RFI Intelligent Shift Scheduler.docx

REQUEST FOR INFORMATION (RFI) / SOURCES SOUGHT

Intelligent Shift Scheduler Tool for 24/7 Continuous Operations

RFI Number: AF-A1-RFI-SKED-APP-2026 Agency: Department of the Air Force, HAF/A1Z NAICS (anticipated): 541512 (Computer Systems Design Services) Notice Type: RFI/Sources Sought (Market Research) – Not a Solicitation Response Due: 1700EST, 19 June 2026 Points of Contact: Derrick Manning - derrick.manning@us.af.mil, Corey Collins - corey.collins.12@us.af.mil

1.0 INTRODUCTION & PURPOSE

This is a Request for Information (RFI) for market research purposes only. It does not constitute a Request for Quotation (RFQ), Request for Proposal (RFP), or a commitment by the Government.

HAF/A1Z is seeking information from industry regarding the rapid prototyping and deployment of an automated, intelligent shift scheduling tool. This initiative aims to improve the mental well-being and readiness of 24/7 continuous operations personnel, starting with a Phase 1 pilot for Security Forces (SF).

The Government seeks to understand the "realm of the possible" regarding: (a) configuring an existing Commercial Off-the-Shelf (COTS) Software-as-a-Service (SaaS) tool, or (b) executing a platform-native custom-coded development effort. If a custom-coded solution is proposed, it must align with established Department of the Air Force (DAF) enterprise software frameworks (e.g., Salesforce PSS, ServiceNow, OutSystems low-code, or Cloud-Native Angular) to ensure long-term sustainment viability and seamless integration within a secure, rule-based scheduling engine operating inside strict Department of Defense (DoD) cyber environments.

2.0 BACKGROUND

Current scheduling for 24/7 continuous operations is largely managed via manual Excel spreadsheets, leading to sub-optimal schedule management, increased fatigue, and heavy administrative burdens on Non-Commissioned Officers (NCOs). The objective is to deploy a solution that ensures compliance with rest mandates, incorporates evidence-based principles for shift scheduling, optimizes manning based on qualifications, and handles dynamic roster changes.

3.0 ANTICIPATED SCOPE & FUNCTIONAL REQUIREMENTS

The Government anticipates a phased approach: Phase 1 (Pilot at a single installation, <12 months), Phase 2 (Enterprise Scale for all DAF Security Forces), and Phase 3 (Cross-Functional Expansion). Core functional "must-haves" include:

· Intelligent Automation & Fair Scheduling Engine: The solution must automatically generate schedules using rule-based logic. It must utilize algorithmic distribution of shifts to prevent favoritism, ensure fairness/equity, and balance workload.

· Automated Rotation Policies: The system must automatically rotate personnel through different shifts (e.g., days, swings, mids) based on predefined unit rules to balance workload and ensure equitable exposure to leadership.

· Minimum Manning & Qualification Tracking: The system must ensure mission readiness by satisfying specific minimum manning requirements per shift (e.g., mandating a minimum number of NCOs and specific requisite qualifications). It must strictly link personnel skills, weapons certifications, and training statuses to shift assignments.

· Fatigue Management & Alerts: The platform must enforce mandated rest periods. It must integrate automated fatigue alerts to warn schedulers and leadership if personnel are at risk of being overworked or violating rest policies.

· Duty Limiting Conditions (DLCs): The system must incorporate operational restrictions (DLCs) directly into the scheduling logic, preventing the scheduling of personnel whose DLCs restrict them from certain duties or hours.

· Dynamic Leave, Comp Time, & Issue Resolution: The system must include procedures to handle automated leave requests, last-minute absences, and comp time allocation. It must proactively adjust schedules and recommend qualified replacements to maintain operational readiness while ensuring fairness.

· Flexibility & Manual Overrides: While highly automated, the system must provide unit leadership and schedulers with easy modification and manual override capabilities to handle unplanned operational changes.

· Notifications and Alerts: The system must automatically generate and send notifications (e.g., via AFNet email or internal system dashboards) to personnel regarding upcoming shifts, schedule changes, or expiring qualifications.

4.0 TECHNICAL, CYBER & SECURITY REQUIREMENTS

The Government emphasizes that any proposed solution must be capable of operating within strict Air Force networking and security boundaries.

· Network Access: The platform MUST be accessible exclusively via AFNet (NIPRNet) connected workstations.

· Authentication: The system MUST utilize standard military CAC/PKI authentication for all users.

· Data Security & Handling: The system will process Controlled Unclassified Information (CUI) related to schedules, duty availability, and operational restrictions (DLCs). It must be cleared to handle CUI but will not store Protected Health Information (PHI).

· System Integration: The system must be capable of ingesting basic demographic data (Name, Rank, Unit) from MilPDS and eventually the A1 Data Landing Zone.

· Architectural Alignment (COTS vs. Custom): Standalone custom-coded applications that require unique server/database sustainment are highly discouraged. Any custom software components must utilize standard, modern languages and frameworks compatible with the A1 Multi-Cloud Ecosystem target environment, prioritizing:

· Salesforce Public Sector Solutions (Apex / Lightning Web Components/PSS)

· ServiceNow Platform Configuration (JavaScript / Flow Designer)

· OutSystems (Low-Code Platform)

· Amazon Web Services (AWS) GovCloud (Angular frontend, node.js, or Java/Python microservices)

5.0 SUSTAINMENT & SUPPORT

· Maintenance Cost: The vendor must provide the annual cost (in any) to sustain the system for each phase.

· Help Desk & User Support: The vendor must provide a robust sustainment model, including a dedicated help desk or ticketing system for unit schedulers (NCOs) to receive timely technical support, troubleshoot tool errors, and resolve configuration issues.

6.0 OBJECTIVE REQUIREMENTS (Desired / "Nice-to-Haves")

· Predictive Analytics & Machine Learning: The ability to analyze historical scheduling, leave, and incident data using machine learning to predict future scheduling needs, identify long-term fatigue trends, and forecast manning shortfalls.

· Mobile Accessibility: Secure access to the platform via personal mobile devices for schedule viewing and alerts.

· Self-Service Portal: A user-facing portal allowing individuals to input their availability, request time off, and propose shift swaps directly for leadership approval.

· AI-driven support: A user-facing closed-domain AI assistant that utilizes evidence-based sources to provide brief education to schedulers, leaders, and workers about optimizing shift schedules, rest periods, and individual behaviors for fatigue management and sleep health.

7.0 QUESTIONS FOR INDUSTRY

1. Product Delivery Model (COTS vs. Custom):

· Is your proposed solution a commercially available, off-the-shelf (COTS) SaaS/software product, or does it require a custom-coded development effort?

· If proposing a COTS product, what percentage of the "must-have" functional requirements in Section 3.0 can be met through standard, out-of-the-box configuration (point-and-click/built-in rules) versus custom code modification?

2. Tech Stack & Language Specifications (If Custom-Coded):

· If your solution is custom-coded or built on an enterprise platform, what specific programming languages, frameworks, and database architectures does it utilize (e.g., Java, C#/.NET, Python, Angular, Salesforce LWC, ServiceNow Javascript)?

· How does your development approach minimize technical debt and ensure ease of sustainment for government personnel?

3. Technical & Cyber Feasibility: Describe your approach to deploying a commercial or newly developed scheduling solution exclusively on AFNet (NIPRNet) utilizing CAC/PKI authentication.

4. Logic & Rules Engine: How does your software handle complex, intersecting rulesets (e.g., matching weapons qualifications + fatigue limits + NCO minimums per shift)?

5. Data Integration: Describe your experience ingesting demographic or HR data from authoritative DoD/Federal systems while maintaining CUI compliance.

6. Acquisition & ROM: Provide a Rough Order of Magnitude (ROM) and your recommended pricing structure for Phase 1 (Single installation pilot) vs. Phase 2 (Enterprise scaling).

8.0 RESPONSE INSTRUCTIONS

Interested parties are requested to submit a response of no more than 15 pages, addressing the questions outlined in Sections 3.0, 4.0, 5.0, 6.0, and 7.0. Responses should be submitted electronically in Microsoft Word or Adobe PDF format to derrick.manning@us.af.mil and corey.collins.12@us.af.mil no later than 17:00 EST on 2026-06-19. The subject line of the email should read: Response to AF-A1-RFI-SKED-APP-2026 - [Your Company Name].

Please include the following in your response:

1. Company Name, Address, and Point of Contact

2. CAGE Code and DUNS Number

3. Business Size and any applicable socio-economic classifications.

4. Recommended NAICS and PSC

9.0 DISCLAIMERS

1. This RFI is for market research purposes only and does not constitute a commitment, implied or otherwise, that the Department of the Air Force will take procurement action in this matter.

2. The HAF/A1 will not be responsible for any costs incurred by any entity in furnishing this information.

3. Responses to this RFI are not offers and cannot be accepted by the Government to form a binding contract.

4. All information submitted in response to this announcement is voluntary; the HAF/A1 will not pay for information requested nor will it compensate any respondent for any cost incurred in developing information for this RFI.