ESBD_File_328837_RFI_THP202306211327_MobileTrackingApplication.pdf

RFI #202306211327 Page 1 of 5

TEXAS DEPARTMENT OF PUBLIC SAFETY

Request for Information

RFI # THP202306211327

TITLE: Mobile Tracking Application

RFI #202306211327 Page 2 of 5

1. INTRODUCTION/OBJECTIVE/PURPOSE

The THP division currently has a need to replace the manual process of tracking field shifts, time approvals, shift bidding, etc. with an automated solution that works across areas and on mobile devices.

Requesting an RFI to provide insight into available applications for submission and management of personnel time, approvals, reallocation of resources, shift assignment, etc.

2. AGENCY LIABILITY AND CONFIDENTIAL INFORMATION

This RFI is only a request for information and no contractual obligation on behalf of the TXDPS whatsoever shall arise from the RFI process. It does not constitute a Request for Proposal (RFP), Request for Offer (RFO), Invitation for Bid (IFB), or other solicitation, nor does it constitute the commitment to issue any solicitation in the future. Therefore, those choosing to respond to this RFI will, merely by virtue of submitting such a response, NOT be deemed to be “bidders” in any sense, and no such respondent will have any preference, special designation, advantage or disadvantage whatsoever in any subsequent procurement process related to this RFI.

This RFI does not commit the TXDPS to pay costs incurred in the preparation or submission of any response to the RFI. It is the responsibility of the potential respondent to monitor the Electronic State Business Daily (ESBD) for additional information pertaining to this RFI.

Pursuant to §552.301 (c) of the Public Information Act (PIA), and the following email address has designated for public information requests: OGC.Webmaster@dps.texas.gov Respondents are advised that materials contained in their response are subject to the aforementioned section of the PIA. Note:

A request emailed to any other TXDPS Department email address does not trigger the requirements of the PIA.

If Respondent asserts that any material in the response is confidential or proprietary information, Respondent must clearly mark the applicable pages of respondent’s submission in boldface type to indicate each claim of confidentiality and include the words “confidential” at the top of the page.

Additionally, Respondent must include statement on company letterhead identifying all Response section(s) and specific pages(s) that have been marked as confidential and explain why the information is marked as confidential and excepted from public disclosure under the provisions of the Texas Public Information Act (the Act). Merely making a blanket claim that the entire Response is protected from disclosure because it contains some proprietary information is not acceptable, and will make the entire Response subject to release under the Act.

3. BACKGROUND INFORMATION/HISTORY

The THP division currently leverages numerous forms of media to maintain schedules and time for commissioned personnel in addition to the agency software used for time management. This has become cumbersome as numerous operations, shifts, and efforts are going at one time requiring numerous resources with different skillsets be tracked, requested and managed by supervisors. While the division will still utilize the agency time management solution, a law enforcement specific application for managing time, certifications and assets is preferred to enhance scheduling and operations.

mailto:OGC.Webmaster@dps.texas.gov

RFI #202306211327 Page 3 of 5

4. SCHEDULE OF EVENTS AND TIMELINES

RFI issue date: 07/07/2023 Deadline for questions/clarifications to the RFI (Close of Business)

07/28/2023

Deadline for responses to questions/clarifications (Close of Business)

08/07/2023

Deadline for submission of RFI: 08/21/2023

To maintain the integrity of the RFI process, all communications with respondents pertaining to this RFI must be referred to and/or coordinated with the TXDPS point of contact referenced below.

Communicating with any other TXDPS personnel may result in disqualification of the respondent’s response.

Instructions to Recipients

1. You are requested to complete the enclosed questionnaire and return it by August 21, 2023, @

5:00 PM CST.

2. All respondents responding to this RFI may be required to make a demonstration/presentation of products/services following the deadline for submission upon request by TXDPS. TXDPS shall not be responsible for expenses incurred by a respondent in the preparation and submission of Information. This provision also includes any costs involved in providing an oral presentation/demonstration of product/services.

3. Please list the question (included in the enclosed questionnaire) before each response.

4. All questions/clarifications must be submitted on or before July 28, 2023.

Electronic transmission via email to Lori Melcher is required for both question/clarifications.

Contract Specialist: Lori Melcher, CTCD, CTCM Email: Lori.Melcher@dps.texas.gov

Phone: (512) 424-5370

5. GENERAL REQUIREMENTS

The THP Division would like to see what capabilities your system has out of the general requirements listed below to understand what is available in a time scheduling/tracking solution:

• Allow for supervisors and identified team members to see schedules, overtime, training days, weekly and monthly views, at varying levels (sergeant, lieutenant, captain, Major, etc.)

• Mobile application capabilities

• Ability to tie funding and budgets to regions, areas and people

• Real time dashboards of field scheduling and configurable reports to provide to executive leadership for specific areas, personnel titles and selected groups based on skillset

• Ability to integrate with In-Car/CAD system with other HR and time management systems at an agency level

• Ability for TXDPS to configure business rules and workflows

• Automation based on agency needs to include, shift bidding based on a frequency defined by

TXDPS

• System ability to identify coverage gaps in schedules and notify identified users if staffing numbers are low or at risk

• Ability to check errors and notify the user with highlights or something visible to call out issues in the scheduling mailto:Lori.Melcher@dps.texas.gov

RFI #202306211327 Page 4 of 5

6. RFI QUESTIONS

TXDPS is requesting responses to the following questions. Additional explanations and/or capabilities can also be provided:

A. Are you a cloud based solution? If so, who is your cloud provider?

B. Are you familiar with TXRAMP and DIR requirements for the State of Texas?

C. What templates and report types does your scheduling system come with? How do agencies utilize them today?

D. Does your system have the following capabilities?

i. Move officers between teams and locations

ii. View schedules by event or location

iii. Extend shifts

iv. Assign OT

v. Approve time off

vi. Create open shifts for troopers to claim

vii. Create shift bidding

viii. Allow users to assign codes to time spent such as budget/financial codes and time tracking codes e.g. vacation, comp time etc.

ix. Track certifications and other employee skill sets assigned to the user

x. Track specialized equipment/property issued to personnel

xi. Send notifications by mobile device to users on shift availability, approvals, shift bidding, schedule changes, etc.

E. Please provide estimates on initial implementation costs and ongoing annual subscription/maintenance fees for an agency with approx. 3,000 commissioned staff for your base product

7. TIME TABLE

The respondent’s response shall include a timetable that will include product configuration deployment, testing, and acceptance.

8. LIMITATIONS

Changes may occur between the publishing of this RFI and any subsequent RFIs. There also may be differences between this RFI and other relevant documents.

Respondent’s staff must be able to pass requisite background checks in order to gain access to: TXDPS Data for either server or cloud-based installation and maintenance.

9. INDUSTRY DISCUSSIONS

TXDPS representatives may or may not choose to meet with potential respondents. Such discussions would only be intended to get further clarification of potential capability to meet the requirements, especially any development and certification risks. Oral presentations and product demonstrations may be requested from the Respondents.

RFI #202306211327 Page 5 of 5

10. SUMMARY

THIS IS AN REQUEST FOR INFORMATION (RFI) ONLY to identify sources that can provide a mobile tracking application. The information provided in this RFI is subject to change and is not binding by the TXDPS. The TXDPS has not made a commitment to procure any of the items discussed, and the release of this RFI should not be construed as such a commitment or as authorization to incur costs for which reimbursement would be required or sought. All submissions become TXDPS property and will not be returned.

11. RESPONDENT INFORMATION

Respondents must provide the following:

Company Name:

Street Address:

City/State/Zip:

RFI Point of Contact:

Title:

Phone:

Email:

Company Web Page Address:

NOTE: The respondent acknowledges that they have read all instructions carefully. Failure to complete all requirements as outlined in this RFI, sign, and submit in accordance with Section 2 Schedule of Events and Timelines may result in disqualification of the respondent’s response.

RESPONDENT SIGNATURE(S)

Signature of Authorized Representative Name - Printed Date