St. Petersburg Police Department Special Events Management System (SEMS)

The City of St. Petersburg Police Department is seeking a comprehensive Special Events Management System (SEMS) to streamline the management of off-duty police work and special event staffing. The procurement is a technology solution for the department's Special Events Unit, which manages approximately 60 city-sponsored events annually, including holiday parades, races, concerts, and Tampa Bay Rays home games. The system must be a browser-based, web-accessible platform with GIS functionality, capable of integrating with existing city systems like Oracle and Kronos for employee and payroll data. Vendors must provide a fully functional system including software, hardware, installation, configuration, training, and ongoing 24/7 support, with a minimum of three years of experience in similar system deployments. The evaluation criteria are weighted as follows: Experience (33%), Project Approach (31%), Cost (17%), Past Performance (13%), with additional points for Small Business Enterprise (2%), Minority Owned Business Enterprise (2%), and Women Owned Business Enterprise (2%). The RFP was released on March 5, 2025, with proposals due by April 3, 2025, at 3:00 pm, and a non-mandatory pre-proposal meeting scheduled for March 11, 2025, at 10:30 am via Zoom. Questions from potential vendors were due by March 19, 2025, at 12:00 pm.

The procurement allows for additional points for local and disadvantaged business enterprises, specifically allocating 2% each for Small Business Enterprise (SBE), Minority Business Enterprise (MBE), and Women Business Enterprise (WBE) certifications. Vendors must be registered with the Florida Department of State, comply with E-Verify requirements, and be able to pass Level II background checks for employees working at police facilities. The system must interface with existing technologies including KRONOS/UKG for payroll, Oracle for employee data, and Microsoft Outlook for calendar integration. Insurance requirements are stringent, mandating commercial general liability insurance of $1,000,000 per occurrence, workers' compensation insurance, and cyber liability insurance of $1,000,000 per occurrence. The initial contract term is three years, with an option for one two-year renewal. 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 the city's Operating Fund. The current system being replaced is RollKall, and the new system is expected to be cloud-based with a 90-day implementation timeline from purchase.