TO: Mayor and City Council
FROM: Philippe Eskandar, City Manager
BY: John Incontro, Police Chief
DATE: May 8, 2024
SUBJECT: APPROVAL OF AN AGREEMENT BETWEEN THE CITY OF
SAN MARINO AND INTIME CLOUD HOSTED SCHEDULING
SOFTWARE AND WORKFORCE MANAGEMENT
STRATEGIC PLAN CRITICAL SUCCESS FACTORS
Efficient, Responsive, and Effective City Services
Safe Community
Fiscally Responsible and Transparent City Government
BACKGROUND
The San Marino Police Department is comprised of 43.5 full and part-time employees. The department operates 24-hours a day and seven days a week, providing services to San Marino residents and the community at large. In order to provide our community with the highest level of service, meticulous scheduling of personnel is vital to proper staffing levels. The staffing levels not only ensure that we meet the community’s needs, but also safeguards staff from excessive workloads. Currently, a sworn supervisor prepares the schedule, taking into account vacation days, sick calls, payback days, training, overtime, and other special events or requests. The schedule is prepared on an Excel document and changes frequently based on staffing needs, which typically requires a couple of hours of staff time per day. All sick, vacation, comp, and overtime slips are processed or approved manually by a supervisor, then maintained by the employee until timecards are due and they are submitted to the finance department.
Steven W. Huang, DDS, Mayor
Gretchen Shepherd Romey, Vice Mayor
Tony Chou, Council Member
Calvin Lo, Council Member
Steve Talt, Council Member
DISCUSSION
In 2022, the department implemented an automated scheduling software (Schedule Express); however, the product capabilities fell short of department needs and expectations. This caused the scheduling supervisor to resort back to the old process of completing manual schedules. Staff conducted research of other local law enforcement agencies, and met with various vendors who provide scheduling software. During this research, staff found InTime Solutions to be the most widely used and purpose-built software for public safety. Additionally, InTime’s product offering has been refined through 25 years of experience and in-house development to meet the needs of over 500 agencies. Some local agencies using InTime are South Pasadena, Azusa, and Anaheim. Staff has also consulted with the City’s Finance Department and found that not only will InTime’s software help improve management of schedules and overtime, it will also help with timekeeping and processing of payroll.
FISCAL IMPACT & PROCUREMENT REVIEW
The total fiscal impact to the City for the first year of InTime Solutions will be $11,360. The funding for scheduling software (Schedule Express) was approved by City Council during the 2023-24 Fiscal Budget under account 103-30-4150-0500 Other Contract Services – IT, in the amount of $6,552.
Staff is recommending to use COPS Fund monies to pay for the current year implementation costs as well as subsequent years of software costs and not use General Fund monies. If the agreement with InTime is approved, the City Council would need to appropriate $11,360 for the current fiscal year from COPS Fund reserves to account 233-30-4150-0500 (Other Contract ServicesIT). The recurring annual financial obligation for InTime Solutions in subsequent years will be $6,660 and would paid from COPS Fund monies and will be included in the FY 2024-25 Operating Budget. The Interim Finance Director has reviewed this report and determined that the best interests of the City are served with selecting InTime Solutions as a vendor for cloud hosted scheduling and workforce management software for the department.
LEGAL REVIEW
The City Attorney's office has reviewed and approved as to form.
RECOMMENDATION
Staff recommends the City Council authorize and direct the City Manager to enter into an agreement with InTime Solutions for cloud hosted scheduling and workforce management software. If the City Council concurs with staff’s recommendation, an appropriate motion would be:
“I move to authorize the City Manager to enter into an agreement with InTime Solutions for cloud hosted scheduling and workforce management software, and to appropriate $11,360 from COPS Fund reserves to account 233-30- 4150-0500 (Other Contract Services IT).”
ATTACHMENTS
1. InTime Proposal & Agreement for San Marino Police Department
2. InTime Sole Source Letter