LPD_Info_.docx

This is a Request for Proposal (RFP) issued by the City of Lakeland, Florida for cloud-based Timekeeping and Scheduling Software to support the Police and Fire departments' 24/7 operations. The City seeks a Software-as-a-Service (SaaS) solution to replace current manual timekeeping and scheduling processes that rely on Excel and email communications. The system must support complex scheduling requirements including 12-hour rotating police shifts with varying work hour structures, 24/48-hour fire shifts with Kelly days, shift bidding and swaps with configurable approval workflows, mobile access for iOS and Android devices, real-time staffing level visibility, and minimum staffing requirement enforcement. The software must integrate seamlessly with the City's existing Oracle PeopleSoft payroll and HRMS system and accommodate approximately 450 police personnel and 250 fire personnel across multiple shift structures governed by existing collective bargaining agreements. A non-mandatory pre-proposal meeting is scheduled for April 9, 2026, at 2:00 p.m., prospective vendors must submit questions by April 15, 2026, at 5:00 p.m., and proposals are due electronically through the City's OpenGov e-Procurement Portal by April 23, 2026, at 3:30 p.m. The RFP was officially released on March 26, 2026, and proposals remain valid for 60 days from the opening date.

The budgetary estimate for this project is $150,000 for year-one licensing and setup costs and $75,000 for annual recurring license renewals. Selection criteria are weighted as follows: Functional Requirements (35%), Public Safety Experience and References (15%), Integration and Technical Compatibility (10%), Reporting and Analytics (10%), Implementation, Training, and Support (10%), and Cost and Pricing Structure (20%). Vendors must meet extensive insurance requirements including $1,000,000 in commercial general liability and business auto liability coverage and $5,000,000 in cyber and privacy protection liability. Respondents must submit certifications regarding drug-free workplace status, suspension and debarment, public entity crimes, E-Verify compliance, conflicts of interest, and a Hold Harmless Indemnification Agreement compliant with Florida Statutes. Local vendor preference is available for respondents maintaining a physical business location within Lakeland Electric's service territory for at least 12 consecutive months. The system must accommodate multiple employment classifications and pay structures including shift differentials, overtime at 1.5 times base rate, and varying annual work hour requirements governed by collective bargaining agreements with the International Association of Fire Fighters Local 4173 (covering October 1, 2025, through September 30, 2028) and police officer and sergeant unions expiring September 30, 2025.