ADE_RFP_BPM007009_from_EDS.pdf

Submitted to:

The Arizona Department of Education Office of the Chief Procurement Officer 1535 W. Jefferson Street Phoenix, AZ 85007

July 8, 2025

RFP BPM007009

Off-Duty School Resource and School Safety Officers

Offered by:

Extra Duty Solutions 6 Corporate Drive, Suite 830 Shelton, CT 06484

EIN: 47-3058816

Rich Milliman, CEO RMilliman@ExtraDutySolutions.com Office: 203-216-9742

Prepared for the Arizona Department of Education July 8, 2025

Extra Duty Solutions 6 Corporate Drive Suite 830 Shelton, CT 0648427

July 8, 2025

The Arizona Department of Education Office of the Chief Procurement Officer 1535 W. Jefferson St.

Phoenix, AZ 85007

Dear Sir or Ma’am:

Hart Halsey, LLC d/b/a Extra Duty Solutions appreciates the opportunity to submit this response for RFP BPM007009 Off-Duty Scholl Resource and School Safety Officers.

In this response, we provide a comprehensive response to each of the proposal requirements, and emphasize our capabilities to handle requests for service, schedule work, invoice, and pay officers for the Arizona Department of Education (ADE). While doing so, Extra Duty Solutions will reduce administrative burdens, eliminate all financial risk, and mitigate legal risk for the State.

During the contract term, ADE and its schools benefit from our eight-years of experience administering special duty programs. We administer your special duty program according to your rules, so that you can focus on the safety of your students, educators, and staff. The benefits of EDS include:

• Operational Sophistication – We know what it takes to administer a complex paid detail program from immediate requests at all hours and engagement with the permitting department to random change requests in response to changing circumstances and weather.

We are very familiar with this world and are properly staffed with service professionals to handle the necessary workload. We are not just software: we are a fully-staffed account team using software.

• Technology that Supports the Way You Work – We customize our software to reflect your rules, rates, and protocols for special duty employment. Officers and account coordinators schedule off duty details through the officer portal or mobile app, twin easy-to-use software systems that can be used interchangeably. The portal can be accessed from any online device including laptops, Android phones, iPhones, iPads, etc. Our app can be downloaded at no cost to iPhones and Android phones.

• Operational Controls – Having passed four separate Service and Organizational Control (SOC) audits, our clients have confirmation that our operational controls are reliable, and our risk mitigation processes meet or exceed accepted corporate standards.

• Industry Leading Risk Mitigation and Insurance – The Department and its officers will be protected under our comprehensive, industry leading liability insurance. Our insurance is primary to the State’s insurance, includes a waiver of subrogation, and a number of riders to protect officers under scenarios most likely to occur while working off duty details. We represent your agency’s best interests at all times, protecting your department, officers and the public.

In this response, we express our firm commitment to consistently and professionally administer the special duty assignment program for the Arizona Department of Education. We believe our submittal demonstrates that Extra Duty Solutions brings a breadth of knowledge and sophistication unequaled in our industry.

As the individual authorized to commit Extra Duty Solutions to this proposal, I am pleased to submit the enclosed offer and am prepared to provide any additional information required in support of this effort. I have read, understand, and agree to the terms of this public bid and all posted amendments.

Sincerely, Rich Milliman, CEO

Extra Duty Solutions 203-216-9742 Fax: 203-306-3140 rmilliman@extradutysolutions.com mailto:rmilliman@extradutysolutions.com

BPM006909

Off-Duty School Resource and School Safety Officers

Prepared for the Arizona Department of Education

TABLE OF CONTENTS

ATTACHMENT I: QUESTIONNAIRE

A. Method of Approach B. Experience, Capability, And Reliability

ATTACHMENT II: OFFEROR’S REFERENCES

ATTACHMENT III: PRICE SHEET

ATTACHMENT IV: OFFER AND ACCEPTANCE

ATTACHMENT V: CONFORMANCE STATEMENTS FORM

ATTACHMENT VI: CONFORMANCE STATEMENTS -ATTACHMENTS SUPPLEMENT

ATTACHMENT VII: CONFIDENTIAL/PROPRIETARY SUBMITTALS

ATTACHMENT VIII: DESIGNATION OF CONFIDENTIAL FORM

ATTACHMENT IX: PARTICIPATION IN THE BOYCOTT OF ISRAEL

ATTACHMENT X: FORCED LABOR OF ETHNIC UYGHURS BAN

SAMPLE CERTIFICATE OF LIABILITY INSURANCE

APPENDIX A: SAMPLE SCREENSHOTS ................................................................................... A-1 APPENDIX B: SAMPLE REPORTS ........................................................................................... B-1 APPENDIX C: QUALITY ASSURANCE PLAN ............................................................................. C-1 APPENDIX D: INSURANCE DOCUMENTS ............................................................................... D-1

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Attachment I - Questionnaire Solicitation No. BPM006909

Off-Duty School Resource and School Safety Officers

Arizona Department of Education

1535 W. Jefferson Street Phoenix, AZ 85007

Provide a detailed narrative response to each question below. Proposals without a detailed narrative to the questions below will receive a lower score during the evaluation. The narrative response shall address the following questions, in the order below, referencing the related section of the scope of work.

A. Method of Approach

1.Executive Summary

In a maximum of two (2) paragraphs, provide an executive summary in non-technical language to summarize the Offeror’s approaches in meeting the needs as stated in the Scope of Work of the solicitation.

We will provide configured software and a dedicated account team of real people available 24/7/365 to administer the School Safety Program (SSP) and Stronger Connections Grant (SCG) for the Arizona Department of Education (ADE). We will do this in accordance with each municipality’s policies, protocols and regulations, and with no substantial changes to the manner in which off-duty details are distributed. Neither the ADE or its municipalities incur additional costs or fees associated with our services which include:

• Coordinating and scheduling officers to work assignments based on the ADE and municipal police agencies’ protocols though our secure online platform and apps - and doing so without outsourcing customer interaction to third party call centers, without using “robocalls”, without forcing customer’s to use apps to request officers

• Electronically and securely sending the funds to the State to cover the extra duty one week prior to payroll for the prior pay period

• Invoicing clients and collecting client payments

• Customized software and reports for both the ADE and its customers

• Data hosting through secure redundant servers and online platforms

• Customer service 24/7/365 through email and a US-based telephone assistance center

• Providing insurance (protecting Arizona State, agencies and its officers)

• Ongoing training, support, and maintenance

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The ADE will be assigned a dedicated account team to coordinate all aspects of scheduling among the officers, agencies, and your customers. These hand-pick employees will be the only people who help manage your program. You can reach them through email and/or your own toll-free phone number that is answered 24/7/365 by our US-based employees. Account representatives also resolves user-level technical issues, such as computer log-in problems and data entry errors. Your account manager troubleshoots complex technical problems with our software and maintenance team and calls you back when they resolve the issue. That means, you are not on hold for tech support or waiting on the phone while our technicians fix the problem.

2. Describe in detail the Offeror’s cloud-based software platform and mobile application that will be used to search and find available jobs pursuant to the requirements of section 4.1, including all subsections, of the Scope of Work.

Scheduling is done through the officer portal or Responder app, twin software systems that can be used interchangeably. SROs and SSOs from across the state can access this software from any online device including laptops, Android phones, iPhones, iPads, etc. Our app can be downloaded at no cost. Officers can use the portal, the app or both at any time. Users are not required to have a smart phone to engage with our technology.

Through both platforms, officers can view, sign up for, and track their extra duty employment.

Each officer receives access to our officer portal, a logon, and sets his/her own password. The officer portal and Responder app are highly customizable, and both provide as much or as little transparency as you require. Officers’ current point totals, rotation list positions, etc. are either visible or hidden from an officer’s view. We can create fields and pre-populate data to display information and options based on your rules and protocols.

This portal and app can also be used by approved outside jurisdictions offering officers to work off-duty assignments. We can release those jobs at a time you designate.

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In addition to scheduling, officers can:

• Customize their profiles by specifying if they want to receive notifications (such as reminders for upcoming assignments) by email, text, push notification, or all three. They can also provide personal information for payment or scheduling purposes. Fields within each profile can be customized to meet your specific needs. Fields that should be defined by department management can be pre-populated by our ADE account team. ADE may wish, for example, that the account team be responsible for verifying an SRO/SSO’s certification, whether an SRO/SSO is authorized to work extra duty at a at a specific school or school system, and similar information. ADE can also reserve assignments based on geographical area or other preferences and prohibit suspended or unauthorized officers from accepting details.

• Verify paid detail hours worked. Officers can log on to their portals to punch in when they arrive at a paid detail. This can be done at the job-site via the portal or app, or any time after the end of a detail. filet. If the officer is no longer able to attend, our representatives will make their best efforts to locate another officer to work the detail. Similarly, when a detail is over, an officer can “check/punch out” of the detail on his or her portal or app to verify its completion. If an officer states the start and/or end time of the detail was different from the scheduled time, he or she can explain the difference within the portal. For example, the officer can confirm that the customer requested an extra hour, and we can ensure the officer is paid for that time. An officer can also just verify hours after a detail has been completed, in the app or the portal. Officers do not need to have smartphones to engage with our technology.

• Communicate available and unavailable times that they can work secondary employment. An officer can “opt-in” or “opt-out” of specific times on individual days, or on a recurring basis. Details can then be assigned to officers based on their availability, and the guidelines established by each law enforcement agency.

• Review their extra-duty calendars. Officers can view all details worked, scheduled, and available via an easy-to-use calendar or list view.

Officers can quickly review the last month, current month, next four weeks, year-to-date, or any date-range they define.

If required, now or in the future, we can also provide more than one scheduling methodology simultaneously. For example, a given month’s recurring details might be awarded on the 10th day of the prior month in a first-come-first-served basis, but assignments for specific dates may be awarded on an as-needed basis.

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Regardless of the scheduling algorithm used, we can override it in the event of emergency or last-minute officer cancelations, if necessary. In such situations, we can use the “blast out” method of communication with either a first-come-first-served or short timeframe (15 or 30 minutes typically) open-period award process.

• Confirm locations worked through geo-fencing. If ADE or your agency requests, we can configure our mobile app to track the location of the officer while the officer is working off-duty through their mobile device. This data can be provided to ADE and the agency through routine, scheduled reporting. Please note that location tracking can be controlled by the user of a mobile device. If agency policy permits officers to disable location tracking or if the officer disables location tracking in violation of policy, our app will not be able to access or report on the officer’s location.

The officer portal and Responder app remain highly customizable.

We can create fields and pre-populate data to display information and options based on ADE’s rules and protocols. Based on feedback from our clients, we have improved the functionality and appearance of our off-duty app and website. Both remain highly customizable, and both provide as much or as little transparency as you require. Officers’ current point totals, rotation list positions, etc. are either visible or hidden from an officer’s view.

Officers can also customize the way they view information on their devices.

More screenshots of the Responder app and portal are in Appendix A.

If your schools would like to request qualified SRO/SSOs they can directly access our software online and use the Customer Portal. Through this portal, they can easily request new details, modify or cancel existing details, communicate with our staff, and view their service history including, but not limited to: their invoices, payments, which officers filled their past details, and which officers are scheduled to work up-coming details. This convenient tool reduces the need for calls, although our staff accepts calls 24/7/365.

Many recurring customers from ADE will form first-name-basis relationships with account managers and feel comfortable submitting requests by email. By way of example, in the Northeast where the majority of off-duty work is traffic control, 15% of

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Off-Duty School Resource and School Safety Officers customers use the portal exclusively, while the other 85% prefer to call the account team for help with their needs. Often utility firms and contractors have complex and changing needs and require the 24/7/365 account team structure phone support we provide. Before any new customer can request service solely through the portal, our ADE dedicated account team will speak with them on the phone to ensure the request is consistent with ADE rules.

More screenshots of the customer portal are in Appendix A.

(Section 4.1.2 -3) ADE staff can view and manage assignments through the Coordinator Portal.

Our software provides features that allow your internal coordinators (and coordinators from other agencies) to perform functions determined by the agency – such as posting internal jobs, or determine which officers are permitted to work details the coordinator is responsible for. Like all our software, we customize the Coordinator Portal to support the coordinator’s role and responsibilities. For instance, a coordinator could review, schedule, approve or disapprove certain jobs.

A coordinator can create and manage assignment pools to efficiently communicate with the officers that routinely work for, or who are eligible to work for certain customers. Coordinators might be allowed to create details, but not fill the details.

Coordinators could be allowed to create and fill and generate reports for details at their customer, etc.

Screenshots showing the functionality of the coordinator portal are in Appendix A.

Our software includes a built-in document management system. This allows customers to visit a custom page for each public agency where they can view that agency’s required documents, and agree to specific terms. Such documents might include extra-duty service agreements detailing rates and department policies, or terms and conditions. Customers can also upload key documents such as AZPOST certifications, operations plans, maps, etc. All documents can then be transferred to agencies in batches or on a rolling basis as they are submitted by customers. Individuals within ADE can also be included in the on-line review process for some or all customers in the event ADE wants to review and approve some or all new customer requests for service.

(Sections 4.6 and 4.7) EDS understands that no two law enforcement agencies are exactly the same. Upon contract award, one of the first things we do is learn each agencies rules for these specific assignments. You and the agencies manage the program; we administer it under your guidance. We customize our software applications, infrastructure, account team and communication flows to meet your specific needs.

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(Section 4.8) Your account team will reach out to designated staff should there be any questions or clarifications needed to ensure we provide you outstanding service.

(Section 4.9) A senior member of our company, Wayne Scott, is a former chief of police and CALEA assessor. He can assist departments in revising policies as needed.

We can build in an approval process to ensure officers have agency approval to use our software.

3. Describe the Offeror’s process of assigning requests pursuant to the requirements of section 4.2, including all subsections, of the Scope of Work.

Our software is highly customizable. We will assign requests based on your rules for eligibility.

We can establish geographic boundaries and/or priority of fill for designated law enforcement agencies. Your account team and our software program will establish safeguards for ensuring only eligible/certified officers accept jobs. We can also establish methods for designated staff within agencies to reassign officers.

4. Describe and illustrate in detail the plan that ensures the Offeror has the capacity of servicing all 15 counties pursuant to requirement of section 4.3.

Several of our larger clients rely on outside agencies to provide officers to work some of their details. For instance, the Jacksonville Sheriffs’ Office and the Charleston Police Department routinely source officers from adjacent jurisdictions to assist with cultural and sporting events.

Your dedicated account team will gather information from you about assignments that need to be filled, post them on the officer portal, and help schedule qualified officers from established geographic areas fill the details.

The graphic in response to question 14 below and these two case studies illustrate our capacity to provide officers from different agencies to support the scope of work outlined for this program.

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On-Boarding Agencies for High-Visibility Mutual Aid Case Study: Carroll County (IN) Sheriffs’ Office

Dates of Contract: December 2023-present

In 2024, officials in Carroll County Indiana had the heavy responsibility of trying a local man for the murder of two teenage girls who had vanished five years earlier while hiking across a bridge.

This national attention the crime had gained over the years strained the resources of the 11-person Sheriff’s Office as legal teams, media, and true-crime enthusiasts flocked to the small community for the four-week trial.

To provide 24/7 security for the courthouse and hotel housing the jury and judge, Carroll County issued a memo asking for assistance from other agencies. Thirty-three agencies from across the state responded to assist. Eight of these agencies were already our clients. EDS worked directly with the other 25 agencies to onboard officers into our scheduling system.

EDS and the Carroll County Sheriff’s Office were in constant communication to ensure all posts were accurately filled throughout the trial.

In total, approximately 1,500 officers were scheduled over the course of the trial for a total of 10,500 hours. EDS handled all invoicing and officer payments, including the officers from the assisting agencies, totaling $660,000.

Coordinating Overflow for a Large Event Case Study: Pinehurst (NC) Police Department

Dates of Contract: May 2021-present

In May of 2024, the Village of Pinehurst (NC) hosted the 124th US Open Championship. With just 20 officers, the police department needed help from outside agencies to fill almost 600 posts and provide a safe environment for the 250,000 visitors for the national golf competition.

Working closely with event organizers, Pinehurst PD developed an operations plan to support the large event. The PD provided the manning requirements to EDS who reached out to eight agencies to fill postings for the four-day tournament.

Through our portal’s document management section, overflow officers could view the operations plan and other key documents to better understand their duties.

Said Chief Glen T. Webb: We were fortunate to have Extra Duty Solutions assist us with scheduling as well as making sure officers from ours and several other jurisdictions were paid.

This was a large event, but Extra Duty was seamless in their handling of their portion. We are very thankful for Extra Duty relieving us of what would have been many staff hours on payroll that we used instead to focus on safety.

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5. Describe the Offeror’s database platform for reports pursuant to the requirements of section 4.4, including all subsections, of the Scope of Work.

Our software suites are highly customizable and will provide you the reports (including payroll) you need in the format (e.g. Excel, PDF, CSV, etc.) and frequency you desire. Reports will have filtering options. We do not charge extra fees for payroll reports.

(Section 5) In addition to real-time reports, we will also create and automatically generate and distribute recurring reports, such as Monthly Invoice Register, Quarterly Participation Reports, and Annual Reports with the data requested in 5.3.1 -5.3.4. We can also provide you Officer Reports (hours worked, location, and customer) each pay period. We can also provide you with Prior Day Jobs Worked Report, and Same Day Jobs Report. We currently have more than 70 different templated reports that can be run at any time or auto-run on a scheduled cadence. The data is transparent, so you can get the information you need when you need it.

Your EDS account team, available 24/7/365 via phone and email, can also provide you with one-off reports, or any other information you might need for management, statutory requirements, FEMA or OPRA requests.

EDS can also enable selected staff members to create their own reports, as needed, via their online portals. Often, our client agencies will want certain command staff personnel to view and report upon certain information for a sub-set of customers. If ADE would like to restrict access to certain reports for certain people, we can establish access control in our software. We learn these requirements from you during the knowledge transfer meeting, and configure our software to support them.

More sample reports are in Appendix B.

6. Describe the Offeror’s plan to manage and administer ADE requests for AZPOST-certified law enforcement officers pursuant to the requirements of section 4.5, including all subsections, of the Scope of Work. Provide details for each subsection.

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(Section 4.5.1) Many of our municipal clients charge different rates for different ranks and/or categories of work. We can easily bill the rates and fees outlined in Section 7 of the Scope of Work.

We pay the municipalities and officers all fees and salaries on the cadence you (or they) establish. We pay the officers and municipalities regardless of when the ADE customers pay us.

(Section 4.5.2) Scheduling is described above.

(Section 4.5.3) We would invoice the schools via mail or within the customer portal.

They pay us directly. EDS finances the float and accepts the credit risk, thus eliminating the program’s financial risk for the ADE. In the past 12 months approximately 92% of the extra-duty work that we administered was invoiced.

We will notify ADE of any school that we deem non-credit worthy.

(Section 4.5.4) ADE has its own dedicated account team. Your account team coordinates all aspects of scheduling among the officers, agency, and your customers. Account representatives also resolve user-level technical issues, such as computer log-in problems and data entry errors. Your account manager troubleshoots complex technical problems with our software and maintenance team, and calls you back when they resolve the issue. That means, you are not on hold for tech support or waiting on the phone while our technicians fix the problem. Your account team is available 24/7/365 through a phone number created for and dedicated to your agency. We do not use a call center approach. Your dedicated account team (consisting of one primary and several secondary coordinators) handles all your calls and emails.

At night and on weekends, this same number is answered by our internal night/weekend coordinator teams working in one of our operations centers. If there were an event that affected any of our operations centers, calls are transferred to other centers within three (3) seconds. We never outsource call handling to external call centers or other third parties.

Moreover, ADE’s account team will be split across two of our operations centers, so that a hurricane or other disaster in one location does not affect our ability to respond to calls.

Our call routing software is the same software used by Apple computer support. Our incoming calls are immediately routed to the correct account teams. We answer ninety-four percent (94%) of our incoming calls by the end of the third ring and routinely answer 1,025 incoming calls on an average weekday.

Inbound voice calls on primary call center channels are recorded for quality assurance and training. Voice recordings are archived for 30 days at the provider’s cloud service and archived for five years on an onsite server. Recordings are retrieved monthly for review and training.

Calls are retrieved as needed for customer review, clarification, and dispute resolution.

We apply rigorous quality assurance procedures in all critical aspects of our service delivery.

See Appendix C for our Quality Assurance Plan.

Before going live with EDS’s extra duty program, we will send letters to active ADE customers explaining the process for hiring officers and how to contact us for any questions or concerns.

In addition to our company contact information, we will create a unique phone number and

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Off-Duty School Resource and School Safety Officers email address specific to the ADE account so prospective customers could easily reach us. Many customers enjoy these means of contacting us.

Customers who use our system to request officers for extra duty find it easy and responsive. If they wish, they can submit the request for an officer when it is convenient for them, and are no longer dependent on coordinating extra duty support during the law enforcement agency’s business hours. Even with the ease of our online customer portal, the majority of customers (85%) prefer to engage with the account team by phone.

Often, recurring customers get to know the account team and have weekly or monthly calls with them to ensure their extra duty needs are being handled smoothly.

Many agencies post information on their website about how to hire an off duty officer. This helps new customers come on board and begin the process of hiring your officers. We can provide you a personalized graphic with a QR code and website that link directly to an officer request form customized for ADE.

7. Describe the Offeror’s plan to deliver either on-site or online training for all SROs and SSOs pursuant to the requirements of section 4.10, including all subsections, of the Scope of Work.

After you are satisfied with the configuration of the software program, we will train your officers how to use it. Training your officers is the final step before going live. This allows our trainers to review step-by-step instructions with your officers on how the system works. The onboarding team will provide an officer training document, a video tutorial on the use of our ReponderApp, as well as remote live group training.

• Live Group (In Person) Training: If needed, our on-boarding team will work with you to schedule training based on your agency's scheduling needs. We can do this remotely and can conduct it during roll call, in larger group settings, any time of the day or night. In person training takes approximately 30 mins per session. Often, between training sessions, we offer “office hours” for people to ask our team specific questions privately.

• Video: We will provide a video tutorial (click to view) for your agency that provides an overview of how your off duty program works and a step-by-step guide on how to use the system. The video is a good resource for officers who cannot attend in-person training, and in-service training or for future new hires.

• Documentation: The onboarding team will create a custom document for your off-duty program with step-by-step instructions on how the system https://www.youtube.com/watch?v=0eZK0wiwLDQ

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Off-Duty School Resource and School Safety Officers works. It will outline how officers log in to the system for the first time, request jobs, view future jobs, check in and out of jobs, and all other functions you request. The document will also provide an overview of your agency’s assignment process.

8. Describe the in detail the Offeror’s plan to assign SROs and SSOs pursuant to the requirements of section 4.11, including all subsections, of the Scope of Work.

You manage the program; we administer it under your guidance. We customize our software applications, infrastructure, account team and communication flows to meet your specific needs. For example, we have many ways to award details. Some examples are:

• First-come-first-served. Whichever SRO/SSO signs up for a detail first, gets the detail.

This can apply to just to last minute details, or any type of details you determine.

• Type 1 details filled prior to Type 2 details, per detail shift on a city-wide basis. Officers who are eligible to perform any specific Type 1 detail on any specific shift may not be offered a Type 2 detail on the specific shift if the Type 1 detail remains available.

• By seniority: Details are offered to higher tenured officers/firefighters initially, those that remain unfilled after a pre-determined amount of time are then available to less tenured group – and so on down the tenure line.

• Details are first offered to SRO/SSO within the area in which the detail arises on a low hours basis. After all SRO/SSO within the area are offered the detail, the detail is offered to officers/firefighters assigned to a different, after which the detail is offered City-wide to all eligible employees.

• By a static or dynamic rotation list.

• By a point system. SRO/SSO’s are assigned points based on policy. For example, an officer might be assessed one point for each off duty hour worked since January 1, one point per detail worked or one point for each off duty dollar earned this quarter.

• Through a pick list system in which each SRO/SSO is assigned a time slot to view and sign up for available jobs.

You can also have more than one scheduling method. For example, last minute details are first come first served while recurring security jobs use a pick system, etc.

We understand that AZPOST-certified law enforcement officers who fill these details will be our 1099 contractors.

9. Describe the in detail the Offeror’s plan to assign SROs and SSOs work shifts pursuant to the requirements of section 4.12, including all subsections, of the Scope of Work.

(Section 4.12.1 and 4.12.2) We can build these rules into our software as safeguards.

The configured software can support different working hours for different agencies.

(Section 4.12.3 - 4.12.5) We can post jobs on the officer portal as soon as the account team verifies they meet ADE criteria. If you’d like us to decline job requests that arrive within two hours of start time, we can do that. We can also post assignments in the school’s geographic area. If they are not filled by local SRO/SSO, we can post the assignment to adjacent jurisdictions or state-wide.

(Section 4.12.6) Most of our clients include vehicles as part of their job requests. We can add this requirement as part of the job posting. We will invoice the customer any vehicle fees

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Off-Duty School Resource and School Safety Officers imposed by each agency and collect that payment. We will pay each agency their vehicle fees on the cadence they establish. Insurance for official vehicles is usually provided by the municipality.

The process looks like this:

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10. Provide a narrative to illustrates that liability and workers’ compensation insurance is provided at no cost to the officers or ADE pursuant to the requirement of section 4.13 of the Scope of Work.

We understand that ADE classifies the SROs as independent contractors and does not provide Workers’ Compensation coverage under this arrangement. As requested, Extra Duty Solutions (EDS) is prepared to extend Workers’ Compensation coverage to all participating officers, ensuring that this essential protection is in place. Our officer Worker’s Compensation insurance is code 7720 (law enforcement) coverage.

It’s important to note that under Arizona labor regulations, when a third-party administrator like EDS facilitates the scheduling and direct payment of independent contractors—such as off-duty law enforcement officers—workers’ compensation coverage must be provided in accordance with state law. These regulations require that premiums be calculated and collected based on established class codes and rates approved by the state. This statutory framework does not permit these fees to be waived, discounted, or absorbed by the third party, regardless of contractual preferences or program structure. As such, EDS is legally obligated to include a workers’ compensation fee as part of its service arrangement to ensure compliance.

Be wary of bids or proposals that claim Workers' Compensation coverage is provided “at no cost.” In such cases, these costs are typically concealed within other service fees or misrepresented entirely. These practices risk non-compliance with state law, potential audit exposure, and unanticipated liabilities. EDS does not engage in such pricing tactics. Our fee structure, including W/C charges, is always clearly delineated and fully disclosed to our partners. Officers are covered through our comprehensive insurance program while working off-duty details. Our insurance is primary to your agency’s insurance and further protects the agency with a waiver of subrogation. The agency, and its employees, will be named as an additional insured. Our insurance includes a $21M annual limit on general liability insurance covering the actions of the officers.

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The limits and riders outlined here are part of our standard contract. We do not change the terms or conditions or apply lower insurance limits upon contract award with your agency. However, if your risk management team requires higher limits or additional riders, we can usually fulfill such requests in a matter of days.

Our insurance is reviewed annually by Cross Insurance’s high-risk group. Other entities in the Cross high-risk group include the New England Patriots, the Boston Bruins, the Boston Red Sox and numerous national construction firms and municipalities. The high-risk team advises us on appropriate riders and limits.

Appendix D provides more information about our comprehensive insurance coverage.

11. Provide a detailed plan to provide technical support and service pursuant to the requirement of section 4.15 of the Scope of Work.

Your account team is available 24/7/365 through a phone number created for and dedicated to your agency. We do not use a call center approach. Your dedicated account team (consisting of one primary and several secondary coordinators) handles all your calls and emails.

At night and on weekends, this same number is answered by our internal night/weekend coordinator teams working in one of our operations centers. If there were an event that affected any of our operations centers, calls are transferred to other centers within three (3) seconds. We never outsource call handling to external call centers or other third parties.

Moreover, ADE’s account team will be split across two of our operations centers, so that a hurricane or other disaster in one location does not affect our ability to respond to calls.

Our call routing software is the same software used by Apple computer support. Our incoming calls are immediately routed to the correct account teams. We answer ninety-four percent

Coverage Total Limit Per Incident Limit

Professional Liability/ Technology E&O $3M $3M General Liability $2M $1M Excess Liability $10M $10M Auto $1M $1M Personal Injury $1M $2M Management Liability $1M $1M Property $152K

Third Party Liability Coverage $3M $3M Regulatory Defense & Penalties $3M $3M Business Interruption Coverage $3M $3M Cyber Extortion $3M $3M Breach Response $3M $3MData Breach & Privacy Security Liability $3M $3M

Employee Theft $1M $1M Third Parties Property $1M $1M

ERISA $1M $1M

Forgery $1M $1M Inside & Outside Losses $1M $1M Tech Fraud $1M $1M

Workers Compensation Statutory Employers Liability- By Accident $1M $1M Employers Liability - By Disease $1M Policy limit Employers Liability - By Disease $1M Each employee

Network & Security Liability

Crime

Workers Compensation - All States

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(94%) of our incoming calls by the end of the third ring and routinely answer 1,025 incoming calls on an average weekday.

12. Provide a detailed plan that ensures off-duty officers performing jobs as SROs and SSOs will be paid weekly.

(4.16) Extra Duty Solutions performs a weekly payroll function for all our contracted agencies on a rolling daily basis for extra duty work. We can pay our clients or officers according to their desired payroll cadence. In this instance, there is a weekly payroll cadence. Timekeeping is performed with the portal or Responder App to create payroll records.

Within the Responder app, the officers has access to a portal to register their financial and banking information to receive payment. When the details are completed by each officer a weekly payroll record is created and the officers will be paid.

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Attachment I - Questionnaire

Off-Duty School Resource and School Safety Officers

Arizona Department of Education

B. Experience, Capability, and Reliability

13. Describe the Offeror’s ability and experience to comply and coordinate with law enforcement agencies rules, policies, and procedures pursuant to the requirements of section

4.6 through 4.9 of the Scope of Work.

Extra Duty Solutions (EDS) has extensive experience managing off-duty law enforcement programs in collaboration with government entities at the municipal, county, and state levels.

During the school year, handle hundreds of SRO/SSO details weekly. This experience equips us to fully support ADE’s School Resource Officer (SRO) and School Safety Officer (SSO) programs with a focus on compliance, coordination, and transparency.

4.6 Compliance with ADE Orders, Rules, and Policies

EDS will ensure full alignment with all ADE directives related to SROs and SSOs. Our platform and operational workflows will be configured to reflect current ADE requirements, including officer eligibility, documentation, and reporting. We will provide timely updates to all participating law enforcement agencies and assist in modifying agency rules or policies to maintain full compliance with ADE mandates.

4.7 Compliance with Law Enforcement Agency Rules and Policies

EDS will coordinate with local, county, and state law enforcement agencies to meet their secondary employment rules, including training, eligibility, and agency-specific protocols. Our platform will prevent unauthorized scheduling and require agency approval for officer participation. All officers will be registered and validated through the system, including AZPOST certification verification.

4.8 Coordination with Agencies and Clients

To ensure clarity and accountability, EDS will serve as the liaison among ADE, school districts, and law enforcement agencies. We will assign dedicated account managers to support all communications, resolve questions quickly, and align stakeholders on expectations. Our digital platform will provide real-time visibility into assignment data and compliance.

4.9 Support for Policy Modifications and Officer Registration

EDS will assist law enforcement agencies in reviewing and updating internal policies to align with ADE’s SRO and SSO program goals. Leveraging our experience with similar programs, we will guide agencies through the integration of our management model. Our platform will support officer registration, approval tracking, and compliance management with full agency oversight.

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14. Provide a detailed description and visual representation of the Offeror’s plan that demonstrates its capacity to service approximately 250 schools (1,250 weekly shifts) in all 15 Arizona counties in full compliance with the requirements outlined in section 4.3 of the Scope of Work. The response should clearly outline logistical strategies, resource allocation, staffing plans, and any other relevant factors that support successful implementation.

15. Organizational Chart Provide an organizational chart with a current list of key personnel responsible for performance of contract and indicate what areas of the contract that they will be responsible for performing.

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16. References

At least three (3) verifiable professional references must be provided regarding services provided by the Offeror similar to those required under this Solicitation. (The Offeror should use the designated Attachment.) Please note: it is the responsibility of the Offeror to choose references that are willing to respond to ADE’s request for references. The failure of a reference to respond may negatively impact the consideration of your offer. Also, do not use any ADE employee, officer or agent as a reference.

References are provided in Attachment II below.

17. Firm’s Experience and Expertise

In a maximum of two (2) pages, provide a summary narrative of your firm’s experience and expertise relative to meeting the Scope of Work requirements specified in this solicitation. The entire solicitation response will be evaluated in addition to your response to this question.

Hart Halsey, LLC d/b/a Extra Duty Solutions has been administering extra-duty detail services for more than seven years. Our first client was Delray Beach, FL who started with us in January 2016 and continues to with us this day. We are the first, largest and fastest-growing firm to offer programs for the full administration of paid details as well as on-duty scheduling software throughout the United States.

Prior to serving law enforcement agencies, we managed extra duty programs for large, corporate clients including Marriott, Starwood, Ryder, Aon, and MasterCard, among others. While serving corporate clients, we realized that administering such programs was burdensome for law enforcement agencies and meaningfully increased municipal risk. We then offered a managed service solution for law enforcement agencies and exited the corporate side of the business to avoid any conflicts of interest.

Our software division, Jivasoft, was founded in 1999 by Dan Ryan, whose father was a captain and brother was a deputy superintendent with the Lowell (MA) Police Department. Initially, Jivasoft aimed to create active duty and extra duty scheduling software just for Lowell PD’s use.

Now, Jivasoft is one of the leading providers of scheduling software to the public safety sector, and tailors applications to meet the needs of small municipalities to large agencies, such as the Nashville Police Department (1700 sworn) and the United Nations. In June 2019, we acquired Jivasoft, enabling us to offer fully-integrated software tailored to our clients’ needs.

Hart Halsey, LLC (EDS) is not a security company, is not owned by a security company, and none of the owners or employees have any affiliation or ownership stakes in any security companies.

We operate solely to further the best interests of the municipal and law enforcement agencies we serve. We do not indemnify non-government entities nor otherwise introduce legal risk to

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ADE by signing supplier agreements directly with such entities. We represent the best interests of our governmental partners exclusively and at all times.

EDS and our software division, Jivasoft, provide software to more than 300 agencies, and administer extra-duty programs for 235 public safety agencies across these states:

• Alabama

• Arizona

• Arkansas

• California

• Colorado

• Connecticut

• Delaware

• Florida

• Georgia

• Illinois

• Indiana

• Kansas

• Kentucky

• Louisiana

• Maryland

• Massachusetts

• Minnesota

• Mississippi

• Nevada

• New Hampshire

• New Jersey

• New York

• North Carolina

• Ohio

• Oregon

• Rhode Island

• South Carolina

• Tennessee

• Texas

• Virginia

• Washington

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Attachment II – Offeror’s References

Off-Duty School Resource and School Safety Officers

Arizona Department of Education

Offeror Name: Hart Halsey, LLC d/b/a Extra Duty Solutions

Provide (3) verifiable professional references, preferably within the past three years, in which a major role was played in providing service(s) similar in scope to that in this solicitation. The references should show the breadth of the individual or organization experience and demonstrated capabilities to support and manage the required service(s). Use a separate sheet for each reference.

Reference Information

Organization / Company Name: Florida Atlantic University Police

Street Address 777 Glades Rd

City/ST/Zip Boca Raton, FL 33431

Contact Information:

Capt. Chelsea John-Williams 561-297-3000

Contact Name Phone Number

Cdremann@fau.edu

Contact Email Address

Project Description Full administration of off-duty program

Estimated Cost:

No cost to the agency

Project Begin Date: 8/12/2024 Project End

Date: On-going

Project Overview: (Include similar services performed as those required by this solicitation)

Full administration of the university’s off-duty program which includes, configured software, account team, scheduling, invoicing, collecting and remitting payment. FAU often requires backfill from adjacent jurisdictions for special events.

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Reference Information

Organization / Company Name: Montclair Police Department

Street Address 657 Bloomfield Ave.

City/ST/Zip Montclair, NJ 07042

Chief Todd Conforti 973-744-1234

Contact Name Phone Number tconforti@montclairnjusa.org

Contact Email Address

Project Description Full administration of off-duty program

Estimated Cost:

No cost to the agency

Project Begin Date: February 20, 2017 Project End

Date: On-going

Project Overview: (Include similar services performed as those required by this solicitation)

Full administration of the agency’s off-duty program which includes, configured software, account team, scheduling, invoicing, collecting and remitting payment. MPD often requires backfill from adjacent jurisdictions

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Organization / Company Name: Bridgewater Police Department

Street Address 100 Commons Way

City/ST/Zip Bridgewater, NJ 08807

Chief John Mitzak 908-722-4111 x4141

Contact Name Phone Number jmitzak@bridgewaterpd.com

Contact Email Address

Project Description Full administration of off-duty program

Estimated Cost:

No cost to the agency

Project Begin Date: June 1, 2019 Project End

Date: On-going

Project Overview: (Include similar services performed as those required by this solicitation)

Full administration of the agency’s off-duty program which includes, configured software, account team, scheduling, invoicing, collecting and remitting payment. BPD often requires backfill from adjacent jurisdictions

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