SLCI27004 Request for Information (RFI) Salt Lake City – Public Safety Scheduling and Timekeeping System Salt Lake City Corporation (City) is seeking information from qualified vendors regarding a timekeeping and scheduling system (System) for the City’s Public Safety Departments Police, Fire, and Emergency 911). The goal is to learn more about time keeping and scheduling systems and their capabilities. This RFI is for information gathering purposes only and does not constitute a solicitation or commitment to purchase.

The City currently uses Telestaff for the various public safety departments time keeping and scheduling needs.

Objectives:

Through this RFI the City hopes to:

1. Understand available timekeeping and scheduling systems capabilities and solutions.

2. Understand options for integration with Workday Human Capital Management.

3. Explore features for scheduling, shift bids, and general timekeeping functions.

4. Identify potential implementation considerations and costs.

5. Manage Police special events and extra duty shifts sign ups Desired Functionality Please provide information on the following functional areas:

1. User interface: Is the system hosted on the cloud and available via web browser and/or mobile application

2. Shift bidding: Can the system automate shift and vacation bids based on seniority and other factors

3. Scheduling: Create an electronic schedule showing employee staffing by location, etc.; create custom schedules for individual work groups showing who is on duty, off duty; accommodate diverse shift hours including 13, 14, and 48 hour shifts as well as more traditional 8, 10, and 12 hour shifts; ability to identify vacancies for specific shifts and make recommendations for filling them; add and remove staff for temporary circumstances.

4. Communications: System would allow for communication with staff about work opportunities, callbacks, etc. using SMS, text to speech, or a mobile app. As well as a schedule view that can be shared securely with staff across the various Public Safety departments.

5. Reporting: Capable of creating reports for all system data elements, and able to export in multiple formats by Administrators and individuals for personal reporting. Ideally reports would be exported via Application Programming Interface (API) to various City analytical tools.

6. Security: Able to accommodate Security Assertion Markup Language Single Sign-On (SAML); all data would be stored within the United States and have the ability to create multiple access levels with varies visibility and functionality for different roles within the City.

7. Integration: Provide API communication with Workday for payroll processing and include employee ID’s, work codes, and hours worked/time off. Include API access for one way communication with ImageTrend Fire and Medical as well as a variety of other public safety software including, but not limited to, Versaterm and Accela.

Vendor Information Requested Please limit your responses to 40 pages. Please provide responses to the following:

1. Description of the timekeeping and scheduling system offered.

2. Integration capabilities with Workday Human Capital Management.

3. Integration capabilities with other City systems such as Accela, ImageTrend Fire and Emergency, Versaterm, etc.

4. Security standards and compliance measures

5. Standard implementation timeline and approach.

6. Licensing and support models (on-premise vs. Cloud)

7. What level of technical support is offered and what are the typical response times?

8. Detail your system's capacity to manage, schedule, and track third-party employment opportunities. Include any relevant operational workflows or system limitations.

9. Can you provide an estimate of the upfront costs for implementation and licensing?