Scheduling Software Solution: Loudoun County Fire and Rescue, RFI 698019
| Location: | Virginia |
|---|---|
| Posted: | Apr 30, 2026 |
| Due: | May 19, 2026 |
| Agency: | Loudoun County |
| Type of Government: | State & Local |
| Category: |
|
| Solicitation No: | RFI 698019 |
| Publication URL: | To access bid details, please log in. |
| Bid Number: |
RFI 698019
|
| Bid Title: |
Scheduling Software Solution: Loudoun County Fire and Rescue, RFI 698019
|
| Category: | Procurement |
| Status: | Open |
|
Attachment Preview
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
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