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SR 10-24-2017 3J City Council Report City Council Meeting: October 24, 2017 Agenda Item: 3.J 1 of 4 To: Mayor and City Council From: Jacqueline Seabrooks, Police Chief, Police Department Joseph Cevetello, Chief Information Officer, Information Systems Department Subject: Award Contract for Police Department Scheduling Software Recommended Action Staff recommends that the City Council: 1. Award RFP# 124 to Informer Systems, Inc. a California-based company for cloud-based scheduling software. 2. Authorize the City Manager to negotiate and execute an agreement with Informer Systems, Inc. in an amount not to exceed $77,031 for 1 year, with 4 additional 1- year renewal options in the amount of $60,000 on the same terms and conditions for a total amount not to exceed $317,031 over a 5-year period with future year funding contingent on Council budget approval. Executive Summary The Police Department has used an electronic staff scheduling system for more than 10 years. The scheduling needs of the Police Department have become more complex over time due to a wide array of specialized and collateral assignments combined with large-scale special events. The proposed new scheduling system would move this vital function to a modern, robust, cloud-based system, enabling Police Department staff to access scheduling information, bids, and requests from any device with an Internet connection. The proposed new system would automate the scheduling of regular shifts, overtime and special events, significantly reducing the amount of staff time these functions often require. Staff recommends awarding RFP# 124 to Informer Systems. Inc. for the Police Department’s scheduling software, and execute a contract with Informer Systems, Inc. for up to five years of service for an amount not to exceed $317,031. Background 2 of 4 The Police Department has approximately 450 staff members – both sworn and civilian staff - that represent a variety of bargaining units and employment statuses with complex and diverse scheduling needs. The Police Department first implemented an electronic scheduling system in 2006. Since then, the day-to-day scheduling process has grown in complexity in the last few years due to: a wider variety of schedule patterns, an increase in the number of special events that require large amounts of staff members be scheduled; and an increase in mandatory training requirements. Discussion The current scheduling system used by the Police Department does not meet the operational needs of the department. The system cannot support the ability for shift and overtime bidding consistent with the practices used by the Police Department, does not allow for on-demand vacancy filling using an automated process, and does not support notifications to staff members’ mobile devices when there are vacancies that require immediate filling. Consequently, staff often revert to manual processes for filling vacancies, mandatory overtime hiring and shift bidding. The system’s constraints became more problematic because the Police Departments’ scheduling practices have grown increasingly complex as the department works to adjust staffing plans for large-scale events including the Twilight Concert Series and the Los Angeles Marathon. The current scheduling system does not offer the flexibility to manage the challenges posed by the events and maintain continuity of regular schedules and therefore service. To compensate for the system’s shortcomings, workgroups within the department adjust shift assignments pursuant to MOU guidelines, which are then processed manually, creating inefficiency inconsistent with industry standards. In order to fill the current, unmet needs of the Police Department’s scheduling practices, as well as future, anticipated needs, the department seeks to implement a modern, robust, cloud-based, and mobile-friendly scheduling solution. Vendor/Consultant Selection 3 of 4 In June 2017, the City issued a Request for Proposal (RFP) for scheduling software. The RFP was posted on the City’s online bidding site and notices were advertised in the Santa Monica Daily Press in accordance with City Charter and Municipal Code provisions, including SMMC Section 2.24.100(a). 1,509 vendors were notified, 48 vendors downloaded the RFP. Seven firms responded. eResource Planner IntelliTime Kronos Informer Systems Novatime Orion Timeclock Plus Responses to the RFP were reviewed by a selection panel of staff from the Police Department and Information Services Department. Proposals were evaluated based on the criteria in SMMC 2.24.072, including: experience with law enforcement scheduling systems for agencies similar in size and scheduling needs to the Police Department; technical requirements such as integration with the City’s network and user security infrastructure, support for common mobile device platforms; functionality including the ability to support shift bidding for advanced scheduling needs, immediate filling of unexpected vacancies, overtime scheduling for special events and court appearances, support for multiple rule sets based upon MOU requirements; and, finally, pricing. Staff recommends Informer Systems, Inc. as the best bidder based upon quality of services offered, and experience with other law enforcement agencies. Informer Systems, Inc.’s sole focus has been public safety scheduling software since 2003 and they have experience with other law enforcement agencies that have scheduling needs similar to the Police Department. The flexible design of the software would be capable of supporting the various complex scheduling needs of the Police Department, integrating with the City’s network security platform, and providing developed mobile applications to enable staff to bid for schedules from their mobile devices. 4 of 4 Financial Impacts and Budget Actions The contract to be awarded to Informer Systems, Inc. is for an amount not to exceed $317,031 over five years. Funds of $77,031 are available in the FY 2017-18 budget in the Police Department. The contract will be charged to account 01304.533580. Future year funding is contingent on Council budget approval. Prepared By: Eric Uller, Systems Analyst (Lead) - Public Safety Approved Forwarded to Council Attachments: A. Informer Systems - Oaks B. Written Comments 1 Vernice Hankins From:David Whatley <advocacy@whatleyzepeda.net> Sent:Friday, October 20, 2017 12:01 PM To:councilmtgitems Subject:Fw: Regular City Council Meeting 10/24/2017 Agenda Item 3J Attachments:CityCouncilReport.10.24.2017.AgendaItem3J.pdf Please see comments below. David Whatley Advocacy education - veterans - public health - labor - housing David Whatley, MA, International Studies alumnus: UCLA; EGAP Gobierno y Política Pública; & Harvard Kennedy School Executive Education advocacy@whatleyzepeda.net From: David Whatley Sent: Friday, October 20, 2017 11:45 AM To: council@smgov.net Cc: ERIC.ULLER@SMGOV.NET; gkandel@informersystems.com; richard.lewis@smgov.net; clerk@smgov.net Subject: Regular City Council Meeting 10/24/2017 Agenda Item 3J October 20, 2017 The Honorable Santa Monica City Council--- Dear Council, I am writing in support of staff's recommendation to provide our Police Department with an upgraded scheduling system to be provided by Informer Systems, LLC based out of San Mateo, CA. Like many in our community, I am thankful for our Public Safety men and woman who put their lives on the line each and every day to keep our community safe and believe we should strive to support efforts and innovations that improve efficiency. Thank you for your time with this note. Sincerely, David Whatley Item 3-J 10/24/17 1 of 2 Item 3-J 10/24/17 2 cc: Eric Uller, Santa Monica Department of Public Safety Sgt. Richard Lewis, Santa Monica Police Department Santa Monica City Clerk's Office Greg Kandel, Informer Systems Attachment: City Council Report, City Council Meeting 10/24/2017 Agenda Item 3J David Whatley Advocacy education - veterans - public health - labor - housing David Whatley, MA, International Studies alumnus: UCLA; EGAP Gobierno y Política Pública; & Harvard Kennedy School Executive Education advocacy@whatleyzepeda.net Item 3-J 10/24/17 2 of 2 Item 3-J 10/24/17 REFERENCE: AGREEMENT NO. 10491 (CCS)