Pennsauken_Police_Outside_Duty_Competitive_Contract_Specifications.pdf

This procurement is being conducted as a competitive contract.

The bidders shall be weighed based upon price and other factors.

Those factors are

1. Cost %

2. Managerial %

3. Technical %

The weights will be announced at the opening of the proposals.

Management of Outside Special Details, Township of Pennsauken Police Department

1. Purpose:

a. The Township seeks the management and administration of the Police Department’s Off-Duty Detail on their behalf (commonly referred to as “Extra Duty”). In accordance with Township Code all patrol officers, sergeants and Lieutenants ("Pennsauken police officers") employed by the Township of Pennsauken Police Department may be permitted to perform extra-duty details for police-related matters for private or public entities subject to the terms and conditions of the Township Code and departmental policy.

b. The successful bidder shall be responsible for the administration of all off- duty police details including requests for service, scheduling work, invoicing and collection of payments.

c. Requests for off-duty work and scheduling shall be completed through a secure online platform, developed and provided by the contractor at it sole cost and a telephone assistance center.

d. The contractor shall also remit detail payments to the Township securely, as payment shall be made to the officers through the Township payroll system.

e. The contractor shall administer the off- duty program in accordance with the Township policies and regulations, with no substantial changes to the manner in which off-duty details are distributed.

http://www.bidnetdirect.com/robbinsville-twp

2. Scope of work the Vendor shall:

a. Handle the scheduling of all Police extra duty road job assignments.

b. Coordinate payment by the vendors.

c. Provide detailed officer payment instructions to the finance department twice a month (coordinating with payroll).

d. Provide for cloud based scheduling and interface with existing police scheduling software to accomplish service.

e. Electronically send the funds to the Township to cover the extra duty payroll prior to the pay period.

3. Prices

a. Please include a schedule of prices for your proposal.

b. Proposal fees submitted shall be a percentage of the current hourly rate for off-duty detail worked.

c. More specifically, it shall include all costs associated with program configuration, implementation, deployment training, any travel required and insurance.

d. The Township shall not incur additional costs or fees associated with the program. All fees and costs to be charged and collected by the contractor for their services shall be passed on to the entity requesting extra duty services.

e. Please also include a schedule of terms, conditions and finance rates/charges for client credit accounts.

f. Reports are to be supplied to the Township by each Sunday following any work completed.

g. Please acknowledge that the contractor agrees to pay the Township of for all services rendered. This would require the contractor to invoice the client for off-duty police services. -

4. Scheduling:

a. The Township will provide a list of approved officers and guidelines for the approval of customers and details.

b. The Township will provide the Vendor rules and regulations related to the manner in which the officers should be scheduled.

c. Police officers shall not engage in extra-duty employment that interferes, conflicts with, or brings discredit to the Robbinsville Police Department or is managed outside of the extra duty program specified within this document.

d. Vendor must utilize detail scheduling and management infrastructure which will enable:

i. Officers to view open details and their scheduled details either from a laptop, tablet, desk top or mobile device.

ii. Reminder online outreaches to Officers regarding details they’ve signed up for.

iii. Individual detail-level check-in and check-out capture in an online, documented manner.

iv. Extra duty detail reporting including but not limited to:

calendar format scheduling, details summarized by time period, customer, Officer, or detail type.

v. Ability to award details base on “first come first served” basis, seniority or number of extra duty hours or details worked in prior week, month, quarter or year, or “card file” system in which details are offered to subsequent officers in a pre-determined revolving ordering. Ability to limit offering of specific details to pre-defined subgroups of Officers.

vi. Training on how to use the scheduling and management infrastructure must be provided to the officers.

5. Prohibitions on certain assignments/conduct.

a. Ensure Police Officers are not scheduled for extra-duty employment that requires them to:

b. Serve or sell alcoholic beverages.

c. Perform work as bouncers, doormen, or cashiers at nightclubs or bars

d. Perform work for insurance agencies, collection agencies, private investigators, attorneys, bail bond agencies, or taxi companies.

e. Perform work with wreckers or service stations that contract services with the Township of Robbinsville.

f. Work or openly associate with convicted or known criminals.

g. Perform extra-duty work that would require the employee to work more than sixteen (16) hours within a twenty-four (24) hour period without the prior approval of the Chief of Police or his/ her designee.

6. General:

a. Neither the Township nor the Vendor will be responsible for acts of God (hurricanes, floods, etc.) or items beyond their control (power failures, etc.);

however, both the Township and the Vendor will make every effort in an urgent manner to correct the problems and difficulties caused by such acts.

7. Review:

a. The Vendor will permit the Township to review, at any time, all work performed under the terms of Agreement at any stage of the work.

b. Books and Records:

c. The Vendor will maintain or cause to be maintained all records, books, or other documents relative to date and time of job assignments, name of police officers assigned to jobs, all billing invoices, and extra duty business contracts.

8. Proposal Instructions

a. Letter of Transmittal

b. Briefly state the proposer’s understanding of the work to be done and make a positive commitment to perform the work on a timely basis. State the fee for the engagement.

c. Profile of Proposer

a. Indicate whether you are local, regional, national or international in the scope of your practice.

b. Indicate the address of your home office.

c. Indicate your experience in providing administrative services, including customer service, scheduling, billing, collections, payroll, and administrative services management.

d. Provide samples of the reports that will be provided to the Township and a description of the hardware and software that will be used for this engagement.

e. Identify the key individuals who will be assigned to the Township of Robbinsville engagement. Describe their roles and provide a brief description of their professional experience in administrative services management.

d. Please provide any additional information that you believe will assist the Township in making its selection.

e. Please provide the fee for this service.

9. Fee

a. Indicate your proposed fee for this engagement. Your stated fee should be all-inclusive and structured via an hourly percentage administrative fee added to each detail hour worked. Your fee should be proposed for each of the next five (5) years.

Fee should include all out of pocket expenses.

PROPOSAL

Year 1 ____% Year 2 ____% Year 3 ____% Year 4 ____% Year 5 ____%

Company Name Federal ID # or Social Security #

Address

Signature of Authorized Agent Type or Print Name

Title:

Telephone Number Date

Fax Number E-mail address

POLICE OUTSIDE DUTY COMPETITIVE CONTRACT

2025 Road Job Rates and Statistics

• Regular Road Job Rate $90.00 per hour

• Emergency Road Job Rate $90.00 per hour

• School & Municipal Road Job Rate $90.00 per hour

• Township Administration Fee $30.00 per hour

• County Road Job Rate o 75% to officers, 25% to the town (variable) 91 hours

• Regular & Emergency Road Jobs 2025 7,904 hours

• School & Municipal Road Jobs 2025 622 hours