HomeMy WebLinkAboutItem 09 Approval of the Off Duty Management Sourcewell Agreement
City of Ocoee ▪ 1 N. Bluford Avenue ▪ Ocoee, Florida 34761
Phone: (407) 905-3100 ▪ www.ocoee.org
STAFF REPORT
Meeting Date: October 7, 2025
Item #: 9
Contact Name: Vincent Ogburn Department Director: Vincent Ogburn
Contact Number: Ext. 3038 City Manager: Craig Shadrix
Subject: Approval of the Off Duty Management Sourcewell Agreement. (Police Chief Ogburn)
Background Summary: The Ocoee Police Department is seeking to transition from its current extra-duty
software vendor, Extra Duty Solutions, to a new vendor, Off Duty Management Sourcewell. The benefits of the
new software vendor include:
1. Enhanced Scheduling Capabilities – Off Duty Management provides additional scheduling software
at no extra cost, including scheduling support for large-scale city events.
2. Cost Savings – The current vendor charges more than $3,000 annually for scheduling software,
whereas Off Duty Management includes this service without additional fees.
3. Interagency Compatibility – Off Duty Management’s platform is compatible with other agencies’
systems, making it easier to coordinate schedules and ensuring faster payment processing. Extra Duty
Solutions states that they could provide this service, but it would not be as efficient for the Ocoee
Police Department or the Orlando Police Department.
Currently, extra-duty management is handled by an in-house staff member. By moving to Off Duty
Management, the department will free up personnel from these administrative responsibilities. Staff will
instead serve only as a liaison between the vendor, outside agencies, and the Ocoee Police Department.
Issue:
Should the Honorable Mayor and City Commissioners approve the Ocoee Police Department to enter into an
agreement with a new vendor, Off-Duty Management Sourcewell?
Recommendations:
It is recommended that the Honorable Mayor and City Commissioners approve the Ocoee Police Department
to enter into an agreement with a new vendor, Off Duty Management Sourcewell.
Attachments:
1. Agreement
Financial Impacts:
There is no cost to the city as all costs are passed to the vendor which is hiring the off-duty officer(s).
City of Ocoee ▪ 1 N. Bluford Avenue ▪ Ocoee, Florida 34761
Phone: (407) 905-3100 ▪ www.ocoee.org
Type of Item: Consent
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Services Agreement
Sourcewell Contract #051321-OFF, Public Safety Software
).
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THIS SPACE WAS INTENTIONALLY LEFT BLANK
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IN WITNESS WHEREOF, the Parties hereto have executed this Agreement as of the Effective Date.
Off Duty Management, Inc:
By:
Printed Name: Sherry Rowley_______________
Title: Chief Executive Officer_________________
Date: ___________________________________
Ocoee Police Department:
By: _____________________________________
Printed Name: Vincent L. Ogburn, Sr. ________
Title: Chief of Police ____________________
Date: ___________________________________
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EXHIBIT A
STATEMENT OF WORK
Scope of Services
ODM will manage all external Customer requests for the off-duty Officers outside employment services as of ODM’s
publication of the first Assignment. ODM will manage the following for Agency in connection with the Assignments:
• Scheduling
• Provide weekly reporting on actual officer hours worked
• Invoicing/collections
Policies/Procedures
• ODM will comply with all applicable Agency Policies.
• ODM will coordinate with Agency should there be any questions regarding a Customer or Assignment.
• Agency will modify its existing Agency Policies to incorporate ODM management and administration.
Rates and Fees
• ODM will provide weekly reports on actual hours worked by the officers and total weekly hours worked for the
agency.
• ODM will pay the City of Ocoee weekly for total off-duty hours worked by officers from the Ocoee Police
Department at the established rate indicated by the established pay rates chart below. The rates below include FICA,
Workers' Compensation premiums, vehicle fees, agency administrative fees, and ODM Fees. Please see table in
Exhibit B.
• One cumulative sum excluding ODM fees will then be distributed to the city weekly to process all officer pay and
city administration fees accordingly.
• The City of Ocoee will pay their officers internally every two weeks. The city will maintain the responsibility to
calculate and pay officers according to internal payroll standards for off-duty work at the rates established by the City
of Ocoee.
Pay Rates
Type Hourly Rate Notes
Officer $66
Officer Holiday $77
Supervisor $71
Supervisor Holiday $82
UCF Football Events $71 - Officer Rate
$82 - Officer Holiday
$77 - Supervisor Rate
$88 - Supervisor Holiday
Emergency** N/A
* The holiday rate will apply to the following days: New Year’s Eve., New Year’s Day, MLK Day , Memorial Day, Independence
Day, Labor Day, Thanksgiving Day, day after Thanksgiving, Christmas Eve, Christmas Day.
Agency Administrative and Vehicle Fees
• Agency vehicle fees and administrative fees are included in officer/supervisor rates and will be sent to the city
finance department weekly via ACH.
• Agency is responsible for carrying collision insurance on any Agency vehicles used in connection with an
Assignment.
Customer Fees
• Officer hourly pay rate plus 9.1% ODM administrative fee per hour is included in the Pay Rate Chart attached in
Exhibit B.
Scheduling
Assignment Selection
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• Assignments will be pushed out to Officers via OfficerTRAK® to their mobile devices once received and approved
by Agency.
• Officers will select and work shifts first-come/first-served.
Minimum and Maximum per Shift Work
• 3 hours minimum per Assignment.
• Officers are limited to work a combined (Agency/off-duty) total of 16 hours combined daily (monitored by Agency).
Agency Assignment
• Requests submitted through Agency’s website will default to that Agency in OfficerTRAK®, regardless of location.
• The following agencies will serve as backups for Agency, and Agency must have an agreement with such agencies
relating to the same:
o N/A
Insurance Waiver
Agency hereby knowingly and voluntarily waives the following insurance coverages under this Agreement:
• General Liability
• Workers Compensation
Agency hereby understands and agrees that: (i) the amounts payable to ODM under this Agreement already reflect a discount
to Agency for such waived coverages; and (ii) ODM shall have no liability with respect Agency’s decision to knowingly and
voluntarily waive such coverages.
OfficerTRAK® Software
• Officers working for Customer will be required to use the OfficerTRAK® mobile app.
• Agency will be provided access to OfficerTRAK® to view Assignments requested through Agency.
• ODM will provide Agency access to OfficerTRAK® software to create and manage Internal Assignments only
(limited to Agency and city Assignments). Assignments and ODM will be viewed by Officers in the same app.
ODM will maintain Officer information for both databases.
• Agency will create a web page with a link to OfficerTRAK® for Customers to request service online.
OfficerTRAK® Training
ODM will provide the following training to Agency and Officers:
Online
o Administrators – training guides and virtual training
o Officers – training guides and practice jobs
OR
Onsite
o Administrators – training guides and onsite training
o Officers – training guides, practice jobs, and onsite training
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Exhibit B
Proposed NEW Extra Duty Rates - FY 25-26
Officer $ FICA WC Car Admin
ODM
9.1%
NEW
RATE
ODM Regular (9.1) 52.00 3.98 2.19 1.00 $ 1.37 5.46 $ 66.00
ODM Holiday (9.1) 60.00 4.59 2.53 1.00 $ 2.51 6.37 $ 77.00
ODM Supervisor (9.1) 56.00 4.28 2.36 1.00 $ 1.44 5.92 $ 71.00
ODM Spv Holiday (9.1) 65.00 4.97 2.74 1.00 $ 1.47 6.83 $ 82.00
ODM UCF Reg (9.1) 56.00 4.28 2.36 1.00 $ 1.44 5.92 $ 71.00
ODM UCF Hol (9.1) 65.00 4.97 2.74 1.00 $ 1.47 6.83 $ 82.00
ODM UCF SPV (9.1) 60.00 4.59 2.53 1.00 $ 2.51 6.37 $ 77.00
ODM UCF Spv Hol (9.1) 70.00 5.36 2.95 1.00 $ 1.42 7.28 $ 88.00