price (line 9) in words:
___________________________________________________________________ and_____
TABLE 2, Cost to provide Required Elements (Column 1) for Phase 1 items (Column 2) from
Attachment B – Product Functional and Service Requirements:
For up to 2,000 Concurrent
For up to 600 Concurrent Users
Users
Per User Cost
Line Item Cost
Per User Cost
Total Cost
License Fee
Recurring Fee
Product Base Cost
(Attachment B –
Column 3)
Product Minimal
Customization Cost
(Attachment B –
Column 4) with
projected number of
hours involved
Product Extensive
Customization Cost
(Attachment B –
Column 5) with
projected number of
hours involved
Other costs (if
applicable, please
explain)
Total Costs
$
$
TABLE 3, Cost to provide Desirable Elements (Column 1) for Phase 1 from Attachment B – Product
Functional and Service Requirements:
For up to 2,000 Concurrent
For up to 600 Concurrent Users
Users
Per User Cost
Line Item Cost
Per User Cost
Total Cost
Product Base Cost
(Attachment B –
Column 3)
Product Minimal
Customization Cost
(Attachment B –
Column 4) with
projected number of
hours involved
Product Extensive
Customization Cost
(Attachment B –
Column 5) with
projected number of
hours involved
Other costs (if
applicable, please
explain)
Total Costs
$
$
TABLE 4, Cost to provide Required Elements (Column 1) for Phase 2 from Attachment B – Product
Functional and Service Requirements:
For up to 2,000 Concurrent
For up to 600 Concurrent Users
Users
Per User Cost
Line Item Cost
Per User Cost
Total Cost
Product Base Cost
(Attachment B –
Column 3)
Product Minimal
Customization Cost
(Attachment B –
Column 4) with
projected number of
hours involved
Product Extensive
Customization Cost
(Attachment B –
Column 5) with
projected number of
hours involved
Other costs (if
applicable, please
explain)
Total Costs
$
$
TABLE 5, Cost to provide Desirable Elements (Column 1) for Phase 2 from Attachment B – Product
Functional and Service Requirements:
For up to 2,000 Concurrent
For up to 600 Concurrent Users
Users
Per User Cost
Line Item Cost
Per User Cost
Total Cost
Product Base Cost
(Attachment
B
–
Column 3)
Product
Minimal
Customization
Cost
(Attachment
B
–
Column
4)
with
projected number of
hours involved
Product
Extensive
Customization
Cost
(Attachment
B
–
Column
5)
with
projected number of
hours involved
Other
costs
(if
applicable,
please
explain)
Total Costs
$
$
TABLE 6, OPTIONAL, Desirable Elements (Column 1) for Phase 3 from Attachment B – Product
Functional and Service Requirements. The City will decide whether or not to include the items of
this table in the agreement:
For up to 2,000 Concurrent
For up to 600 Concurrent Users
Users
Per User Cost
Line Item Cost
Per User Cost
Total Cost
Product Base Cost
(Attachment
B
–
Column 3)
Product
Minimal
Customization
Cost
(Attachment
B
–
Column
4)
with
projected number of
hours involved
Product
Extensive
Customization
Cost
(Attachment
B
–
Column
5)
with
projected number of
hours involved
Other
costs
(if
applicable,
please
explain)
Total Costs
$
$
TABLE 7, Maintenance and Support Costs:
Column A
Column B
For up to 600 Concurrent Users For up to 2,000 Concurrent
Users
Maintenance and support cost
Annual
Annual
Year 1
$
$
Year 2
$
$
Year 3
$
$
Year 4
$
$
Year 5
$
$
Year 6
$
$
Year 7
$
$
Year 8
$
$
Year 9
$
$
Year 10
$
$
Total Maintenance & Support $
$
Costs (years 1 thru 10)
Grand Total Maintenance &
$
Support Costs (Column A plus
Colum B)
TABLE 8, Professional Services:
Estimated Qty*
Programmer
50
Technician
50
Supervisor
40
Total Professional Services
Hourly Rate
Extended Price
$
$
$
$
*Estimated quantities only, not guaranteed and subject to change with no adjustment to hourly rates
will be allowed for revised quantities.
ATTACHMENT D
PROPOSAL CERTIFICATION FORM
NO PROPOSAL SHALL BE ACCEPTED WHICH HAS NOT BEEN SIGNED IN INK IN THE APPROPRIATE SPACE BELOW
Proposing Firm Name:
Address:
Telephone:
Facsimile:
E-Mail:
Contact person name and title:
PROPOSER REPRESENTATIONS
1. Proposer did not, in any way, collude, conspire or agree, directly or indirectly, with any person,
firm, corporation or other Proposer in regard to the amount, terms, or conditions of this proposal.
2. Proposer additionally certifies that neither Proposer nor its principals are presently disbarred,
suspended, proposed for disbarment, declared ineligible or voluntarily excluded from
participation in this transaction by any federal department or agency, any California State
agency, or any local governmental agency.
3. Proposer acknowledges that all requests for deviations, exceptions, and approved equals are
enclosed herein and that only those deviations, exceptions, and approved equals included in the
RFP document or permitted by formal addenda are accepted by the City.
4. Proposer did not receive unauthorized information from any City staff member or City
Consultant during the Proposal period except as provided for in the Request for Proposal
package, formal addenda issued by the City, or the pre-bid conference.
5. Proposer certifies that this submission includes full consideration of the information and/or
requirements identified in Addenda ____ through ____.
6. Proposer certifies by signing below it has been in the business of providing bid shift and workforce
scheduling industry for at least five (5) years.
7. Proposer hereby certifies that the information contained in the proposal and all accompanying
documents is true and correct.
8. Please check the appropriate box below:
If the proposal is submitted by an individual, it shall be signed by him or her, and if
he or she is doing business under a fictitious name, the proposal shall so state.
If the proposal is made by a partnership, the full names and addresses of
members and the address of the partnership, the full names and addresses of
members and the addresses of the partnership, the full names and addresses of
members and the address of the partnership shall be stated and the proposal shall
signed for all members by one or more members thereof.
all
all
all
be
If the proposal is made by a corporation, it shall be signed in the corporate name by
an authorized officer or officers.
If the proposal is made by a limited liability company, it shall be signed in the
corporate name by an authorized officer or officers.
If the proposal is made by a joint venture, the full names and addresses of all
members of the joint venture shall be stated and the bid shall be signed by each
individual.
By signing below, the submission of a proposal shall be deemed a representation
and certification by the Proposer that they have investigated all aspects of the
RFP, that they are aware of the applicable facts pertaining to the RFP process, its
procedures and requirements, and that they have read and understand the RFP.
Authorized Representative
Name (sign name):
Authorized Representative
Signature (print name):
Authorized Representative
Title (print title):+
Complete additional signatures below as required per # 7 above
Authorized Representative
Name (sign name):
Authorized Representative
Signature (print name):
Authorized Representative
Title (print title):+
Authorized Representative
Name (sign name):
Authorized Representative
Signature (print name):
Authorized Representative
Title (print title):+
NO PROPOSAL SHALL BE ACCEPTED WHICH HAS NOT BEEN SIGNED IN INK IN THE APPROPRIATE SPACE
ATTACHMENT E
PROPOSAL QUESTIONNAIRE
All information requested in the Questionnaire shall be furnished by the Proposer, and shall be
submitted with the Proposal. Statements shall be complete and accurate and in the form
requested. Omission, inaccuracy or misstatement may be cause for the rejection of a proposal.
1. If a corporation, answer the following:
A.
When incorporated?
B.
In what state?
C.
Authorized to do business in
California?
If so, what date?
2. If NOT a corporation, answer the following:
Name of
A Organization:
.
Date ofBOrganization:
.
General,
C Limited Partnership, or
Joint Venture:
.
(if applicable)
D.
Registered in California?
If so, when?
3. Have you ever had a bond or surety denied, canceled, or forfeited?
If yes, state name of bonding company, date, amount of bond and
YES
NO
reason for such cancellation or forfeiture in an attached
statement.
4. Have you ever declared bankruptcy or been declared bankrupt?
If yes, state date, court jurisdiction, docket number, amount of
YES
NO
liabilities and amount of assets.
5. Has your company ever had any agreements cancelled?
YES
NO
If yes, give details.
6. Has your company ever been sued by any organization for issues pertaining to fee payment,
performance, or other related issues?
YES
NO
If yes, give details.
7. Are you currently engaged in merger or acquisition negotiations, or do you anticipate entering
into merger or acquisition negotiations within the time period of this Request for Proposal?
YES
NO
If yes, give details. Attach copy of such agreement(s).
8. Are you now engaged in any litigation which does now or could in the future affect your ability to
pay fees or perform under this Agreement?
YES
NO
If yes, give details.
The undersigned hereby declares under penalty of perjury that all statements, answers and
representations made in this questionnaire are true and accurate, including all supplementary
statements hereto attached. In the case of a corporate Proposer, the signature of one duly
authorized representative is sufficient.
Signature
Signature
(Please Print or Type Name)
(Please Print or Type Name)
Title
Title
ATTACHMENT F
PREVIOUS CUSTOMER REFERENCE FORM
Proposer must submit three (3) references using this Form. All three references must be from
customers that implemented a bid shift and workforce scheduling solution for a minimum of 500
employees and a multi-shift operation. Multi-shift can mean (1) coverage for an operation on more
than a traditional M-F, 8:00-5:00 work schedule and/or (2) which accommodates multiple (2 or
more) different schedules within the same organization.
Copy this form as required to meet the reference submission requirements.
Name of Customer:
Customer Contact:
Customer Address:
Customer Phone Number and email address:
Your Company Name:
Was this Agreement for an implementation
of a bid shift and workforce scheduling
solution for a minimum of 500 employees
and a multi-shift operation as defined
above? Circle yes or no
What was the period of performance?
From:
To:
$ value of Contract:
Provide a detailed description of service provided:
Appendix 1 – DRAFT BFO Watch List
Appendix 1 – DRAFT BFO Watch List
Appendix 1 – DRAFT BFO Watch List
Appendix 1 – DRAFT BFO Watch List
Appendix 2 – Communications Watch I Deployment List
Appendix 3 – OSSD Watch List
Appendix 4
Secondary Employment Tracking Sheet
Pay Period:
Sun
-
Last Name
thru Sat
First Name
Unit
-
Badge
Classification/Title
Day
Date
Hours
Worked
Supervisor
Phone #
Total Hours
COMPANY NAME (Required)
Sunday
Monday
Tuesday
Wednesday
Thursday
Friday
Saturday
1st Week Hours: ________
Day
Date
Hours
Worked
Total
Hours
COMPANY NAME **(Required)
Sunday
Monday
Tuesday
Wednesday
Thursday
Friday
Saturday
2nd Week Hours: ________
Total Hours this Pay Period: ________
_____________________________
Supervisor’s Signature
(Required)
Important Note:
Officers are reminded that it is their responsibility to insure
___________________________________________
annually that Work Permits for themselves and their
Employers are current and on file with S.E.U.
hours in one week)
Unit Commander’s Signature
(Required if hours exceed 24
Appendix 5
SAN JOSE POLICE DEPARTMENT
APPLICATION FOR OUTSIDE WORK PERMIT
Badge#
Date Received
NOTE: ALL OUTSIDE WORK PERMITS MUST BE RENEWED ON THE DUE DATE OF THE DEPARTMENT
MEMBER’S ANNUAL APPRAISAL OR THE PERMIT WILL EXPIRE AUTOMATICALLY
(No transmittal is needed)
Section 1 – Employee (Type or print all information in Section 1)
Last Name
First Name
M.I.
Title
Personal Email
SSN
Cell Ph #
I hereby request approval to perform outside work in accordance with Section 3.04.1710 of the SJMC,
Sections C1500 – C1537 of the SJPD Duty Manual, The San Jose Gift Ordinance, the San Jose Conflict of
Interest Code, and Penal Code section 70.
 I seek authorization to work special events coordinated through the SEU. (Attach copy of W-9)
 I seek authorization to work traffic control jobs coordinated through the SEU. (Attach copy of W-9)
List employer(s) who you work for on a regular basis:
(Use additional page if
needed)
Name of Authorized Employer:
Uniform / Non-Uniform
# Hours Per Wk?
Name of Authorized Employer:
Uniform / Non-Uniform
# Hours Per Wk?
Name of Authorized Employer:
Uniform / Non-Uniform
# Hours Per Wk?
Name of Employer (Non-Law Enforcement Related):
Type of Business
# Hours Per Wk?
 Yes  No Do you currently have Secondary Employment Insurance?
 Yes  No Do you have a current Guard Card? (Attach copy)
 Yes  No Do you have a current Firearms Permit? (Attach copy)
I understand and agree that if my request is approved, the Appointing Authority may end or modify my
outside work activities at his or her discretion.
_______________________________________________________
Employee’s Signature
Date
Section 2 – Immediate Supervisor
Employee files checked:  I.A. File
 Personnel File  Training File
Number of hours of Sick Time used in last 12 Months _____________
Approval for the Outside Work Permit is:
 RECOMMENDED
 NOT RECOMMENDED
_______________________________________________________
Sergeant’s Signature
Date
Approval for the Outside Work Permit is:
 RECOMMENDED
 NOT RECOMMENDED
_______________________________________________________
Lieutenant’s Signature
Approval for the Outside Work Permit is:
 RECOMMENDED
 NOT RECOMMENDED
_______________________________________________________
Captain’s Signature
Approval for the Outside Work Permit is:
 PERMIT APPROVED

PERMIT DENIED
Date
4
Date
5
_______________________________________________________
Bureau Head’s Signature
Reason For Denial:
3

Date
SEU Approved  SEU Denied
__________________________________________
SEU Commander’s Signature
Date
Appendix 6 – Overtime On Call List
Appendix 7 – On-Call Availability Form
OVERTIME ON-CALL AVAILABILITY FORM
NAME/BADGE:
Type/print which
MONTH
in this box.
SHIFT/DAYS OFF:
BEST CONTACT NUMBER:
DATE
SHIFT
HOURS
(W1, W2 or
(specify hours)
W3)
ANY/ALL
(one or the POSITIONS REQUESTED
other)
Appendix 8 – Overtime Request Form
White Page Overtime Request Form
NAME:
SHIFT/DAYS OFF:
*** Overtime is awarded on a rotating seniority basis. ***
List by
Preference
1
2
3
4
5
6
7
8
9
10
11
12
13
14
D
a
t Hours
e
Position
List “ANY” if okay for
partial block, and
SPECIFY HOURS.
Approved (A) or
Denied (D)
Appendix 9 – Police Organizational Chart
A.1 SJPD ORGANIZATIONAL CHART
The San José Police Department is respected nationwide as an innovative department
and has been at the forefront of many innovative programs throughout the years. The
following chart depicts the current organizational structure. Additional information may
be found at www.sjpd.org.
Research and Development
Office of the Chief of Police
Professional Stds. & Cond.
OPERATIONS COMMAND
Bureau of Administration
Fiscal
Personnel
Bureau of Field Operatons
Special
Operations
Division
Training
Traffic Enforcement
Property
&
Evidence
Merge/K-9/Bombs
Horse Mounted/Parks
Photo Lab
Police Reserves
Psychological
Services
Community Services
Foothill Division
Patrol
Central Division
Partol
Field Training
Special Investigations
Bureau of Technical
Services
Persons Division
Operations Support
Services Divsion
Records and
Identification
Crime Prevention
Permits
School Safety
Police
Activities
League
Street Crimes
Youth Services
Detail
Narcotics Enforc. Team
Air Support
Patrol
Prisoner Process.
Airport Divison
Assaults
Violent Crimes
Crime Analysis
Communications Div.
Systems Develop.
Sexual Assaults/
Child Exploitation
Robbery/ Night General
General Crimes Division
Narcotics/Covert
Investigations
Dispatch Support
D.E.A. Task Force
Comm. Training
Burglary/Fraud
Patrol Services
Dispatch Operations
Parking Control
Homicide/Crime Scene
Central ID/CAL ID
Information Center
Western Divison
Bureau of Investigations
Auto Theft/
Vehicular Crimes
Court Liaison
Case Management
Juvenile/
Missing Persons
Appendix 9 – Police Organization Chart
A.2 SJPD PHYSICAL LOCATIONS
For the most part, the San José Police Department is centralized. All major functions
and operations occur from one location. There are two physical buildings at this
location; the Police Communications building and the Police Administration building.
SJPD does support several off site locations that need to be considered as part of this
system. The following is a listing of those sites:

San José Airport Division

The Police Academy

Property Warehouse

Mounted Unit/Parks Enforcement

Professional Standards and Conduct Unit

Community Services

Property Room

SJPD Substation
San José is currently considering expanding its facilities. The organization is currently
constructing a police substation in South San José, which will be occupied in June
2013. The City anticipates it will be a three-story building that will accommodate 400
officers. The substation would be open 24 hours a day, seven days a week. Residents
would be able to fill out reports, request reports copies, and inquire about impounded
cars.