Tech_review_Approval_Authorization_Request_308186_Special_Events_Management_System_(SEMS).pdf
PDF 69 KB Posted
- Solicitation number
- RFP- 25 - 020
- Issued by
- Pinellas County, Florida
About this file
This is a Technology Review document from the City of St. Petersburg's Information and Technology Services Department for the Police Department's Special Events Management System (SEMS). The document outlines a proposal to replace the current RollKall system with a more flexible, web-based application that will support the Special Events Unit's operations. The proposed system will be cloud-based and hosted, with an implementation timeline of 90 days from purchase. Key requirements include browser and mobile accessibility, GIS functionality, a common database, security protocols, and numerous specialized features like automated job assignments, roster creation, payroll integration, and detailed user management capabilities.
The technology initiative has an estimated initial purchase cost of $45,000 with a matching annual maintenance cost of $45,000, to be funded through Operating Fund 0001, Department 140, Division 1401. The system will interface with existing city systems like Oracle and Kronos to extract employee and payroll data, and will have the capability to process vendor payments via credit/debit card. A review committee has been established with six participants, and the Technology Review Work Group has approved moving forward with the procurement process. The document indicates an OpenGov solicitation is also in progress, and the project received approvals from key personnel on 16-DEC-2024 and 03-FEB-2025.
View the file
Other files
| File | Type | Posted |
|---|---|---|
| St._Petersburg_Police_Department_Special_Events_Management_System_(SEMS)_(Addendum_#1_Revision).pdf | ||
| Specification_Requirements_v2.xlsx | XLSX spreadsheet | |
| Evaluation_Committee_Orientation_Slides.pptx | PPTX presentation | |
| Proposal_Requirements.pdf | ||
| Agreement.pdf | ||
| [FINAL]Special_Events_Management_System_(SEMS)_Scope_of_Work_-_KCW_4.docx | DOCX document | |
| Systems_Specifications_v2_KCW_PD_REPLYv1.docx | DOCX document |
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Text version
Technology Review
To Be Approved by Department Director or Administrator
Submission Date: 16-DEC-24 Department: 1401401 PD.Information and Technology Services
Title of Technology Initiative: Special Events Management System (SEMS) for St Petersburg Police Department
Contact Name: Betz, Nicholas L Email: nicholas.betz@stpete.org
Technology Proposal Please provide a detailed product description, including name and version if known:
The City of St. Petersburg's Police Department would like to pursue a new Special Events Management System (SEMS). This system will be used to support the operations of the City of St. Petersburg Police Department's Special Events Unit.
St. Petersburg's Police Department is looking to replace its current SEMS (RollKall) with a more flexible user friend application that allows specific functions that are currently manual to be automated through software.
Describe how you or your department will use this product:
• The application shall be browser-based (Web-based) and incorporate Geographic Information System (GIS) functionality using Internet technology for geographic area selection.
| • | The application package shall provide an integrated, comprehensive solution. |
| • | The system shall be Internet based/accessible. |
| • | The system shall be mobile/tablet enabled. |
| • | The system shall have a common database, accessible by several public safety/emergency management |
individuals.
| • | The system shall be secure, and hosted under the appropriate security protocols. |
| • | Authorized users shall consist of City Police Department designated personnel. |
| • | 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.
• Ability to automatically pull payroll details from the off-duty system and then automatically input it into KRONOS for payroll.
• 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.
• Ability to attach PDF documents to assignments that officers can access from their mobile device to read rosters and instructions for the assignment.
• Ability to automatically assign jobs to officers that have submitted interest in working such job based on the number of hours worked in the officer's history i.e., officer with least amount of off duty hours in their 28-day history will receive the job first. Tie breaker will be department seniority.
| • | Ability to suspend an officer from working off-duty. |
| • | Ability to create rosters for large scale events and assigning call signs to officers. Ability to export the roster |
into an excel spreadsheet.
In compliance with the "Technology Initiative Review Process", this technology proposal allows for evaluation of the organizational impact, risk, and compliance with adequate controls and standards.
Prior to beginning the procurement process, please complete this form and submit to the Technology Initiative Evaluation Work Group.
| • | Ability to exempt a job from counting in the officers off duty history. |
| • | 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.
| • | Ability to automatically import employee data from city system into off duty system. |
| • | 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.
| • | Ability to have an admin log to view user activity. |
| • | Ability to show rank requirements for positions associated with a job. |
| • | Ability for supervisors to view jobs of lower rank |
| • | Ability for officer's schedule to import into their personal calendars. |
| • | Ability for admin users to make corrections to officers' jobs that were closed incorrectly. |
| • | Ability to automatically import PATEO codes for jobs. |
| • | Ability to add a Pay Code to every job and the option to add a PATEO code if the job requires it. |
| • | Ability for officers to "post" their assignments for others to take if they no longer want to work. |
| • | Ability to fill "open assignments" before replacing filled assignments. |
| • | Ability for officers to split assignments when closing jobs with themselves or another officer. |
| • | Ability to record those hours as "ON" duty or "Off" Duty, for payroll purposes. |
| • | 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.
• Should have a delineation between jobs "out for bid" and jobs that are "first come first serve".
Please provide estimated implementation timeline:
St. Petersburg Police depart would like to implement new system within 90 days of purchase.
Is this product offered in the cloud, on-premise, hosted? Check all that apply.
Cloud: X On-Premise: Hosted: X
Will any non-public data (credit card or other financial information, redactable, personally identifiable information, employee information or health records) be stored in the product or with the vendor? Please explain:
This system should have the ability to allow payment to be made by vendors to the city of St Pete via credit/debt card.
Will this product be sending data to or receiving data from any current City systems? Please explain:
Yes, this system would require an automated extract of current payroll employees out of Oracle. This system might also require to Kronos to ingest data specific to pay codes, employee data, and hours worked.
Cost (quoted or estimated) Original purchase amount (first year): $45,000.00
Annual maintenance cost (2nd year): $45,000.00
Cloud Hosting cost, if applicable:
Please indicate funding source:
Operating Fund 0001 Department 140 Division 1401
Additional Comments:
We currently have a OpenGov solicitation in the que for this. I was recommended that this Technology review was submitted along with the solicitation.
We have a review committee established as well with the following participants:
| - | Nicholas L. Betz |
| - | Frank L. Ullven |
| - | Ryan T. Bellittera |
| - | April M. Grasso |
| - | Lois A. Ricciardi |
| - | Matthew T. Furse |
Approvals
Approver Completed By Response Response Date 0 Betz, Nicholas L SUBMITTED 16-DEC-2024
1 McGee, Megan Cassidy McGee, Megan Cassidy APPROVE 16-DEC-2024
2 Ward, Lesley A Ward, Lesley A APPROVE 03-FEB-2025
Note:
The Technology Review Work Group reviewed your request, and it is OK to move forward with the procurement process. This completes the Oracle approvals for the request.
File details come from the government source that posted it. Updated .