July 11, 2023
Police Department
DATE: July 11, 2023
TO: Mayor Martinez and Members of the City Council
FROM:
Bisa French, Chief of Police
Subject:
Proposed sole source contract with InTime Services Inc. to provide software for time and attendance tracking, asset inventory tracking, and court subpoena tracking.
FINANCIAL IMPACT: The proposed annual $29,790 expenditure is included within the proposed fiscal year 2023-2024 budget –
account string 01191021-400209.
PREVIOUS COUNCIL
ACTION:
N/A
STATEMENT OF THE
ISSUE:
Police Department staff is requesting a one-year sole-
source contract with InTime Services to continue using
their software for time and attendance documentation,
asset inventory, tracking training, and to manage court subpoenas.
RECOMMENDED ACTION:
APPROVE a one-year sole-source contract with InTime
Services, Inc. in an amount not to exceed $29,790, with a term from July 1, 2023 through June 30, 2024, to provide tracking software for use by Police Department staff for time and attendance, asset inventory, and court
subpoena – Police Department (Chief Bisa French 510-
621-1802).
AGENDA
REPORT
July 11, 2023
DISCUSSION:
Police Department staff plans to use InTime’s software to record a myriad of various work shifts for all 212 employees. InTime is able to provide reports based on work assignment, date, supervisor, etc. in order to help track special projects, and overtime.
In addition to time and attendance, the police department will use InTime to track and manage (scanned paper and electronic) documents and certifications for individual personnel, as well as assets assigned to department staff (e.g., computers, bullet-proof vests, helmets, service weapons, equipment, etc.). Unfortunately, InTime does not have an export option that would allow us to retain the data that has been entered up to this point; and for this reason, Police Department staff has completed a sole-source authorization to use InTime’s services for the next year while we prepare a Request for Proposal (RFP) to align with the City’s multi-year contract policy. Police Department staff will issue an RFP later this summer to comply with the City’s purchasing policy and to ensure that the City receives the most cost-effective time keeping and record retention system.
DOCUMENTS ATTACHED:
Attachment 1 – Original Contract
Attachment 2 – Executed Sole Source Form
Attachment 3 – IT Authorization