Public Safety Scheduling and Timekeeping Software

The City of Lakeland, Florida, located in Polk County, is issuing a Request for Proposal for cloud-based Timekeeping and Scheduling Software to support its Police and Fire departments' 24/7 operations. The procurement seeks a Software-as-a-Service (SaaS) solution to replace current manual timekeeping and scheduling processes utilizing Excel and email communications. Key deliverables and functional requirements include support for complex scheduling including 24/48-hour fire shifts with Kelly days and 12-hour rotating police shifts; FLSA overtime compliance and leave management; shift bidding and swaps with configurable approval workflows; mobile access for iOS and Android devices; real-time staffing level visibility; minimum staffing requirement enforcement; and seamless integration with the City's existing Oracle PeopleSoft payroll and HRMS system. The system must accommodate the City's approximately 450 police personnel and 250 fire personnel operating across multiple shift structures and pay rules governed by existing collective bargaining agreements. 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%). Prospective vendors must submit questions by April 15, 2026, at 5:00 p.m., with proposals due electronically through the City's OpenGov e-Procurement Portal by April 23, 2026, at 3:30 p.m. A non-mandatory pre-proposal meeting is scheduled for April 9, 2026, at 2:00 p.m.

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 completed Hold Harmless Indemnification Agreement compliant with Florida Statutes Sections 725.06 and 725.08, along with a Human Trafficking Affidavit attesting non-engagement in labor coercion. 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 budgetary estimate for this project is $150,000 for year-one licensing and setup costs and $75,000 for annual recurring license renewals. The system must accommodate multiple employment classifications and pay structures as outlined in existing collective bargaining agreements with the International Association of Fire Fighters Local 4173 (covering the period October 1, 2025, through September 30, 2028) and police officer and sergeant unions expiring September 30, 2025, including provisions for shift differentials, overtime at 1.5 times base rate, and varying annual work hour requirements. Proposals remain valid for 60 days from the opening date, with the RFP officially released on March 26, 2026.