TITLE
Recommendation to adopt resolution authorizing City Manager, or designee, to execute a contract, and any necessary documents including any necessary subsequent amendments, with InTime Services Inc., of Vancouver, BC, for scheduling software and related services, on the same terms and conditions afforded to the City of Charlottesville, VA, in an amount not to exceed $991,700, authorize a 10 percent contingency in an amount of $99,170, for a contract amount not to exceed $1,090,870, until the City of Charlottesville contract expires on April 26, 2024, with the option to renew for as long as the City of Charlottesville contract is in effect, at the discretion of the City Manager; and
Increase appropriations in the General Services Fund Group in the Technology and Innovation Department by $1,090,870, for scheduling software, implementation, and related services, offset by a transfer from prior year savings in the Police Department. (Citywide)
DISCUSSION
City Council approval is requested to enter into a contract with InTime Services Inc. (InTime), for the purchase of scheduling software and related services for the Long Beach Police Department (LBPD). InTime’s Public Safety workforce management system is a Software as a Solution (SaaS), with a suite of integrated optional modules, that allows police agencies to manage all scheduling, timekeeping, and staffing coverage for sworn and non-sworn employees in one system. InTime allows agencies to establish minimum staffing levels and track staff schedules, ensuring that employee leaves do not cause staffing levels to fall below required levels.
In November 2022, the LBPD Department Operations Center (DOC) was activated to assist in leveraging all available resources to lessen the impact of staffing shortages on any one area of the department, specifically patrol. The DOC continues to analyze alternate scheduling and deployment models in its efforts to provide optimal staffing levels as vacancies increase. The LBPD will utilize InTime’s software to optimize shift scheduling and deploy officers more efficiently and accurately during staffing shortages, while reducing risk and improving communication across the organization. The software includes scheduling, timekeeping, and shift-bidding modules and will be piloted in the
East Patrol Division before being rolled out to other patrol divisions in coordination with the Department of Technology & Innovation.
The Purchasing Division of the Department of Financial Management researched procurement options for scheduling software and related services and discovered other agencies had completed an open, fair, transparent, and competitive procurement process. The City reviewed the contract options and determined that the contract between the City of Charlottesville, VA, with InTime provided the best value to the City of Long Beach (City).
InTime was selected based on their competitive pricing, service level, and breadth of product offerings. They are the leading provider of scheduling and workforce management software that’s purpose-built for public safety agencies. Their product offering has been refined through 25 years of experience and in-house development and proven to meet the needs of over 500 agencies. Current InTime customers include the various Police Departments in the region, including Anaheim, Torrance, Huntington Beach, Azuza, as well as the Integrated Law & Justice for Orange County, and the California Department of Forestry & Fire Protection. Agencies have experienced significant returns on their investment in the forms of reduced costs and risk, while improving efficiencies, better ensuring compliance, and enhancing agency-wide communication.
City Charter Section 1802 provides an alternative procurement method by permitting the City to purchase or otherwise obtain services, supplies, materials, equipment, and labor with other governmental agencies. This alternative procurement method can save time and reduce costs through economies of scale by purchasing under existing contracts from other government agencies on a voluntary and selective basis, when authorized by a Resolution adopted by the City Council.
This matter was reviewed by Deputy City Attorney Arturo D. Sanchez on September 11, 2023, Purchasing Agent Michelle Wilson on September 18, 2023, and Budget Analysis Officer Greg Sorensen on September 20, 2023.
TIMING CONSIDERATIONS
City Council action to adopt a Resolution and award a contract concurrently is requested on October 10, 2023, to ensure the contract is in place expeditiously.
FISCAL IMPACT
The total amount of the contract will not exceed $1,090,870, inclusive of a 10 percent contingency in the amount of $99,170, for as long as the City of Charlottesville contract is in effect. The requested action requests an appropriation increase of $1,090,870 in the General Services Fund Group in the Technology and Innovation Department for scheduling software, implementation, and related services, offset by a transfer received from the Police Department prior year savings. This budget will fund the first-year implementation and software subscription cost of $255,140, as well as annual fees of approximately $184,140 for up to an additional four years. Subsequent appropriations to cover ongoing maintenance and operating costs will be requested as part of a future budget development process. This recommendation has moderate staffing impact beyond the normal budgeted scope of duties and is consistent with existing City Council priorities. There is no local job impact associated with this recommendation.
SUGGESTED ACTION
Approve recommendation.
Respectfully Submitted,
WALLY HEBEISH
CHIEF, POLICE DEPARTMENT
LEA ERIKSEN
DIRECTOR, TECHNOLOGY AND INNOVATION
APPROVED:
THOMAS B. MODICA
CITY MANAGER