City of San Antonio - File #: 14-1249

• File #: 14-1249
• Type: Purchase of Supplies
• In control: City Council A Session
• On agenda: 6/19/2014
• Posting Language: An Ordinance authorizing a contract between Creative Software Solutions, LLC. and the City of San Antonio to provide the Department of Human Services with the purchase and delivery of the software needed to automate the administration of the senior meal and transportation program for a total cost of $866,713.00; funded by the Information Technology Capital Budget for the one-time purchase of $344,625.00 and estimated annual average maintenance and support cost of $174,029.33 for fiscal years 2015, 2016 and 2017 contingent upon City Council appropriation as part of the City’s Annual Budget Process. [Ben Gorzell, Chief Financial Officer; Troy Elliott, Director, Finance]

Date	Ver.	Action By	Action	Result
6/19/2014	1	City Council A Session	adopted	Pass

DEPARTMENT: Finance


DEPARTMENT HEAD: Troy Elliott



COUNCIL DISTRICTS IMPACTED: City Wide


SUBJECT:
Senior Centers Automation Application Solution



SUMMARY:
This ordinance authorizes a contract between the City and Creative Software Solutions, LLC to provide the Department of Human Services (DHS) with the purchase and delivery of the software needed to automate the administration of the senior meal and transportation program. Additionally, the software will be able to generate reports utilized for external purposes to provide statistical information to partners, meet grant requirements, and receive reimbursement for the meal and transportation program.
It is estimated that automating this program will decrease the total amount of time spent on processing eligible residents, ordering meals, accounting for the consumption of meals, and reporting to the Alamo Area Council of Governments by 20%. This will allow DHS to redirect 20% of staff and volunteer time, valued at approximately $187,000.00 annually, to increased activities and services provided at Senior Centers.
The total cost for this software system is $866,713.00 for the initial purchase and three years of maintenance and support. This purchase includes a one year hardware and labor warranty; valid as long as the recurring licensing fees are paid. Funding for this one time purchase in the amount of $344,625.00 is available from the Information Technology Capital Budget and funding for the annual recurring costs totaling $522,088.00 is contingent upon City Council approval during the FY15, FY16, and FY17 Budget development process.



BACKGROUND INFORMATION:
Submitted for City Council consideration and action is a contract between the City and Creative Software Solutions, LLC to provide software needed to automate the administration of the senior meal and transportation program. The system also will generate reports that will be utilized for external purposes to provide...