Project Information

Bid Title

Public Safety Scheduling and Timekeeping Software

Issuing Agency

City of Lakeland

Location

Florida

Published Date

Mar 26, 2026

Closing Date

Apr 23, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Inquiries

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Bid Documents

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Project Description

Project ID:

Title: Public Safety Scheduling and Timekeeping Software

Addenda: 0

Release Date: 3/26/2026

Due Date: 4/23/2026

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Public Safety Scheduling and Timekeeping Software

Request For Proposal

Department of Information Technology

Project ID: 2026-RFP-030

Release Date: Thursday, March 26, 2026

· Due Date: Thursday, April 23, 2026 3:30pm

Posted Thursday, March 26, 2026 3:00pm

All dates & times in Eastern Time

Draft Response Events RSVP No Bid27 days, 17 hours, 44 minutes

Post Information

Posted At:Thu, Mar 26, 2026 3:00 PM
Sealed Bid Process:Yes (Bids Sealed / Pricing Sealed)
Private Bid:No

Overview

Summary

The City of Lakeland (City) is seeking proposals for cloud-based Timekeeping and Scheduling Software to serve the needs of Police and Fire (public safety). The budgetary estimate for this project is $150,000 for licensing and setup in year one and $75,000 for reoccurring license renewals.

Background

The City’s public safety departments consist of approximately 450 personnel in Police and 250 personnel in Fire. They maintain minimum staffing levels and provide 24/7 services to the public. Processes are largely manual, utilizing Excel and email communications. Fire uses a custom application for timekeeping and schedule exception workflows.

The City’s uses Oracle PeopleSoft for all time reporting, payroll and HRMS functions. Schedules are created and exception time is reported either using the application directly or through the import of a formatted flat file. PeopleSoft will remain the system of record for time worked and paid.

Current demographics:

• Fire Shifts – 24/48 with a three-week Kelly day, approximately 30 admin/40 hour

• Police Shifts – 12-hour rotating, 8.4-hour administrative schedule, 8-hour civilian/salaried (additional details in the attachments)

Our pain points are largely related to inefficiencies and duplicate data entry. The proposed solution should centralize the functions around timekeeping and scheduling with robust and configurable workflow capabilities.

Timeline

RFP release:

March 26, 2026

Pre-Proposal Meeting (Non-Mandatory):

April 9, 2026, 2:00pm

https://teams.microsoft.com/meet/23823252532507?p=8ygduk6xF57ewdtpEb
Meeting ID: 238 232 525 325 07
Passcode: mh6ya7VW

RFP questions deadline:

April 15, 2026, 5:00pm

RFP proposal due date:

April 23, 2026, 3:30pm

Commodity Codes

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

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