Scope of Work - RFP - Denton PD - Off-DutyScope of Work – Off-Duty Management of Police Extra Duty Assignments
SCOPE
RFP Intent:
Denton Police Department is looking for a vendor to manage our off-duty program for
police personnel. The service will provide a secure online platform capable of scheduling
work, invoicing, and collecting payments. This will include a project manager to handle all
the details of posting jobs and managing the entire off-duty program. We are looking for
an easy to use technology solution for our department, our coordinators, and our officers
to give us insight and transparency into off-duty assignments.
The Denton Police Department intends to enter into a contract of service for a period of
one (1) year from date of award, with the option to renew for an additional four (4) one (1)
year terms, which will automatically renew unless either party notifies the other party in
writing at least 60 days in advance of the expiration of the contract of its intent not to
extend the agreement. Proposals must clearly explain how any alternatives meet or
exceeds the RFP requirements and how the alternatives will achieve the same goals and
results. Off-duty and Extra-duty assignments refer to all police security shifts that are not
paid directly through the City of Denton.
The City of Denton may elect to conduct oral discussions, request clarifications, and
presentations or product demonstrations concerning the project approach and ability to
furnish the requirements, as part of the negotiation process.
BIDDER QUALIFICATIONS
Requirements are as follows but not limited to the following:
The selected vendor will be required to assume prime responsibility for the contract and
will be the sole point of contact with regards to managing the police department’s extra
duty assignments. Vendor will be tasked with handling off duty assignments for the
police department along with the following software capabilities:
Requested Software Capabilities
● Scheduling of all law enforcement off-duty job assignments
● Capable of payment invoicing and payment processing
● Allows administrative monitoring and oversight by Denton Police Department
● Has the flexibility to post jobs to different assignment groups of officers
● Allows officers the ability to clock in and clock out through the system
● Ability to interface with the department’s timekeeping software, Kronos Telestaff,
in order to prevent signing up for off duty jobs during normal duty time along with
setting time limits based on department policy.
● Reporting & tracking
● Insurance coverage, including, but not limited to, general liability and
occupational accident insurance
Bidders must also provide and meet the following qualifications:
1. Company Profile – Bidder must include a brief history of the company and shall
be regularly and continuously engaged in the business of providing off duty
management of police extra duty events for the past three (3) years.
2. References – Experience must be demonstrated by references provided by the
bidder at the time of the bid (at least three), all references must be from other law
enforcement agencies that currently use the vendor for managing police extra
duty assignments.
3. Credentials – Bidder shall possess, at the time the proposal is submitted and
through the length of the contract, all permits, licenses, and professional
credentials necessary to supply and perform services as specified under this
RFP.
4. Maintenance and Support – Bidders must describe how the software used will
be maintained and supported for the duration of the agreement to ensure the
reliability of the software that officers will be using.
5. Implementation Plan – Bidders shall provide a narrative description and
proposed timeline for the implementation of any needed training and program
start dates.
6. Trained staff – Bidder’s organization must have qualified, trained, and certified
(as needed) staff dedicated to supporting the off-duty management program
including a department and vendor (for police services) liaison.
7. Cost – Bidder should fully explain all costs associated with the vendor’s service
for the end user while maintaining no cost or financial obligations to the Denton
Police Department.
SPECIFIC REQUIREMENTS
Integrated Off-Duty Management Software
1. User friendly mobile app available on the two most common mobile platforms
(Apple/Android). Application that is able to give real time notifications to officers
about new assignments with industry standard security features.
2. Online website that is user friendly for potential vendors seeking police security
services that can enter in their security requests.
3. Customized off-duty management program that can conform to the general
orders and policies of the Denton Police Department that allows for
administrative monitoring and oversight by designated Denton PD personnel.
4. Secure online platform capable of scheduling work, invoicing, and collecting
payments.
5. Ability for customers to provide feedback on Officers working off-duty jobs that
are available to the appropriate police personnel.
6. Ability to also post off-duty events for city sponsored events for just scheduling
purposes if the department requests in coordination with the designated
department personnel.
Management of Off-Duty Program
1. The selected vendor will need to be able to have demonstrated experience
administering law enforcement extra duty jobs, preferably within The State of
Texas.
2. Describe the vendor’s level of staffing, operating hours, the nearest company
facility to the Denton Police Department, and the number and credentials of the
personnel that will be assigned to the Denton Police Department’s account.
3. The ability to remit payment to the Officer directly for assignment worked
(preferably via direct deposit) regardless of customers payment status, and the
process for remitting payment.
4. Knowledge and understanding that the Denton Police Department maintains
ultimate control over our off-duty program and may have a few select
assignments that will not initially be managed by the selected vendor.
Additional Documents requested:
1. Pitch presentation deck
2. W-9
3. General Liability Insurance
4. Occupational Accident Insurance