City of San Antonio - File #: 21-3485

• File #: 21-3485
• Type: Purchase of Equipment
• In control: City Council A Session
• On agenda: 6/3/2021
• Posting Language: Ordinance approving a contract with Business Management Systems, Inc., to provide scheduling software for the San Antonio Public Library for a total estimated cost of $220,000.00, for a three year period with two additional one year renewal options. Funding for the initial implementation fee and first year subscription costs in the amount of $50,000.00 is available in the FY 2021 Information Technology Services Capital Budget as included in the FY 2021 - FY 2026 Capital Improvement Program. Funding for subscription costs in the subsequent fiscal years is subject to City Council approval of the annual budget. [Ben Gorzell, Chief Financial Officer; Troy Elliott, Deputy Chief Financial Officer, Finance]

DEPARTMENT: Finance


DEPARTMENT HEAD: Troy Elliott


COUNCIL DISTRICTS IMPACTED: Citywide


SUBJECT:

Scheduling Software for San Antonio Public Library


SUMMARY:

This ordinance authorizes a contract with Business Management Systems, Inc. to provide a scheduling software solution for the San Antonio Public Library for a total estimated contract amount of $220,000.00 over a five-year period. Funding for the initial implementation fee and first year subscription costs in the amount of $50,000.00 is available in the FY 2021 Information Technology Services Capital Budget as included in the FY 2021 - FY 2026 Capital Improvement Program. Funding for subscription costs in the subsequent fiscal years is subject to City Council approval of the annual budget.


BACKGROUND INFORMATION:

Submitted for Council consideration and action is the proposal from Business Management Systems, Inc. to provide a scheduling software solution for the San Antonio Public Library for a total estimated cost of $220,000.00 over a five-year period. This contract will secure an operational centralized scheduling software solution that will support the scheduling of library employees across 30 locations with multiple points in each location. The Library has over 550 staff members and maintains over 40 unique schedules over a seven-day work week. Currently the Library is utilizing Microsoft Excel and whiteboards for scheduling employee's availability, which is time-consuming and inefficient.

Throughout the work week, absences occur which create staff shortages which impact the operation of the library and can affect the staff's ability to open the building and adjoining services to the public on time. Currently the manual process of scheduling staff involves an on-site staff member notifying leadership of staff shortages. Leadership then assesses staff level at all locations and request assistance by sending texts or email messages to fill vacancies based on the recorded availability o...