Project Information

Bid Title

Scheduling Software Solution: Loudoun County Fire and Rescue, RFI 698019

Issuing Agency

Loudoun County

Location

Virginia

Published Date

Apr 30, 2026

Closing Date

May 19, 2026

Government Level

State & Local

Status

Closed

Ref. #

RFI 698019

Original Source

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Bid Documents

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Project Description

Bid Number:	RFI 698019
Bid Title:	Scheduling Software Solution: Loudoun County Fire and Rescue, RFI 698019
Category:	Procurement
Status:	Open

Description: The intent of this Request for Information (RFI) is solely for information and planning purposes. The County of Loudoun, Virginia (County), on behalf of the Department of Fire and Rescue (LCFR), is seeking information from interested vendors to provide a comprehensive staff scheduling software solution, in support of its intricate staff scheduling and tracking requirements. All interested parties are encouraged to respond. The County may or may not issue a formal solicitation as a result of the responses received to this RFI. This RFI and information submitted by firms will not be binding but will be crucial in assisting the County in defining requirements and the procurement process. This is not a solicitation; no contract awards will result from the submission of this data. Therefore, no contractual language is contained herein nor is it required in the RFI response. This request for information does not commit the County to contract for any supply or service whatsoever. Further, the County is not at this time seeking proposals and will not accept unsolicited proposals. Furthermore, those who respond to this RFI should not anticipate feedback with regard to their submission. The County will not pay any cost incurred in response to this RFI. All costs associated with responding to this RFI will be solely at the responding party's expense. The information provided in this RFI is subject to change and is not binding on the County. Publication Date/Time: 4/30/2026 3:30 PM Publication Information: Request for Information Closing Date/Time: 5/19/2026 4:00 PM Contact Person: Jeanette Alexander *Please see the attached document RFQ 698019 for additional contact information. Download Available: See Related Documents Business Hours: 8:30 AM to 5:00 PM Related Documents: RFI 698019 (PDF) View Solicitation Abstract (PDF)

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Loudoun County, Virginia

REQUEST FOR INFORMATION

SCHEDULING SOFTWARE SOLUTION: LOUDOUN

COUNTY FIRE AND RESCUE

ACCEPTANCE DATE: Prior to 4:00 p.m., May 19, 2026 “Atomic Time”

RFI NUMBER:

RFI RFQ 698019

ACCEPTANCE PLACE:

Department of Finance and Procurement

Division of Procurement

One Harrison Street, SE, 4th Floor

Leesburg, Virginia 20175

Requests for information related to this notice should be directed to:

Jeanette Alexander

Contracting Officer

(571) 627-7431

(703) 771-5097 (Fax)

E-mail address: Jeanette.Alexander@loudoun.gov

This document can be downloaded from our web site:

www.loudoun.gov/procurement

Issue Date: April 30, 2026

IF YOU NEED ANY REASONABLE ACCOMMODATION FOR ANY TYPE OF DISABILITY IN

ORDER TO PARTICIPATE IN THIS PROCUREMENT, PLEASE CONTACT THIS DIVISION

AS SOON AS POSSIBLE

REQUEST FOR INFORMATION

SCHEDULING SOFTWARE SOLUTION: LOUDOUN COUNTY FIRE AND

RESCUE

SECTION/TITLE

PAGE

1.0 PURPOSE ................................................................................................................ 3

2.0 BACKGROUND ....................................................................................................... 3

3.0 STATEMENT OF NEEDS ........................................................................................ 3

4.0 RFI RESPONSE REQUIREMENTS ......................................................................... 5

5.0 INSTRUCTIONS FOR SUBMITTING RFI ................................................................ 5

SIGNATURE PAGE .......................................................................................................... 10

Prepared By: Jeanette Alexander

Contracting Officer

Date: April 30, 2026

SCHEDULING SOFTWARE SOLUTION: LOUDOUN COUNTY FIRE AND RESCUE

Request for Information (RFI) RFQ-698019

Page 2 of 10

SCHEDULING SOFTWARE SOLUTION: LOUDOUN COUNTY FIRE AND

RESCUE

1.0 PURPOSE

The intent of this Request for Information (RFI) is solely for information and planning

purposes. The County of Loudoun, Virginia (County), on behalf of the Department of

Fire and Rescue (LCFR), is seeking information from interested vendors to provide a

comprehensive staff scheduling software solution, in support of its intricate staff

scheduling and tracking requirements. All interested parties are encouraged to

respond.

The County may or may not issue a formal solicitation as a result of the responses

received to this RFI. This RFI and information submitted by firms will not be binding but

will be crucial in assisting the County in defining requirements and the procurement

process. This is not a solicitation; no contract awards will result from the

submission of this data. Therefore, no contractual language is contained herein nor

is it required in the RFI response.

This request for information does not commit the County to contract for any supply or

service whatsoever. Further, the County is not at this time seeking proposals and will

not accept unsolicited proposals. Furthermore, those who respond to this RFI should

not anticipate feedback with regard to their submission. The County will not pay any

cost incurred in response to this RFI. All costs associated with responding to this RFI

will be solely at the responding party's expense. The information provided in this RFI

is subject to change and is not binding on the County.

2.0 BACKGROUND

Loudoun County Combined Fire and Rescue System (LC-CFRS) provides

emergency services through a joint effort of volunteers and career personnel staffing

22 stations and responding to incidents twenty-four (24) hours a day, seven (7) days

a week, including all holidays.

The system is comprised of approximately 1,127 volunteer personnel and 800 career

staff that make up its firefighters, emergency medical technicians (EMT), paramedics

and other emergency responders. Stations are staffed based on three (3) different

shifts that provide coverage from 6am to 6am (24 hours).

The existing process for scheduling Fire and Rescue personnel is accomplished

using two different applications that do not communicate with each other; therefore,

LCFR has implemented a Scheduling Software Solution Committee (Committee) to

research comprehensive software solutions that efficiently manage personnel and

complex scheduling.

3.0 STATEMENT OF NEEDS

The County is seeking information from interested respondents specializing in

turnkey solutions for modern Public Safety real-time integrated software system that

supports staff scheduling and reporting and personnel management (One Roster).

SCHEDULING SOFTWARE SOLUTION: LOUDOUN COUNTY FIRE AND RESCUE

Request for Information (RFI) RFQ-698019

Page 3 of 10

The solution should serve as a single source for career and volunteer personnel

scheduling, availability, leave management, and workforce reporting.

This document covers functional and non-functional requirements, integrations,

dependencies, and appendices detailing staffing rules, communications/IT

requirements, and HR/payroll considerations.

3.1 Intended users and stakeholders include:

A. Payroll/Human Resources

B. Admin, Budget, Finance

C. Communications Division

D. Operations (Career & Volunteer)

E. Fire Marshal’s Office

F. Training Academy

G. Volunteer Services

H. Volunteer Leadership

I. Loudoun County Department of Information Technology (DIT)

3.2 Definitions & Acronyms

A. LC-CFRS: Loudoun County Combined Fire and Rescue System

B. LOSAP: Length of Service Award Program

C. FLSA: Fair Labor Standards Act

D. API: Application Programming Interface

E. SSO: Single Sign-On

F. SOC2: Service Organization Control 2

3.3 Primary objectives:

A. Single scheduling platform for both career and volunteer members

B. Real-time visibility in staffing levels and resource availability

C. Ensure integration with payroll, timekeeping, and personnel systems

D. Meet compliance requirements and policies across LC-CFRS

E. Enable personnel to easily access and manage staffing functions from

any mobile device

F. Support accurate, detailed analysis of work hours and related costs to

inform staffing decisions and budget planning

G. Support accurate documentation of hours for volunteer contributions in

field-based capacities.

Following the RFI response submission deadline, the County may request one or

more respondents to provide a demonstration of their system.

The County will provide the demonstration instructions and schedule at least one (1)

week prior to the demonstration day.

SCHEDULING SOFTWARE SOLUTION: LOUDOUN COUNTY FIRE AND RESCUE

Request for Information (RFI) RFQ-698019

Page 4 of 10

4.0 RFI RESPONSE REQUIREMENTS

All respondents must provide information on their firm’s existing solution (or feasibility

of creating a solution) with the following capabilities:

4.1 System Overview

A. Product Perspective

1. Cloud-hosted and web-accessible staffing module.

2. Mobile-first interface suitable for use by personnel.

3. Capable of operating as a standalone product, while providing APIs

and connectors for future integration with county systems (such as

Oracle Cloud HR/Payroll, Active Directory, Power BI).

4. Support single sign-on using Azure Active Directory (Azure AD) and

role-based access control.

B. User Classes and Characteristics

1. Ability to define multiple different user classes/security roles based on

job class and permissions. Such as administrators, field supervisors,

uniformed supervisors, and administrative supervisors.

4.2 System Features and Requirements

A. Functional Requirements

1. Scheduling

a. Support complex shift patterns including 24/48 hours w/ Kelly day,

24/72 hours, 12-hour rotating shifts, and other custom duty cycles.

b. Allow administrative users to create custom-defined schedules.

c. Support multiple FLSA periods for different groups is preferable.

d. Enable creation and management of rosters, station assignments,

and position-specific qualifications.

e. Provide manual and/or automated rostering to fill minimum staffing

requirements by qualification, seniority, and fatigue considerations.

f. Offer manual (drag-and-drop) scheduling.

g. Provide filters by division, battalion, capability, station,

workgroup(s), and position.

h. Apply fatigue rules by job classifications and work assignments.

i. Generate voluntary and mandatory call-back picklists based on

fatigue rules, as well as the previous, current, and forecasted work

statuses.

2. Leave, Shift Trades, and Work Substitutions

a. Provide a workflow for employees to request leave and for

supervisors/staffing officers to approve or reject requests.

SCHEDULING SOFTWARE SOLUTION: LOUDOUN COUNTY FIRE AND RESCUE

Request for Information (RFI) RFQ-698019

Page 5 of 10

Commodity Codes

• NAICS 511210Software Publishers
• NAICS 541511Custom Computer Programming Services
• NAICS 541512Computer Systems Design Services
• NAICS 541519Other Computer Related Services

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