It is recommended that the Mayor and City Commission of the City of Miami Beach, Florida, authorize the issuance of Invitation to Negotiate (ITN) 2023-014-DF for police off-duty scheduling system for the Police Department.

The City’s Police Department frequently routinely receives requests from local businesses and other private entities to provide hourly police services or off-duty detail. The off-duty detail services provide a stream of revenue funds for the City and an extra source of income for the assigned police officers. The Department offers four (4) off-duty detail options, which include:

1. Temporary Off-Duty Details for short-term and non-repetitive events, which usually occur on short notice.

2. Permanent Off-Duty Details for repetitive events involving the same entity.

3. Special Event Off-Duty Details for infrequent, one-time, or annual events, which require a City permit and may involve a large number of people and the use of City property, streets, and parks.

4. Still Photography/Film requests.  

The Department is using an antiquated legacy system, Paradox, to manage off-duty requests and is seeking a new solution to the management of off-duty assignments. 

The intent of this ITN is primarily to receive proposals for an off-duty scheduling software that can assist with the process of receiving requests, sending quotes to requesting parties, scheduling officers, processing and receiving payments, and interfacing with Tyler Technologies Munis ERP software and UKG Kronos Telestaff as the City’s current on-duty scheduling solution.

The ITN also allows alternative proposals to be submitted by firms that, rather than provide just the software, provide a fully managed (turn-key) approach.

The selection of firm(s) with whom the City may enter into negotiations shall be based on qualifications according to the criteria established in the ITN. Following the receipt of proposals, an Evaluation Committee will review proposals in accordance with the criteria established in the attached ITN.

Based on the foregoing, I recommend that the Mayor and City Commission of the City of Miami Beach, Florida, authorize the issuance of ITN 2023-014-DF for police off-duty scheduling system for the Police Department.