1 DETERMINATION AND FINDINGS
FOR
SOLE SOURCE PROCUREMENT
Agency:
Caption:
San Marino Police Department
Workforce Scheduling Application/ System
Contractor: InTime Services Inc.
FINDINGS
1. Minimum Need:
San Marino Police Department (San Marino PD) requires a Workforce Scheduling Application to satisfy the Department’s need for a cost-effective way to improve our methods of maintaining staff schedules, assist administration with the monitoring and filling of staff overtime, increase accountability, and provide an agency-wide uniformity in the administration of MOU policies. While helping with the control of overtime, accountability and uniformity, this solution will also ensure that properly staff communication is better controlled and that minimum staffing requirements are met.
This is a critical project requiring a product that not only is designed specifically for a Police Departments but can also seamlessly work in our existing technology infrastructure and easily integrate with existing applications. San Marino PD requires a service provider with a very strong international and domestic presence and who has provided similar services to local and outside Law Enforcement agencies and has an established reputation along with required resources to complete the project within the agreed upon timeframe.
2. Factors Which Justify Single Available Source Procurement:
The proposed service provider, InTime Services Inc (InTime) is uniquely qualified to fulfill the required project for several reasons.
First, they have been providing services and equipment’s to various Sheriff’s Office’s, Police Departments, and statewide Correctional facilities since 1997. Some relevant agencies using InTime include:
2 • Anaheim PD (CA)
• Walnut Creek PD (CA
• All Police Departments in Orange
County (CA)
• San Mateo PD (CA)
• Mountain View PD (CA)
• Alameda County Probation
Department (CA)
• Livermore PD (CA)
• Modesto PD (CA)
Second, InTime designs and manufactures its own software and is the sole distributer of its products.
Third, InTime has created a Workforce Scheduling Application with a unique post based and unit-based scheduling paradigm designed to specifically meet the needs of a Police Department. Overtime can be monitored by post and staffing levels and controlled using InTime’s unique filtering system to allocate overtime to the correct staff. InTime’s overtime posting functionality creates for easy sign-ups with customized rules for allocating the overtime.
Also included is a full audit trail providing extensive details of user application transactions which will be instrumental in achieving higher levels of accountability.
InTime’s familiarity with Police Department’s operations and its experience in delivering scheduling solutions to over 500 Law Enforcement agencies combined with its unmatched application functionality and technology puts it in a unique position to provide a Workforce Scheduling Application for the Department’s mission critical operations in maintaining public safety.
5. Certification by Agency Head or Designee
I hereby certify that the above findings are correct and complete to the best of my knowledge and belief.
3 6. Certification by InTime Representative
Name Date