Specification_Requirements_v2.xlsx

XLSX spreadsheet 44 KB Posted Mar 12, 2025

Attached to: St. Petersburg Police Department Special Events Management System (SEMS)
Solicitation number: RFP- 25 - 020
Issued by: Pinellas County, Florida

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Written by GovTribe AI · Jun 27, 2025

The document is a comprehensive specification requirements spreadsheet for the St. Petersburg Police Department's Special Events Management System (SEMS), focusing on developing an integrated, web-based platform for managing off-duty police work and event staffing. The system requires a browser-based application with Geographic Information System (GIS) functionality, accessible through Windows-based computers and smart devices, designed to support the city's special events unit that manages approximately 60 annual events, including holiday parades, races, concerts, and Tampa Bay Rays home games.

The platform must interface with existing systems like KRONOS/UKG for payroll, Oracle for employee data, and Microsoft Outlook for calendar integration, and include robust features such as staff scheduling, custom reporting, job assignment tracking, and secure user management. Key technical requirements include the ability to import employee data, create custom reports, export rosters, manage job assignments with skill-based matching, support multiple check-in times for complex events, and provide administrative controls like user activity logging and officer suspension capabilities. The system will be exclusively managed by authorized Police Department personnel, with no direct client account creation, emphasizing a controlled and secure approach to managing off-duty police work and special event staffing.

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Other files

File	Type	Posted
St._Petersburg_Police_Department_Special_Events_Management_System_(SEMS)_(Addendum_#1_Revision).pdf	PDF	Mar 12, 2025
Evaluation_Committee_Orientation_Slides.pptx	PPTX presentation	Feb 21, 2025
Proposal_Requirements.pdf	PDF	Feb 14, 2025
Tech_review_Approval_Authorization_Request_308186_Special_Events_Management_System_(SEMS).pdf	PDF	Feb 10, 2025
Agreement.pdf	PDF	Oct 24, 2024
[FINAL]Special_Events_Management_System_(SEMS)_Scope_of_Work_-_KCW_4.docx	DOCX document	Oct 23, 2024
Systems_Specifications_v2_KCW_PD_REPLYv1.docx	DOCX document	Oct 23, 2024

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Platform Requirements

Platform Requirements
#	Requirement	Response	Comments
	General Requirements
1	User friendliness
2	The application shall be browser-based (Web-based) and incorporate Geographic Information System (GIS) functionality using Internet technology for geographic area selection. GPS is not a requirement.
3	The application package shall provide an integrated, comprehensive solution.
4	The only equipment furnished by the city’s authorized users shall be Windows-based personal computers (PCs), smart devices (phones, tables, etc.), standard Internet browsers, and Internet connections in order to use the Offerors’ application.
5	The system shall be Internet based/accessible.
6	Desktop version
7	Mobile/app version
8	The system shall have a common database, accessible by several public safety/emergency management individuals.
9	The system shall be secure, but simple to operate.
10	Customizable platform/software if there are changes needed.
11	Either on the job side or the invoice side, officer names are hyperlinks that when clicked take you to a summary of their jobs worked.
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Interface Requirements

Interface Requirements - platform must be able to interface with the following programs:
#	Requirement	Response	Comments
	General Requirements
1	KRONOS/UKG - Ability to automatically pull payroll details from the off-duty system and then automatically input it into KRONOS/UKG for payroll.
2	Oracle - Abillity to automatically import employee data from city system into off duty system.
3	Microsoft Outlook - Ability for officers' schedule to import into their personal calendars.
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Authorized Users

Authorized Users
#	Requirement	Response	Comments
	General Requirements
1	Authorized users shall consist of City Police Department designated personnel.
2	All authorized users shall have Internet access to the Offeror’s application.
3	We do not want clients to be able to set up accounts through the software. Their contact needs to be directly with authorized Police Department tech staff to set up accounts.
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Intergration Requirements

Intergration Requirements
#	Requirement	Response	Comments
	General Requirements
1	Abililty to automatically import employee data from city system into off-duty system.
2	Ability for officers' schedules to import into their personal calendars in Microsoft Outlook
3	Abililty to automatically import PATEO codes (Project Number, Fund Award, Task for pay codes) for jobs.
4	Ability to automatically pull payroll details from the off-duty system and then automatically input it into KRONOS for payroll.
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Reporting

Reporting
#	Requirement	Response	Comments
	General Requirements
1	Ability to export raw data from the program to create customized reports for the purposes of presenting to command staff, fiscal and any other departments within the city that asks for information pertaining to the police departments off-duty services.
2	Ability to get custom reports specific to select jobs and select date ranges.
3	Ability to export the rosters for large scale events into an excel spreadsheet.
4	Ability to change date ranges (groupings) for aging reports - 30, 60, 90, 180, 360, …….
5	Ability to have an admin log to view user activity (an internal report of the users interactions within the system).
6	Ability to create rosters for large scale events and assigning call signs to officers.
7	Ability to get custom reports that include job information and employee information with payroll number, rank and hourly rate.
8	Name field in reports defaults to Last Name, First Name
9	Timecards default to how shifts were built.
10	Out of rank worked transfers to invoice as position worked and related billing fee.
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Staff Scheduling

Staff Scheduling
#	Requirement	Response	Comments
	General Requirements
1	Ability to attach PDF documents to assignments that officers can access from their mobile device to read rosters and instructions for the assignment.
2	Ability to add “skills” or “specialties” to officers for assignments.
3	Ability for admin users to make corrections to officers’ jobs that were closed incorrectly.
4	Should have a delineation between jobs “out for bid” and jobs that are “first come first serve”.
5	Ability to add a Pay Code to every job and the option to add a PATEO code if the job requires it.
6	Ability to record hours as “ON” duty or “Off” Duty, for payroll purposes.
7	Ability to automatically import PATEO codes (Project Number, Fund Award, Task for pay codes) for jobs.
	Scheduling Requirements
8	Project Number, Fund Award, Task for pay codes
9	Ability to suspend an officer from working off-duty.
10	Ability to exempt a job from counting in the officers off duty history.
11	Ability to create one event with multiple check-on times. i.e., a baseball game on a particular day with K-9’s checking on at certain time, supervisors checking on at their own time and officers checking on at a different time.
12	Ability to show rank requirements for positions associated with a job.
13	Ability to hold a “waitlist” after the initial assignment is made. If the officer “posts” the job, it would automatically reevaluate anyone that remains on the list and make the reassignment.
14	Ability to fill “open assignments” before replacing filled assignments.

User Scheduling

User Scheduling
#	Requirement	Response	Comments
	General Requirements
1	Ability to manually overlap jobs once the program prompts the user that there is a conflict, and the user agrees that the conflict is ok.
2	Ability for supervisors to view jobs of lower rank
	Scheduling Requirements
3	Ability for users (officers, sergeants etc.) to edit their own beginning and end times after the assignment of a job to adjust for changes from the initial scheduled job due to changes that occur during the job.
4	Ability for officers to “post” their assignments for others to take if they no longer want to work.
5	Ability for officers to split assignments when closing jobs with themselves or another officer.

Definitions

Term	Definition
Service Order	A service order, also known as a work order, is a document used to request and authorize maintenance, repair, or other services to be performed. It contains detailed information about the requested service, such as the scope of work, materials needed, location, and expected completion date.
Service Request	A service request is a formal request that a client or an employee of the client makes, asking a service provider to provide them with something that would be useful in the business's day-to-day operations.
Work Order	a work order is an authorization to perform requested activities on a work request.
Work Request	A work request is a formal document (digital or paper) that describes maintenance work that needs completed. A work request is the identification of work needed, issued by the customer to the maintenance department.
Compliant
Alternative Method
Modification Required
Non-Compliant

File details come from the government source that posted it. Updated Jun 27, 2025.